[gview file="https://vdoe-nh.org/wp-content/uploads/2017/07/CM060617.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
June 6, 2017

The Board of Commissioners met at 8:00 am on Tuesday, June 6, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille and Jeff DeMartino (hwy). The meeting was taped for Madison TV by Tim Hughes.

At 8:00 am the meeting was called to order by Chairman Mike Smith.
Mike Smith outlines concern regarding the recent posting of a video clip of Highway Foreman Kelly Robitaille discusses the potential upgrade of roadside ditch materials to Hazardous Waste. Mike Smith discusses protecting public employees, recognizing that Kelly Robitaille is now hesitant to be filmed during meetings. Ron Sandstrom agrees that small pieces of information can be used out of context at times. Mike Smith adds that Kelly Robitaille was correct in informing the Board that the State may change the classification of roadside materials in the future, it is not categorized as hazardous at this time. Kelly Robitaille outlines the varying degrees of hazardous materials, should the State change the classification it would be based on the potential of broken glass or sharp objects in the fill, not because of contamination of the soil itself. Ron Sandstrom informs Kelly Robitaille that compliments have been received on the road conditions within Eidelweiss.

1. Agenda

Ron Sandstrom 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

Kelly Robitaille reports that the six (6) 20-foot culverts needed for road work will cost $1,733.05. Mike Smith makes a motion to approve up to $1,800 for six (6) 20-foot culverts. Ralph Lutjen seconds the motion and the motion passed 3-0.
Kelly Robitaille informs the Board that Chocorua View Drive was reviewed yesterday with Sunday Paving. A quote for a shim coat and overlay will be sent. An additional quote for reclaiming the road will also be sent.
Sand is being hauled and fill is being brought to the pit at High Street Sand & Gravel.
All equipment is in good condition.
Budgets are reviewed. Line items are reviewed and discussed. The overtime line is over-expended; however the part time line item is under-expended to date.
Salt, sand and gravel line items and purchase orders are reviewed.
General discussion on the status of the budget expenditures to date is held.
Line painting will be scheduled.
The beaches and report of sand being added are discussed. The need for permits from NH Department of Environmental Services for putting sand on a beach is outlined and the limitations imposed by DES on adding sand are discussed. Kelly Robitaille outlines that a deep wash out was repaired at the footbridge at Boulder Beach. The beach was back dragged with the backhoe to smooth the beach. No sand was placed down the beach; existing sand was moved around and turned in preparation for summer use. Discussion is held on use of the backhoe for back dragging beaches as needed by the crew.
The swim rafts will be placed this week.
Weekend beach raking will begin as needed.
Ralph Lutjen will pursue a meeting with a local vendor who sells brine for winter operations.
Discussion is held on renting a compacting roller for the summer; Kelly Robitaille will look into this.
Discussion is held on the proposed classification change for Grachen Extension to Class V. A letter has been drafted which highlights area outlined following a review of the road by Ralph Lutjen. Letter will be held for a full Board review of the condition of the road. Mike Smith suggests that the meeting on June 13 begin at Grachen Extension at 8 am. This will be done. Discussion is held on Class V road standards and the cul-de-sac at the end of dead end roads that is required by the road standards. Kelly Robitaille outlines that a cul-de-sac can be difficult to plow, a place to turn the truck around is the actual need for plowing.
Mike Smith informs Jeff DeMartino that he received a compliment regarding work completed recently by Jeff.

3. Water

SCADA programmer Tom Therrien was in the District last week. Additional work remains on the programming of existing meters within the SCADA system. The DPW flow meter will be calibrated next week.
The power has been disconnected at Muddy Beach. Eversource postponed the electric service change over from yesterday to tomorrow.
The Badger meters for Reinach are being ordered from a different vendor than originally intended. Corporate restructuring at Badger meters has made the change in vendor necessary.
The data loggers are being ordered by Ian Hayes.

4. Administration

A safety meeting will be scheduled.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,325.60. Ralph Lutjen seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
The retainage payable to G. W. Brooks for Oak Ridge Road reconstruction completed in 2016 is discussed. The retainage is payable at this time and a check will be included with the manifest next week provided the planned road review is completed. Ralph Lutjen will review the road with Dave Cribbie of G. W. Brooks on Thursday at 8 am.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve one check in the amount of $1,834.28 to NH Retirement System. Ron Sandstrom seconds the motion and the motion passed 3-0.

6. Minutes

7. Commissioners Reports

Ralph Lutjen discusses posting of a theft alert regarding canoes and kayaks. Draft of an alert will be reviewed.
Ron Sandstrom outlines that the asset management database has been updated.
Ron Sandstrom discusses creation of a signed form for 91-A requests. Ron Sandstrom makes a motion to create a policy to require a signed form be submitted for receipt of any public document. Mike Smith seconds the motion. Discussion ensues on a vague request for all documents on a topic recently received. Ron Sandstrom discusses obtaining legal opinion on vague requests. Mike Smith discusses security and withholding sensitive information on the water system. Motion is called to a vote and the motion passed 3-0.
Mike Smith discusses on holding of tank inspections and lining. Adding lightning protection at pump houses could be a higher priority at this time for expending the limited funds available. Obtaining a quote for the tank inspection prior to determining if this should be acted upon or held for next year should be done.
Mike Smith outlines that the electrician will be sending a quote for the lightning protection installation at Muddy Beach.

8. Signature Items

A fill agreement request has been received. Mike Smith makes a motion to approve the delivery of fill to 10 Porridge Shore. Ron Sandstrom seconds the motion and the motion passed 3-0.
Draft for a letter to Larry Leonard is presented. Mike Smith makes a motion to sign the letter to Larry Leonard regarding removal of his trailer from the Huttwil parking lot. Ron Sandstrom seconds the motion and the motion passed 3-0.
Draft letter to property owner of 6 Interlaken Circle is presented. Mike Smith makes a motion to sign the letter to the property owner of 6 Interlaken Circle regarding placement of a driveway culvert. Ralph Lutjen seconds the motion and the motion passed 3-0.
Draft letter to the property owner of 7 Eidelweiss Drive is presented. Mike Smith makes a motion to sign the letter to the property owner of 7 Eidelweiss Drive regarding placement of a culvert that will cross Grachen Drive and discharge behind the property. Ralph Lutjen seconds the motion and the motion passed 3-0.
Draft letter to the property owner of 9 Eidelweiss Drive is presented. Mike Smith makes a motion to sign the letter to the property owner of 9 Eidelweiss Drive regarding placement of a culvert that will cross Grachen Drive and discharge behind the property. Ralph Lutjen seconds the motion and the motion passed 3-0.
Draft letter to the property owner of 11 Jungfrau is presented. Mike Smith makes a motion to sign the letter to the property owner of 11 Jungfrau regarding non-compliance with the driveway permit for construction. Ralph Lutjen seconds the motion and the motion passed 3-0.
Draft letter to property owner of 8 Jungfrau is presented. Mike Smith makes a motion to sign the letter to the property owner of 8 Jungfrau regarding removal of the existing culvert and placement of a new culvert onto the vacant lot located at 10 Jungfrau. Ralph Lutjen seconds the motion and the motion passed 3-0.

9. Correspondence

The Loon Society has sent a notice regarding the return of the field biologist for the summer and establishing levels of the ponds based upon the location of nest sites for the Loons.

10. Scheduled Appearances
11. Other Business

The draft of the alert for posting at the beach canoe racks is reviewed. Mike Smith makes a motion to approve and post the alert. Ralph Lutjen seconds the motion. Discussion is held on permanent placement of identification on all watercraft. Mike Smith moves to amend the posting to include permanent placement of identification and post the alert as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

A time off request for Kelly Robitaille is presented. Mike Smith makes a motion to approve Kelly Robitaille’s requested time off. Ron Sandstrom seconds the motion and the motion passed 3-0.

A time off request for Nancy Cole 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.

12. Public Comments

At 9:45 am Mike Smith makes a motion to recess the meeting until 1:00 pm for meeting with the engineers Paul Fluet and Nick Sceggell. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator