[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2017/01/CM120516.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
December 5, 2016

The Board of Commissioners met at 8:00 am on Monday, December 05, 2016. In attendance were Commissioners Ron Sandstrom and Larry Leonard. Also in attendance was Treasurer Dinah Reiss. The meeting was taped for Madison TV by Tim Hughes. Commissioner Mike Smith participated via telephone.

At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.
Ron Sandstrom makes a motion to contact Mike Smith by telephone for participation in this meeting. Larry Leonard seconds the motion and the motion passed 2-0. Mike Smith joins the meeting via telephone.

1. Agenda

Larry Leonard makes a motion to approve the agenda. Mike Smith seconds the motion. Motion is called via roll call Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

The Highway Department is not in attendance secondary to the ongoing snow storm. A lull in the icing conditions of last week allowed the crew to use the road grader to remove pot holes. Grachen, Grison, Bern Drive and the parking lot on Huttwil were graded. The replacement culvert for 43 Oak Ridge Road was done last week as well. No known equipment issues. No update on the transmission issue reported last week on the backhoe.

3. Water

The need for a heater at the Reinach station is discussed. Cost difference between electric and propane for heating the station is discussed. Larry Leonard makes a motion to obtain a quote for an electric heater at Reinach station. Ron Sandstrom seconds the motion. Discussion continues regarding electric vs. propane costs, initial set up charges and the expected payback time frame for the expenditure. As electric costs at this station vary $100 during winter versus summer months, cost for electric heat for one year is $500. With the initial set up for propane quoted at $2,155 plus propane tank costs, Larry Leonard states that an electric heater should be purchased. Motion is called via roll call Ron Sandstrom yea, Larry Leonard yea, Mike Smith no and the motion passed 2-1 with Mike Smith voicing objections to electric heat. Mike Smith makes a motion to begin the process of installation for the Rinnai propane heater at Reinach station. Ron Sandstrom seconds the motion. Discussion continues regarding cost versus payback, off-peak pumping hours for electric cost reduction and the long-term plan to have all stations heated with propane. Mike Smith states that purchase of an electric heater is not in the interest of the long-term plan. As a quote for an electric heater and installation will be pursued for next week, Mike Smith withdraws the motion pending receipt of additional information. Water usage is discussed. Larry Leonard discusses leak detection needs to reduce overall water usage. The property owner has been informed of the leak on the service line at 14 Forclaz which was discovered during changing of the curb stop valve for this property; the csv was also leaking.
Lightning protection is discussed. A review of the pump stations was done last week with Larry Leonard and the representative from Northeast Lightning Protection. A proposal of recommended actions for protection of the water system equipment from additional lightning damage will be sent. Electrical Engineer Lee Carroll has also been requested to send a quote for recommended protective devices for the water stations. Noted during the review last week was a need for proper grounding rods at Muddy Beach and Reinach stations.

4. Administration

The year to date budget status is reviewed. Line items are reviewed and discussed. Budget is in good shape for December. Ron Sandstrom discusses purchase of the leaf vacuum-blower system for cleaning of ditches this month should funds be available. Ron Sandstrom makes a motion to obtain an updated quote for the leaf vacuum system for next week. Mike Smith seconds the motion. Motion is called via roll call Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.
The Asset Management Grant application work will continue Wednesday of this week.
The payroll report is presented. Ron Sandstrom makes a motion to approve payroll in the amount of $8,411.33. Larry Leonard seconds the motion. Report and time cards are reviewed and discussed. Motion is called via roll call Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.
The proposed 2017 budget is reviewed. The updated budget includes coverage of health insurance for all three employees. The estimated tax for 2017 is $4.75 per thousand valuation.
Discussion on possible revenue increases for 2017 that would offset the tax increase is held. Mike Smith outlines that should the District update the Beach Ordinance to include a fee for parking permits and a charge for canoe rack space for each season, these revenues would reduce the tax increase impact.

5. Accounts Payable
6. Minutes

The minutes of November 14 are reviewed. Mike Smith makes a motion to approve the minutes of November 14 as presented. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0-1 with Larry Leonard abstaining as he was not in attendance.
The minutes of the non-public session of November 14 are reviewed. Mike Smith makes a motion to approve the minutes of the non-public session of November 14 as presented. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0-1 with Larry Leonard abstaining as he was not in attendance.
The minutes of November 28 are reviewed. Larry Leonard makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Larry Leonard yea and the motion passed 2-0-1 with Mike Smith abstaining as he was not in attendance.

7. Commissioners Reports

Larry Leonard questions shoveling of pump houses for this winter and is informed that Norm Garside will continue performing this work.
Larry Leonard discusses the request to Engineer Paul Fluet for creation of a single line drawing for the Muddy Beach piping configuration to be installed with the replacement booster pumps. Larry Leonard states that he and Ian Hayes have created a document that could be used as the drawing at no expense. Discussion ensues on licensed engineers and Engineer of Record for the water system as the appropriate party to create this document.
Mike Smith makes a motion to create a place on the 2017 Warrant for allowing the Board to enter vendor agreements for up to a period of 36 months. Ron Sandstrom seconds the motion. Discussion on the ability to enter a longer-term contract for electricity and propane services that may yield savings is held. A review by the DRA would be needed prior to placement on the 2017 Warrant. Motion is called via roll call Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.
Mike Smith requests Dinah Reiss act as liaison for the EPOA regarding the Lodge and Beach Ordinance updates.
Ron Sandstrom discusses that the proposed 2017 budgets are still being worked on and developed. Any concerns or questions regarding the status of any changes to be proposed should be directed to the office.

8. Signature Items

The Health Insurance renewal paperwork is presented. Ron Sandstrom makes a motion to sign the paperwork for the $20 co-pay plan for 2017. Mike Smith seconds the motion. Motion is called via roll call Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

9. Correspondence

The Lodge was requested to be reviewed by the EPOA as wetness on the fireplace and chimney was noted during their last meeting in the building. The Lodge was looked at Friday morning and a 4x8 support beam which runs horizontal across the chimney and supports the roof rafters is decayed to the point where it broke apart when touched. The flashing around the chimney, as viewed from the parking lot above the lodge, appears to be pulled away.
Mike Smith makes a motion to approve up to $2,000 for emergency repairs and securing of the Lodge for the winter. Ron Sandstrom seconds the motion. Discussion is held on ability to repair or replace flashing during cold weather is held. The need to place support beams under the now exposed rafter beams is discussed. The ability to place a tarp or some type of protective layer around the chimney base is discussed. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-1 with Larry Leonard against allocating $2,000 for this work. Information regarding the status of the Lodge and options being outlined within the Warrant will be drafted for the Annual Meeting handout.
Dinah Reiss outlines suggests that the $40,000 lodge repair proposed article be reduced to a smaller amount with repairs to occur over a couple of years as this may be more acceptable to the voters.
The monthly rental check for the Coleman Tower site has been received.
The third party electric supplier has sent the winter forecast for electric costs.
NH Municipal Association has sent the bi-weekly NewsLink.

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

At 10:00 am Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion. Motion is called via roll call Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator