[gview file="https://vdoe-nh.org/wp-content/uploads/2017/09/CM080117.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
August 1, 2017

The Board of Commissioners met at 8:00 am on Tuesday, August 1, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Treasurer Dinah Reiss and Gloria Aspinall. 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

Grachen is completed and the crew has moved to Grison. Tree limbs and brush are being cut back. Grading and gravel are planned for Monday and Tuesday of next week.
Discussion is held on securing the DPW II sand pile. A truck was seen taking sand last week. Evidence of children playing in the pile has been noted. The area will be roped off. The sign for authorized entry only may be moved for higher visibility.
The backhoe has a broken motor mount and is at Albany Service Center.
The year to date budget expenditures is reviewed. Line items are reviewed and discussed.
Mike Smith makes a motion to not pursue line painting this year. Ron Sandstrom seconds the motion and the motion passed 3-0.
Kelly Robitaille reports that the crack sealing unit is expected to be received this week. The melting unit will be shipped this Friday.
Ron Sandstrom highlights the over expenditure of the water system pump house electricity line item. The overage is attributed to high water usage year to date.
Time off requests for Kelly Robitaille and Jeff DeMartino are 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. Mike Smith makes a motion to approve Jeff DeMartino’s requested time off. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Water

Tom Therrien of Electrical Installations is expected in the District tomorrow to program the new Reinach meter into the SCADA system. A follow up will be done regarding anticipated completion date of the schematic for the chemical injection room.
Two leaks were located during leak detection efforts last week. Both leaks are on resident water service lines. Both property owners have received initial notification of detection of a leak. The water service for 28 Interlaken has been shut down until the service line is replaced; the water service at 11 Klausen is being watched but has been left on for now. The estimated water loss from these two leaks is over 25,000 gallons per day. The new meter at Reinach was instrumental in isolating the zones to be checked for the leaks. Discussion is held on continuing with leak detection efforts. This will be discussed this afternoon with water operator Ian Hayes.

4. Administration

A safety meeting will be scheduled.
The isolation valve listing has been updated and the GPS coordinates converted for mapping. The updated file has been sent to Chad Roberge of Avitar/Terra Map for plotting the valves.
The asset management database has been updated to convert the geometry of the GPS coordinates automatically. This will remove the current additional effort needed to update the codes for plotting purposes. A date for expected receipt of the updated maps will be requested.
A draft policy for 91-A requests is reviewed. Mike Smith makes a motion to adopt the 91-A Request Policy. Ron Sandstrom seconds the motion and the motion passed 3-0. A final document for signing by the Board will be created.
A draft policy for use of the Lodge is reviewed. Mike Smith makes a motion to adopt the Lodge Use Policy. Ron Sandstrom seconds the motion and the motion passed 3-0. A final document for signing by the Board will be created.
Budget expenditures to date are discussed. Mike Smith makes a motion to pull the electric bills and reports for 2017. Ron Sandstrom seconds the motion and the motion passed 3-0.
Treasurer Dinah Reiss recommends an increase for 2018 to the TAN interest line item as use of the TAN proceeds has occurred earlier this year.
The quarterly water usage report has been submitted to and accepted by the Department of Environmental Services.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,872.72. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
A request for use of the lodge on August 20 has been received from a resident. Mike Smith makes a motion to approve the requested use of the lodge on August 20. Ron Sandstrom seconds the motion and the motion passed 3-0.

5. Accounts Payable
6. Minutes
7. Commissioners Reports

Ralph Lutjen is updating the financial planning spreadsheets for review and discussion. Mike Smith discusses adding a contingency line for unplanned increases. This will be discussed with the next review of the spreadsheets.
Ron Sandstrom states he is finishing up the intended asset management database updates.
Mike Smith discusses creating a policy requiring three-week notice for use of any District property. No notice has been received regarding a posted cook out on the District Island in Big Pea or for use of Porridge Shore Beach. Mike Smith makes a motion to create a policy for three-week prior notice to use any VDOE property for a function. Ron Sandstrom seconds the motion. Discussion is held on proper notice and permission for use of public land for private purposes. Motion is called to a vote and the motion passed 3-0.

8. Signature Items

Draft letter to property owner of 28 Interlaken is presented. Ron Sandstrom highlights a typographical error in the letter. Mike Smith makes a motion to approve the letter to the property owner of 28 Interlaken for replacement of the water service line as amended. Ron Sandstrom seconds the motion and the motion passed 3-0. An update will be completed for signing this afternoon.
Draft letter to property owner of 11 Klausen is presented. Ralph Lutjen recommends addition of a deadline of September 1 to replace the water service line for the property. Mike Smith makes a motion to approve the letter to the property owner of 11 Klausen for replacement of the water service line as amended. Ron Sandstrom seconds the motion and the motion passed 3-0. An update will be completed for signing this afternoon.
Draft response to the EPOA is presented. Ralph Lutjen requests an update to the date of the planned meeting with the EPOA to October 7. Mike Smith states that he is not available October 7 and recommends October 14. Mike Smith makes a motion to approve the letter to the EPOA amending the meeting date to October 14. Ralph Lutjen seconds the motion and the motion passed 3-0. An update will be completed for signing this afternoon.
Draft letter to property owner of 56 Oak Ridge is presented. Mike Smith makes a motion to update the letter to include submission of the driveway permit by September 1 and approve the letter as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.
Draft letter to property owner of 55 Oak Ridge is presented. Mike Smith makes a motion to update the letter to include submission of the driveway permit by September 1 and approve the letter as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 202 is presented. Mike Smith makes a motion to approve purchase order 202 for repairs to the International 7400 tailgate in the amount of $830. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 203 is presented. Mike Smith makes a motion to approve purchase order 203 for repair to the backhoe air conditioning in the amount of $370. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the weekly beach testing results. All beaches are within normal limits. The advisory posting at Geneva Beach has been removed.
The resident at 41 Eidelweiss Drive is reporting that persons avoid the speed bumps by driving over the culvert outlet area. A rock will be placed when the new speed bumps are installed to keep this from occurring.
The property owner at 32 Oak Ridge that was informed that speed bumps would not be installed on Oak Ridge Road has sent additional correspondence regarding means to reduce speeding on Oak Ridge. Forwarding the request for speed control to the police is discussed. Mike Smith makes a motion to forward the request for speed control to the Madison Police and request recommendations for the resident. Ron Sandstrom seconds the motion and the motion passed 3-0.
The property owner of 71 Eidelweiss Drive has questioned the removal/disappearance of a blue tube that was at the property curb stop valve. Property owner was informed that the valve cover was replaced by the water operator and the tube removed.
Primex is having a workshop on unemployment and workers compensation reporting requirements August 31. Mike Smith makes a motion to approve Nancy Cole attending this seminar. Ralph Lutjen seconds the motion and the motion passed 3-0.
The electric usage summary report from the third-party vendor has been received. Report is reviewed and discussed. Electric reports for the year will be distributed for review.
NH Municipal Association has sent the final Legislative bulletin for the year.

10. Scheduled Appearances

Gloria Aspinall has come to the meeting to discuss a history of Eidelweiss that she has put together from interviews with persons who were in the area at the time. The history of what is today the Village District of Eidelweiss is turned in for review.
Dinah Reiss states that the email blast did not go out for the possible water service interruptions posted for this week. Ron Sandstrom will look into this.

11. Other Business
12. Public Comments

At 9:15 am Mike Smith makes a motion to recess the meeting until 1:45 pm for the conference call with the engineers. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator