[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/12/CM110716.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
November 7, 2016

The Board of Commissioners met at 8:00 am on Monday, November 7, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Burr Phillips of Civil Solutions, LLC (arrived 9:30 am). The meeting was taped for Madison TV.

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

1. Agenda

Ron Sandstrom makes a motion to add a non-public session and approve the agenda as amended. Mike Smith seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

The tax payer sand pile is to be established this week. One application has been received for snow plowing.

3. Water

A quote has been requested for purchase of a propane tank and heater for Reinach station. Muddy Beach and Jungfrau will also be looked at for changing to propane heaters. This item will be added to the action list. Discussion is held on the delay in finalizing the off-peak programming in the SCADA system. This had been rescheduled for last week but was not completed due to an emergency response to another system. The temporary water line at 1 Bristenstock will be drained but left in place for winter. The house will be reconnected to the original feed from Aspen. Ron Sandstrom makes a motion to send a letter to Tom Therrien from the Board for the programming to correct the pumping scenario for correction of the pressure issue on Bristenstock and Blinden by done by next week. Mike Smith seconds the motion and the motion passed 3-0. Extending of isolation valves to six inches below surface is intended for next week. Mike Smith outlines that a curb stop valve located last week is three feet down with no cover over the valve. This will need to be repaired. 7 properties remain with unconfirmed curb stop valve locations from the grouping worked on by Jay Buckley last weekend. 3 houses were posted for pending shut off secondary to non-payment of water usage fees.
Discussion ensues on proposed replacement of the Muddy Beach booster pumps. Mike Smith makes a motion to have Paul Fluet size replacement booster pumps for Muddy Beach. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to convert the electric service at Muddy Beach to 400-amp service. Ron Sandstrom seconds the motion. Discussion on input from Paul Fluet on the need to upgrade the electric service. Mike Smith moves to amend the motion to ask Paul Fluet if the electric service at Muddy Beach should be upgraded to 400-amp service. Ron Sandstrom seconds the amendment and amendment passed 3-0. Motion, as amended, is called to a vote and the motion passed 3-0.

4. Administration

A safety meeting was held with the highway department crew last Friday.
An Asset Management Committee meeting is scheduled for tomorrow at 4 pm.
The budget is reviewed. Line items and overall budget status are reviewed and discussed.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $4,776.40. 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.
Proposed 2017 budgets are reviewed. The changes made last week resulted in a reduction to $467,861. Mike Smith makes a motion to accept this proposed budget and place on the website with notations for the major increases including medical, new Oak Ridge Road loan payment and property-liability insurance premium increase. Ron Sandstrom seconds the motion and the motion passed 3-0.
The listing of potential article items for the 2017 Warrant are reviewed and discussed.
Mike Smith makes a motion to not include the hill on Middle Shore at Geneva on the warrant. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to include an article for sale of the Lodge ‘as is’ with a listing price of $199,000. Ron Sandstrom seconds the motion. Discussion on including outline of plan with the handout document for the meeting. Motion is called to a vote and the motion passed 3-0.
Mike Smith makes a motion to include an article for $40,000 for Lodge repairs. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against including this item as he feels it may confuse persons to repair a building to be sold.
Ron Sandstrom makes a motion to include an article to close the Lodge. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to include creation of a Capital Reserve Fund for water system tanks in the amount of $20,000 to be included in the water usage fee. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to include a sticker program for parking at the beaches. Ron Sandstrom seconds the motion. Discussion ensues on process to be established, updating of the Beach Ordinance, and option of beginning with canoe rack space assignment instead of parking passes. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard against a parking sticker program.
Ron Sandstrom makes a motion to include a sticker assignment program for canoe rack spaces. Mike Smith seconds the motion and the motion passed 2-1 with Larry Leonard against assigning spaces; leave the racks first come first serve.
Ron Sandstrom makes a motion to purchase a vacuum system for leaf removal from ditches from the Highway Equipment CRF and not include on the warrant. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to include an article for Reinach pressure zone engineering and design in the amount of $16,5000 to be included in the water usage fee. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to not include funding for tree limb removal and brush cut back on the warrant. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to include an article to change the classification of two or three Class VI roads to Class V each year. Ron Sandstrom seconds the motion. Discussion ensues on the outline of how residents on Class VI roads can work towards and request reclassification of the road to Class V status on the website. Motion is called to a vote and the motion failed 0-2-1 with Mike Smith abstaining from this vote.
Mike Smith makes a motion to not include crack sealing for Lugano. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to include engineering for Little Loop Road in the amount of $5,000. Ron Sandstrom seconds the motion and the motion passed 3-0.
The Town of Madison has produced and abated a tax bill for the lot at 11 Lakeview which was donated to the District in August.

5. Accounts Payable
6. Minutes

The minutes of October 31 are presented. Larry Leonard makes a motion to approve the minutes as presented. Mike Smith seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Mike Smith makes a motion to complete the remaining portion of the Eidelweiss Drive culvert installation in the spring. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith discusses waiting for spring to pour the concrete pad behind DPW II.
Ron Sandstrom discusses not waiving any fees for watercraft not removed by November 11 once impounded by the District.

8. Signature Items

A letter to the EPOA outlining lack of funding for tree removal at the Lodge entrance is presented. Mike Smith makes a motion to sign the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 165 is presented. Mike Smith makes a motion to approve purchase order 165 in the amount of $1,400 for parts for sanders and plows. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 166 is presented. Mike Smith makes a motion to approve purchase order 166 in the amount of $2,300 for salt. Ron Sandstrom seconds the motion and the motion passed 3-0.
A letter to Larry Sodano is presented. Mike Smith makes a motion to sign the letter thanking Larry Sodano for his work on the Asset Management Committee and inviting him to stay active with the team as a non-voting member of the Committee. Larry Leonard seconds the motion and the motion passed 3-0.

9. Correspondence

The third party electric supplier has sent the October savings report showing $316 saved.
Granite State Analytical has sent a newsletter wishing Happy Thanksgiving to all customers.

10. Scheduled Appearances

Burr Phillips of Civil Solutions LLC discusses engineering needs for the District. He is the Engineer for Bartlett and Jackson. Current rate is $85/hour. Ron Briggs is primary surveyor used for projects. Discussion is held on local recommendations for Mr. Phillips and general road and water system engineering needs for the VDOE.
11. Other Business

Colin Preece of the snowmobile club would like to schedule a walk trhough for the two lots that the new proposed trail would cross. Mike Smith will attend; if unavailable, Larry Leonard will attend.

12. Public Comments

At 10:22 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, 11 (a) employment matters. Larry Leonard seconds the motion. Motion is called via roll call vote Ron Sandstrom yea; Mike Smith yea; Larry Leonard yea and the motion passed 3-0.

No motions were made during non-public session.

At 10:45 am Ron Sandstrom makes a motion to exit non-public session and adjourn the meeting. Mike Smith seconds the motion. Motion called via roll call Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator