Minutes

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VILLAGE DISTRICT OF EIDELWEISS

Board of Commissioners            

January 11, 2016

 

The Board of Commissioners met at 8:00 am on Monday, January 11, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard.  Also present was Kelly Robitaille (hwy).  At 9:45 am Nick Sceggell of Fluet Engineering Associates joined the meeting.  Representatives from 5 companies bidding on the Oak Ridge Road project also joined the meeting at this time.

 

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

 

  1. Agenda

 

Mike Smith makes a motion to add a Non-Public session and approve the agenda as amended. Larry Leonard seconds the motion and the motion passed 3-0. 

 

The action list is reviewed and discussed.

 

  1. Highway Department Report

 

Kelly Robitaille reports that the roads are in good condition. Roads were treated over the weekend as needed.   One truck load of salt has been received.  Kelly Robitaille states that the amount approved on the purchase order for 2 loads would have been overspent, therefore only the one load had been ordered.  Mike Smith makes a motion to approve up to $1,300 for the second load of salt. Ron Sandstrom seconds the motion and the motion passed 3-0.  Kelly Robitaille is informed that if two loads are authorized, he should order two loads and the approval amount can be altered retroactively to cover actual expense.  Kelly Robitaille is requested to turn in the sheets on the road culvert information that has been collected.  Ron Sandstrom will work with Kelly Robitaille on establishing the information for road work completed in 2015.  The warranty numbers for the grader and backhoe were received last week.  Discussion ensues on putting funds into the Capital Reserve Fund (CRF) and self-funding the equipment repair needs from the CRF.  Mike Smith makes a motion to establish a CRF for Capital Repairs of Equipment. Ron Sandstrom seconds the motion.  The amount to fund this new CRF is discussed.  Mike Smith moves to amend the motion to include funding in the amount of $10,000 with $5,000 from taxation and $5,000 from the Unassigned Fund Balance. Ron Sandstrom seconds the amendment.  Motion passed 3-0.  Ron Sandstrom makes a motion to remove the warranty articles for the grader and backhoe from the 2016 Warrant. Mike Smith seconds the motion and the motion passed 3-0.   Discussion is held on compliance with RSA 91-A; the definition of a Public Record and the qualifications required to be met for a contract negotiation.   Kelly Robitaille requests a purchase order in the amount of $240 for a new cutting edge for the road grader front plow.  Mike Smith makes a motion to approve a purchase order in the amount of $240 for the cutting edge. Ron Sandstrom seconds the motion and the motion passed 3-0.

 

  1. Water

 

Ian Hayes and Tom Therrien will appear next week.

Mike Smith discusses beginning the work on the Jungfrau pump replacement. Larry Leonard outlines that this work is scheduled to begin after the winter season is over.  This will be discussed next week with Ian Hayes.

The Sodium Hydroxide pump is off line. Ian Hayes will trouble shoot the pump.

Sample mapping of valve data has been received from Chad Roberge of Terra Map/Avitar Associates. The initial sample looks good.  Some valves will need to be checked for accuracy of location.  Once the data is plotted, the Asset Management Committee will be asked to work on verification.  Isolation valve locations will also be plotted onto the map.  Discussion is held on the information that should be included on the maps for each data point.

 

  1. Administration

 

A safety meeting will be held the end of January.

Alternate electric supply is discussed. Mike Smith makes a motion to approve the Alternate Electric Supply Agreement at $0.076 per KW hour. Ron Sandstrom seconds the motion and the motion passed 3-0.

Phones for the DPW are discussed. The level of data that should be needed is discussed.  1 GB of data should suffice.  Pricing will be obtained and sent for review.

The Asset Management Committee has requested the Commissioners consider a Warrant Article for expenditure of remaining funds beyond the May 31 expiration of the current Grant. Mike Smith makes a motion to place an Article on the Warrant for $5,000 for Asset Management to be funded from unexpended Asset Management funds. Ron Sandstrom seconds the motion and the motion passed 3-0.

The 2016 proposed Warrant is reviewed:

Oak Ridge Road reconstruction bid opening is scheduled for this morning.

Medical Trust Fund to be included as written

Operating budget to be included as voted

Water budget to be included as voted

Grison and Burgdorf culvert design and permitting to be included as written

Pavement preservation discussed. Ron Sandstrom makes a motion to reduce this Article to $10,000. Mike Smith seconds the motion and the motion passed 3-0. 

Tree removal at Lodge is discussed. Larry Leonard makes a motion to remove this Article. Mike Smith seconds the motion and the motion passed 3-0.

Engineering for drainage on Little Loop and Altdorf is discussed. Mike Smith makes a motion to remove this Article. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to leave Article 6 as written. Ron Sandstrom seconds the motion and the motion passed 3-0. 

 

December daily water usage report has been distributed.

 

Engineer Nick Sceggell joins the meeting and is questioned on the status of the hydraulic model update for the water system. This will be worked on.  The pre-bid meeting for the tank lining project is discussed.  The bid will be advertised.

 

 

 

 

 

10 AM Bid Opening for Oak Ridge Road reconstruction

 

Engineer Nick Sceggell opens the bids for this project. Each bid is checked for completion prior to the bid amount being read.  Two bids are stated to be non-confirming during the opening; the Board is not given the bid amounts.

 

L.A. Drew                               $249,810.

D.A. White                             $255,000.

Nelson Companies             incomplete

G.W. Brooks                          $193,996.

John H Lyman & Sons       $252,200

Beard Sewer & Drain          $500,000.

Evans Brothers                    incomplete

 

Representatives from the above companies that are present leave the meeting at this time.

 

Additional discussion on the date for the pre-bid meeting for the tank lining project is held. Mike Smith makes a motion to set the pre-bid meeting for February 1, 2016 at 11 am. Ron Sandstrom seconds the motion and the motion passed 3-0.  Mike Smith makes a motion to have the hydraulic model update report presented to the Commissioners February 1, 2016 at 10:30 am.  Ron Sandstrom seconds the motion and the motion passed 3-0.

 

Discussion is held on placing of information pertinent to the Budget Hearings and Annual Meeting on the website. The draft proposed budget will be put on the site.

Mike Smith makes a motion to have Attorney Dan Crean attend the Annual Meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Slides for the budget hearing will be put together for review.

 

Accounts Payable

 

The check manifest is presented. Mike Smith makes a motion to approve the manifest in the amount of $15,392.73. Ron Sandstrom seconds the motion.  Checks and invoices are reviewed and discussed. Motion passed 3-0.

 

  1. Minutes
  2. Commissioners Reports
  3. Signature Items    

 

The COBRA agreement with Health Trust is reviewed. Ron Sandstrom makes a motion to sign the COBRA agreement. Larry Leonard seconds the motion and the motion passed 3-0.

Letter of request for information that is needed for the 2015 audit for Primex is presented. Ron Sandstrom makes a motion to sign and send the letter. Mike Smith seconds the motion and the motion passed 3-0.

Letter of request for information that is needed for the 2015 audit for Health Trust is presented. Ron Sandstrom makes a motion to sign and send the letter. Mike Smith seconds the motion and the motion passed 3-0.

Letter of request for information that is needed for the 2015 audit for Property Liability Trust is presented. Ron Sandstrom makes a motion to sign and send the letter. Mike Smith seconds the motion and the motion passed 3-0.

 

 

 

  1. Correspondence

 

 

 

 

 

  1. Scheduled Appearances

            See Bid Opening

  1. Other Business
  2. Public Comments

 

 

At 11:20 am Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 3-0.   

 

Respectfully submitted,

 

 

Nancy E. Cole

Administrator

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/02/CM010416.pdf"]

VILLAGE DISTRICT OF EIDELWEISS

Board of Commissioners            

January 4, 2016

 

The Board of Commissioners met at 8:00 am on Monday, January 4, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard (arrived 8:04 am).  Also present was Kelly Robitaille (hwy), Bob Goddard (hwy), Eric Harlow of Paychex (arrived 9:15 am) and Dinah Reiss (arrived 9:30).  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.

 

  1. Highway Department Report

 

Kelly Robitaille reports that storm response went well. The new truck did great; handling the hills well.  Salt supply is needed.  A Purchase Order for two loads of salt in the amount of $2,500 is requested.  Mike Smith makes a motion to approve 2 loads of salt up to $2,500. Ron Sandstrom seconds the motion and the motion passed 3-0.  Sand supply is good at this time.  The tax payer sand pile has been established.  New phones and available options are being looked into.  Upgrading to a smart phone will add $30 per month to the current charges.  Details will be sent for review.  Kelly Robitaille requests review of a plan to create authorized signature ability for purchases at Lowe’s in lieu of the current credit card plan.  Ron Sandstrom informs the crew that a good job was done during the storm last week.  Mike Smith discusses re-bidding the Middle Shore work.  Discussion is held on altering of the specification for re-bidding.  Kelly Robitaille reports that Jim Ramsey of Liberty International called during the storm to see how the truck was doing.  Ron Sandstrom makes a motion to send a thank you to Jim Ramsey for checking in. Mike Smith seconds the motion and the motion passed 3-0.

  1. Water

 

A follow up will be done with Tom Therrien of Electrical Installation on status of ongoing work. The radios and MB well transducers are overdue.  Ron Sandstrom makes a motion to set a meeting with Tom Therrien. Mike Smith seconds the motion and the motion passed 3-0.  The status of the hydraulic model update will be requested from Paul Fluet.  The bleeders have been turned on.

 

  1. Administration

 

A safety meeting was held December 22.

The Fire Chief has been notified that the wall separating the oil burner from the oil tank has been built.

The 2015 Audit is scheduled to begin January 19.

The Management Discussion and Analysis will be worked on.

Alternate providers for electricity are discussed. Additional information will be obtained on rates through a program from Eversource and options available through Tad Dziemian of White Column Solutions.  Mike Smith will work on this.

An Asset Management meeting will be scheduled.

Chad Roberge of Terra Map/Avitar Associates will be followed up with on the SQL script for conversion of a table within the Asset Management database.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,322.06. Ron Sandstrom seconds the motion.  Report and time cards are reviewed. Motion passed 3-0.

Budgets through 12-31-15 are reviewed. Proposed budgets for 2016 are reviewed.  A number transposition was corrected in the NH Retirement line item. Mike Smith makes a motion to post the proposed budgets for 2016 on the website. Ron Sandstrom seconds the motion and moves to include marking the document “Draft”.  Mike Smith seconds the amendment.  Motion, as amended, passed 3-0.

 

Accounts Payable

 

The check manifest is presented. Mike Smith makes a motion to approve the manifest in the amount of $5,135.07. Ron Sandstrom seconds the motion.  Checks and invoices are reviewed and discussed. Motion passed 3-0.

 

  1. Minutes

 

The minutes of December 14 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 December 22 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0

 

  1. Commissioners Reports

 

Ron Sandstrom discusses holding on any options for Oak Ridge Road until the bid opening. Discussion on engineering ensues.  Ron Sandstrom makes a motion to investigate road engineer for the District. Mike Smith seconds the motion.  Discussion on exploring options is held. Motion passed 2-0-1 with Mike Smith abstaining as he is not sure this is beneficial.

 

Mike Smith discusses keeping options open for Oak Ridge Road. Pursuit of one portion, such as completing the drainage and then follow up with the road reconstruction may be an option that will need to be discussed further.  Ron Sandstrom outlines the overall benefit of doing the entire project.  Mike Smith outlines that, depending on the cost, options may need to be given to the voters.  Additional discussion will be held following receipt of the bid.

Financing and budgeting of known operational costs for the next few years is discussed. The need for maintenance on all roads is outlined as a challenge that needs to be met by Ron Sandstrom.  Overall management of the numbers id discussed.

Mike Smith discusses off peak metering for the pump houses. Rates and potential savings are discussed.  Larry Leonard outlines that no savings will occur if the pumps run once during the day.  The modeling of off peak pumping hours will be discussed with Tom Therrien of Electrical Installation, SCADA programmer.  Work orders and minutes of the prior meeting with Tom Therrien will be distributed for review.  An option of swapping the pump houses heat source to propane is discussed.  Options for purchasing tanks and installing new heaters is discussed.

 

  1. Signature Items    

 

The COBRA Agreement from HealthTrust will be distributed to the Board for signing next week.

 

  1. Correspondence

 

NH Municipal Association has sent the weekly Legislative Bulletin.

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

Neighborhood Energy has sent information showing $3,133 total savings on electricity with the third party supplier chosen.

 

 

 

 

 

 

  1. Scheduled Appearances

 

Eric Harlow of Paychex joins the meeting to discuss possible Human Resources needs for the District. An option of establishing a retirement plan outside of the NH Retirement system will be looked into.  Ron Sandstrom makes a motion to have Nancy Cole review available options for plans. Mike Smith seconds the motion and the motion passed 3-0.

 

  1. Other Business

 

The 2016 VDOE Holiday list is reviewed. Mike Smith makes a motion to approve the 2016 Holiday list. Ron Sandstrom seconds the motion and the motion passed 3-0.

 

Thorne Surveyors have been sent notice to cease any work on behalf of the VDOE that may be occurring.

 

Ron Sandstrom makes a motion to send a Thank you to Tony Eldridge for his work this past summer, adding that we look forward to next summer. Mike Smith seconds the motion and the motion passed 3-0. 

 

Treasurer Dinah Reiss discusses cash flow. A TAN advance of $25,000 will be transferred to the Operating account.

 

  1. Public Comments

 

Dinah Reiss questions notification when news is posted on the website. Ron Sandstrom states that he will work on correcting the issue.

 

At 9:45 am Ron Sandstrom makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.   

 

Respectfully submitted,

Nancy E. Cole

Administrator

 

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/06/CM040615.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
April 6, 2015

The Board of Commissioners met at 8:00 am on Monday, April 6, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also present was Kelly Robitaille (highway). The meeting was taped for Madison TV by Tim Hughes.
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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 as presented. 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 shape. The roller needs to be welded. Tony Eldridge will look at the roller to see if it is repairable. Mike Smith makes a motion to fix the roller. Ron Sandstrom seconds the motion. Discussion on allocating funds for this repair is held. Mike Smith moves to amend the motion to include allowing up to 6 hours, $150. Ron Sandstrom seconds the amendment. Motion is called to a vote and the motion passed 3-0. The wing of the grader hit some culvert headers during snow removal this past season. Discussion on cementing headers is held. Marking of culverts that cannot be lowered so as to allow avoidance during plowing is discussed. Culverts that were damaged during plowing will be listed. Tracking of repairs through work orders will be done. The header on the Big Loop Culvert will be looked at. The road list will be updated to reflect spring conditions. A hole on Upper Lakeview will be filled. Standing water on Porridge View Drive was photographed by Ron Sandstrom. The guard rail on Oak Ridge was also viewed. This will be looked at for repair. The header for the driveway culvert at 1 Oak Ridge was damaged during plowing. This will be listed for repair. The outhouses should be cleaned up prior to construction. Mike Smith discusses pumping of the outhouses. This was done in fall of 2013 and is recommended to be done every 3 years. Some of the toilet seats may need to be welded. Kelly Robitaille will inspect the outhouses and report on any welding that may be needed. Ron Sandstrom states that he will work with Kelly Robitaille on updating the road list Wednesday morning. Mike Smith states that the crew should get gravel and fill potholes. There are some deep potholes on Little Shore and also on Eidelweiss Drive. Mike Smith makes a motion to approve up to $7,500 for gravel. Ron Sandstrom seconds the motion and the motion passed 3-0. The season end bonus for part time employees will be discussed. Budgets are reviewed and discussed.

3. Water System Planning

Electrical Installations personnel worked at Oak Station on Friday. The SCADA programming has been updated to include the new meters. The parts list for recommended inventory will be requested from Ian Hayes. A vendor list will be put together for the tank inspection and lining project. Bid specifications will be prepared. Fluet Engineering will review all specifications prior to release for bid. Mike Smith makes a motion to move forward with the bid process. Ron Sandstrom seconds the motion and the motion and the motion passed 3-0. A list of persons who could be hired to clean the pump houses will be developed.

4. Administration

A safety meeting is scheduled for Wednesday April 29 at 12:30 pm.

The EPOA meeting and possibility of having a Commissioners Meeting follow the EPOA meeting on Memorial Day weekend is discussed.

Oak Ridge Road construction is discussed. Ron Sandstrom would like to hold a Public Hearing on the project, outlining the entire project and cost. Engineering Estimates for Construction are discussed. Inclusion of water main replacement in the project is discussed. The potential use of Granite State Rural Water to mark the location of the water mains along Oak Ridge Rd is discussed. Ron Sandstrom makes a motion to obtain an Engineer’s Estimate of Construction for the reconstruction of Oak Ridge Road from Fluet Engineering. Mike Smith seconds the motion and the motion passed 3-0.

Year to date budgets are reviewed and discussed. The long term debt section will be checked.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 10 checks for a total of $2,246.83. Larry Leonard seconds the motion and the motion passed 3-0.

6. Minutes

The minutes of 3/30 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ron Sandstrom states that the fire wall for the computer system will be installed this week. Quotes are being obtained for equipment for internet access for the DPW.

Larry Leonard is tracking the electric usage at each location.

Mike Smith discusses pursuing a maintenance agreement with Electrical Installation. A follow up will be made on the status of the Treasurer’s Agreement for Tax Payments between Treasurer Dinah Reiss and Madison Treasurer Catherine Tilton. Discussion is held on the alteration to the current agreement to be negotiated. Remaining with two payments per year with a reduction in the amount of days following collection in which the VDOE receives payment from 45 to 30 is the intended update. Mike Smith discusses receipt of tax payments on a monthly basis as an option. Per RSA 33, if this option were to be used, the VDOE would collect only what the Town of Madison collected the prior month and may not collect the full amount of taxes raised within any calendar year. Discussion on collection of late payments and amount of delinquencies on tax payments within the District is discussed. Mike Smith makes a motion to obtain the number of and related dollar amounts to any delinquencies on tax payments within the VDOE for the past 5 years. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Work Order 1064 for repair of Muddy Beach Well #2 pump is presented. Mike Smith makes a motion to sign the work order. Ron Sandstrom seconds the motion and the motion passed 3-0.

The proposed Credit and Debit card policy is presented. Mike Smith makes a motion to approve the wording and adopt the policy. Ron Sandstrom seconds the motion and the motion passed 3-0.

A day off request from Kelly Robitaille for Friday April 10 is presented. Mike Smith makes a motion to approve the day off. Ron Sandstrom seconds the motion and the motion passed 3-0.

The updates to the Water System Emergency Plan are presented. Mike Smith makes a motion to sign the Emergency Plan. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

A confirmation of order for the new truck has been received from Jim Ramsay of Liberty International.

NH Municipal Association has sent the weekly Legislative Bulletin.
The NH Government Finance Officers Association is holding a seminar in North Conway on May 7 and May 8. Discussion on Nancy Cole and Dinah Reiss attending this seminar is held.

Granite State Analytical has sent the monthly water test results. Results are clean.

Clerk Jay Buckley has requested a review of term limits for the office of Clerk. The Treasurer’s term limit is also looked into. The current one year term or a three year option is available under NH RSA’s.

10. Scheduled Appearances

11. Other Business

Ron Sandstrom makes a motion to change the Monday meeting scheduled for April 20 to Wednesday April 22 at 8 am. Mike Smith seconds the motion and the motion passed 3-0.

The proposed Elected Officials Compensation Policy is reviewed and discussed. Draft will be revised for additional discussion.

Mike Smith makes a motion to include cleaning of the office with the cleaning of the pump houses. Ron Sandstrom seconds the motion and the motion passed 3-0.

12. Public Comments

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

Respectfully submitted,

Nancy E. Cole
Administrator
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/12/CM121514.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
December 15, 2014

The Board of Commissioners met at 8:00 am on Monday, December 15, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (Highway) and Ian Hayes (water operator). The meeting was taped for Madison TV by Carol Dandeneau.
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At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Mike Smith makes a motion to add a Non-Public Session and approve the agenda as modified. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Action list is reviewed and discussed.

2. Highway Department Report

The welding on the Top Kick wing plow frame was completed last week. The front plow frame welding will be done this week. Springs on the front plow are worn and need to be worked on. A replacement blade would cost approximately $1,400. To replace the springs only the cost estimate is $1,000. Kelly Robitaille states that the blade will be taken off the truck and checked. All other equipment is reported to be in good condition. The garage door to Bay #3 needs to be repaired. Mike Smith makes a motion to hire the first company who can schedule repairs. Larry Leonard seconds the motion. Discussion ensues on allocation of a dollar amount. Motion is called to a vote and the motion passed 3-0. Kelly Robitaille reports that roads have been pushed back. Salt and sand stock is discussed. A purchase order for a load of salt is presented. Mike Smith makes a motion to approve the purchase order for up to $2,000 for a load of salt. Ron Sandstrom seconds the motion and the motion passed 3-0. Gravel dollars for the 2015 budget are discussed. Ability to place gravel while grading roads as needed is outlined. A quote is expected for the rear wiper install and defroster installation for the road grader. Proposal of a truck for the 2015 Warrant is outlined and discussed. A second F-550 and an International TerraStar are being quoted. Funding options, including a 5 year lease, are being looked into. The ad for additional part time snow plow operators will be run again in the Conway Daily Sun.

3. Water System Planning

Mike Smith makes a motion to share the budgets with Ian Hayes on a monthly basis. Ron Sandstrom seconds the motion and the motion passed 3-0. Oak Station is discussed. Ian Hayes outlines that the new vertical pumps will stand taller than the current horizontal pumps that are planned to be replaced. The access panels the electrical and SCADA will be difficult to access in their current location as they will be blocked by the new pumps. Moving the panels to a higher point in the building prior to replacing the pumps will be needed. Once the new pumps are installed, a platform will need to be built that will allow access to the new panel location. Quotes are expected this week.

The Summit station pump has had the seals and stack replaced but still has a small drip. Ian Hayes outlines that he has discussed this with the representatives from Maltz Pumps and also with a representative from Grundfos, the pump manufacturer. The current information on the performance for this pump states that a small drip is acceptable. An optional seal kit is available if the Board would like an additional attempt made to stop the drip. The drip is not damaging to the mechanical operation of the pump. Discussion is held on leaving the pump alone for now and reviewing again should the drip get worse.

The leveling of the Jungfrau pump is discussed. Ian Hayes states that there is a leak at a gate valve coming into the station that is allowing water passed. This gate valve should be repaired. Mike smith makes a motion to have Ian Hayes supply a quote for parts needed to repair the valve and for a replacement valve for comparison. Ron Sandstrom seconds the motion and the motion passed 3-0. A chain fall system will be installed above the pump prior to attempting to move the pump for leveling. Norm Garside of Garside Construction is expected to build the chain fall system this week.

The broken valve cap on West Bergamo at Visp Rd is discussed. Ian Hayes states that the repair of this valve is a high priority. The VDOE road crew and backhoe can be used to dig the pipe for the repairs to be completed. The new valve cap will be left 6 inches below grade for protection. Mike Smith makes a motion to produce a work order for repair of the gate valve cap. Ron Sandstrom seconds the motion and the motion passed 3-0.

Bleeders are discussed. All bleeders have been turned on with the exception of the one on Altdorf. This bleeder will need to be excavated for repair. Mike Smith makes a motion to produce a work order using the VDOE backhoe for the repair. Larry Leonard seconds the motion and the motion passed 3-0.

Ian Hayes outlines the preference to use a contractor comfortable with digging water mains on any excavation to a main and using the VDOE crew primarily for excavation for valve repairs.

The bleeder installed last year at 15 Presidential View is discussed. The location of this bleeder will keep the VDOE water main which services the house service line from freezing. The need to maintain this bleeder will be reviewed and the bleeder may be removed in the spring.

The relay box in the chemical injection room needs to be reviewed. Ian Hayes recommends that Tom Therrien of Electrical Installations (SCADA programmer) check the controls within the box for proper functioning. A schematic of what each relay is controlling has not been located, so each relay will need to be tested and checked. The chemical injection is not functioning properly for unknown reasons. Diagnosis beginning with the controls to verify proper functioning prior to checking into a possible mechanical failure is the recommended route. Ron Sandstrom questions if the chemical injection system should be the highest priority. Ian Hayes responds that the Sodium Hydroxide system can be unplugged to remove any risk of a harmful amount of the chemical in the water system. Discussion on the chemicals being used and possible alteration of the chemicals going forward is held. Ron Sandstrom makes a motion to have Tom Therrien of Electrical Installation review the chemical injection controls and to take the Sodium Hydroxide off line until the review is complete. Mike Smith seconds the motion and the motion passed 3-0.

The exterior lights at the pump houses will be looked at for replacement with motion sensor lights. Ron Sandstrom makes a motion to obtain a quote for purchase and installation of motion sensor lights at all pump houses. Mike Smith seconds the motion and the motion passed 3-0.

The heater at Jungfrau is not working and needs to be checked.

A pH test kit will be picked up by Ian Hayes and kept at the Jungfrau pump station.

Reinach station is discussed. The sump pump is not working properly. The pit in which the sump pump sits needs to be expanded and a slide control is needed to replace the current float control. Mike Smith makes a motion to have Ian Hayes supply a quote for the suggested modifications to the sump pump and pit. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to replace the float control with the slide control now. Larry Leonard seconds the motion and the motion passed 2-1 with Mike Smith against replacing the control without altering the pit.

Inventory is discussed. Ian Hayes will produce a list of items that should be in stock for review.

Pumping of the PRV pits within the District is discussed. This work will be completed in the spring. A work order will be produced.

The meter measuring output of Muddy Beach Well #2 is not working. This will be repaired. The repair for the valve at the Jungfrau station was authorized previously.

4. Administration

Beach signs are discussed. Mike Smith makes a motion to get the cost estimate completed this week. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Larry Leonard abstaining, stating that this is already on the action list.

Shoveling of pump houses following winter storms is discussed. Norm Garside has stated that he will be available should the Board want him to continue with the shoveling. Mike Smith makes a motion to contract Norm Garside to shovel the pump houses at a rate of $30 per hour. Ron Sandstrom seconds the motion and the motion passed 3-0.

A safety meeting will be scheduled for January 14th at 12:30 pm.

The small tree marked for removal next to the Muddy Beach water station will be removed. If the large pine on the adjourning property is to be removed, the Board will need to initiate additional contact with the homeowner for permission. Mike Smith makes a motion to proceed with removal of as many of the marked trees around the pump houses as possible this year. Ron Sandstrom seconds the motion and the motion passed 3-0.

Preparation of the 2015 budgets and Warrant is discussed. Discussion is held on focusing the meeting next week on the budgets and Warrant to be proposed for 2015. The agenda for next week will show Budgets and Warrant discussion beginning at 9 am.

5. Accounts Payable

15 checks for a total of $18,484.73 are presented. Mike Smith makes a motion to approve 15 checks for a total of $18,484.73. 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 11/24 are reviewed. Ron Sandstrom makes a motion to approve the minutes as presented. Mike Smith seconds the motion and the motion passed 3-0.

The minutes of 12/1 are reviewed. Ron Sandstrom makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-0-1 with Mike Smith abstaining as he was not present for that meeting.

The minutes of 12/8 are reviewed. Ron Sandstrom 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 makes a motion to send a post card to homeowners outlining the upcoming Public Hearings, Annual Meeting, website information and water bill timing for 2015. Mike Smith seconds the motion. Discussion ensues on including Asset Management on the postcard. Motion is called to a vote and the motion passed 3-0.

8. Signature Items

A letter for depositing the $16,000 into the Water System Capital Reserve Fund from the Water Usage Account is presented. Mike Smith makes a motion to sign the letter for the deposit. Ron Sandstrom seconds the motion and the motion passed 3-0.

An agreement from Granite State Analytical for water testing services for 2015 is presented. Mike Smith makes a motion to sign the agreement to have Granite State Analytical perform the water system compliance testing for 2015. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

The insurance rates for the property and liability insurance for 2015 and 2016 have been received. Actual costs to be incurred have been incorporated into the initial draft of the 2015 proposed budgets. The experience modification factor, which is based on claims history, is the reason for the 2015 rate increase.

The NH Municipal Association has announced that the date for the 2015 Moderator’s workshop is February 21, 2015. This work shop information has been sent to Moderator Bob Ingram. He will be enrolled should he choose to attend.

The Carroll County Attorney’s office has sent notice that Fred Gurley will be appearing on March 31, 2015 and is anticipated to plead guilty to felony theft charges. The District is the victim in this case.

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

At 10:25 am 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:

Ron Sandstrom makes a motion to seal the minutes of the Non-Public Session. 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 1:28 pm Ron Sandstrom makes a motion to exit Non-Public session and adjourn the meeting. 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.

Respectfully submitted,

Nancy E. Cole
Administrator
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/12/CM120814.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
December 8, 2014

The Board of Commissioners met at 8:00 am on Monday, December 8, 2014. In attendance were Commissioners Ron Sandstrom and Larry Leonard with Commissioner Mike Smith participating via phone. Also in attendance were Kelly Robitaille (Highway), Bob Goddard (Highway) and Treasurer Dinah Reiss. The meeting was taped for Madison TV by Noreen Downs.
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At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Larry Leonard makes a motion to approve the agenda. 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.

The Action list is reviewed and discussed.

2. Highway Department Report

A winter storm occurred over the weekend. Roads were salted and sanded as needed. The Top Kick and the F-550 were used. The International was outside overnight and was not used as the sand in the sander was frozen. The International is now inside to thaw the sand. The Top Kick wing plow needs a weld to be done. Alan Valladares will be asked to weld the plate needed to support the wing plow. The salt delivery was received Friday afternoon. Supplies are in good shape. The tax payer sand pile at DPW II has been established and will be marked. Lease numbers for an F-550 and an International TeraStar will be requested for review and consideration for the 2015 Warrant.
A purchase order for a battery charger, not to exceed $230 is presented. Ron Sandstrom makes a motion to approve the purchase order for a new battery charger not to exceed $230. 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.
Kelly Robitaille informs the Board that private driveway plow persons are pushing snow into and across the roads. Addresses will be collected for correspondence to the homeowners.
Ron Sandstrom makes a motion to approve a purchase order for $750 for repairs to the International. 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.
Ron Sandstrom makes a motion to approve a purchase order for up to $400 for welding repairs to the Top Kick plow frames. 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. Discussion ensues on repairs to the Top Kick. The cost for replacing the section of plow frame is estimated at over $900.

3. Water System Planning

Water operator Ian Hayes will be in attendance at next week’s meeting. The valve that was exposed on West Bergamo at Visp Rd was protected as well as it could be for the weekend storms. The pump replacement project at Oak Station is discussed. The electrician will be needed to move the panels from their current location to a point higher within the building. A quote will be needed prior to authorization of the work. The water system walk through was completed. The chemical injection room control panel will need to be worked on.

4. Administration

The door to bay #3 downstairs in the garage is broken and needs to be repaired. A follow up call will be made to Always Accurate Garage Doors for scheduling.

The homeowner of 132 Eidelweiss Drive has given verbal permission to remove the small tree that has been marked. This will be done.

Ron Sandstrom makes a motion to encumber $18,884 from the 2014 Asset Management Warrant Article #9. Larry Leonard seconds the motion. Discussion on funding needs for 2015 and for Asset Management going forward is held. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

The VDOE Auditor was in last Thursday for the initial check on the finances for 2014 in preparation of completing the audit. The 2013 Management Discussion and Analysis (MD&A) will be sent to the Board for review and preparation of the 2014 MD&A.

The 2015 proposed budgets will be reviewed. Ron Sandstrom states that he shared his original estimates for the 2015 budget with Ralph Lutjen for any input he may have for the Board to consider. Mike Smith states that he would like to schedule a workshop for discussion on establishing the 2015 proposed budgets and Warrant. Discussion will be scheduled for 12/15 with a workshop to be scheduled after that meeting if needed.

Oak Ridge Rd engineering redesign and estimate for construction has been ordered from Paul Fluet Associates. Mike Smith discusses replacing the water lines during phase III while the pavement is removed.

Projects for the water system to be included on the 2015 Warrant are discussed.

Mike Smith makes a motion to move forward with the alternative energy supply contract for a 20 month period beginning March of 2015. Larry Leonard seconds the motion. Discussion is held on review of the contract by Attorney Crean prior to signing. Mike Smith moves to amend the motion to sign the contract pending legal approval. Larry Leonard seconds the amendment. Motion, as amended, called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

The payroll report is presented. Larry Leonard makes a motion to approve payroll in the amount of $9,760.50. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

November daily water usage numbers have been distributed. Larry Leonard comments on the usage numbers being lower than previous months.

5. Accounts Payable

15 checks totaling $3,864.20 are presented. Ron Sandstrom makes a motion to approve 15 checks for a total of $3,864.20. Mike Smith seconds the motion. Checks and invoices are reviewed and discussed. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

6. Minutes
7. Commissioners Reports

Mike Smith discusses shoveling of the pump houses. Nancy Cole states that as she was aware there was not a contract in place, she shoveled the pump house entrances following the Thanksgiving storm. Discussion is held on the DPW personnel handling the shoveling after the storm and the Board is reminded that the Snow Plow Policy includes shoveling the pump houses. The request for bids for shoveling the pump houses following a snow fall of 2 inches or more will be posted on the website.

8. Signature Items
9. Correspondence

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

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

Tici Lutjen of St Moritz Drive has sent an email about parking at the Huttwil parking lot. Mrs. Lutjen advises against continued allowance of the 18 wheel truck and boat trailer that are in the lot. Larry Leonard advises that the boat trailer has been removed.

10. Scheduled Appearances
11. Other Business

NH Department of Environmental Services has sent notification of permits issued to build a boardwalk across the wetlands located at 23 Diessbach Drive. Madison Code Enforcement has been sent the information and will check for the need for a Town of Madison Building Permit for this project to proceed.

Health Trust has sent information on the 2015 reimbursements of paid premiums to member groups per the settlement agreement with the State of NH. Health Trust is giving an option to employer groups to receive the reimbursement either as a contribution holiday or a check. It is outlined that a Contribution Holiday means that the District will not pay health insurance premiums for a month and that receipt of a check is shown as general income. Ron Sandstrom makes a motion to take the Contribution Holiday. 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.

The water valve on West Bergamo at Visp Rd has been protected as much as possible. Pictures of the open valve sleeve were received from Mark Graffam. Ron Sandstrom states that input from the residents for protection of District property is welcome and encouraged.

12. Public Comments

Dinah Reiss discusses moving $16,000 from the water usage account to the Water System Capital Reserve Fund. Per NH RSA 38:28 the Commissioners may vote to move funds collected through user fees above the appropriated amount may be moved by vote of the Board to a Capital Reserve Fund established for the same purpose; in this case, the water system. Ron Sandstrom makes a motion to move $16,000 from the Water Usage Account to the Water System Capital Reserve Fund. 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.

Dinah Reiss discusses obtaining rate information from a Municipal lender for the proposed lease of a vehicle.

At 8:14 am 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.

At 8:21 am Ron Sandstrom makes a motion to exit Non-Public Session pursuant to RSA 91-A:3, II (a) employee matters and resume the Public meeting. 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.

At 9:49 am 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:

Ron Sandstrom makes a motion to seal the minutes of the Non-Public Session. 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 10:16 am Ron Sandstrom makes a motion to exit Non-Public session and adjourn the meeting. 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.

Respectfully submitted,

Nancy E. Cole
Administrator
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/12/CM120114.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
December 1, 2014

The Board of Commissioners met at 8:00 am on Monday, December 1, 2014. In attendance were Commissioners Ron Sandstrom and Larry Leonard. Also in attendance were Kelly Robitaille and Bob Goddard (Highway). The meeting was taped for Madison TV by Noreen Downs.
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At 8:05 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Larry Leonard 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

Ron Sandstrom outlines reports on the internet throughout the weekend. Bob Goddard discusses the breakdowns of equipment and difficulties with the storm last week. The Top Kick would not start. The battery charger in the shop was not effective as it is undersized. Mike Parsons was contacted and a battery charger was borrowed. The battery tray was unknowingly left open when the Top Kick left the shop and was damaged, putting the Top Kick out of service for the storm. The grader was outfitted during the storm as the plow was not yet on for the winter. The crew fell behind with the heavy snow fall rate and the equipment issues. The International went off the road on Little Loop and could not be pulled free. Bryant’s towing was called to get the truck out. Significant damage to the road occurred. The International was used for the remainder of the storm once it was pulled out of the ditch. The F-550 handled well. The Top Kick battery tray will need to be evaluated. Storm clean up was slower than anticipated, but all roads were cleaned up by Thursday afternoon. The grader handled exceptionally well and cleared the majority of the roads. No problems were incurred with the grader on the Oak Ridge Rd S-turn or on the highest point of Aspen Dr. The Top Kick also was noted to have a flat tire. It is unknown when/how this occurred. Chains for the International will be repaired as a cross link broke. The sand stock is stated to be sufficient. A salt delivery is expected this week.

3. Water System Planning

Oak Station was reviewed last week by Commissioner Larry Leonard, water operator Ian Hayes and SCADA programmer Tom Therrien. A platform will need to be built so that the electrical boxes can be moved to a higher location within the station. The new pumps are vertical pumps which stand much taller than the currently installed horizontal pumps. The new pumps will block access to the electrical boxes in their current location, requiring the move to a higher location within the station.

4. Administration

A safety meeting will be scheduled for December.

The Driveway Ordinance proposed revisions will be put on the website with the announcement of the Public Hearing scheduled at the Town Hall meeting room January 23, 2015 at 6 pm.

Updated budgets will be prepared for next week.

Review of the proposals for purchase of electricity from a third party vendor shows that the 20 month agreement beginning March of 2015 will give the VDOE the largest savings.

5. Accounts Payable

13 checks are presented. Ron Sandstrom makes a motion to approve 13 checks for a total of $24,392.95. 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
7. Commissioners Reports

Larry Leonard will work with Nancy Cole on obtaining a quote for the building of the platform for Oak pump house.

Larry Leonard makes a motion to approve up to $100 for purchase of meters for Jungfrau pump house. Ron Sandstrom seconds the motion and the motion passed 2-0.

8. Signature Items

The renewal documentation for the medical insurance through Health Trust is presented. A 0.3% reduction in rates will take effect January 1, 2015. Ron Sandstrom makes a motion to sign the renewal for medical insurance for 2015. Larry Leonard seconds the motion and the motion passed 2-0.

9. Correspondence

Suzanne Malkasian of 19 Oak Ridge Rd has sent correspondence requesting the status of the closure of the cut out reported to be created by the DPW in 2012. Discussion on permission being granted to enter the property to perform this work is held. A formal approval will be requested.

10. Scheduled Appearances
11. Other Business

Nancy Cole reports that she has been working with a property owner for issuance of a driveway permit Class VI Dorfli Rd. The property owner has been informed that driveway inspections are not done under snow cover. The property owner has requested that an inspection be ordered should the snow melt at some time prior to the spring thaw. Information will be kept on file until snow melt occurs.

Voice mails were left over the weekend at the suggestion of Clerk Jay Buckley for compilation of a road status for the Commissioners. As the office was closed Thursday and Friday for the Thanksgiving holiday, the information has not been compiled.

12. Public Comments

At 8:54 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters. Larry Leonard seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Larry Leonard yea and the motion passed 2-0.

Motions and votes of non-public session:

Ron Sandstrom makes a motion to seal the minutes of the Non-Public session. Larry Leonard seconds the motion and the motion passed 2-0.

At 10:05 am Ron Sandstrom makes a motion to exit Non-Public session and adjourn the meeting. Larry Leonard seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Larry Leonard yea and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/12/CM112414.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
November 24, 2014

The Board of Commissioners met at 10:00 am on Monday, November 24, 2014. In attendance were Commissioners Ron Sandstrom and Larry Leonard with Commissioner Mike Smith participating via phone. Also in attendance were Treasurer Dinah Reiss and Clerk Jay Buckley. Bob Goddard (Highway) was called in to the meeting in progress. The meeting was taped for Madison TV by Tim Hughes.
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At 10:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Mike Smith makes a motion to approve the agenda. Ron Sandstrom seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

The Action list is reviewed and discussed.

2. Highway Department Report

Ron Sandstrom makes a motion to call Bob Goddard of the Highway Department to the meeting. 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. Bob Goddard is contacted and joins the meeting.

Part time snow plow operators are discussed. Ron Sandstrom makes a motion to run the ad for additional part time snow plow operators. 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.

Discussion is held on the predicted storm for Wednesday. Plow operations are reviewed and discussed. The emergency contact list will be updated for distribution before Wednesday. Bob Goddard states that the sanders are ready for winter. The International is at Albany Service Center and will be picked up. Supplies are discussed for salt and sand. Bob Goddard reports that salt is low. Mike Smith makes a motion to approve a load of salt not to exceed $2,000. 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. The Top Kick has been running good. One full board has been removed from the dam for establishing the winter water level.

3. Water System Planning

The Oak pump replacement project will be scheduled for mid-December. Muddy Beach Well #2 tested clean on the bacteria re-test and can be put back on line. Mike Smith makes a motion to put Muddy Beach Well #2 on line. 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. A quote for the chain fall system needed at Jungfrau station has been requested. The water system walk through with Ian Hayes (water operator) and Tom Therrien (SCADA) is scheduled for Wednesday at 9 am.

4. Administration

A safety meeting will be held at 8 am on December 3.

Scheduling repair for the overhead doors is being worked on.

First Aid kits have been received for the pump houses and given to Ian Hayes for placement.

Correspondence will be sent to the homeowner next to Muddy Beach for removal of a small tree.

The draft for the proposed revisions of the Driveway Ordinance is discussed. Ron Sandstrom makes a motion to post the draft on the website. 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. Ron Sandstrom makes a motion to schedule the Public Hearing for the Driveway Ordinance one hour prior to the budget hearing on January 23, 2015. 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.

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,628.50. Larry Leonard seconds the motion. Report and time cards are reviewed and discussed. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

The October daily water usage report has been distributed.

5. Accounts Payable

23 checks for $22,414.01 are presented. Mike Smith makes a motion to approve 23 checks for a total of $22,414.01. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called via roll call vote Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

6. Minutes

The minutes of November 10 are reviewed. Larry Leonard makes a motion to approve the minutes as presented. 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.

7. Commissioners Reports

Ron Sandstrom discusses budget projections for 2015 and establishment of the Warrant. Numbers for budgets and the total Warrant impact on the tax rate is discussed. Discussion on funding for articles and possible options available for lease of a vehicle in lieu of purchase is held. Increasing the gravel funding within the budget is proposed and discussed. The Unassigned Fund Balance and the cost of doing business within the District is discussed. Ron Sandstrom outlines the goal of completing projects while continuing with overall control of the tax impact and water fee impact.

8. Signature Items

A purchase order for Mobile Mike’s to complete repairs to the International sander not to exceed $320 is presented. Ron Sandstrom makes a motion to approve the repairs to the International sander by Mobile Mike’s and sign the purchase order. 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.

A work order to remove a board from the dam is presented. Ron Sandstrom makes a motion to approve the work order and remove the first full board from the dam. 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.

A work order for winterization of the Lodge is presented. Ron Sandstrom makes a motion to approve the work order for winterization of the Lodge. 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.

9. Correspondence
10. Scheduled Appearances
11. Other Business

A proposal for alternative energy supply has been received. Larry Leonard will review the information and make a recommendation on which of the options would best serve the District’s needs with the most savings.

12. Public Comments

Jay Buckley discusses use of the information on a report of the District’s roads completed by Ned Connell and recommends that Mr. Connell be contacted to see if he has additional information beyond what was located in the file. Ron Sandstrom makes a motion to have the office contact Ned Connell for any data he may have on the District’s roads. 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.

Dinah Reiss informs the Board that a culvert on Geneva Place was blocked following the excavation of the water main. The DPW will be asked to check on this. Dinah Reiss adds that the curb stop valve for #3 Middle Shore was damaged during this same excavation.

At 12:10 pm 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:

Ron Sandstrom makes a motion to seal the minutes of the Non-Public Session. 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.

At 12:35 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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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/12/CM111014.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
November 10, 2014

The Board of Commissioners met at 8:00 am on Monday, November 10, 2014. In attendance were Commissioners Ron Sandstrom and Larry Leonard. Commissioner Mike Smith attended telephonically. Also in attendance were Kelly Robitaille (Highway) and Ian Hayes (water operator). The meeting was taped for Madison TV by Tim Hughes. The meeting was reconvened on Thursday November 13, 2014 at 9:00 am. Engineer Nick Sceggell of Fluet Engineering Associates, a division of Dubois and King joins the meeting telephonically.
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At 8:04 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Ron Sandstrom makes a motion to approve the agenda. Larry Leonard seconds the motion and the motion. Motion called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

The Action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that Albany Service Center has tracked the electrical fault with the Top Kick. Total cost will be under the $2,000 approved for this repair. The truck will be picked up this week. The sanders for the 550 and the Top Kick are ready for winter use. The International sander will be worked on. The ad for part time snow plow operators ran this past weekend; 2 calls for inquiry have been received. Leaf blowing was done on roads last week. The chains for the equipment for winter use are expected. Sand has been picked up at High Street Sand & Gravel as previously approved. Garage doors are being checked by Always Accurate Garage Doors. A quote for repair of the doors is expected. Part time employee and grader operator Tony Eldridge will be in this afternoon for additional road grading.

11/13: Kelly Robitaille requests a purchase order for rental of a stump grinder at a cost of $250. Ron Sandstrom makes a motion to approve up to $300 for rental of a stump grinder. Larry Leonard seconds the motion and the motion passed 2-0.

Kelly Robitaille reports that the blower downstairs is cycling continuously. The heat is not on, but the blower is. This will be checked.

A vacation slip for Kelly Robitaille is presented. Ron Sandstrom makes a motion to approve Kelly Robitaille’s vacation request for November 24, 25 and 26. Larry Leonard seconds the motion and the motion passed 3-0.

3. Water System Planning

The owners of 132 Eidelweiss Drive will be contacted for removal of a small pine tree. If the owners are agreeable, the large tree near the street should also be removed.

4. Administration

Proposed updates to the Driveway Ordinance are reviewed and discussed. A Public Hearing will be scheduled. Options for location and date for the Public Hearing are discussed.

The budget for 2015 is to be worked on. Projects to be included on the 2015 Warrant are to be prepared for review and discussion.

The job descriptions for the DPW team are to be reviewed and updated.

The payroll report is presented. Mike Smith makes a motion to approve payroll for $4,332.00. Ron Sandstrom seconds the motion. Motion called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.
Budget projections for yearend will be worked on for next week.

The Oak Ridge Rd engineering design and possible updates to the design are to be discussed with Nick Sceggell of Fluet Engineering Associates. Inclusion of an Engineer’s estimate for construction cost for use on the 2015 Warrant is discussed as an option. The call with Nick Sceggell will be set up for Thursday morning.

5. Accounts Payable

20 checks are presented. Mike Smith makes a motion to approve 20 checks for a total of $6,543.60. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

6. Minutes

The minutes of 10/20 Safety meeting are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion. Motion called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

The minutes of 10/27 are presented. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion. Motion called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

The minutes of 11/3 are presented. Larry Leonard makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion. Motion called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

7. Commissioners Reports

Mike Smith discussed contact with the auditor for completion of the 2014 audit. Nancy Cole states that an email for scheduling the audit has been sent to Tamar Roberts.

8. Signature Items

Letters thanking the members of the Healthcare Committee and formerly disbanding this Committee are presented. Ron Sandstrom makes a motion to sign and send the letters. Larry Leonard seconds the motion. Motion called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

A required Worker’s Compensation Compliance notice received from Primex is presented. This notice must be posted with the required Federal and State Labor Law posters. Ron Sandstrom makes a motion to sign and post the notice. Mike Smith seconds the motion. Motion called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the monthly bacteria test results. All results were clean.

The NH Department of Health and Human Services has sent notice for Carbon Monoxide awareness and safety. The notice will be posted to the website.

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

White Column Solutions has sent renewal options for continuing with a third party electricity producer. The information will be reviewed and discussed.

10. Scheduled Appearances

Phase II of the Oak Ridge Road project, continuation of the drainage up to #19 Oak Ridge Rd, is discussed with Engineer Nick Sceggell. Nick Sceggell outlines the necessity of the drainage constructed to allow the road bed to properly drain following reconstruction of the travel surface of the road. Smaller and shallower swales are possible as is the option of burying the drainage. Nick Sceggell anticipates that revision of the drawings to enclose the primary drainage and minimize impact of the drainage ditches would take 10 to 20 hours of engineering work at a cost of $800 to $1,500. Completion of an Engineer’s Estimate for Construction could be done for an additional $500. If approved, the redesign could be completed by December 15 and would be followed by the construction estimate once reviewed. Ron Sandstrom makes a motion to proceed with the engineering following a budget review for ability to finance. Mike Smith seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0. The option of financing the engineering after January 1st from the 2015 budget is outlined and discussed.

11. Other Business

Mark Graffam has requested information on the insurance claim under RSA 91-A.

Mike Smith makes a motion to recess this meeting to Thursday, November 13, 2014 at 9 am. Ron Sandstrom seconds the motion. Motion called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

12. Public Comments

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

Motions and votes of non-public session:

Ron Sandstrom makes a motion to sign the demand letter to Integrated Water Service II, LLC. Larry Leonard seconds the motion. Motion called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

At 9:09 am Ron Sandstrom makes a motion to exit Non-Public session and recess the meeting. Larry Leonard seconds the motion. Motion called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

At 10:00 am November 13 Ron Sandstrom makes a motion to adjourn the meeting. Mike Smith seconds the motion. Motion is called via roll call vote Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

The next meeting will be Monday, November 24, 2014 at 10:00 am.

Respectfully submitted,

Nancy E. Cole
Administrator
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/07/CM063014.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
June 30, 2014

The Board of Commissioners met at 8:00 am on Monday, June 30, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Kelly Robitaille (highway), Treasurer Dinah Reiss and Clerk Jay Buckley. The meeting was taped for Madison TV.

At 8:00 am the meeting was called to order by Chairman Ron Sandstrom. [expand="More Text"]

1. Agenda

Mike Smith makes a motion to add a Non-Public Session and approve the agenda as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Action List is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the trucks are in good shape. The cost of brushes for the power broom has been quoted at $8.80 each. Total cost will be $440. Mike Smith makes a motion to approve up to $500 for brushes for the power broom. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille reports that road culverts are being cleaned and low hanging limbs over roads are being cut. Water valves in ditch lines are being marked. The primary focus is to prepare the roads for the grader. The bottom of Oak Ridge Rd is discussed. A drawing has been requested from Engineer Paul Fluet. Quotes will be requested once the drawing is received. Mike Smith makes a motion to have the DPW proceed with placement of the rip rap stone at the culvert outlet/inlet at #1 Oak Ridge Road. Ron Sandstrom seconds the motion and the motion passed 3-0. Nancy Cole advises that the EPOA has contacted her to offer to place shrubs above the rip rap along the banking at #1 Oak Ridge. Ron Sandstrom states that the EPOA could be referred to the homeowner to make this offer directly. Mike Smith discusses coordination of work in the area through the office. Mike Smith makes a motion to coordinate the contact between the EPOA and the homeowner through the office. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Ron Sandstrom abstaining. Line painting is expected to be done this week. Road signs needed are discussed. Road signs have been priced at $461.18. Mike Smith makes a motion to purchase the needed road signs. Ron Sandstrom seconds the motion and the motion passed 3-0. The grader is expected for delivery to the VDOE mid-July. The backhoe is also expected in July with a billing due date of August. The Work Order procedure that is being implemented is discussed. Kelly Robitaille questions appropriate locations for placing debris removed while ditch work is completed. The area behind DPW II is the place where most debris has been deposited. Kelly Robitaille outlines that the area is being filled and the remaining area appears wet. Mike Smith makes a motion to check with NH DES on depositing of debris behind the DPW II site. Ron Sandstrom seconds the motion and the motion passed 3-0. A report that the speed bumps near the dam and bridge at Boulder Beach are being driven around has been received. A resident has requested placement of a rock or other obstruction to keep vehicles from driving on the edge of the walk way. A grade stake will be placed off the edge of the pavement to keep cars on the paved roadway and off the walk way. Beach signs and no fireworks signs will be quoted. Mike Smith makes a motion to replace the No Fireworks sign on the display board with larger font. Ron Sandstrom seconds the motion and the motion passed 3-0. Crack Sealing is discussed. Clerk Jay Buckley questions planned use of the crack sealing machine on paved roads and is informed that no plans for crack sealing have been made. The area across from 68 Eidelweiss Drive is discussed. Two check dams have been installed at this time. A third one will be added once the ditch is cleaned and the road is graded.

3. Water System Planning

Installation of the new pump at Jungfrau is discussed. The pump will be piped in today. The electrician is scheduled for this week to complete the connection to the new panel. Jason Roache is also scheduled this week to program the panel once it has power. Notice of the installation of the piping will be sent to the electrician and Jason Roache today. Mike Smith will contact Iron Mountain Water for discussion on the location of isolation valves.

4. Administration

A safety meeting was held last week. The next meeting has been scheduled for July 16.

The design for the road map to be made for the Huttwil Bulletin Board area is discussed. The information received earlier will be redistributed for review.

A grant through NH DES for leak detection is available. The information will be distributed to the Board for review and discussion.

The proposed changes to the Driveway Ordinance have been commented on by Attorney Dan Crean. The draft will be revised to include the Attorney’s recommendations. The Water Ordinance as voted and the Highway Regulations as voted will be prepared as signature items for next week.

5. Accounts Payable

17 checks for a total of $44,674.95 are presented. Mike Smith makes a motion to approve 17 checks for a total of $44,674.95. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Addition of a flow meter to the Jungfrau station is discussed. The negative account balance on the manifest form is discussed. The VDOE Treasurer will move funds from the water usage account to the operations account prior to authorizing release of the checks. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of 6/16 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 6/18 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 6/23 are 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 road classifications. A document outlining procedure for changing classification from Class VI to Class V is being worked on by and will be discussed going forward.

Larry Leonard attended an Asset Management workshop last week. An outline of the assistance granted to a system by having the proper information available was presented by Dave Bernier of North Conway Water Precinct. The first VDOE Asset Management meeting is scheduled for 10 am today. Work order procedure developed was discussed at the meeting and good feedback was received on using this method to collect working information.

Mike Smith makes a motion to place Ron Sandstrom on the Water Operations Strategy Committee. Ron Sandstrom seconds the motion. Discussion ensues. Motion is called to a vote and the motion passed 2-0-1 with Ron Sandstrom abstaining. Mike Smith states that his response to the submitted strategy report is not yet completed. Mike Smith makes a motion to make the Committee a 4 person board with Mike Smith, Ron Sandstrom, Dinah Reiss and Ralph Lutjen as members. Larry Leonard seconds the motion. Discussion ensues. Dinah Reiss outlines that a response to Larry Leonard’s questions and comments on the report has been submitted by email. This will be distributed. Dinah Reiss adds that the Board of Commissioners must decide the next step. Ron Sandstrom states that he would like the Committee to obtain additional detail. Dinah Reiss accepts appointment to the Committee and states that Ralph Lutjen will need to be asked. Jay Buckley states that he would be available as a resource to the Committee. Motion is called to a vote and the motion passed 3-0. Dinah Reiss will approach Ralph Lutjen on this matter.

8. Signature Items

A draft thank you letter for the work at the entry garden to the EPOA and Ralph Lutjen is presented. Mike Smith makes a motion to sign and send the letter. Larry Leonard seconds the motion and the motion passed 3-0.

A draft letter to the owner of 23 Oak Ridge responding to his latest correspondence retracting his application for a Driveway Permit for Construction is presented. Mike Smith makes a motion to have the DPW proceed with placement of the rip rap stone in the ditch line at this location. Larry Leonard seconds the motion and the motion passed 3-0. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

A driveway permit application has been received as requested from the property owners at 56 Eidelweiss Drive. Mike Smith makes a motion to approve and sign the Driveway Permit for Construction for paving at 56 Eidelweiss Drive. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve and sign the Driveway Permit for Operation for 56 Eidelweiss Drive. Ron Sandstrom seconds the motion and the motion passed 3-0.

A Driveway Permit for Construction for 49 Huttwil is presented. The engineering report on controlling water flow from this lot has been received as requested. The permit calls for compliance with the engineer’s recommendations. Mike Smith makes a motion to sign the Driveway Permit for Construction. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

The request for retraction of the application for the Driveway Permit for Construction for 23 Oak Ridge Road was received.

WIN 911, the SCADA alarm program, has sent the information on the renewal recently purchased for upgrades to this software.

Mark Graffam has sent a picture of a boat chained to a tree at Thusis Beach. Discussion is held on compliance of the Ordinance. Boats that are not in the way will not be removed.

Mark Graffam has sent a picture of a hole in the pavement on Aspen. This road issue is already on Kelly Robitaille’s list of areas to be reviewed with the Commissioners.

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

Treasurer Dinah Reiss comments that the funds transfer from the water usage account to the operations account will be completed today.

At 9:33 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; Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

A legal consultation is held by the Commissioners with Attorney Dan Crean.

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 10:08 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Larry Leonard seconds the motion. Motion is called via roll call; 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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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/07/CM062314.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
June 23, 2014

The Board of Commissioners met at 8:00 am on Monday, June 23, 2014. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Kelly Robitaille (highway). The meeting was taped for Madison TV by Tim Hughes.

At 8:00 am the meeting was called to order by Chairman Ron Sandstrom. [expand="More Text"]

1. Agenda

Mike Smith makes a motion to approve the agenda as presented. 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 the trucks are in good shape. The power sweeper is discussed. Improper storage has worn down the bristles. A quote will be obtained for replacement brushes. The salt shed is currently full for both sand and salt. Sand that has been recovered is piled outside the shed. Funds allocated for salt and sand may be able to be moved from these lines for other uses. Tree limbs over roads will be cut this week. Marking of water valves in ditches is discussed. These will be marked as seen while checking roads prior to grading. Ordering of roads for grading and ditching is discussed. Kelly Robitaille is organizing the work to flow in a sectional manner as the roads are prepared for grading to be done. The Engineer’s review of Oak Ridge Rd is discussed. The minutes of 6/11 are reviewed. Discussion on drainage needs of roads and safety of the traveling public is held. Delineator posts will be used to mark the edges of the ditches at the bottom of Oak Ridge Rd. Mike Smith discusses obtaining a sketch from Paul Fluet as to the catch basin and culvert to be placed along Eidelweiss Drive at the bottom of Oak Ridge Road. Mike Smith makes a motion to ask Paul Fluet for an 8 ½ x 11 sketch for the area along Eidelweiss Dr at the bottom of Oak Ridge Rd. Ron Sandstrom seconds the motion. Discussion on additional engineering costs is held. Motion is called to a vote and the motion passed 2-1 with Larry Leonard against any additional expenditure for this issue. This work will be planned for the fall. Line Painting is scheduled for this week. A note will be placed on the website when the schedule is known. The grader is discussed. The option of receiving the grader prior to the machine being outfitted for the plow and wing plow is discussed. The machine would need to be returned to Volvo for outfitting prior to winter’s onset. Mike Smith makes a motion to have Larry Leonard contact Mike Ouellette of Chadwick-BaRoss for details. Ron Sandstrom seconds the motion and the motion passed 3-0. Radios are discussed. Mike Smith makes a motion to move the base radio in the office downstairs for use in the garage. Ron Sandstrom seconds the motion and the motion passed 3-0. The work completed at the intersection of Upper Lakeview and Oak Ridge last week is discussed. A quote for paving the swale below the S-turn on Oak Ridge to Clemens Place will be obtained. Mike Smith makes a motion to request a meeting with the owner of 23 Oak Ridge Rd. Ron Sandstrom seconds the motion. Discussion on the work to be done at this site is held. Ron Sandstrom outlines the difference between discussion on possible work and a motion with vote to approve work to be done. The motion made in 2013 for this property was to place rip rap if time and budget allowed. Minutes from prior meetings are reviewed and discussed. The motion was for a design from the homeowner to be reviewed by an engineer. Placement of a culvert at this location may alter water flow downhill with potential detriment to other properties. The work done on Middle Shore to establish VDOE road drainage last year is discussed. The application for a driveway permit for construction from the owner of 23 Oak Ridge is reviewed. The engineering for the water flow is to be done by the homeowner, not the VDOE. Receipt of emails from this homeowner is discussed. Erosion stone could be added now or may wait for additional information on the homeowner’s plans for a culvert. The draft of the letter to the homeowner is reviewed. Motion is called to a vote and the motion passed 3-0. The draft letter is read. Updates will be made prior to signing and sending the letter. Ron Sandstrom makes a motion to take no action at this site until it is discussed with the homeowner and the homeowner has submitted an engineer’s review of the proposed culvert design. Motion is withdrawn. A culvert at the driveway for 23 Huttwil Drive is discussed. Ron Sandstrom makes a motion to send the homeowner a letter to repair or replace the culvert. Mike Smith seconds the motion. Discussion on including a picture of the culvert with the letter is held. Mike Smith moves to amend the motion to include the picture. Ron Sandstrom seconds the amendment. Motion is called to a vote and the motion, as amended, passed 3-0.

3. Water System Planning

Larry Leonard discusses the install of the new pump at Jungfrau. A delay in the receipt of the control panel and the valve parts has occurred. Additional work on the installation will be done Tuesday or Wednesday this week. The pump may be on line by Friday. The electric work needed is discussed. Water Operator Ray Seeley is contacted by phone. Ray Seeley states that he expects the delivery of the parts tomorrow. The parts will be installed upon receipt. The authorized valve replacement is discussed. Ray Seeley states that the valve does not need to be replaced. Mike Smith makes a motion to not change the valve. Ron Sandstrom seconds the motion and the motion passed 3-0. The startup for the new pump will be targeted for the Wednesday following the installation of the panel. End call. SCADA programmer Jason Roache is contacted by phone. Jason Roache states that he will coordinate with the electrician for the installation. The panel is needed prior to running the conduit to the new pump. Addition of a flow meter is discussed. Jason Roache will obtain a quote. End call. The homeowner of 2 Grachen Dr reported a water leak prior to his interior shut off valve where the service line enters the home. Water operator Ray Seeley was notified and responded to shut down the curb stop valve. The homeowner will notify the office when repairs are complete for restoration of service.

4. Administration

The salt shed door is discussed. Mike Smith outlines discussion from Wednesday’s safety meeting regarding contact to White Mountain Overhead Door will be contacted on the status of the spring repair. Bay door 3 downstairs is also still difficult to open following replacement of the spring and will also get looked at.

The water operator strategy report is discussed. The suggestion is to improve responsiveness and reduce costs by bringing water operations in house. Ron Sandstrom outlines that the primary basis for cost savings is not paying an outside contractor for 400 hours per year. The financial savings may be offset by overtime and use of contractors. The flushing out of specific budget line items is discussed as needed. Ron Sandstrom adds that he would like to see additional analysis. Mike Smith and Larry Leonard both agree that additional analysis will be needed. Larry Leonard suggests that each Commissioner give their notes to the group for review and comment. Mike smith states that he does not feel all costs are included that would be incurred to bring operations in house, adding that parts and equipment costs would offset any savings. Ron Sandstrom makes a motion to move forward to gain additional details. Larry Leonard seconds the motion and the motion passed 3-0. Mike Smith makes a motion to ask the individuals for a complete cost analysis. Ron Sandstrom seconds the motion. Discussion on the need to identify training costs, time frame, consulting costs is held. Ron Sandstrom states that he is willing to work with the committee and be the Commissioner Representative in lieu of Mike Smith. The best result for the VDOE is what is needed. The motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard stating that this information will come with further review into the option. Ron Sandstrom makes a motion to have Ron Sandstrom replace Mike Smith as Commissioner Representative on the Committee. Motion failed for lack of a second. Larry Leonard makes a motion to share each Commissioner’s comments with the committee. Ron Sandstrom seconds the motion. Mike Smith discusses that he is against formation of this committee. Ron Sandstrom outlines the public openness of the information gathering and related discussions that forming a committee brings. Motion is called to a vote and the motion passed 3-0.

The draft of proposed changes for the Driveway Ordinance is reviewed. Ron Sandstrom has suggested revisions to the draft. Larry Leonard makes a motion to state that the property owner is responsible for installation of driveway culverts. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to include the updates submitted by Ron Sandstrom. Larry Leonard seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to send the proposed changes to Attorney Dan Crean for review. Mike Smith 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 $4,382. 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.

A vacation request form for Nancy Cole is presented. Mike Smith makes a motion to approve the requested vacation dates. Ron Sandstrom seconds the motion and the motion passed 3-0.

5. Accounts Payable
6. Minutes

The minutes of 6/2 are reviewed. Ron Sandstrom makes a motion to add the dollar amount approved for payroll behind the dollar symbol on the page and approve the minutes as amended. Larry Leonard seconds the motion and the motion passed 2-0-1 with Mike Smith abstaining as he was not in attendance.

The minutes of 6/9 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 6/11 are 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
8. Signature Items

A draft letter to the property owners at 60 Bern Drive regarding the temporary culvert placed under Bern Drive earlier this spring is presented. Mike Smith makes a motion to sign and send the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.

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

At 10:27 am Larry Leonard makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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