[gview file="https://vdoe-nh.org/wp-content/uploads/2017/06/CM051617.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 16, 2017

The Board of Commissioners met at 8:00 am on Tuesday, May 16, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance was Norm Garside of Garside Construction.

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

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

Roads are in good condition.

3. Water

The gate valve installation at the DPW well is planned for Thursday.
The remaining electrical work at Oak station is planned for tomorrow.
Electrical engineer Lee Carroll has updated the lightning protection information for Muddy Beach station. All information has been sent to the electrician.

4. Administration

The cash flow report is reviewed and discussed.
A road review of all paved roads was completed last week with Kelly Robitaille and Asset Management Committee members Tommy Gunn and Nancy Cole. Estimates for the needed road work will be developed and added to the report; which now includes recommendations for highway equipment, buildings and roads. Ralph Lutjen states that the team is making good progress and appreciates the effort. Mike Smith adds that the final isolation valves to be verified and extended are at the bottom of Lugano. Ron Sandstrom requests that the isolation valve information be placed onto the valve information sheets.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 22 checks in the amount of $22,599.43. Ron Sandstrom 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 May 2 are reviewed. Ralph Lutjen makes a motion to approve the minutes of May 2, 2017 as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen discusses the review with the State of the streams and ponds last week. The topography of the District is factor in the amount of debris making it to the ponds.
The Department of Environmental Services rep viewed the construction at the pond’s edge along Diessbach. Silt is visibly flowing from the site into the pond. NH DES will be requested to require silt fencing be installed during the remaining construction at this site.
Ron Sandstrom outlines that the Asset Management database has been updated and is being used to enter road work.
Mike Smith outlines the review of Reinach done with water operator Ian Hayes and engineer Nick Sceggell last week. The design plan will now be worked on.
Mike Smith adds that he will not be available for two weeks following June 20. Ralph Lutjen states he will not be available for 10 days after June 24.
There will not be a Commissioners meeting Tuesday, June 27.
Mike Smith makes a motion to hold the Commissioners meeting Monday, June 19 at 8 am. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to hold a Commissioners meeting Wednesday, July 5 at 8 am. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Purchase order 186 is presented. Mike Smith makes a motion to approve Purchase Order 186 in the amount of $1,000 for rental of a dumpster. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 187 is presented. Mike Smith makes a motion to approve Purchase Order 187 in the amount of $300 for beaver trapping. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 188 is presented. Mike Smith makes a motion to approve Purchase Order 188 in the amount of $1,500 for purchase of Calcium Chloride. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 189 is presented. Mike Smith makes a motion to approve Purchase Order 189 in the amount of $1,500 for purchase of crack sealing equipment. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 190 is presented. Mike Smith makes a motion to approve Purchase Order 190 in the amount of $675 for repair and painting of the footbridge. Ron Sandstrom seconds the motion and the motion passed 3-0.
A time off request is presented. Mike Smith makes a motion to approve Nancy Cole’s requested time off. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

A response from Rick Skarinka of NH DES to resident Mark Graffam regarding water usage and the known increase in the usage is reviewed.
Resident from Eidelweiss Drive has stated he has left a canoe on the ground at Eidelweiss Beach. The resident has been requested to remove the canoe and has stated he will.
Granite State Analytical has sent the monthly bacteria testing; all results are clean.
Resident David Maudsley has sent a report on the water usage. Discussion on the report ensues; water usage numbers were supplied by the District and are accurate. Discussion regarding different types of pipe for water mains and varying depths of burying of the pipes; with great variations in the materials surrounding the pipes is held. Though aspects of the water system have been upgraded and are in good condition, the water main pipes are still a likely source of the leak(s) believed to be ongoing. A response to Mr. Maudsley from the Board is discussed; Ralph Lutjen recommends updating the status of the water system for the EPOA presentation to be developed and addressing concerns in that manner.

10. Scheduled Appearances
11. Other Business – Lodge Review

The Board reviews the trees over and along the walkway at the Lodge. Removing limbs over the walkway instead of taking down the trees is discussed. Ralph Lutjen outlines the damage to the trees that can occur when limbs are removed. The tree closest to the building should be taken down; the ones marked along the walkway should also be taken down. The removal of the trees will open the walkway area to additional sunlight, which will be beneficial for visibility and dryness with reduction of moss buildup along the walkway.
The railing along the walkway will be rebuilt and brought to current code. Norm Garside will send a quote.
The electric heat along the fireplace wall does not function and will be removed.
Dana Haley of Haley Plumbing & Heating will be asked to install the Rinnai heater on the other side of the fireplace near the window and check the propane line to the fireplace log.
The smoke detectors and carbon monoxide detectors have been installed.
The deck and railings are reviewed. Norm Garside will send a quote for the needed repairs to both the upper and lower decks. Both wood and composite options will be quoted.
Replacing of the siding will be quoted for review and possible funding next year.
The wiring has been repaired in the downstairs kitchen and hallway. The emergency exit light is now working. The light on the lower deck is now working.
The main beam over the fireplace downstairs has also been replaced. The support beams in the downstairs will be reinforced.
Interior doors for the closet in which the stairs are stored is reviewed. Door needs replacement. Removal of the door jamb from the entrance to the main room is discussed. Mike Smith makes a motion to replace the door to the closet and remove the jamb to the removed door at the entrance to the main room upstairs at a cost of $375. Ralph Lutjen seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to remove the 3 trees marked along the walkway. Mike Smith seconds the motion and the motion passed 3-0.
The heater at the Summit pump house is reviewed. The heater will be moved to the lower section of the front room. Mounting to the wall at the bottom of the stairs that currently houses the electrical equipment would be best. Work will be anticipated to be completed next year.

Mike Smith makes a motion to have the office notify Gloria Aspinall when the beach outhouses are pumped. Ron Sandstrom seconds the motion and the motion passed 3-0.

The draft of the presentation for the upcoming EPOA meeting is reviewed. Ralph Lutjen outlines the need to focus on the plan for the future; a second slide may be added to the Asset Management update. The pond protection information will outline the long-term benefit to beginning to alter process and procedures to protect the ponds.

Review of Grachen Drive Class VI section and the culvert at Reinach will be done at the end of next week’s meeting.

12. Public Comments

At 11:02 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