[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/09/CM081516.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
August 15, 2016
The Board of Commissioners met at 8:00 am on Monday, August 15, 2016. In attendance were Commissioners Mike Smith and Larry Leonard. Also in attendance was Kelly Robitaille (hwy), Treasurer Dinah Reiss and Eversource representative Bob Berner (9 am). The meeting was taped for Madison TV by Tim Hughes.
At 8:00 am the meeting was called to order by Vice Chair Mike Smith.
1. Agenda
Mike Smith makes a motion to accept the agenda as presented. Larry Leonard seconds the motion and the motion passed 2-0.
2. Highway Department Report
Kelly Robitaille reports that the roads held up well during the recent rains. Run off occurred at the S turn on Oak Ridge. The road will be swept. The new hire will be starting with the District August 29. TJ Eldridge has been hauling materials out from behind DPW II; over 30 loads have been moved. Grachen Drive will be worked on. Forecast for heavy rain mid-week, all roads will be watched. The International 7400 repairs have been completed and the truck is in service. Kelly Robitaille advises that new tires will be needed for all trucks and the backhoe next summer. Discussion is held on persons who moved a rock at Boulder Beach so as to park on the beach. Madison Police responded and handled the issue.
3. Water
Ian Hayes and Tom Therrien will appear at the meeting scheduled for August 22.
4. Administration
A safety meeting will be scheduled going forward.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,316.55. Larry Leonard seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.
The monthly cash flow report is reviewed and discussed. Treasurer Dinah Reiss outlines that use of the TAN loan is expected to be needed in December, as the next tax check will not be received until January 2017.
The outstanding balance report for water bills is reviewed. $7,297.69 is owed to the District. Mike Smith makes a motion to review this report monthly through year end. Larry Leonard seconds the motion and the motion passed 2-0.
NH Retirement System has sent the calculations for the two employees eligible to buy service credits. The District liability, should the employees choose to buy back the time, will be $9,247.00.
5. Accounts Payable
6. Minutes
The minutes of August 8 are presented. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-0.
7. Commissioners Reports
Mike Smith makes a motion to approve up to $100 for flowers or donation in memory of Ron Sandstrom’s mother, who passed away last Wednesday. Larry Leonard seconds the motion and the motion passed 2-0.
8. Signature Items
9. Correspondence
Granite State Analytical has sent the monthly water system test results for bacteria and pH. All results are good.
The annual check for the Coleman Tower site has been received.
The July pond testing results through the Volunteer Lake Assessment Program (VLAP) have been received. Results show that the ponds are aging and degradation of the water quality is occurring over time. The silt pond planned for Geneva Beach will help reduce the amount of road sand and contaminants that enter the ponds. Persons with homes around the ponds keeping their septic systems clean and properly working also helps.
The Department of Health and Human Services has issued the weekly arboviral report; no occurrences of West Nile Virus or Eastern Equine Encephalitis have been discovered to date.
Erin Hartley of Hartley Well has confirmed the request for ordering of spare parts for the Muddy Beach wells to have available for emergency situations.
Suzanne Malkasian has requested the date for the Engineer’s road review and was informed that the date has not yet been set.
Health Trust has sent notice of a new website design.
Madison Zoning Board of Adjustment has sent notice of a Public Hearing regarding a request to place a shed 10 feet from the rear property line of 31 Saint Moritz. This lot abuts a VDOE lot containing culverts. Mike Smith makes a motion to not oppose the variance for this set back. Larry Leonard seconds the motion and the motion passed 2-0.
10. Scheduled Appearances
Eversource representative Bob Berner has joined the meeting to discuss the tree cutting being done with Eidelweiss to clear the power lines. Mike Smith outlines that cut trees have been left in the ditch lines of Eidelweiss and some piles of cut trees are within the right of way and will impede plowing efforts this winter. Bob Berner outlines that recent changes to the tree removal program have resulted in additional aggression to remove trees that may affect the power lines. Mr. Berner adds that permission from the property owner is obtained prior to cutting any tree. As the trees are on privately owned property, the tree and resulting cut wood belongs to the property owner and the property owner is responsible for removing the wood. Mike Smith outlines that issues regarding tree trimming and cutting have only occurred within the last two years, prior to that no issues were reported with these processes. The District concern is wood within the right of way and ditches. It is outlined that the District can request that all wood be placed outside the right of way, which will place the wood further away from the roads and reduce the potential of wood rolling into a ditch. Mike Smith asks if the wood can be removed by Eversource’s sub-contractor, Asplundh. Mr. Berner outlines that the wood is privately owned and removal without property owner’s permission is timber theft; they cannot remove the wood. Production of a list of addresses where wood is piled close to the road and may impede plowing is discussed. Mr. Berner states that he will follow up with property owner’s once the list is received to make sure the property owner is aware that is their responsibility to remove the wood and attempt to prompt action being taken to remove said wood. Larry Leonard states that the District will produce a list to be given to Eversource for contact with the property owner’s. Mike Smith makes a motion to update the letter of permission to cut trees within the right of way to state that no wood is to be left within the VDOE 10 foot right of way on any road. Larry Leonard seconds the motion and the motion passed 2-0. Clean up of existing wood and continued cutting within the District is discussed. The letter with address for owner contact by Eversource will be produced for next Monday. Mike Smith makes a motion to put a notice on the website for property owners to remove the wood or work with Asplundh Tree for removal. Larry Leonard seconds the motion and the motion passed 2-0.
11. Other Business
12. Public Comments
At 8:30 am Mike Smith makes a motion to recess the meeting until the 9:00 am scheduled appearance. Larry Leonard seconds the motion and the motion passed 2-0.
At 9:00 am Mike Smith calls the meeting back to order.
At 9:25 am Mike Smith makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator