[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2017/01/CM121316.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
December 13, 2016

The Board of Commissioners met at 8:00 am on Tuesday, December 13, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Kelly Robitaille (hwy). The meeting was taped for Madison TV by Tim Hughes.

At 8:03 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Mike Smith makes a motion to approve the agenda. 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 the roads are good. New part time plow operator Mike Legere worked yesterday and did well. Salt is needed, two loads are recommended. Mike Smith makes a motion to approve up to $3,000 for 2 loads of salt. Ron Sandstrom seconds the motion and the motion passed 3-0. Chadwick BaRoss technician has repaired the backhoe transmission issue. A sensor had failed. The sander chain on the International 7400 broke during the storm. This will be repaired. Kelly Robitaille discusses a quote received for a new sander for the F-550. The proposed sander is larger, but still within load limit for the truck, has better controls and is stainless steel. Cost is $6,600. Ron Sandstrom discusses holding approval until the budget review next week. Mike Smith states that Capital Reserve Funds would be available if needed. Mike Smith makes a motion to approve Kelly Robitaille ordering the sander at a cost of $6,600 with funding to be determined next week. Ron Sandstrom seconds the motion and the motion passed 3-0. The tax payer sand pile is established. Notice will be placed on the website. Kelly Robitaille reports that the culvert replacement at 43 Oak Ridge Road was completed last week.
Driveway permit for operation for 1582 Conway Road is discussed. Kelly Robitaille recommends approval of the permit. Mike Smith makes a motion to sign the Driveway Permit for Operation for 1582 Conway Road for the driveway access to Lucerne Drive. Ron Sandstrom seconds the motion and the motion passed 3-0.
Driveway permit for operation for 43 Aspen Drive is discussed. Kelly Robitaille states that minimal work was done to the side of the driveway with no change to where the driveway meets the road. Approval is recommended. Mike Smith makes a motion to sign the Driveway Permit for Operation for 43 Aspen Drive. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to post the beaches with thin ice signs. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Water

Off-peak pumping for the water system is discussed. The DPW and Jungfrau will be the target for a test plan to see if off-peak pumping is sustainable for the system. Significant savings on electricity for these two stations could be seen if off-peak pumping can be done. A three month period for the test plan is discussed. Mike Smith makes a motion to send the test plan to the engineers prior to implementing. Ron Sandstrom seconds the motion. Discussion ensues on the information to be sent to the engineer. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard against sending the entire document to the engineers. Ron Sandstrom makes a motion to send an email to the engineers outlining the intent to test off-peak pumping for DPW and Jungfrau as a check-in for risk. Larry Leonard seconds the motion and the motion passed 2-0-1 with Mike Smith abstaining. Ron Sandstrom makes a motion to target a start date for the trial of December 21. Larry Leonard seconds the motion and the motion passed 3-0.
Heat for Reinach station is discussed. Electric heat versus changing to propane is discussed. Ron Sandstrom makes a motion to approve the recommendation forwarded by Ian Hayes for an electric heater for Reinach station at a cost of $800. Larry Leonard seconds the motion. Discussion ensues regarding analysis of electric costs during winter months as compared to summer months for this station. Cost of electric heat for the old, less efficient heater was $100 per month. Mike Smith outlines that if the intent is to move to propane for the pump houses, then it should be done now, adding that purchasing an electric heater to replace within a couple of years is not a good investment. Ron Sandstrom adds that swapping to propane for the larger stations going forward should be done. Motion is called to a vote and the motion passed 2-1 with Mike Smith against purchasing an electric heater. The water issue Sunday morning with no water in the Chocorua tank causing an outage on Chocorua View, Saint Moritz and parts of Oak Ridge Road is discussed. An alarm for a low tank at Chocorua will be checked for.

4. Administration

A safety meeting will be scheduled.
A budget review will be done next week.
The Asset Management Committee has submitted the completed application for the NH DES Asset Management Grant for review. The application is reviewed and discussed. Ron Sandstrom makes a motion to approve the 2017 NH DES Asset Management Grant application for submission. Mike Smith seconds the motion and the motion passed 3-0.
Draft for the 2017 Warrant is reviewed and discussed. The Auditor has stated that planned expenses from a Capital Reserve Fund (CRF) should be placed on the Warrant for approval by the voters. Ron Sandstrom makes a motion to add a Warrant Article to the draft for the planned improvements to Muddy Beach. Larry Leonard seconds the motion. Mike Smith discusses the Commissioners as agents to expend from the CRF and the potential for an Article to not be passed, thereby not allowing the upgrades to be done in 2017. Larry Leonard responds that the voters will generally not vote down an article that is prepared for needed upgrades to the water system. Motion is called to a vote and the motion passed 2-1 with Mike Smith against placing Muddy Beach upgrades on the Warrant.
A draft deed from the Town of Madison for the purchase of 36 Adelboden has been received. The Attorney has questioned if a title search is to be done. Ron Sandstrom makes a motion to not do a title search on the property. Larry Leonard seconds the motion and the motion passed 3-0.
The signed deed for 6 Chocorua View Drive has been received from the sellers. Larry Leonard makes a motion to have Ron Sandstrom sign the deed. Mike Smith seconds the motion and the motion passed 2-0-1 with Ron Sandstrom abstaining.
Warrant Article 6 of the 2016 Warrant has not yet been completed. Recommendation is made to encumber the funds as the work is in progress. Larry Leonard makes a motion to encumber Warrant Article 6 for the engineering, design and permitting of culverts for Grison and Burgdorf. Ron Sandstrom seconds the motion and the motion passed 3-0.
The 2016 Census Bureau Survey of Local Governments has been completed and submitted.

5. Accounts Payable

The check manifest is presented. Ron Sandstrom makes a motion to approve 23 checks in the amount of $26,814.56. 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

The minutes of December 5 are reviewed. 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

Larry Leonard highlights electric usage and savings with the third party electric supplier. Ron Sandstrom makes a motion to put the analysis on the website. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to have Mike Smith, Gloria Aspinall and Nancy Cole meet to outline the procedure for beach stickers and canoe rack space regulations. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Withdrawal request from the Land Acquisition Capital Reserve Fund is presented. Mike Smith makes a motion to sign the withdrawal request for $1,000 from the Land Acquisition CRF for purchase of the lot at 6 Chocorua View Drive.
Withdrawal from the Water Usage account with deposit of funds into the Water System CRF request is presented. Ron Sandstrom makes a motion to sign the request for Treasurer Dinah Reiss to withdraw $38,000 from the Water Usage Account. Larry Leonard seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to sign the request for deposit of $38,000 into the Water System CRF for the Trustees of the Trust Funds. Larry Leonard seconds the motion and the motion passed 3-0.
A time off request form is presented. Mike Smith makes a motion to approve Nancy Cole’s request for time off. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the monthly water system bacteria test results – clean.
Granite State Analytical has sent the monthly water system pH results – in range.
LRGH has sent notice that they have disbanded the drug testing consortium for municipal CDL drivers. Employees of this department have formed a new company which will handle the mandatory testing compliance for northern municipalities. The District has enrolled with the new company.
Primex has sent a not to exceed renewal number for July 1, 2017 for budgeting purposes.
NH Municipal Association (NHMA) has sent the bi-weekly NewsLink updates.
NHMA has sent a 2016 summary of webinars, legislative work, and other actions of the association during 2016.
The third party electric supplier has sent the monthly summary of savings for the District.
Pike Industries has sent notice that a 3.5% increase in aggregate pricing will go into effect on January 1, 2017.

10. Scheduled Appearances
11. Other Business

Meeting schedule for the end of December and first week of January is discussed.
Ron Sandstrom makes a motion to not meet the week of December 26. Mike Smith seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to meet next on Tuesday, January 3, 2017 at 8 am. Larry Leonard seconds the motion and the motion passed 3-0.

12. Public Comments

At 9:48 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