[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/04/CM032316.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 23, 2016

The Board of Commissioners met at 8:00 am on Wednesday, March 23, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also present was Kelly Robitaille (hwy). The meeting was filmed for Madison TV by Tim Hughes.

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

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 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that pot holes are being worked on as possible. The rake is being used when roads are not too wet. Eidelweiss Drive and Little Shore were graded last week. Gravel is needed for the roads. Unable to haul until sanders are able to be removed from the trucks. The intersection of Little Shore Drive and Eidelweiss Drive is discussed. The ditch line created last year is to be cleaned. Kelly Robitaille states that the ditch is at the level of the drainage grate, and cannot be made deeper. Additional gravel may need to be added to the area. All trucks are in good condition. The backhoe service is being done. All fluids were changed on Friday. The remainder of the service will be completed this week. Kelly Robitaille is informed that a meeting with the Engineers and G. W. Brooks on the reconstruction of Oak Ridge Road is scheduled for 1:30 pm on Monday, March 28. Mike Smith makes a motion to obtain pricing on No Lifeguard on Duty signs, with separate posts, for the beaches. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to approve the installation of the cement slab at DPW II. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to obtain a price for the pouring of bollards at the corners of DPW II. Ron Sandstrom seconds the motion and the motion passed 2-0. Kelly Robitaille is informed that the old pump and piping being removed from Jungfrau water station will need to be removed. Gloria Aspinall will be cleaning the outhouses this summer, while the DPW will rake the beaches. The Asset Management Committee will be ordering tags that the DPW will need to place on the road culverts. The summer hours for the DPW will be 6:30 am to 3:00 pm. Beaches will be raked every morning. Overtime rate will be paid for weekend beach raking. Discussion is held on having a backup person to rake the beaches should the crew be unavailable. This will be looked into. Having the DPW remove trees that are cut for the Oak Ridge Road reconstruction project may produce some savings on the project. Use of the lot on Saint Moritz for materials storage may produce savings on transport costs.

3. Water

Work at the Jungfrau station is progressing; the project is close to 70% complete. The piping is being installed for the new pump. The Electrician will complete the electrical work this week. The pump should be on line the middle of next week. Mike Smith makes a motion to approve change order to the Jungfrau project for replacement of the piping from the DPW to the tank inside Jungfrau station up to $1,000. Ron Sandstrom seconds the motion and the motion passed 2-0. The meeting scheduled for next Monday with the tank lining bidding contractor is discussed.

4. Administration

A safety meeting was held last week.
The motion log has been distributed.
Policies and procedures have been sent to Mike Smith for review. Mike Smith will work with Nancy Cole on creation of the new manual.
Mike Smith makes a motion to approve the Asset Management Committee expend up to $400 for tags for road culverts. Ron Sandstrom seconds the motion and the motion passed 2-0.
Options for extending the Water Tank Lining project time frame and/or funding allowance for the State Revolving Loan Fund have been received from NH DES. Approval of additional funding and extension of time frame for project completion could be sought from NH DES and then placed on the Warrant for voter approval.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 20 checks for $58,308.02. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion to approve manifest is called to a vote and the motion passed 2-0.

At 8:40 am Mike Smith makes a motion to take a 5 minute break to sign checks. Ron Sandstrom seconds the motion and the motion passed 2-0. Filming is stopped for 5 minutes.

6. Minutes

The minutes of March 7 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

The minutes of March 14 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

The minutes of the Asset Management meeting of March 13 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion. Mike Smith votes in favor; Ron Sandstrom abstains as he was not in attendance at the meeting. Minutes will be reviewed at the next Asset Management meeting.

7. Commissioners Reports

Mike Smith reports that the light on the telephone pole at Jungfrau station is broken. Eversource will be notified.
The status of the Minutes of the Annual Meeting is requested. The signed minutes have been received from the Clerk and posted to the website.
Discussion is held on the curb cut for the now approved boardwalk on Diessbach Drive. A driveway permit for construction was discussed last fall but has not yet been applied for. The application for the driveway permit for construction to pave the house property was not signed by the Board.

8. Signature Items

The Department of Revenue MS-232 for statement of appropriations as voted at the Annual Meeting is reviewed. Mike Smith makes a motion to sign and submit the MS-232 Ron Sandstrom seconds the motion and the motion passed 2-0.

The Department of Revenue MS-123 for statement of VDOE Officials as voted at the Annual Meeting is reviewed. Mike Smith makes a motion to sign and submit the MS-123. Ron Sandstrom seconds the motion and the motion passed 2-0.

The NH DES Shore land Permit Application for placing of culverts under the driveways located at 69, 71 and 73 Eidelweiss Drive has been completed and is reviewed. Mike Smith makes a motion to sign and submit the application. Ron Sandstrom seconds the motion and the motion passed 2-0.

Work order 1110 is presented. Mike Smith makes a motion to approve and sign work order 1110 for replacing of the inlet piping to the water storage tank at Jungfrau station. Ron Sandstrom seconds the motion and the motion passed 2-0.

Purchase Order 142 for contractor services to locate water system isolation valves in the amount of $1,500 is presented. Ron Sandstrom makes a motion to approve and sign purchaser order 142 in the amount of $1.500. Mike Smith seconds the motion and the motion passed 2-0.

9. Correspondence

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

NHMA forwarded the bi-monthly News Link.

The Town of Madison has confirmed VDOE roads are not included in the Town’s Highway Block Grant requests.

10. Scheduled Appearances
11. Other Business

Disturbances at the Bern Huttwil loop area have been brought to the attention of the Madison Police. Known activity and use of the area for recreational purposes by residents was also highlighted to the police.

Primex, the Workers Comp and Unemployment Comp insurance carrier will be visiting the District on April 14th in preparation of offering a quote for property-liability insurance.

12. Public Comments

The meeting on Monday, March 28, 2016 will begin at 10 am. The change of time for the meeting will be posted.

At 9:00 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (c) reputation. Mike Smith seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Motions and votes of Non-Public session:

Mike Smith makes a motion to seal the minutes until resolution of the matter discussed. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

At 9:45 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 Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator