[gview file="https://vdoe-nh.org/wp-content/uploads/2017/09/CM072517.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
July 25, 2017

The Board of Commissioners met at 8:00 am on Tuesday, July 25, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy) and Treasurer Dinah Reiss. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that dogs are being seen on the beaches regularly. He believes he knows who owns the dogs. Madison police will be informed.
Grachen has been completed. The road was graded and 3 inches of gravel added.
Work on Grison will be next. Cutting back tree limbs and brush will be done first. Upcoming vacation time for highway department employees may delay the overall time frame for this road work.
Ralph Lutjen discusses a gauge in the telephone pole at the beginning of the paved portion of Saint Moritz. This will be looked at; the electric company will be notified if action is required to secure the pole.
Driveways that wash out with heavy rains are discussed. Kelly Robitaille will list the addresses that require regular maintenance for contact with the property owners for long term solutions.
A quote has been received for structures needed to properly install the culvert beyond 68 Eidelweiss Drive. A catch basin is recommended for this installation. Kelly Robitaille will finalize a parts and price list for review.
The residents at 32 Oak Ridge Road have stated that speeding is an issue near their house and have requested speed bumps be placed on Oak Ridge Road. The resident will be informed to contact the Madison Police to report speeding.
Drainage at Thusis Beach is discussed. Mike Smith makes a motion to have the office contact the Engineers for either a visit or conference call discussion. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Water

The new meter at Reinach station has been installed.
An update on the status of the chemical injection room schematic from Electrical Installation has been received. Mike Smith makes a motion to send a follow up requesting the expected date of delivery of the schematic. Ralph Lutjen seconds the motion and the motion passed 3-0.
Inspection of water tanks is discussed. Ralph Lutjen discusses inspecting the tanks. Decisions on time available prior to needed action could then be informatively made. Ralph Lutjen recommends pursuing inspection of one Reinach tank and the Jungfrau tank.
Mike Smith states that all options should be discussed with the engineers to determine the best way forward for the District water system. Ralph Lutjen questions completion of the design for the temporary tank; it has not yet been submitted. The question of possible change to the tank size at Muddy Beach is discussed. A discussion with the engineers is to be scheduled for next week. The agenda will include: Muddy Beach tank size and specifications, Reinach pressure zone, tank inspections, storm water management and the previously discussed road issue. The agenda will be drafted and distributed for review.

4. Administration

A safety meeting will be scheduled.
The Asset Management Committee is continuing work on the recommendations for a Capital Improvement Plan (CIP) for the VDOE. Buildings, highway equipment, and roads are now completed. Ralph Lutjen discusses the financial planning for the CIP. The updated financial forecasts and plans are reviewed and discussed. Road projects were targeted at $100,000 per year; projects were dispersed as needed to even the annual cost allocation. Ralph Lutjen will update the document as discussed.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 7 checks in the amount of $6,009.13. Ralph Lutjen 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 July 11 are reviewed. Mike Smith makes a motion to approve the minutes of July 11, 2017 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.
The minutes of July 18 are reviewed. Mike Smith makes a motion to approve the minutes of July 18, 2017 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.
The minutes of the non-public session of July 18 are reviewed. Mike Smith makes a motion to approve the minutes of the non-public session of July 18, 2017 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen discusses a trailer that has been parked in the Huttwil parking lot more than 5 days. The trailer will be posted for removal.
Ron Sandstrom discusses improvements that are being made to the asset management database. The system will now convert the GPS coordinates as needed for mapping. Mike Smith discusses the ability to correct data points on the maps. Ron Sandstrom outlines that updated GPS coordinates would need to be taken and entered into the system.
Mike Smith adds that he and Tommy Gunn of the Asset Management Committee will work on the remaining curb stop valve locations.
Mike Smith discusses the cost per gallon of water; the cost remains at $0.004 per gallon.
Water system leak detection is scheduled to occur over the next two weeks.

8. Signature Items

Draft letter to property owner of 15 Jungfrau is presented. Mike Smith makes a motion to sign the letter to the property owner of 15 Jungfrau regarding correction of the drainage grate in the driveway. 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 installation of a road culvert next to the property. Ralph Lutjen seconds the motion and the motion passed 3-0.
Draft letter to property owner of 12 Jungfrau is presented. Mike Smith makes a motion to sign the letter to the property owner of 12 Jungfrau regarding installation of a road culvert next to the property. Ralph Lutjen seconds the motion and the motion passed 3-0.
Draft letter to Mark Graffam is presented. Mike Smith makes a motion to sign the letter to Mark Graffam regarding the offer to purchase a lot he currently owns. Ralph Lutjen seconds the motion and the motion passed 3-0.
Draft letter to property owner of 26 Diessbach is presented. Mike Smith makes a motion to sign the letter to the property owner of 26 Diessbach regarding the creation of a second driveway on the property. Ralph Lutjen seconds the motion and the motion passed 3-0.
Purchase order 199/200 is presented. Mike Smith makes a motion to approve purchase order 199/200 for purchase of speed bumps with shipping costs in the amount of $1,500.00. Ralph Lutjen seconds the motion and the motion passed 3-0.
Purchase order 201 is presented. Mike Smith makes a motion to approve purchase order 201 for gravel in the amount of $5,000. Ralph Lutjen seconds the motion and the motion passed 3-0.
Time off request for Nancy Cole is presented. Mike Smith makes a motion to approve Nancy Cole’s requested time off. Ralph Lutjen seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the weekly beach testing results. Geneva Beach has been posted with an advisory for high bacteria count. Thusis Beach had a higher than normal bacteria count, but did not require posting. The beaches are being tested today.
A request has been received from the Eidelweiss Property Owner’s Association (EPOA) for inspecting all buildings owned by the District. Discussion on the request is held; access will only be granted to places normally open to the public. Discussion continues on inviting the EPOA Board to a Commissioners’ meeting. Open discussion on District operations and functions to facilitate exchange of ideas for betterment of the District is outlined. Ralph Lutjen discusses establishing a meeting on a Saturday to highlight information that is publicly available and how to obtain information. Mike Smith makes a motion to set a meeting with the EPOA for Saturday, September 16 on canoe racks and District assets. Ron Sandstrom seconds the motion and the motion passed 3-0. A response letter will be drafted for next week.
A 91-A request for road plan information has been received and responded to.
The Madison Fire Chief is recommending lock boxes on VDOE buildings for emergency access should it ever be needed. Chief Clark will send final recommendation with pricing for review.
A resident has requested establishing a ‘little library’ within the District. A location that would be appropriate has not yet been determined; winter plowing is to be considered. Questions will be asked of the resident regarding disposition of books, maintenance of the area and box, and overall management of the area for neatness. Ron Sandstrom makes a motion to send a letter requesting additional information and stating that there will be no management of the site by the VDOE. Ralph Lutjen seconds the motion and the motion passed 2-1 with Mike Smith against establishing a little library.
The third party electricity provider has sent the monthly summary.
New Hampshire Municipal Association has sent the bi-weekly News Link.

10. Scheduled Appearances
11. Other Business

The secondary vendor for removal of trees at the Lodge will be contacted as the primary vendor cannot be reached.
A follow up will be done on the new locks for varying buildings within the District.

12. Public Comments

At 9:31 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