[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/10/CM101716.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
October 17, 2016

The Board of Commissioners met at 8:00 am on Monday, October 17, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (hwy) and Treasurer Dinah Reiss. 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 approve the agenda as presented. Larry Leonard seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that roads are in good shape. Material is being delivered to the property owner on Bern. Brandon Drew of High Street Sand & Gravel will deliver sand and remove fill this week. Culverts on Oak Ridge Road are discussed. #43 is discussed. The driveway culvert has been looked at. Kelly Robitaille outlines that no changes have been made in the area that is creating this issue; the driveway culvert was installed too low for the ditch line creating the primary problem. Discussion ensues regarding if this is a VDOE issue or a property owner issue. Mike Smith makes a motion to have each Commissioner look at the driveway for further discussion. Ron Sandstrom seconds the motion and the motion passed 3-0.
Proposed budgets for 2017 are reviewed. Ron Sandstrom outlines that a focus on ditching and culvert cleaning should be established for 2017. Asphalt road needs are discussed. Larry Leonard discusses crack sealing needs of asphalt roads, including the middle section of Oak Ridge. The quote from the last paved road review will be pulled for review and discussion.
The cement pad needed at the fueling station behind DPW II is discussed. Mike Smith makes a motion to have this work completed. Ron Sandstrom seconds the motion and the motion passed 3-0.
Discussion on the need for snow plow operators is held.
Kelly Robitaille reports that the work at 84 Oak Ridge Road was completed by placing an asphalt swale at the edge of the road because ledge was hit immediately when an attempt to dig to place a culvert was made. No culvert was placed. The placement of the culverts on Eidelweiss Drive is being scheduled with Tony Eldridge.
The driveway paved last year on Eidelweiss Drive prior to obtaining a permit is discussed. The area will be checked for road damage being caused by water flow into the roadway. A channel grate was installed in this driveway, but has not been effective at keeping water from the road. Ron Sandstrom makes a motion to contact the property owner for discussion on road damage with driveway improvements that would be recommended. Mike Smith seconds the motion and the motion passed 3-0. Kelly Robitaille will make initial contact. Discussion is held regarding addition of a penalty to the Driveway Ordinance for failure to obtain a permit prior to completing driveway work. Ron Sandstrom makes a motion to schedule a public hearing for needed changes to the Driveway Ordinance Friday, January 20, 2017 prior to the budget hearing. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion that the office create an updated document for review and approval by the Board. Ron Sandstrom seconds the motion and the motion passed 3-0.
The Driveway Permit for Construction for 43 Aspen is reviewed. Permit includes condition that no interference with paved swale in front of this property occur. Ron Sandstrom makes a motion to approve the Driveway Permit for Construction with conditions as stated. Mike Smith seconds the motion and the motion passed 3-0.
The Driveway Permit for Construction for 1 Schwyz is reviewed. Permit includes condition for negative grade at intersection with road. Additional protection for road is discussed based on slope of this driveway. Requiring a channel grate is discussed. Condition wording is updated. Mike Smith makes a motion to approve the Driveway permit for Construction with updated conditions as stated. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Water

Discussion is held on the status of the off-peak programming for the water system pumps. A follow up will be sent to Tom Therrien. Testing of the system pressures at Bristenstock and Blinden with specific pumps on/off was done last week by Ian Hayes. Status of the information will be followed up on.
The gate valve for the DPW yard is discussed. Mike Smith makes a motion to proceed with the installation of the gate valve and blow-off and to fund from the Water System Capital Reserve Fund. Ron Sandstrom seconds the motion. Discussion is held on the need for this work to be done at this time. Motion is called to a vote and the motion passed 2-1 with Larry Leonard against stating this is not a priority for funding.
The certified notices for pending water disconnections for unpaid water usage fees have been sent. Shut offs will be done the week of November 7 as stated in the Notice of Disconnection.
Late fees as a percentage of total funds collected are discussed.

4. Administration

The monthly cash flow report is reviewed and discussed with Treasurer Dinah Reiss. TAN proceeds will probably be needed by the end of November.
There was no Asset Management meeting yesterday as there was not a quorum of members. Discussion is held on the size of the Committee; reduction in size of the Committee is discussed. An attendance list per member will be produced for review. Removal of Dave Bernier as a listed member and establishing one Commissioner as Commissioner representative in lieu of listing the entire Board are discussed as means of reduction to the Committee size. Mike Smith makes a motion to reduce the Asset Management Committee to five (5) members. Ron Sandstrom seconds the motion and the motion passed 3-0.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $4,859.34. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Hours for outhouse cleaning are discussed. Mike Smith makes a motion to stop cleaning the outhouses effective next Monday. Ron Sandstrom seconds the motion and the motion passed 3-0. Motion to approve payroll is voted and the motion passed 3-0.
The water system daily usage log for September has been distributed.
The proposed budget for 2017 is reviewed and discussed. Line item increases including three employees on medical insurance, the increase in property-liability insurance, as well as the new Oak Ridge loan at $34,000 are outlined as primary factors in the bottom line increase to the budget total. Ron Sandstrom states that he would like to gear the 2017 Warrant towards savings to reduce future impacts. Asset Management as a line item addition is discussed. Lodge repairs for inclusion as a separate Warrant Article are discussed. Discussion on needs of the District roads and water system and challenges for financing is held.

5. Accounts Payable

The check manifest is presented. Ron Sandstrom makes a motion to approve 21 checks for a total of $8,482.61. Mike Smith seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes
7. Commissioners Reports

Ron Sandstrom reports that the isolation valve information sheets for each valve have been created and distributed. Directional flow of valve control will be added to the form.
Mike Smith requests the information and pricing for thin ice signs be redistributed for review next week. This will be done.
A heater cost for the Reinach station with propane prices will be distributed for next week.

8. Signature Items

Driveway permits were signed previously.
A fill agreement for 58 Oak Ridge Road is presented. Ron Sandstrom makes a motion to approve the fill agreement. Mike Smith seconds the motion and the motion passed 3-0.
The renewal contract for water system testing performed by Granite State Analytical is presented. Mike Smith makes a motion to accept and sign the 2017 testing contract. Ron Sandstrom seconds the motion. Discussion is held on prior years testing costs. Motion is called to a vote and the motion passed 3-0.

9. Correspondence

Requested funds from the Land Acquisition CRF have been received from the Trustees.
Granite State Analytical has sent the monthly water system bacteria test results; system clean.
43 Oak Ridge has sent a request for culvert review which was previously discussed.
58 Oak Ridge has sent a request for culvert review with a statement that road water is washing out the end of his driveway. Kelly Robitaille has been asked to report on this.
The owners of 6 Chocorua View Drive are offering the lot to the District for $1,000. Mike Smith makes a motion to accept the offer and purchase the lot with funds from the Land Acquisition CRF. Ron Sandstrom seconds the motion and the motion passed 3-0.
Primex has sent notification of a filing change for unemployment compensation payroll numbers. Primex will no longer file the State notices for employers. Paychex, the payroll company, will begin filing the required reports with the State January 1, 2017.
The owners of 23 Oak Ridge Road have sent a statement of no permission for action on or at their property. A response outlining that no work is planned in this area and the road rights of the VDOE has been sent.
David Maudsley has sent a 91-A request for water usage and the use of TAN notes which has been responded to.
Bob Grau of Chocorua View Drive has complimented the work done on Chocorua View and other paved roads to patch holes.
NH DES has sent an outline of protocols to be followed should water need to be distributed to persons affected by drought conditions.
Health Trust has sent notice of their Annual Meeting with a list of openings on the Board of Directors.
NH DES is accepting applications for source water protection grants.
NH DHHS (Health and Human Services) has sent the weekly arboviral testing results. No additional positive results have occurred in NH; no human or animal cases of West Nile Virus or Eastern Equine Encephalitis have occurred in NH in 2016.
Property-Liability Trust has permanently closed. Information on where to send any claims that may arise is included with the notice.
NH Retirement System has sent bulletins on investment earnings of 1% and the effect of persons working part time after retirement.
The third party electric supplier has sent the monthly report of savings. $333 was saved in September.
NH Municipal Association has sent the bi-weekly NewsLink.

10. Scheduled Appearances
11. Other Business

Summary of the Engineers Road Review with comments from Engineer Nick Sceggell has been distributed.
The minutes of the Asset Management meeting of Sept 25, 2016 were distributed.

12. Public Comments

At 10:18 am Ron Sandstrom makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator