[gview file="https://vdoe-nh.org/wp-content/uploads/2017/09/CM081517.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
August 15, 2017
The Board of Commissioners met at 8:00 am on Tuesday, August 15, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. 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
Highway Foreman Kelly Robitaille is on a vacation day. Grison Road is completed; good job done. The equipment has been reported to be in good condition. A picture of the Burgdorf overflow culvert with debris at the entrance has been sent for review by Kelly Robitaille. Mike Smith makes a motion that the Board of Commissioners informs the Asset Management Committee to place emphasis on the Burgdorf culvert replacement. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion is held on establishing priorities for road improvements: Little Loop, Burgdorf, Middle Shore at Geneva, Chocorua View. All of these roads are in serious need of significant repair. Continuing to defer road work will create other difficulties with equipment and needed maintenance. Ron Sandstrom highlights that a map of the road work completed shows improvement all around the District by the DPW. A sign will be added in front of the DPW sand pile for no entry.
3. Water
Ian Hayes is working at a home with a service line leak and is not in attendance as scheduled.
Ralph Lutjen discusses review of the Lee Carroll electrical assessment report and formulation of plan to implement the recommendations. A workshop will be held by the Board following the Commissioners meeting of 8/29.
Additional leak detection effort is discussed. Granite State Rural Water is expected to be back in the District for additional leak detection in September.
Ordering of the booster pumps and needed meters for Muddy Beach is discussed. Engineers Paul Fluet and Nick Sceggell will be contacted for the recommendation on pump size to be purchased. Mike Smith makes a motion to have Ian Hayes order the meters for Muddy Beach. Ralph Lutjen seconds the motion and the motion passed 3-0.
4. Administration
The safety meeting will be held when Kelly Robitaille returns from vacation.
The motion log will be reviewed at the end of the month.
The cash flow report will be reviewed next week.
The debt issue for water is being looked into.
Asset management curb stop valve locating for the few remaining valves will continue with Ian Hayes and Mike Smith in September.
Ron Sandstrom outlines that flow direction can be added to the isolation valve information going forward. This information will be obtained over time.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $7,700.78. 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.
July water usage report is discussed. Water usage is still higher than average.
5. Accounts Payable
6. Minutes
7. Commissioners Reports
Ralph Lutjen discusses the history of Eidelweiss that is being developed. Additional information following the formation of the District will be added.
Ralph Lutjen outlines that the monthly testing for the ponds through the Volunteer Lake Assessment Program (VLAP) results show that the turbidity of the ponds is high; the ponds are now below the State average.
Ron Sandstrom outlines that additional updates have been made to the Asset Management database.
A new phone has been added to the office for conference calls.
8. Signature Items
The form for the previously approved lodge use is presented. Mike Smith makes a motion to sign the form for use of the lodge by the EPOA for the pig roast on August 19. Ron Sandstrom seconds the motion and the motion passed 3-0.
Primex, the workers compensation insurance company, has sent an updated regulatory posting of compliance. Mike Smith makes a motion to sign the compliance posting for worker’s compensation insurance. Ron Sandstrom seconds the motion and the motion passed 3-0.
9. Correspondence
Granite State Analytical has sent the monthly water system test results. All results are clean.
Granit State Analytical has sent the monthly pH water system test results. Results are in range.
The weekly beach testing results have been received; results are good.
The EPOA has questioned if a request form for use of the lodge will need to be completed for each use. They were informed that a form will be needed for each use; the insurance binder can be sent annually.
The homeowners at 108 Eidelweiss Drive have questioned the level of Big Pea Porridge Pond. Discussion is held on releasing information on the management of the dam. Ralph Lutjen makes a motion to add dam management information to the website. Ron Sandstrom seconds the motion and the motion passed 3-0. The notice from the Loon Society in cooperation with NH Department of Environmental Services (DES) will be included in the information. Discussion continues on the level of the ponds; all boards are in the dam.
A preliminary statement of offer for the lot located at 3 Saint Moritz has been received. Mike Smith makes a motion to pursue acquiring donation of this lot and approve allocation of necessary funds for the deed processing and title search. Ralph Lutjen seconds the motion and the motion passed 3-0.
The Loon Society has sent the end of season report; 11 chicks in the region.
The electric summary report from the third party electric supplier has been received.
10. Scheduled Appearances
11. Other Business
The EPOA has verbally notified that the weekly beach testing may no longer be able to be completed by volunteers of the EPOA. Paul Mattatall, who has been doing the testing for a number of years, will not be able to commit to do the testing next year. Gloria Aspinall, who currently takes care of the outhouses, may be asked to take over the testing.
Lodge repairs and the status of the deck replacement are discussed. Mike Smith makes a motion to post the lodge for no access to the deck during construction. Ron Sandstrom seconds the motion and the motion passed 3-0. The door to the upper deck has been boarded by contractor Norm Garside.
12. Public Comments
At 8:42 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds the motion and the motion passed 3-0.
Respectfully submitted,
Nancy E. Cole
Administrator