[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/05/CM050216.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 2, 2016

The Board of Commissioners met at 8:00 am on Monday, May 2, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance were Kelly Robitaille and Bob Goddard (hwy), Treasurer Dinah Reiss, residents Gloria Aspinall and Ralph Lutjen. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

Mike Smith makes a motion to add a Non-Public session pursuant to RSA 91-A3: II (d) property and approve the agenda as amended. Ron Sandstrom seconds the motion and the motion passed 2-0.

2. Highway Department Report

Kelly Robitaille reports that work was completed on ditches along Eidelweiss Drive and Little Shore Drive. The pot holes and depressions at the entrance of Eidelweiss Drive will be filled with asphalt once the plant opens, which is scheduled for May 9. Sunday paving is scheduled to begin the work on the upper section of Oak Ridge Road and Klausen Drive May 9. The driveway culvert cleaning list is being worked on. Mike Smith states that culverts, ditching and grading are to be the priority work for the department. Tagging of the road culverts is discussed. Gloria Aspinall questions the process that will be used. Discussion is held on best manner of proceeding. Ron Sandstrom makes a motion to obtain pricing for metal posts to replace the wooden grade stakes as culvert markers. Mike Smith seconds the motion and the motion passed 2-0. Ability to remove leaves from the ditches is discussed. Mike Smith makes a motion to obtain pricing for a vacuum system to remove leaves from ditches. Ron Sandstrom seconds the motion and the motion passed 2-0. The aesthetic appearance of the DPW II site is discussed. Ralph Lutjen outlines a design for placement of plants to improve the appearance of the site. Site preparation would be handled by the DPW crew, including removal of a couple of feet of existing soil/sand and refilling the area with materials on hand more suitable for planting. A rock border would be created for the area, also with materials on hand. The Oak Ridge side of the site would need a slight grade change, as well as removal of existing soil/sand and filling of the area with more materials on hand. The plantings would block entry to that side of the DPW building. Ralph Lutjen states that, if the Board approves the plan contingent upon approval of funding by the EPOA, he will approach the EPOA with that approval to obtain the funding. Mike Smith makes a motion to approve Ralph Lutjen working with the DPW to create the garden areas for the DPW II site contingent upon funding of the plants by the EPOA. Ron Sandstrom seconds the motion and the motion passed 2-0. Weeding of existing gardens is discussed. Ralph Lutjen states that he will continue looking for someone to perform this task.
The year to date budget status is discussed. Line items are reviewed and discussed.
The work recently completed at Little Shore is discussed.

3. Water

A work order will be created for approval for all seasonal work. Ian Hayes and Tom Therrien will appear May 16. Pricing for Muddy Beach is discussed. Pumps, electric work, SCADA work and pump installation with related piping change estimates are needed for project estimation. Discussion is held on the current well production occurring from this site. The wells should be evaluated and repaired prior to committing any funds to pump replacement. Mike Smith makes a motion to approve Hartley Well work on the Muddy Beach wells up to $20,000. Ron Sandstrom seconds the motion and the motion passed 2-0. Project management for the VDOE is discussed. Ron Sandstrom makes a motion to appoint Mike Smith as project manager. Mike Smith seconds the motion and the motion passed 2-0. A follow up will be done on the replacement of the water line under Oak Ridge to Saint Moritz. The reading of the flow meter at Jungfrau station on the SCADA system will be followed up on. The off peak programming for the SCADA system is completed. Putting the program on line is discussed and will be discussed with Tom Therrien. As built drawings for the chemical injection room and Jungfrau stations will be followed up on with Tom Therrien, Ian Hayes and Chad Poulin.

4. Administration

The year to date budget is reviewed.

5. Accounts Payable

The check manifest is presented. Ron Sandstrom makes a motion to approve 5 checks for $36,085.33. Mike Smith seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

6. Minutes

The minutes of April 27, 2016 are reviewed. Ron Sandstrom makes a motion to approve the minutes as presented. Mike Smith seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Mike Smith makes a motion to request Norm Garside submit an estimate for repairs to the Lodge by May 31. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith discusses forming a committee to look into selling the Lodge. Mike Smith makes a motion to form a Committee to explore the option of selling the Lodge and to name Tommy Gunn and Kevin O’Brien to the Committee with Ron Sandstrom named as Commissioner Representative and proceeds from the sale to be used for building a new building for the VDOE. Ron Sandstrom seconds the motion and the motion passed 2-0. The cost of the water main repair on Oak Ridge is discussed. Mike Smith makes a motion to split the $800 expense with G. W. Brooks. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to check with the EPOA if a Board of Commissioners update is requested for the EPOA Annual meeting and, if requested, to update the EPOA members on the Oak Ridge Road project, option of selling the Lodge and option of establishing a manner of adopting beach parking stickers. Ron Sandstrom seconds the motion and the motion passed 2-0.

8. Signature Items

A pressure test agreement for testing of water pressure at 19 Winnigon is presented. Mike Smith makes a motion to sign and send the letter and agreement. Ron Sandstrom seconds the motion and the motion passed 2-0.

Water System Capital Reserve Fund withdrawal request form is presented. Mike Smith makes a motion to request a withdrawal of $30,210 for funding of the Jungfrau project and Tank lining project. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

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

10. Scheduled Appearances

Appearances were completed within Highway discussion.

11. Other Business

A draft of an agreement that residents could sign to have fill from highway work delivered to their property has been drafted and sent to Attorney Dan Crean for review.

12. Public Comments

At 9:10 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A3: II (d) property. Ron Sandstrom 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:
None

At 9:15 am Mike Smith makes a motion to exit non-public session and adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator