[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2017/02/CM012317.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
January 23, 2017

The Board of Commissioners met at 8:00 am on Monday, January 23, 2017. In attendance were Commissioners Ron Sandstrom and Mike Smith. The meeting was taped for Madison TV by Tim Hughes.

At 8:02 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Mike Smith makes a motion to approve the agenda. Ron Sandstrom seconds the motion and the motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the roads are in good condition and equipment and supplies are good for the upcoming storm. Discussion is held on grader operations and the discussion at the Public Hearing on the Budget last Friday is outlined. Mike Smith states that he is in favor of using Tony and his experience with grader operations. Kelly Robitaille outlines that during ditching operations, three persons are used with each being used for his best strength. Kelly Robitaille further adds that he does use the road grader regularly and is comfortable with the machine. Tony Eldridge has greater experience with shoulders and ditching so he is used in the grader during those efforts to use personnel where most effective is beneficial to the District. Ron Sandstrom questions road issues reported in the last six months. A few sanding needed reports have been received from a resident at the Bern-Huttwil intersection. Ron Sandstrom adds that he is pleased with the work being done on the District roads. The report in the Conway Daily Sun regarding Kelly Robitaille being named as Health Officer in an adjourning town is discussed. Kelly Robitaille reports that he has held this position for three years and there has been no conflict with his work for the District. The budget line item for asphalt is discussed. A plan for the funds will be detailed for the Annual Meeting. Mike Smith discusses clearing of the hydrant at the Fish & Game Club. He does not recall the District clearing this hydrant. Mike Smith makes a motion to send a letter to the Madison Fire Department to arrange for clearing the hydrant as the VDOE will not clear the hydrant as it is outside of District boundaries. Ron Sandstrom seconds the motion and the motion passed 2-0. Kelly Robitaille discusses that the crew is aware of overtime hours and is trying to limit the impact of overtime. Parking lots have been getting cleared upon return of the crew for regular work hours in lieu of incurring additional overtime to clear parking lots as a priority.

3. Water
4. Administration

The District was notified Friday that the Asset Management Grant application was not funded for 2017. NH DES representative Luis Adorno stated that the funds available were distributed to systems that have not yet started an asset management program. Mr. Adorno also stated that he intends to submit a recommendation that future grant applications and funding be separated between those systems that need to start and those systems that have a specific, important project to be performed. Mike Smith makes a motion to request the Asset Management Committee complete a long term plan for the roads with outlines for financial needs and options. Ron Sandstrom seconds the motion. Discussion is held on the Committee completing the projects already in process to finalize the maps for the water system valves. Mike Smith states that work will continue on the valve mapping. Motion is called to a vote and the motion passed 2-0.
The proposed Warrant is reviewed. Articles 2 and 3; the VDOE operating and water system budgets are discussed by line item. A summary of the notes from the Budget Hearing is outlined. Safety is discussed. The first aid kits were installed following a meeting and review of buildings with the insurance company. Medical insurance is discussed. Confirmation that 100% coverage is the benefit level for the Town of Madison employees has been received. The NHMA survey of wages and benefits that is compiled annually has been downloaded and will be reviewed. The allocation for Social Security will be checked. Mike Smith makes a motion to increase this line item to $13,000. Ron Sandstrom seconds the motion and the motion passed 2-0. Salt allocation is discussed. Mike Smith makes a motion to increase the line item for salt to $15,000. Ron Sandstrom seconds the motion and the motion passed 2-0. Discussion is held on beach raking and potential cost savings by hiring outside labor at a rate below the DPW rate. Mike Smith states that he is in favor of the DPW continuing to rake the beaches.
Ron Sandstrom discusses establishing a policy for bidding of all projects over a specified dollar amount as outlined at the Public Hearing. Ron Sandstrom makes a motion to create a policy document for establishment of a dollar level for open bidding of any project at the State of NH level of $30,000. Motion fails for lack of a second. Mike Smith makes a motion to create a policy document that sets the dollar amount to require an open bid process at the established governmental guideline. For 2017, this amount will be $30,000. Ron Sandstrom seconds the motion and the motion passed 2-0. The policy will be reviewed for update upon any change to the guidelines.
Article 4 is discussed. Ron Sandstrom recommends removing this Article and Article 6. Mike Smith discusses the original intent of these Articles. Ron Sandstrom makes a motion to remove Articles 4 and 6 from the Warrant draft. Mike Smith seconds the motion and the motion passed 2-0.
Article 5 is discussed. Recommendation was for a specific plan for repair of structural deficiency in 2017 with additional repairs to be funded going forward. Mike Smith discusses fixing the entire building at once. No change will be made. An alternative repair number will be obtained to have available for the Annual Meeting.
Article 6 is discussed. Ron Sandstrom makes a motion to remove Article 6 for the proposed closure of the Lodge. Mike Smith seconds the motion and the motion passed 2-0.
Article 7 is discussed. Recommendation was to add the Legislative Body as agents to expend from the new fund. No changes will be made at this time. As fund will be established for water system tanks, inspection, lining and/or replacement would be options dependent upon the individual tanks needs.
Article 8 is discussed. Ron Sandstrom makes a motion to remove Article 8, canoe rack assignment. Mike Smith seconds the motion and the motion passed 2-0.
Article 9 is discussed. Low pressure calls and the need to supply adequate pressure to all homes connected to the system is discussed. Ron Sandstrom makes a motion to leave this Article as is. Mike Smith seconds the motion and the motion passed 2-0.
Article 10 is discussed. Article will be left as is.
Article 11 is discussed. Ron Sandstrom makes a motion to remove Article 11 for the Asset Management Grant. Mike Smith seconds the motion and the motion passed 2-0. Discussion is held on the intent to exercise as many isolation valves as possible in 2017.
Article 12 is discussed. Article will remain as is.
Article 13 is discussed. Ron Sandstrom makes a motion to remove Article 13 for beach parking passes. Mike Smith seconds the motion and the motion passed 2-0.
Article 14 is discussed. Article will remain as is.
Discussion is held on ordering the articles within the Warrant. Operational budget will be followed by articles raising funds by taxation and the water budget and articles will then be listed. Mike Smith makes a motion to order the Articles as discussed. Ron Sandstrom seconds the motion and the motion passed 2-0.
The motion log is reviewed. Nine motions are open; three of which are complete but remain on the list for informational purposes going forward.
The 2017 Holiday list has been produced in compliance with the employee handbook.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 7 checks in the amount of $9,954.35. Ron Sandstrom 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 January 9 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Ron Sandstrom discusses the need for volunteers to assist the District in planning.

8. Signature Items

Purchase order 171 is presented. Ron Sandstrom makes a motion to approve purchase order 171 in the amount of $5,000 for sand. Mike Smith seconds the motion and the motion passed 2-0.
Purchase order 172 is presented. Ron Sandstrom makes a motion to approve purchase order 172 in the amount of $5,000 for salt. Mike Smith seconds the motion and the motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the bacteria testing results; all results clean.
Granite State Analytical has sent the pH readings; within target range.
NH Municipal Association has sent the biweekly News Link.
NH Municipal Association has sent the Legislative Bulletin.
The Department of Health & Human Services has sent a link regarding well testing. Mike Smith makes a motion to send a letter to Madison regarding availability of well testing. Ron Sandstrom seconds the motion and the motion passed 2-0.
Ron Sandstrom makes a motion to place the well testing information on the website. Mike Smith seconds the motion and the motion passed 2-0.

10. Scheduled Appearances
11. Other Business

The Attorney has stated he is available for the Annual Meeting if legal presence is required. Mike Smith makes a motion to have legal counsel attend the Annual Meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.

12. Public Comments

At 9:45 am Ron Sandstrom makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator