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VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting            

February 29, 2016

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

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

1. Agenda

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

            Nancy Cole is sworn in as Clerk.

            Mike Smith is sworn in as Commissioner.

 The action list is reviewed and discussed.

2. Highway Department Report

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

3. Water

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

4. Administration

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

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

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

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

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

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,339.72. Ron Sandstrom seconds the motion.  Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

The motion log is reviewed.

5. Accounts Payable

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

6. Minutes

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

The minutes of 02-22are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

7. Commissioners Reports

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

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

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

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

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

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

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

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

8. Signature Items    

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

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

9.Correspondence

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

NH Municipal Association has sent the Legislative Bulletin.

10. Scheduled Appearances

11. Other Business

 The tank lining bid is further discussed.

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

12. Public Comments 

At 11:00 am Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 3-0.

 Respectfully submitted,

Nancy E. Cole

Administrator

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VILLAGE DISTRICT OF EIDELWEISS

Board of Commissioners            

February 22, 2016

 

The Board of Commissioners met at 8:00 am on Monday, February 22, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard.  Also present were Kelly Robitaille (hwy) and Moderator Bob Ingram.  Engineer Nick Sceggell joined the meeting in progress at 9:50.  The meeting was taped for Madison TV by Tim Hughes.

 

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

 

1. Agenda

 

Mike Smith makes a motion to add Bill Ingram’s parking request to other business and approve the agenda as amended. Larry Leonard seconds the motion and the motion passed 3-0. 

 

The action list is reviewed and discussed.

 

2. Highway Department Report

 

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

 

3. Water

 

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

 

4. Administration

 

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

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

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

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

 

Accounts Payable

 

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

 

6. Minutes
7. Commissioners Reports

 

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

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

 

8. Signature Items    

 

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

 

9. Correspondence

 

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

 

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

 

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

 

 

 

 

 

 

10. Scheduled Appearances

 

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

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

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

 

Fluet Engineering will qualify the bid and bidder.

 

11. Other Business

 

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

 

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

 

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

 

12. Public Comments

 

 

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

 

 

 

 

Motions and votes of non-public session:

 

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

 

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

 

Respectfully submitted,

 

 

Nancy E. Cole

Administrator

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VILLAGE DISTRICT OF EIDELWEISS

Board of Commissioners            

February 15, 2016

 

The Board of Commissioners met at 8:00 am on Monday, February 15, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith.  Also present 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 DPW is not in attendance as today is a District holiday. Kelly Robitaille turned in his recommendation for the 2016 paved road work plan.  Ron Sandstrom will work on the presentations for the road plans.  All equipment has been repaired and is in service.

 

3. Water

 

The meeting last week with water operator Ian Hayes and SCADA programmer Tom Therrien outlined the progress on all ongoing work. Work is on target to meet set deadlines.  A draft for a policy of a hydraulic plan review being completed every 5 years is reviewed.

 

4. Administration

 

A safety meeting was held last week. Signs have been placed at the beaches for persons to use caution as the ice may be thin.  Signs were placed following discussion of incidents at local ponds of people and equipment going through the ice.  Safety meetings will be held the second Wednesday of each month.  The Action list will be updated to reflect the schedule.

 

Treasurer Dinah Reiss discusses the cash flow report. The effect Warrant Articles for funding of Trust Funds will have on cash flow is discussed.  Monthly expenditures for 2015 averaged $60,000; the report will be updated beginning next month to reflect the updated calculation.

 

Work is progressing on the audit. Schedules are expected Wednesday of this week.

 

Always on Call has been requested to review the scripts for Eidelweiss with personnel so as to help increase the accuracy of information when delivered to the crew.

 

Discussion is held on Village Districts of NH not being eligible for Highway Block Grants from the State that Towns can obtain. Including VDOE roads with the Town of Madison’s Highway Block Grant for collection of funding through the Town is discussed.  This will be looked into for further discussion.

An Asset Management meeting was held Saturday. Tommy Gunn and Dinah Reiss are working on the numbering system for road culverts.  Nancy Cole is working with Chad Roberge of Terra Map/Avitar on the maps.  Larry Sodano is working on the Asset Management presentation for the Annual Meeting.

 

The update to the Unassigned Fund Balance Policy is reviewed. Mike Smith makes a motion to sign and adopt the updated Policy. Ron Sandstrom seconds the motion and the motion passed 2-0.

 

The draft for the Hydraulic Model Update Policy is reviewed. Mike Smith makes a motion to sign and adopt the Hydraulic Model Update Policy. Ron Sandstrom seconds the motion and the motion passed 2-0.

 

A brief review of the Motion Log is held.

 

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,310.33. Report and time cards are reviewed and discussed. Ron Sandstrom seconds the motion and the motion passed 2-0.

 

Accounts Payable

 

The check manifest is presented. Mike Smith makes a motion to approve 1 check for $67.00. Ron Sandstrom seconds the motion.  Check and invoice are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

 

6. Minutes

 

The minutes of February 1 are presented. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

 

The minutes of February 8 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 makes a motion to send an email blast reminder for the Annual Meeting, stating that all information is available on the website. Mike Smith seconds the motion and the motion passed 2-0.

 

Mike Smith makes a motion to obtain pricing for 5 Thin Ice, use caution signs. Ron Sandstrom seconds the motion.  Discussion is held on potential exposure to liability regarding the ice conditions.  Legal will be checked with for advice on this matter. Motion is voted and the motion passed 2-0.

 

8. Signature Items    

 

Purchase order 136 is presented. Mike Smith makes a motion to approve Purchase Order 136 for salt in the amount of $3,000. Ron Sandstrom seconds the motion and the motion passed 2-0.

Purchase order 137 is presented. Mike Smith makes a motion to approve Purchase Order 137 for a secondary pump for the sodium hydroxide in the amount of $2,000. Ron Sandstrom seconds the motion and the motion passed 2-0.

 

Purchase order 138 is presented. Mike Smith makes a motion to approve Purchase Order 138 for a replacement pump for the Summit station in the amount of $3,200. Ron Sandstrom seconds the motion and the motion passed 2-0.

 

Auditor Tamar Roberts has supplied a letter of requested information from Attorney Dan Crean. Mike Smith makes a motion to sign the letter to Attorney Crean. Ron Sandstrom seconds the motion and the motion passed 2-0.

 

An Asset Management Reimbursement request for volunteer hours spent by the Asset Management Committee members is presented. Mike Smith makes a motion to sign and submit the reimbursement request. Ron Sandstrom seconds the motion and the motion passed 2-0.

 

The draft of the Bonus Policy is reviewed. Mike Smith makes a motion to sign and adopt the Bonus Policy. Ron Sandstrom seconds the motion and the motion passed 2-0.

 

9. Correspondence

 

NH Municipal Association has sent the Legislative Bulletin.

 

Property-Liability Trust has announced the 2016 Board of Directors.

 

 

 

 

 

 

10. Scheduled Appearances
11. Other Business

 

The Asset Management Committee meeting minutes have been distributed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

 

The 2016 Warrant for the Annual Meeting and Budget were posted on February 9.

 

Discussion is held on preparing amendments to Warrant Articles as the article is moved to the floor at the Annual meeting. Information will be put together for review next week.

 

Moderator Bob Ingram will be contacted to confirm he will attend next week’s meeting.

 

12. Public Comments

 

 

 

 

At 8:46 am Mike Smith makes a motion to enter non-public session pursuant to RSA 91A-3, II (d) property. Ron Sandstrom seconds the motion.  Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0. 

 

Motions and votes of non-public session:

 

Mike Smith makes a motion to seal the minutes of this non-public session until conclusion of the matter discussed.  Ron Sandstrom seconds the motion and the motion passed 2-0. 

 

At 9:10 am Mike Smith makes a motion to exit non-public session and adjourn the meeting. Ron Sandstrom seconds the motion.  Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

 

Respectfully submitted,

 

 

Nancy E. Cole

Administrator

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VILLAGE DISTRICT OF EIDELWEISS

Board of Commissioners            

February 8, 2016

 

The Board of Commissioners met at 8:00 am on Monday, February 8, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard.  Also present was Kelly Robitaille (hwy).  Water operator Ian Hayes, SCADA programmer Tom Therrien and Clerk Jay Buckley joined the meeting at 8:50 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

 

Kelly Robitaille reports that roads are in good shape. The International Terra Star suffered a malfunction last week and was towed to Liberty International.  The vehicle would not complete a regeneration cycle for the exhaust that was scheduled to be done.  The cycle would not reset and the vehicle could not be run.  The truck is being returned today, the issue was a crossed wire.  Bob Goddard has been picked up by Liberty International and will bring the truck back.  The F-550 lost power on Friday and is unusable.  A cracked manifold was noted and the part has been ordered.  Alan Valladares from Albany Service Center will install the part once received, it is expected tomorrow.  The road grader was used where it could be and the International 7400 was used.  Snow is predicted for this afternoon and overnight.  Bob Goddard and Kelly Robitaille will overlap schedules.  The status of salt and sand is discussed.  Sand is good, salt is low.  2 loads are needed of salt.  Mike Smith makes a motion to approve purchase of 2 loads of salt up to $3,000. Ron Sandstrom seconds the motion and the motion passed 3-0.  The 2016 road plan will be worked on for review next week.  Kelly Robitaille is informed that tags will be ordered to place on culvert inlets and outlets for all road culverts.  Kelly Robitaille states that some culverts are not able to be reached for attaching a tag number, especially those with rock or concrete headers.  Locations for placing of the tag numbers for each culvert will be checked on prior to embarking on the project.

Mike Smith states he will plan a safety meeting for this week. Ron Sandstrom requests review of the developed scripts for the answering service to help make sure that the proper information is being sent to the crew.

 

3. Water

 

Ian Hayes discusses Muddy Beach well #2 and is informed that the request for the purchase order for funding flushing of the well has been approved. Ian Hayes will work with Hartley Well on access and scheduling.  The well transducers have been received and will be placed while the well is open.  Tom Therrien outlines that the new panels for the electronics have been installed at Muddy Beach and Jungfrau stations.  The new pump that was received as a spare for the Sodium Hydroxide system has been installed.  Purchase of a back up pump is discussed.  Mike Smith makes a motion to order a second pump up to $1,300. Ron Sandstrom seconds the motion.  Discussion on available repair kits is held.  Ian Hayes outlines that proper set up would include a redundant pump in line with the first in a lead lag rotation.  Should one pump fail, the other is already in line. Mike Smith moves to amend the motion to include funding up to $2,000 from the Water System Capital Reserve Fund for purchase and installation of a second pump. Ron Sandstrom seconds the amendment. Motion is called to a vote and the motion passed 3-0. Summit station is discussed.  Mike Smith makes a motion to approve purchase and installation of a new pump for Summit station in the amount of $3,200 with funding to come from the Water System Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 3-0.  Ian Hayes discusses a call from the owners of 1 Bristenstock regarding water pressure at the house.  Pressure loss is of unknown origin, possibly the service line to the residence but may be the water main carrying air based on elevation changes of the pipes.  An air release added to the water main may alleviate this situation.  Work at Reinach station for the booster pump and sump pump has been completed.  Work to replace the service line at 5 Saint Moritz has been completed, inspected, and the house has been reconnected to the system.  Ian Hayes is informed the hydraulic model review showed the model to be accurate as is and is informed that the next review will be planned for completion in 5 years.  Tom Therrien states that now that the panel has been installed in Jungfrau he will coordinate electrician Chad Poulin for completion of the electric work to be done at the station.  The Badger meter for the station will be ordered.  Expected cost is $3,800.  The best pricing will be obtained from vendors prior to order being placed.  Ian Hayes confirms that mechanical work for the pump replacement is on schedule for the targeted begin date of March 14.  Tom Therrien adds that the radio replacements are also on schedule to be completed by the end of Feb.  Manuals for the schematic of Oak station are completed and turned in.  The model for off peak pumping of water is being worked on.  System protection is being put in place through the set points on the SCADA system.  Ian Hayes is informed the tank lining project bids are due Feb 22.  The project schedule will be reviewed prior to beginning any work.

 

4. Administration

 

An Asset Management meeting is scheduled for Saturday, September 13, 2016 at 9 am. All information on the isolation valves has been sent to Chad Roberge for mapping.

 

Daily water usage for January has been distributed. The leak located at 5 St Moritz shows on the usage report.  This leak was isolated and has been repaired.

Accounts Payable

 

The check manifest is presented. Mike Smith makes a motion to approve 18 checks for $18,488.81. 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
7. Commissioners Reports

 

Mike Smith discusses attendance at the Public Forum with State Representatives held in Albany last Monday night. Nancy Cole was also present and gave input on proposed updates to RSA 91-A.  Document storage for required retained documents is being considered to be allowed to be kept electronically in .pdf format.  Backups of all documents could be stored off site with electronic access from anywhere by using the Cloud to store documents.  Mike Smith was able to discuss receipt of Highway Block Grants by districts within NH with Representative McConkey.  Discussion ensues on approaching the Town of Madison as well as State Representatives to pursue funding for Village Districts.  Ron Sandstrom makes a motion to approve Office 365 for up to $200 per year. Mike Smith seconds the motion and the motion passed 3-0.

 

8. Signature Items    

 

The 2016 Warrant for the Annual Meeting is presented. Mike Smith makes a motion to sign and post the Warrant. Ron Sandstrom seconds the motion and the motion passed 3-0.

The 2016 MS 636; Budget for the Village District of Eidelweiss is presented. Mike Smith makes a motion to sign and post the MS 636. Ron Sandstrom seconds the motion and the motion passed 3-0.

The 2016 Public Works Mutual Aid agreement is presented. Mike Smith makes a motion to sign the agreement. Ron Sandstrom seconds the motion and the motion passed 3-0.

Purchase order 135 for flushing of Muddy Beach Well #2 is presented. Mike Smith makes a motion to approve PO 135 in the amount of $3,200. Ron Sandstrom seconds the motion and the motion passed 3-0.

 

9. Correspondence

 

NH Municipal Association has sent the weekly Legislative Bulletin.

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

A quarterly publication from Homeland Security which outlines some federal municipal grants which may be pursued has been received.

 

 

 

 

 

 

10. Scheduled Appearances
11. Other Business

 

Madison Police were made aware of an unregistered car that has been in the Huttwil parking lot for over a week. The car was removed that afternoon.

 

12. Public Comments

 

Jay Buckley states that he has ordered some NH Municipal Association books for himself and recommends the office have copies. Jay Buckley is informed the office already is in possession of these publications.

At 8:35 am Mike Smith makes a motion to break until the arrival of Ian Hayes and Tom Therrien for the water system discussion. Ron Sandstrom seconds the motion and the    motion passed 3-0. 

At 8:55 am Ron Sandstrom makes a motion to resume the session. Mike Smith seconds the motion and the motion passed 3-0. 

At 9:55 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/2016/03/CM020116.pdf"]

VILLAGE DISTRICT OF EIDELWEISS

Board of Commissioners            

February 1, 2016

 

The Board of Commissioners met at 8:00 am on Monday, February 1, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (arrived 8:03 am).  Also present was Kelly Robitaille (hwy).  Engineer Nick Sceggell joined the meeting at 9:20 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

 

Kelly Robitaille reports that roads are in good shape. Some punch outs will be made prior to the forecasted rain.  Some tree branches will be cut back this week.  Planning for 2016 is to be completed.  The culvert maintenance worksheet will be forwarded to Kelly Robitaille.  Dinah Reiss and Tommy Gunn of the Asset Management Committee will be working on numbering the road culverts for installation of tags in the spring.  Ian Hayes will contact Kelly Robitaille on clearing a path to the Muddy Beach Wells.

 

3. Water

 

SCADA work is progressing for both the chemical room and off peak pumping model. The radios have been received.  The invoice has been forwarded to the auditor for the accounts payable file.  Engineer Nick Sceggell will update the hydraulic model when he arrives this morning.  The pre-bid meeting for the water tank lining project is scheduled for 10 am today.

 

4. Administration

 

A safety meeting will be held in February.

The motion log will be targeted for review the third meeting of each month.

The policy wording for the Unassigned Fund Balance is to be reviewed.

The VDOE Annual Report was completed last week and submitted to Madison.

The Asset Management Committee met Saturday and new member Tommy Gunn will work with Dinah Reiss on the numbering sequence for road culverts. GPS coordinates will be taken for all culverts when tagged in the spring.  Directional flow data for each culvert will be marked for the maps.  The date cleaned for each culvert will be maintained.

The next Asset Management meeting will be February 13 at 9 am.

The Warrant is reviewed and discussed.

Article 2 – Bond for reconstruction of Oak Ridge Road. New numbers were received for the anticipated loan payment based on the reduced amount to be requested.  Mike Smith makes a motion to update the loan payment to include the revised 7 year loan payment at $17,000. Ron Sandstrom seconds the motion and the motion passed 3-0. 

Board recommendation for Article voted: Article recommended by a vote of 2-1 with Larry Leonard against this article.

Article 3 – Health Insurance Trust Fund. Board recommendation for Article voted:  Article recommended by a vote of 3-0.

Article 4 – Operating\Highway Budget. Board recommendation for Article voted: Article recommended by a vote of 3-0.

Article 5 – Water System Budget. Board recommendation for Article voted:  Article recommended by a vote of 3-0.

Article 6 – Grison & Burgdorf road culvert Engineering, design and permitting. Board recommendation for Article voted:  Article recommended by a vote of 2-1 with Larry Leonard against this article.

Article 7 –Pavement Preservation. Board recommendation for Article voted:  Article recommended by a vote of 3-0.

Article 8 – Purchase Extended Warranty for Terra Star.  Board recommendation for Article voted:  Article recommended by a vote of 3-0.

Article 9 – Beach Testing. Board recommendation for Article voted: Article recommended by a vote of 3-0.

Article 10 – Water Extension Fund usage. Board recommendation for Article voted: Article recommended by a vote of 3-0.

Article 11 – Asset Management. Board recommendation for Article voted: Article recommended by a vote of 3-0.

Article 12 – Establish Heavy Equipment Repair CRF. Board recommendation for Article voted:  Article recommended by a vote of 3-0.

Article 13 – Deposit into Road Construction CRF. Board recommendation for Article voted:  Article recommended by a vote of 3-0.

Article 14 – Deposit into Highway Equipment CRF. Board recommendation for Article voted:  Article recommended by a vote of 3-0.

Article 15 – Extension of Treasurer Term limit. Board recommendation for Article voted:  Article recommended by a vote of 3-0.

Article 16 – Extension of Clerk Term limit. Board recommendation for Article voted:  Article recommended by a vote of 3-0.

Article 17 for other business that may come before meeting will be added.

Mike Smith makes a motion to produce the Warrant as voted for signing next week. Ron Sandstrom seconds the motion and the motion passed 3-0. 

 

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,126.56. 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.

Accounts Payable

 

The check manifest is presented. Mike Smith makes a motion to approve 13 checks for $14,291.93. 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 18 are presented. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

The minutes of January 18 Non-Public session are presented. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

The minutes of January 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.

The minutes of January 25 Non-Public session 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

 

Ron Sandstrom discusses establishing a VDOE policy for employee bonuses. Ron Sandstrom makes a motion to adopt the Policy as drafted. Mike Smith seconds the motion and the motion passed 3-0.

Updating of the isolation valve data has been completed and sent to Chad Roberge of Terra Map/Avitar Associates.

The road plan for 2016 work and review of 2015 completed work is being done.

The Annual report was completed last week. Ron Sandstrom makes a motion to put the Annual report on the website. Mike Smith seconds the motion and the motion passed 3-0.

 

Mike Smith makes a motion to update the new hire information to reflect enrollment in the NH Retirement System as a condition of employment and bring wording into compliance. Ron Sandstrom seconds the motion.  Larry Leonard is informed that withdrawal from the NH Retirement System is not a current option based on withdrawal requirements. Motion is called to a vote and the motion passed 3-0.

Mike Smith states that he will be attending the meeting with the local State representatives in Albany tonight. Nancy Cole will also be attending.

 

8. Signature Items    

 

Letter to the home owner at 1 Altdorf regarding drainage is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

Letter to the home owner at 6 Little Loop regarding drainage is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

Letter to the home owner at 4 Little Loop regarding drainage is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

Letter to G.W. Brooks for preliminary award of the Oak Ridge reconstruction project pending funding approval is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

Purchase order for a cutting edge at $240 is presented. Mike Smith makes a motion to authorize the purchase order. Ron Sandstrom seconds the motion and the motion passed 3-0.

Purchase order for sand at $1,500 is presented. Mike Smith makes a motion to authorize the purchase order. Ron Sandstrom seconds the motion and the motion passed 3-0.

 

9. Correspondence

 

Attorney Dan Crean has confirmed he will attend the Annual Meeting.

 

A letter from NH DES regarding the recent work on Grison and Burgdorf has been received and is reviewed. The information requested will be put together for the response.  Information from the 2012 repairs and 2015 repairs will need to be included as the overflow culverts were originally placed in 2012.  Mike Smith makes a motion to include the information regarding the 2016 Warrant Article for Engineering, Design and Permitting for permanent repairs to these roads in the response to NH DES. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against including this information.  Larry Leonard makes a motion to review the 2012 repair information. Ron Sandstrom seconds the motion and the motion passed 3-0.

 

 

 

 

 

 

10. Scheduled Appearances

 

Engineer Nick Sceggell joins the meeting in progress at 9:20 am. The hydraulic model update is discussed.  Engineer Nick Sceggell outlines that the peak demand calculated for the system is 200 gallons per minute on August 8, 2015.  The peak calculated when the testing was done in 2011 was 222 gallons; however, the usage is noted that a pipe break occurred that day.  Without a break the peak was calculated at 200 gallons per minute.  All reviews of the model shows the pressure as expected for the varying zones.  Review shows that no major update of the model is needed at this time.  Ron Sandstrom makes a motion to have the Asset Management Committee collect GPS coordinates and elevations for all bleeders within the system. Mike Smith seconds the motion and the motion passed 3-0.  Mike Smith makes a motion to update the reviews for the model in another 5 years.  Ron Sandstrom seconds the motion.  Discussion is held on additional development occurring within the District and demands that may be put on the system.  Ron Sandstrom moves to amend the motion to create a policy for a 5 year system demand review. Mike Smith seconds the motion to amend.  Motion is called to a vote and the motion passed 3-0.

 

11. Other Business

 

Off peak electric hours include 8 pm to 7 am Mon-Fri; weekends and holidays.

 

Mike Smith makes a motion to have the bids due for the tank lining project Feb 22. Ron Sandstrom seconds the motion and the motion passed 3-0. 

 

Preliminary road work plan for 2016 submitted by Kelly Robitaille is reviewed.

 

 

 

 

12. Public Comments

 

 

 

At 8:47 am Mike Smith makes a motion to enter non-public session pursuant to RSA 91A-3, II (d) property. Ron Sandstrom seconds the motion.  Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0. 

 

Motions and votes of non-public session:

 

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

 

At 8:52 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 vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

 

At 9:54 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/2016/02/CM012516.pdf"]

VILLAGE DISTRICT OF EIDELWEISS

Board of Commissioners            

January 25, 2016

 

The Board of Commissioners met at 8:00 am on Monday, January 25, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith.  Also present 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 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 shape. Brandon Drew of High St Sand & Gravel has announced that he is working his sand pile and has sand available at a cost of 9.50 per ton.  Other vendors are currently over $10 per ton.  Mike Smith makes a motion to approve $1,100 or 5 truckloads of sand. Ron Sandstrom seconds the motion.  Discussion on storage capacity and amount to be ordered is held.  Mike Smith withdraws the motion. Ron Sandstrom makes a motion to approve $1,500 for sand.  Mike Smith seconds the motion and the motion passed 2-0.  Ron Sandstrom discusses a spreadsheet of the collected information pertaining to road culverts that has been developed with the 182 culvert location sheets that were turned in.  The information will be reviewed with Kelly Robitaille.

 

3. Water

 

Ian Hayes has notified the office that Muddy Beach Well #2 is off line. Hartley Well has been notified.  A purchase order in the amount of $2,000 for pulling of Muddy Beach Well #2 is presented and reviewed.  Ron Sandstrom makes a motion to approve the purchase order for Hartley Well to pull the well pump in the amount of $2,000. Mike Smith seconds the motion and the motion passed 2-0.  Mike Smith makes a motion to have the office send Tom Therrien of Electrical Installation an email with the projects and completion dates from the last meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.  Discussion is held on the addition of an item called “project planning” that has been added to the action list.  Mike Smith makes a motion to remove this item from the action list. Ron Sandstrom seconds the motion and the motion passed 2-0.

 

4. Administration

 

Audit information is discussed. The retention policy for the Unassigned Fund Balance is discussed.  The level of the retention and the wording on the policy is discussed.  Clarifying in the wording that the water budget is not included; the 33% retention is the Operation/Highway budget.  Mike Smith makes a motion to have Nancy Cole review and update the wording for presentation to the Board. Ron Sandstrom seconds the motion and the motion passed 2-0.  Continued discussion is held on the Unassigned Fund balance, cash flow, and the use of TAN notes.

The draft maps for water system valve locations are being reviewed and updated as needed. The lot type, showing lot or home will be added as a layer.  Isolation valve location plotting is discussed; a layer showing directional control of flow will be added.  The data from the isolation valve coordinates will be sent to Chad Roberge.

The 2016 Warrant is discussed. The Board is questioned if changes are wanted to any of the Articles.  Article 2, the bond for the Reconstruction of Oak Ridge Road, is discussed.  Mike Smith makes a motion to send a letter to G.W. Brooks notifying them of intent to issue Award of Contract pending approval of funding at the VDOE Annual Meeting; and amend the Warrant Article amount to $243,750 which includes 8% Project Management and 17% contingency; funding is to include $30,000 from the Unassigned Fund Balance. Ron Sandstrom seconds the motion and the motion passed 2-0.

Ron Sandstrom discusses employee bonuses. Ron Sandstrom states that creation of a separate line item for an employee bonus would not beneficial to the District.  Establishment of a Bonus Policy is discussed.  Ron Sandstrom distributes a draft of the proposed policy for consideration and discussion.  This will be discussed next week.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,650.83. Ron Sandstrom seconds the motion.  Report and time cards are reviewed and discussed.  An error in hours on the report for a part time employee is identified.  Mike Smith moves to amend the amount of payroll to $6,714.83. Ron Sandstrom seconds the amendment and the motion passed 2-0.

 

Accounts Payable

 

The check manifest is presented. Mike Smith makes a motion to approve 13 checks for $14,291.93. 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 the Public Hearing of January 22 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 discusses the candidate list for 2016.

 

Mike Smith makes a motion to send a postcard for the Annual Meeting. Ron Sandstrom seconds the motion and the motion passed 2-0. 

Mike Smith makes a motion to include no action to be taken on Middle Shore project at this time in the letter to G.W. Brooks. Ron Sandstrom seconds the motion and the motion passed 2-0.  

 

 

 

 

 

8. Signature Items    

 

The updated Health Trust agreement recognizing addition of the COBRA agreement is presented. Ron Sandstrom makes a motion to sign the updated agreement. Mike Smith seconds the motion and the motion passed 2-0.

 

9. Correspondence

 

The Eidelweiss Property Owner’s Association (EPOA) has requested use of Geneva Beach for a beach party February 14. Mike Smith makes a motion to approve the EPOA request. Ron Sandstrom seconds the motion and the motion passed 2-0.

 

Guidance on sealing minutes of non-public sessions has been received. Mike Smith makes a motion to reconsider the vote to seal the minutes of the Non-Public Session of December 14, 2015 regarding employee bonuses and unseal these minutes. Ron Sandstrom seconds the motion and the motion passed 2-0.

 

 

 

 

 

 

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

 

At 9:03 am Ron Sandstrom makes a motion to enter non-public session pursuant to RSA 91A-3, II (a) employment matters. Mike Smith seconds the motion.  Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

 

Motions and votes of non-public session:

 

Mike Smith makes a motion to update the employee handbook to reflect mandatory enrollment in the NH Retirement System upon hire. Ron Sandstrom seconds the motion and the motion passed 2-0. 

 

Mike Smith makes a motion to waive the time limit for buying service credit with the NH Retirement System and allow Nancy Cole to buy back her first year of employment. Ron Sandstrom seconds the motion and the motion passed 2-0.

Ron Sandstrom makes a motion to update the employee handbook to reflect holiday hours as hours worked. Mike Smith seconds the motion and the motion passed 2-0.

 

Mike Smith makes a motion to have the office contact the NH Retirement System to determine the VDOE liability to the retirement system due to the enrollment oversight. Ron Sandstrom seconds the motion and the motion passed 2-0.  

 

At 10:30 am Mike Smith makes a motion to exit non-public session and adjourn the meeting. Ron Sandstrom seconds the motion.  Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

 

Respectfully submitted,

Nancy E. Cole

Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/02/PH012216.pdf"]

VILLAGE DISTRICT OF EIDELWEISS

BOARD OF COMMISSIONERS

PUBLIC HEARING ON BOND ARTICLE FOR RECONSTRUCTION OF OAK RIDGE ROAD

PUBLIC HEARING ON BUDGETS FOR 2016

JANUARY 22, 2016

 

The Board of Commissioners held a public hearing on the proposed bond for the reconstruction of Oak Ridge Road, followed by a Public Hearing on the proposed 2016 VDOE Budget on January 22, 2016 at 7 pm at the Madison Town Hall meeting room. 11 persons were present.

 

Mike Smith makes a motion to open the hearing on the Bond for $300,000 proposed for the reconstruction of Oak Ridge Road. Ron Sandstrom seconds the motion and the motion passed 3-0. 

 

Review of the Oak Ridge Road reconstruction project is presented by Ron Sandstrom. Outline of bids received and opened during public meeting is given.  G.W Brooks is the lowest accepted bid.  References are being checked and were received late this afternoon from the Engineer.  Bid anticipated to be awarded at the next Commissioners meeting.  Cost of the project is reviewed and discussed.  Tax impact for future years is outlined.  Amount on the notice being $300,000 is discussed.  Actual amount of the loan may be lower.  Gloria Aspinall questions project oversight and is informed that Fluet Engineering has been appointed as project manager.  Mike Smith outlines recommendation from Engineer that current water lines not be replaced until the road is resurfaced in 7-10 years.  Jay Buckley questions the Unassigned Fund Balance and using of these funds in this article.  Ron Sandstrom outlines the unspent funds from two Warrant Articles approved in 2015 that were not completed.  Discussion continues on road work and needs for the District.

At 7:20 pm Ron Sandstrom makes a motion to close the Public Hearing on the bond for the reconstruction of Oak ridge Road. Mike Smith seconds the motion passed 3-0. 

At 7:20 pm Ron Sandstrom makes a motion to open the Public Hearing on the 2016 Budgets. Mike Smith seconds the motion and the motion passed 3-0.

Ron Sandstrom outlines the Commissioners goal for the 2016 Warrant.

Article 3 for establishment of an Expendable Trust Fund for Medical Insurance in the amount of $35,000 is outlined. Funding is from the Unassigned Fund Balance.  Some discussion on future funding for insurance needs is held.  Reduction of the operating budget in the amount of $35,000 is outlined.

Article 4 for the Operations/Highway Budget and Article 5 for the Water Budget are reviewed.  Categories and funding levels are reviewed and discussed.  Employee bonuses are discussed.  Establishing a line item for bonuses is discussed.  Current funding from salary lines is outlined.  Benefits are reviewed.  Increase in the Retirement plan line item is discussed.  Enrollment of all three employees being mandatory under NH RSA is discussed.  Bond payments for the 2016 calendar year are reviewed.  Dinah Reiss outlines collection of the payment for the tank lining project in 2015 without costs being incurred and recommends not raising Overage spent on Grison and Burgdorf emergency road repairs is highlighted.  Increase in engineering expenses outlined.  Increase in culvert line item outlined to include addition of culverts in a drainage issue on Eidelweiss Drive.  Discussion on option of having a review of the Lodge for needed repairs is held.  Street lighting is reviewed.  Parks & Recreation is reviewed.  TAN note interest line is reviewed and discussed.  Use of a TAN in January of 2016 is outlined.  Dinah Reiss discusses TAN usage and earlier receipt of the tax payment from the Town of Madison.

Article 6 for Engineering, Design and Permitting of Grison and Burgdorf road repairs for permanent corrections is discussed. Outline of undersized culverts at these locations, along with approximately one year of time needed to obtain proper permits is given. Some discussion on the work completed this year is held.

Article 7 for pavement preservation discussed. The need to maintain paved roads as well as gravel roads is discussed.  Creation and release of a maintenance plan for roads is discussed.  The need for shoulder work on paved roads is highlighted by Gloria Aspinall.

Article 8 for purchase of an extended warranty for the new Terra Star is reviewed. Purchase of a 5 year warranty is outlined.

Article 9 for testing of water at the 5 beaches is discussed. Bob Ingram outlines that Porridge Shore has not been tested weekly; only 4 beaches are done weekly.

Article 10 for expending from the Water Extension Fund is discussed.

Article 11 for Asset management expenditures beyond the NH DES grant which expires May 31, 2016 is outlined. Funding for this is highlighted to be from the unexpended funds previously approved for this effort.

Article 12 for establishing a CRF for heavy equipment repairs is outlined. The need to have funds available for maintaining the heavy equipment without expending money for  three year warranty that may or may not be used.  The equipment should be in service for the District for over 20 years.  Long term financial planning is discussed.

Article 13 for deposit into the Road Construction CRF is discussed.

Article 14 for deposit in the Highway Equipment CRF is discussed.

Article 15 for increasing of Treasurer Term limit is discussed. Dinah Reiss states that she does not see an advantage to increasing this term limit.

Article 16 for increasing of Clerk Term limit is discussed.

 

Ron Sandstrom moves to adjourn the hearing at 8:45 pm. Mike Smith seconds the motion and the motion passed 3-0.          

 

 

 

 

 

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/02/CM011816.pdf"]

VILLAGE DISTRICT OF EIDELWEISS

Board of Commissioners            

January 18, 2016

 

The Board of Commissioners met at 8:00 am on Monday, January 18, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (arrived 8:05 am). Ian Hayes (water operator) and Tom Therrien (SCADA programmer) join the meeting at 9:00 am.

 

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

 

1. Agenda

 

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

 

The action list is reviewed and discussed.

 

2. Highway Department Report

 

District holiday, Highway crew is not in attendance.

Better cleanup of pump stations is discussed. The crew will be informed.  Ron Sandstrom states that he will work with Kelly Robitaille on the road plan this week.  The road plan will be presented at the Annual Meeting.

 

3. Water

 

Ron Sandstrom outlines the lack of impact that the contract with Electrical Installation has had on scheduling of work on the SCADA system. Tom Therrien accepts responsibility for the perceived lack of progress in the last two months.  Tom Therrien adds that the electrical panel at Jungfrau could not have been ordered earlier because the space available for the panel was unknown.  As the electric change at the telephone pole for the power supply to the building has now been completed, the available space will be measured today and the panel should be received by the end of February.  Tom Therrien adds that the new radios and program cards needed for the SCADA system will add to the size of the panel needed in every pump house.

The Muddy Beach well transducers that were approved last year but not yet ordered are discussed. Tom Therrien outlines lack of information available on the depth of Muddy Beach Well #1.  Without knowing the depth that the transducer is needed at, the transducer cannot be ordered.  Ian Hayes states that the depth of Well #2 will require 120 feet of cable.  The depth of Well #1 draw down test ranged to 160 feet.  200 feet of cable will be ordered for Well #1.  Tom Therrien states that it will take 2 – 3 weeks for the materials to arrive.  The week of February 8^th will be targeted for installation of the transducers, with a completion date of February 12^th.  Open projects are discussed.  Chemical injection room programming into the SCADA system will be done.  Tom Therrien states that he will be in tomorrow to work on this, with a completion date by January 29^th.  Tom Therrien will follow up on the Oak pump house schematics for the new pumps; information to be received by January 29^th.

Ian Hayes states that the Sodium Hydroxide pump is off line. The pump ordered as the authorized spare pump will be installed upon receipt.  A spare will still be needed going forward.  A work order for installation of the pump with estimated pricing will be created.  Ian Hayes will supply the parts estimates and labor hours.  The pump will be installed by the end of January.  The order for the new radios for the SCADA system is discussed.  Tom Therrien states that all radios will be installed by the end of February.  The radio units will be in the District the end of January.  Tom Therrien will schedule Chad Poulin of Androscoggin Electric for completion of the remaining electrical work at Jungfrau pump house.  Adding flow meters to the system and purchase of the meters for Jungfrau are discussed.  Discussion is held regarding standardizing use of one manufacturer; Rosemount or Badger.  The ability to work on the Badger meters and familiarity of both Ian Hayes and Tom Therrien with Badger meters is discussed.  The prior vote of the Board to use Rosemount meters and the purchase and installation of Rosemount at Oak pump house is outlined by Mike Smith.  Ron Sandstrom makes a motion to standardize on Badger meters for the water system and use Badger meters moving forward. Larry Leonard seconds the motion.  Discussion on potential unforeseen issues that could arise with a different meter is held.  Ron Sandstrom withdraws the motion. Mike Smith makes a motion to use Badger meters for the Jungfrau project.  Ron Sandstrom seconds the motion and the motion passed 3-0.  Discussion ensues on the timing for the replacement pump at Jungfrau to be installed.  Installation is currently scheduled for spring 2016.  Mike Smith discusses installing the pump following completion of the electrical and SCADA panel work; target early March.  Discussion on the amount of time to complete the pump replacement is held.  Ian Hayes states that with the piping changes within the station, the work will take 2-3 weeks.  Mike Smith makes a motion to have the pump replacement work begin March 14, 2016. Ron Sandstrom seconds the motion and the motion passed 3-0.  Completion of the SCADA programming to model off peak pumping is discussed.  Oak station and Chocorua station are discussed for inclusion to pump during off peak hours; 8 pm to 7 am Monday through Friday.  Weekends and holiday hours will be looked into.  The system will be programmed to call for water to fill tanks throughout the District during the specified hours.  All stations will have an override to allow for filling of tanks if needed between 7 am and 8 pm.  Mike Smith makes a motion to include Oak and Chocorua stations in the off-peak programming model. Ron Sandstrom seconds the motion and the motion passed 3-0.  Establishing monthly meetings during projects with Tom Therrien is discussed.  Tom Therrien will attend the second meeting of each month.  Tom Therrien will update the Commissioners on the status of all projects discussed on February 8^th.  Mike Smith makes a motion to have Ian Hayes obtain pricing for a replacement booster pump for Summit station. Ron Sandstrom seconds the motion.  Discussion ensues on full replacement or replacement of the pump only without the motor.  Motion is called to a vote and the motion passed 2-1 with Larry Leonard against full replacement.

 

4. Administration

 

A safety meeting will be scheduled for early February.

The motion log is reviewed. 291 motions have been made since July 1, 2015.

The cash flow report is reviewed. The ending balance on December 31, 2015 in the operating account was $9,638.  A Tax Anticipation Note (TAN) was taken for $25,000.  The tax check from the Town of Madison was received last week in the amount of $245,733.  The TAN note will be paid off this week.  Payoff is including in today’s manifest for approval.  The Capital Reserve Fund (CRF) balances on the report are the reported balances as of 12-31-15 received from the Trustees of the Trust Funds.

VDOE policies will be placed on the website was the final review is completed.

The 2015 VDOE Annual Report is being worked on. The report is due to the Town of Madison early next week.

Information received on the options for new phones for the DPW crew will be distributed.

Asset Management mapping is in progress with Chad Roberge of Terra Map/Avitar Associates. The draft maps received are reviewed.  Mike Smith makes a motion to request Jay Buckley forward the isolation valve download from the GPS unit for inclusion on the maps. Ron Sandstrom seconds the motion and the motion passed 3-0.  A single field for direction of shut off flow will be used on the maps.

Ron Sandstrom has scanned in the sheets on the 192 road culverts.

Articles for the 2016 Warrant are reviewed and discussed. A statement of intent for the Warrant will be drafted for the Budget Hearing this Friday.  Wording for this statement is discussed; flat tax rate, new savings account for medical with removal of those funds from the budget upon passing of the Article, place money into existing reserve funds, self-funding of heavy equipment warranty through reserve fund, begin plan for funding pavement preservation work.

Oak Ridge Road reconstruction article is discussed. The numbers for the amount to be raised will remain as currently listed until the contract is awarded.  The bid specification document and maps will be brought to the Hearing Friday night.  The specification book will be posted to the website.  Discussion is held on future year’s tax impact of this project.  The bid numbers will be shown on a slide for the Budget Hearing Friday.

Medical Trust Fund Article is discussed. Intent is to protect the funds and remove the funds from the budget; reducing the proposed Operations/Highway budget to $397,727.

The Operations/Highway budget and Water budget proposals are reviewed and discussed. The Terra Star loan is a new addition to the Operations/Highway budget and the State Revolving Loan Fund for the tank lining project is a new addition to the Water budget.

Article 6 to prepare for a permanent fix for Grison and Burgdorf is discussed. Completion of the engineering, design and permitting will allow for construction costs to be estimated.

Article 7 is to begin a pavement maintenance program.

Article 8 is to purchase an extended warranty for the Terra Star.

Article 9 for testing of the water at the VDOE beaches is discussed. The EPOA has been funding this service for the benefit of the District for years; the District will now be covering these expenses.

Standard wording for authorization to use Water Extension Fund monies is Article 10.

Use of assigned Asset Management funds beyond May 31, 2016 completion of the approved Grant is the purpose of Article 11.

Article 12 is to self-fund repairs to heavy equipment in lieu of purchasing very expense, short term warranties.

Articles 13 and 14 are to begin funding existing CRF’s for the first time since 2011.

Mike Smith makes a motion to approve the Warrant as amended, post the Draft of the Warrant on the website and have available for the meeting on Friday. Ron Sandstrom seconds the motion and the motion passed 3-0.  Mike Smith makes a motion to post the proposed 2016 Operations/Highway and Water budgets to the website.  Ron Sandstrom seconds the motion and the motion passed 3-0.    

 

The payroll report will be reviewed next week.

 

Accounts Payable

 

The check manifest is presented. Mike Smith makes a motion to approve 10 checks for $26,942.62. 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 4 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

 

The minutes of January 11 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

 

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

 

7. Commissioners Reports
8. Signature Items    

 

A transfer request for $3,000 from the Water Extension Fund to the Operating Account to Treasurer Dinah Reiss is reviewed. Ron Sandstrom makes a motion to sign the Transfer Request. Mike Smith seconds the motion and the motion passed 3-0.

 

9. Correspondence

 

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

 

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

 

Jim Ramsey of Liberty International has responded to the Thank you sent by the Board.

 

 

 

 

 

 

10. Scheduled Appearances
11. Other Business

 

Release of information, specifically the extended warranty quotes for the road grader and backhoe, is discussed. Compliance with 91-A and the definition of a public document is discussed.

 

The minutes of the Asset Management Committee meeting of November 28^th have been distributed.  Ron Sandstrom makes a motion to accept the minutes as presented. Mike Smith seconds the motion and the motion passed 3-0.

 

The minutes of the safety meeting of December 22 have been distributed. Ron Sandstrom makes a motion to accept the minutes as presented. Mike Smith seconds the motion and the motion passed 3-0.

 

12. Public Comments

 

 

At 8:35 am Ron Sandstrom makes a motion to enter non-public session pursuant to RSA 91A-3,II (e) Legal matters. Mike Smith 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. 

At 8:45 am Mike Smith makes a motion to exit non-public session and resume the Public session. Ron Sandstrom seconds the motion.  Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

 

At 11:15 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/2016/02/CM011516.pdf"]

VILLAGE DISTRICT OF EIDELWEISS

Board of Commissioners            

January 15, 2016

 

The Board of Commissioners met at 10:00 am on Friday, January 15, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith.

 

At 10:00 am the meeting was called to order by Chairman Ron Sandstrom.

At 10:00 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (e) Legal. Ron Sandstrom seconds the motion.  Motion is called via roll call vote; Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0. 

 

Motions and Votes of Non-Public Session:

 

Mike Smith makes a motion to not waive the informalities on the non-confirming bids whose numbers were not read during the bid opening for Oak Ridge Road. Ron Sandstrom seconds the motion and the motion passed 2-0. 

 

At 10:10 am Mike Smith makes a motion to exit Non-Public Session. Ron Sandstrom seconds the motion. Motion is called via roll call vote; Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0. 

 

Discussion is held on financing for the Oak Ridge Road project with the low bid amount being $193,996. Mike Smith makes a motion to pursue a 7 year loan for this project. Ron Sandstrom seconds the motion.  Discussion on future year’s tax impact is held. Motion passed 2-0.  

 

Discussion is held on the Unassigned Fund Balance, tax rates, cash flow and impacts of each on overall financial management of the District. Mike Smith makes a motion to alter the VDOE Unassigned Fund Balance Retention Policy to 25%. Ron Sandstrom seconds the motion for discussion.  Discussion on a reduction of Unassigned Fund Balances’ effect on cash flow is held. Mike Smith withdraws the motion.

 

Mike Smith makes a motion to add Warrant Articles for $10,000 to be deposited in the Highway Equipment Capital Reserve Fund (CRF) and $5,000 to be deposited in the Road Construction CRF. Ron Sandstrom seconds the motion.  Discussion on splitting available funds between the two CRF’s is held.  Mike Smith moves to amend the motion to deposit $7,500 into each CRF. Ron Sandstrom seconds the amendment and the motion passed 2-0.

 

At 10:35 Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (d) property. Ron Sandstrom seconds the motion. Motion is called via roll call vote; Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

 

Motions and votes of Non-Public session:

Mike Smith makes a motion to seal the minutes of this Non-Public Session. Ron Sandstrom seconds the motion. Motion is called via roll call vote; Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.  

 

At 10:45 am Mike Smith makes a motion to exit Non-Public Session. Ron Sandstrom seconds the motion. Motion is called via roll call vote; Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0. 

 

Mike Smith makes a motion to send letters to the homeowners on Little Loop and Altdorf regarding funding not being available at this time to pursue drainage engineering as funds to be allocated were consumed with emergency road repairs; project will be looked at should funds become available. Ron Sandstrom seconds the motion and the motion passed 2-0. 

 

At 10:50 am Ron Sandstrom makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.   

 

Respectfully submitted,

 

 

Nancy E. Cole

Administrator