[gview file="https://vdoe-nh.org/wp-content/uploads/2017/04/CM031417.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 14, 2017

The Board of Commissioners met at 8:00 am on Tuesday, March 14, 2017. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance were Treasurer Dinah Reiss and Ian Hayes (water operator, arrived 8:35). The meeting was filmed for Madison TV by Tim Hughes.

At 8:00 am the meeting was called to order by Chairman Mike Smith.

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Salt and sand supplies have been reported as good. The trucks are ready for today’s predicted storm, which has started early; the highway department is plowing.

3. Water

The water usage numbers are discussed. Percentage of water being supplied to the system from Muddy Beach is discussed. Ian Hayes outlines that the percentage of water being supplied by Muddy Beach has been reduced through set-point adjustments.
Ian Hayes states that water leaks have been discovered at 44 Eidelweiss Drive and 4 Salins.
Tom Therrien of Electrical Installation is scheduled to meet with Ian Hayes in the District on March 30. The flow of the pumps at Jungfrau will be worked on. Ian Hayes states that he would like to have Justin review the electric at the Summit station; the approved work at Oak station is scheduled for April 10. Mike Smith states that he would like to meet with Justin to review the work to be completed at Oak prior to onset of the work.
Mike Smith makes a motion to set a meeting for March 30 with Mike Smith, Justin of Just Electric, Ian Hayes and Tom Therrien. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase of data loggers is discussed. Mike Smith makes a motion to have Ian Hayes purchase as many as possible with the $1,500 allocated. Ron Sandstrom seconds the motion and the motion passed 2-0.
Once the units are received, a log out sheet will be created to track each unit’s location and use.
Ian Hayes discusses meters and the ability to monitor flow between the stations. Addition of meters at the PRV pits would also help monitor flow in different zones of the water system. Water usage is high, Ian believes there are leaks within the system; additional metering is a means of locating leaks.
Discussion is held on the Muddy Beach upgrades planned for 2017. Work will begin with the electrical change over with Eversource and Just Electric; lightening protection for the wells and placement of the transducers, followed by one pump.
Completion of the station upgrades, including remaining piping, the second booster pump and building repairs are planned for 2018.
Ian Hayes outlines that he is in touch with Granite State Rural Water for scheduling of additional leak detection work.

4. Administration

Treasurer Dinah Reiss reviews the cash flow report. The Tax Anticipation Note (TAN) was applied for yesterday. The payment for the grader is due the end of March. $20,000 will be advanced from the TAN to cover the payment and general bills until the water usage money begins to be collected mid-April.
The draft template for the 2017 Water Usage fee billing is reviewed.
The Asset Management meeting scheduled for tomorrow will be postponed to Thursday due to the ongoing storm.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,205.66. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.
The January and February water usage reports are reviewed. Usage is high; the need for additional metering so as to track high usage areas for possible leaks is discussed.

5. Accounts Payable

The check manifest is presented. Ron Sandstrom makes a motion to approve 4 checks in the amount of $1,341.73. Mike Smith 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 March 6 are reviewed. Ron Sandstrom makes a motion to approve the minutes as presented. Mike Smith seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Mike Smith makes a motion to close the office for the duration of the storm immediately following this meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.

8. Signature Items

The DRA MS-232 is reviewed. Mike Smith makes a motion to sign the MS-232, Report of Appropriations Voted at the Annual Meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.
The DRA MS-60A is reviewed. Mike Smith makes a motion to sign the MS-60A, Report of Auditor for Fiscal Year 2016. Ron Sandstrom seconds the motion and the motion passed 2-0.
The DRA MS-123 is reviewed. Mike Smith makes a motion to approve the MS-123, Clerk’s Report of Elected Officials. Ron Sandstrom seconds the motion and the motion passed 2-0. Clerk Nancy Cole signs the report.
The Manifest Review Policy is presented. Ron Sandstrom states that he would like to hold discussion on this policy until the full Board is present. Ron Sandstrom adds that he will update the wording for additional clarity and submit a revised version for review.
Purchase Order 178 is presented. Mike Smith makes a motion to approve Purchase Order 178 in the amount of $200 for service on the road grader. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase Order 179 is presented. Mike Smith makes a motion to approve Purchase Order 179 in the amount of $1,000.00 for the backhoe radiator. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase Order 180 is presented. Mike Smith makes a motion to approve Purchase Order 180 in the amount of $900 for rake tines. Ron Sandstrom seconds the motion and the motion passed 2-0.
The third-party electricity agreement renewal with Neighborhood Energy is presented. Mike Smith makes a motion to sign the agreement for a term of 6 months. Ron Sandstrom seconds the motion and the motion passed 2-0.
The form for withdrawal from a Capital Reserve Fund is presented. Mike Smith makes a motion to sign the request of withdrawal of $20,000 from the Medical Insurance Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

Resident Jay Buckley has sent an email stating that Green Mountain Conservation Group is hosting a Green Snow Pro class. The Highway crew has been registered.

10. Scheduled Appearances

Dinah Reiss discusses establishing a committee to review and prioritize the work to be completed at the Lodge. Repair of the beam over the mantel and rafter ends is to be done first as this is a safety issue.
Mike Smith makes a motion to have Norm Garside schedule repairs for the beam, related rafters and roof flashing for safety. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to have Dinah Reiss form a committee to review and prioritize the repairs to the Lodge. Ron Sandstrom seconds the motion. Discussion on the importance of closing holes on the outside of the building to keep damage from re-occurring is held. Motion is called to a vote and the motion passed 2-0.

11. Other Business

At 8:30 am Ron Sandstrom makes a motion to reschedule Ian Hayes for the meeting March 28. Mike Smith seconds the motion. Discussion is held on meeting with Ian today should he make it to the office; reschedule if needed. Motion is called to a vote and the motion passed 2-0.

12. Public Comments

At 8:30 am Ron Sandstrom makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters. Mike Smith seconds the motion. Motion is called via roll call; Mike Smith yea, Ron Sandstrom yea and the motion passed 2-0.

At 8:35 am Mike Smith makes a motion to exit Non-Public session pursuant to RSA 91-A:3, II (a) employment matters. Ron Sandstrom seconds the motion. Motion is called via roll call; Mike Smith yea, Ron Sandstrom yea and the motion passed 2-0.

At 9:02 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters. Ron Sandstrom seconds the motion. Motion is called via roll call; Mike Smith yea, Ron Sandstrom yea and the motion passed 2-0.

Motions and votes of Non-Public session:

Ron Sandstrom makes a motion to adjust the Administrator’s salary by $2,300 effective with the next payroll. Mike Smith seconds the motion. Ron Sandstrom withdraws the motion.
Mike Smith makes a motion to adjust the Administrator’s salary by to $913 weekly beginning with the next payroll. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to adjust the Highway Foreman hourly rate from $20.02 to $21.02 beginning with the next payroll. Ron Sandstrom seconds the motion and the motion passed 2-0.

At 9:23 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion is called via roll call; Mike Smith yea, Ron Sandstrom yea and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator