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

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

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

1. Agenda

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

2. Highway Department Report

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

3. Water

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

4. Administration

A safety meeting will be scheduled going forward.
The payroll report is presented. Ron Sandstrom makes a motion to approve payroll in the amount of $3, 884.46. Mike Smith seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

5. Accounts Payable
6. Minutes

The minutes of July 25 are presented. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Commissioners Reports
8. Signature Items

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

9. Correspondence

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

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

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

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

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

Respectfully submitted,

Nancy E. Cole
Administrator