[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2017/03/CM022717.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
February 27, 2017

The Board of Commissioners met at 8:00 am on Monday, February 27, 2017. In attendance were Commissioners Ron Sandstrom, Mike Smith and Commissioner-elect Ralph Lutjen. Also present was Treasurer-elect 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

Chairman Ron Sandstrom accepts the Oath of Office and swears in Nancy Cole as Clerk.
Clerk Nancy Cole accepts the Oath of Office and swears in Dinah Reiss as Treasurer.
Clerk Nancy Cole accepts the Oath of Office and swears in Ralph Lutjen as Commissioner.

Ron Sandstrom states that he is stepping down as Chair. Ron Sandstrom nominates Mike Smith as Chair for 2017. Ralph Lutjen seconds the motion and the motion passed 3-0. Mike Smith nominates Ralph Lutjen as Vice-Chair for 2017. Ron Sandstrom seconds the motion and the motion passed 3-0.

1. Agenda

Mike Smith makes a motion to approve the agenda. Ralph Lutjen seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Highway Foreman Kelly Robitaille states that the roads handled the recent rain well. Some areas have potholes. Until the roads soften and dry, the road grader can’t be used to remove the potholes. Gravel could be added and areas smoothed. Kelly Robitaille will pick up gravel as the purchase will be under $200.
The driveways at #4 and #8 Little Shore will be looked at for water shedding into the roadway. Kelly Robitaille reports that punch outs are being made where needed. A punch out will be made across from the area of #31 and #33 Little Shore.
Kelly Robitaille will create a list of the locations where punch outs have been made.
Kelly Robitaille reports that the road grader needs service. An estimate for the parts and fluids will be completed. The work could be completed by part time employee Tony Eldridge who just completed service on the Volvo road grader he operates for the State. Mike Smith makes a motion to approve $200 for Tony Eldridge to complete the service. Ron Sandstrom seconds the motion. Ralph Lutjen questions warranty. The road grader and backhoe are out of warranty; the Capital Reserve Fund (CRF) for heavy equipment was established for that reason. Mike Smith moves to amend the motion to read “up to $200”. Ralph Lutjen seconds the amendment and amendment passed 3-0. Motion, as amended, is called for a vote and the motion passed 3-0.
Sand and salt are discussed. Kelly Robitaille discusses having an open purchase order so that sand and salt may be ordered as necessary. Supplies were ordered during the recent storms as needed. Mike Smith makes a motion to approve purchase order 176 in the amount of $2,000 for sand. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve purchase order 175 in the amount of $3,000 for salt. Ron Sandstrom seconds the motion and the motion passed 3-0. An additional purchase order will be created for review next week.
Training and classes for the highway crew available this year will be looked into. Ralph Lutjen discusses the Green Sno-Pro class; this class would be beneficial. Protection of the ponds is outlined as a factor for consideration while establishing road treatment procedures. The use of brine for pre-treating roads is discussed as a possible means of reducing the amount of salt needed on roads during winter storms. This technique is outlined to have had measurable results in reduction of salt purchases for some municipalities and some areas of the State roads.
Ralph Lutjen discusses reports of the District truck being outside the District. Time out of the District is to be reported on employees’ time cards as per the personnel policy. Recording of this time can be used to help alleviate insinuations.

3. Water

Ian Hayes will be in attendance next week. Mike Smith makes a motion to move Ian Hayes scheduled appearance time to 8:30 am. Ron Sandstrom seconds the motion and the motion passed 3-0.
An outline of the off-peak pumping programming for the water system is given to Ralph Lutjen.
Mike Smith makes a motion to send an email to office of Electrical Installations Inc. with a copy to Tom Therrien requesting the status of the chemical injection room schematic. Ralph Lutjen seconds the motion and the motion passed 3-0.
The water usage fee for 2017 is to be established. The base rate information will be sent to the Board for discussion next week.
Lee Carroll, electrical engineer, has been contacted for guidance on the lightning protection needed for Muddy Beach station. Mike Smith outlines the lightning strike and resulting damage from last summer.

4. Administration

A safety meeting will be held after this meeting.
DPW job descriptions will be reviewed by Ralph Lutjen.
The cash flow report is done monthly. Treasurer Dinah Reiss outlines that the grader lease payment is due the end of March. Establishing the Tax Anticipation Note (TAN) for 2017 will be looked into should funds be needed early in the year. The withdrawal from the Medical Trust Capital Reserve Fund authorized at the Annual Meeting may need to be taken in March.
The audit and the Government Accounting Standards Board recommendation to change auditors every few years so as to maintain independence are discussed.
The Management Discussion and Analysis will be completed now that the audited schedules are available.
A seminar for development of a Capital Improvement Plan (CIP) is being held in Ossipee on March 22. Nancy Cole, Asset Management Committee Chair, requests funding to be approved so that all members of the team could attend. Cost will be $500. Mike Smith makes a motion to approve up to $500 for the Asset Management Committee to attend the CIP seminar. Ron Sandstrom seconds the motion. Discussion ensues. Ron Sandstrom would also like to attend this seminar. Mike Smith makes moves to amend the motion to up to $600. Ron Sandstrom seconds the amendment. Amendment passed 3-0. Motion, as amended, is called to a vote and the motion passed 3-0.
A status update of the Asset Management Committee is given; spring work to be scheduled is outlined. The Development of a CIP for the District by the committee is beginning.
Ralph Lutjen discusses development of an overall Strategic Plan for the District which would incorporate both some budget areas as well as the CIP information. This plan would outline both intended maintenance work with gravel and asphalt needs as well as the funding needed for upcoming capital projects prioritized over the six year period to be covered. Holding of Public Hearings to inform the public about the plan is a very important aspect towards the successful implementation. As the taxpayers will be asked to fund the plan, all information regarding the plans development should be discussed. A focus on where the VDOE needs to be and associated costs to get there will be the base document. The need to prioritize items for best protection of the VDOE roads, water system, ponds and capital needs is discussed. Gather all the information and roll it into one Strategic Plan for the VDOE.
Mike Smith makes a motion to have Ralph Lutjen champion contact with the members of the pond protection volunteers listed on the report distributed at the Annual Meeting for formulation of the recommendations for protection of the ponds. Ron Sandstrom seconds the motion. Discussion is held on a joint meeting with the Asset Management Committee. Motion is called to a vote and the motion passed 3-0.
The next Asset Management Committee meeting is March 15 at 1 pm.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 2 checks in the amount of $28,837.67. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed; Oak Ridge Road Loan payment and Terra Star loan payment. Motion is called to a vote and the motion passed 3-0.

6. Minutes
7. Commissioners Reports

Mike Smith discusses organizing Warrant Articles for action.
A quote is expected from Just Electric for work at Oak Station. This will be followed up on.
Beginning the work at Muddy Beach with the electrical upgrades is discussed.
Mike Smith makes a motion to review the third party electric proposal renewal for next week. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Purchase orders were signed during Highway report.

9. Correspondence

Granite State Analytical has sent the monthly pH test results; within standard limits.
Jay Buckley has sent an email regarding plowing difficulties due to the truck parked very close to the road at 18 Oak Ridge. Kelly Robitaille has responded that there is no issue plowing in this area.
Andrew Harteveldt has sent an alternative to the canoe rack proposal discussed at the Budget Hearing in January. Registration for canoe rack spaces is recommended with an outline to minimize administration burdens that would result in charges for the rack spaces. Logistical issues still need to be worked out prior to implementing any change to the current first come, first served policy for the canoe racks. A proposal will be worked on for future implementation.
NH Municipal Association has sent the weekly Legislative Bulletin. Mike Smith outlines that the bill that would hold a municipality responsible for the plaintiff’s legal fees in all successful 91-A cases has been moved for reconsideration; this bill was reported as defeated last week.

10. Scheduled Appearances
11. Other Business

Ralph Lutjen discusses the weekly meeting schedule. Mr. Lutjen may need to request Monday afternoons at times. Tuesday meetings are discussed as an option. Mike Smith makes a motion to move the weekly Board of Commissioners meeting to 8 am on Tuesday’s beginning Tuesday, March 14. Ralph Lutjen seconds the motion and the motion passed 3-0.
Ralph Lutjen states that he would like to reinstate the fuel log verification spreadsheet. Ralph makes a motion to complete the report which compares fuel usage to fuel purchases on a monthly basis for review by the Board. Ron Sandstrom seconds the motion. Mike Smith discusses including vehicle mileage or equipment hours on the spreadsheet. Motion is called to a vote and the motion passed 3-0.

12. Public Comments

At 10:05 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator