[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/10/CM092616.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 26, 2016

The Board of Commissioners met at 8:00 am on Monday, September 26, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Kelly Robitaille (hwy) and Colin Preece of Mountain Meadow Riders Snowmobile Club. The meeting was not taped by Madison TV.

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

1. Agenda

Ron Sandstrom makes a motion to hear scheduled appearances first and approve the agenda as presented. Mike Smith seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that asphalt patching was done last week. Middle Shore at Geneva Place was worked as was Chocorua View Drive. A section on Aspen where pavement was removed for placement of a water line is discussed. Kelly Robitaille states that this section creates difficulty for plowing and can cause damage to both the plow and the existing asphalt. To fill this section would require approximately 10 tons of asphalt at $70/ton. A one-day roller rental would also be needed; total cost estimate $1,500. Discussion is held on repairing this area now or waiting for spring 2017; this area will be added to the 2017 work plan. Repair of broken asphalt near 19 Oak Ridge will be done. Kelly Robitaille reports that all equipment is in good condition; the Terra-Star will be brought to Albany Service Center for inspection tomorrow. The International 7400 will be brought for inspection Thursday of this week. Discussion is held on the recent brake repair for the F-550 during inspection and purchase orders. Kelly Robitaille outlines that the 1,000 service for the road grader will be done in early 2017. Part time snow plow operators are discussed. Two applications were picked up, neither has been returned as of today. Mike Smith makes a motion to run the ad for part time snow plow operators again. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith discusses the bonus program for part time snow plow operators. Ron Sandstrom suggests creation of a policy for approval. This will be done. The completed road review of all VDOE roads is reviewed and discussed. Kelly Robitaille will submit the information on all work completed in 2016. The status of culvert cleaning is discussed. Kelly Robitaille states that he would like the list by number of all culverts in the District so as to be able to organize information on cleaning and status of culverts. The new culverts scheduled for installation on Eidelweiss Drive and at 84 Oak Ridge Road will be scheduled. Winter equipment for the trucks is discussed. The F-550 sander will need a new chain; the plows will need plow edges. The amount and cost will be determined when the trucks are being outfitted for winter operations.

3. Water

Mike Smith outlines that SCADA programming for off-peak pumping is scheduled to be completed this week. The schematics for the chemical injection room are due the end of the month. The meeting to be scheduled with the engineers has been set for October 5th at 10 am.

4. Administration

A safety meeting was held last week. Future meetings will be held on Monday’s following the scheduled Commissioners meeting.
The motion log has been distributed. Action on motions is reviewed and discussed. Mike Smith recommends snap on arrow markers for the water system pump house pipes. A directional sticker had been priced for review.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,257.95. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
The Town of Madison has notified the office that the car at 14 Aspen has been removed. The water lien for this property will be added to the tax amount when the property is sold by the Town at a future date which is at least three years away. Mike Smith discusses sending the Town a water bill next year for the service. This will be discussed when water bills are produced for 2017.
The last Saturday in February 2017 is February 25th. Mike Smith makes a motion to schedule the 2017 Annual Meeting for Saturday, February 25, 2017 with the polls to open at 5 pm and the deliberative session to begin at 7 pm. Ron Sandstrom seconds the motion and the motion passed 3-0.
Proposed signs for the beaches stating that the ice is not tested and may be thin are reviewed. Input from the insurance company will be sent to the Board prior to approval.
Proposed wording for a postcard to be sent to all home owners is reviewed. Mike Smith makes a motion to add the dates for the 2017 Budget Hearings and Annual Meeting and send. Ron Sandstrom seconds the motion and the motion passed 3-0.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 1 check for a total of $3,100.00. 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

The minutes of September 19 are presented. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-0-1 with Ron Sandstrom abstaining as he was not present.
The minutes of the non-public session of September 19 are presented. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 2-0-1 with Ron Sandstrom abstaining as he was not present.

7. Commissioners Reports

8. Signature Items

Capital Reserve Fund withdrawal paper work is presented. Ron Sandstrom makes a motion to sign the withdrawal request for $3,000 from the Land Acquisition CRF for purchase of 36 Adelboden Way. Mike Smith seconds the motion and the motion passed 3-0.
The Grison and Burgdorf culvert replacement engineering proposal is presented. Mike Smith makes a motion to sign the updated proposal which clarifies that permitting costs are included in the $15,500 proposal. Ron Sandstrom seconds the motion. Discussion ensues on the need for this project and the passage of the Warrant Article approving this project for this year. Motion is called to a vote and the motion passed 2-1 with Larry Leonard against stating that these funds should not be spent as the repairs completed in 2014 was work well done.
Purchase order 161 is presented. Mike Smith makes a motion to approve purchase order 161 in the amount of $716.10 for brakes and inspection of the F-550. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 162 is presented. Mike Smith makes a motion to approve purchase order 162 in the amount of $2,500 for filling of the Sodium Hydroxide tank for the water system. Ron Sandstrom seconds the motion and the motion passed 3-0.
Work order 1130 is presented. Mike Smith makes a motion to approve work order 1130 for a water turn on at 18 Diessbach. Ron Sandstrom seconds the motion. Discussion is held on the requirement that payment for overdue water bills be received prior to the turn on. Motion is called to a vote and the motion passed 3-0.
The annual service contract with Electrical Installations is presented. Mike Smith makes a motion to enter a quarterly service contract in the amount of $3,500. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Health Trust has sent insurance plan information for plans that will be available beginning January 1, 2017. The current VDOE plan will no longer be offered. Ron Sandstrom requests a review and recommendation be completed and sent to the Board. This will be done.
The third party electric supplier has sent a report outlining projections for winter electricity costs. The VDOE contract will revert from the third party supply company to Eversource November 1.
NH Department of Health and Human Services has sent the weekly arboviral report. One batch of mosquitoes in Nashua has tested positive for West Nile Virus. No human or animal cases have occurred in NH to date.
A certified letter received from Suzanne and Martin Malkasian is reviewed. Letter outlines primary concern of not being included in the reconstructed portion of Oak Ridge Road. Discussion ensues on the scope of the project approved and that the 2016 project was designed so that it would end at the beginning of the 2005 repaving project. Mike Smith makes a motion to inform the Malkasian’s of the October 5th scheduled visit of the engineers and that a time of visit to the property at 19 Oak Ridge is not determined. Motion fails for lack of a second. Drafting a written response to be sent via certified mail is discussed. Ron Sandstrom makes a motion to send a certified letter that this property was not in the scope of the 2016 project. Larry Leonard seconds the motion and the motion passed 3-0.

10. Scheduled Appearances

Colin Preece of Mountain Meadow Riders Snowmobile Club has come to the meeting to discuss a proposed route change for the snowmobile trail that borders District property along the power lines. The proposed trail change would move the trail to cross two VDOE properties and one private property located on Class VI Huttwil Drive; across from the gun club. The trail width maintained by the club is 12 feet. An increase in noise from snowmobiles that may negatively affect residents is discussed. Mike Smith questions liability for the property owner and a brochure from NH Bureau of Trails is reviewed that states there is no liability to the property owner for any incident or injury sustained while operating a snowmobile on another’s property. The question of coverage for any legal fees that may be incurred defending an injury claim is raised. Colin Preece will check on this and advise. Colin Preece outlines that to create the new trail, materials on sight, a berm specifically, would be used to smooth the travel surface. The Mountain Meadow Riders Club incurs all costs for creation and maintenance of the trails. Ron Sandstrom suggests contact for permission with all abutting property owners and a Public Hearing be held by the District prior to any permission being given to create this new trail. Colin Preece outlines that the request to create this new section of trail is being proposed so that the snowmobiles will encounter Rte 113 at a 90-degree angle; which increased visibility to and from the road and is much safer for the snowmobilers. Ron Sandstrom requests a formal proposal be drafted and submitted for discussion at the 2017 Annual Meeting.

11. Other Business

The minutes of the Asset Management meeting of August 21 have been distributed. The next Asset Management meeting will be October 16, 2016 at 10 am.

12. Public Comments

At 9:33 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