[gview file="https://vdoe-nh.org/wp-content/uploads/2017/10/CM091917.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 19, 2017

The Board of Commissioners met at 8:00 am on Tuesday, September 19, 2017. In attendance were Commissioners Mike Smith and Ron Sandstrom. Also in attendance was 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

Ron Sandstrom makes a motion to approve the agenda. Mike Smith seconds the motion and the motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille is on vacation. Roads are in good condition; a nice job was done on Eidelweiss Drive and Middle Shore at Geneva (Geneva Hill). The gravel PO of $5,000 has now been expended.

3. Water

Muddy Beach work is in progress. The station is being stripped of existing pipes, pumps, sheet rock and insulation to facilitate replacement. The new insulation and sheet rock is expected to be installed next week. The new pump, VFD, and meters are expected for arrival the following week.
The status of programming for the pump house flood alarms will be checked on.

4. Administration

A safety meeting will be scheduled for next week.
The motion log is reviewed and discussed. The Commissioners monthly correspondence memo is discussed. Nancy Cole outlines focus on the upcoming public hearing information as well as notice of new procedures; 91-A request form, Huttwil parking lot use request form and lodge use request form. A construction update on Muddy Beach and the Lodge could also be included. A draft will be submitted for review.
The trees over the walkway at the lodge are scheduled, weather dependent, for Friday of this week. The back decks on the lodge are expected to be completed this week.
The cash flow report is reviewed and discussed. Treasurer Dinah Reiss states that the funds approved from water usage fees for the engineering of the Reinach Pressure Zone will be transferred this month. There is $55,000 available on the TAN line of credit. Should the District need additional cash, a new line of credit can be established. Treasurer Dinah Reiss outlines that she intends to wait until October to apply for additional funds, if needed. Ron Sandstrom discusses updating the VDOE Policy for Unassigned Fund Balance Retention. Ron Sandstrom makes a motion to draft an update to the Unassigned Fund Balance Policy as previously recommended by the Treasurer. Mike Smith seconds the motion and the motion passed 2-0.
2017 water usage fee collection is discussed. Nancy Cole advises that 14 accounts have balances over 90 days; certified notice for disconnection should be sent at this time. Mike Smith makes a motion to send certified letters for disconnection on overdue accounts. Ron Sandstrom seconds the motion and the motion passed 2-0.
Asset management is discussed. A meeting is scheduled for next Tuesday, September 26 at 1 pm. The capital improvement plan (CIP) draft will be updated as discussed at the last meeting. Next week’s meeting will focus on the needs of the water system. Water Operator Ian Hayes will be in attendance as will two representatives from Granite State Rural Water. Review of the road portion of the CIP will be needed to include the recent successful shim coat of asphalt placed on Eidelweiss Drive and Geneva hill. This process is a primary means of extended the useful life of asphalt roads. Seal coating of the shimmed areas should be planned for spring 2018.
The updated isolation valve maps are expected this week.
Five (5) additional curb stop valves were located last week by Mike Smith and Ian Hayes. The information will be added to the asset management database.
A draft for a request for parking in the Huttwil parking lot is presented. Mike Smith makes a motion to adopt the Huttwil Parking Lot Request form and put the information on the website. Ron Sandstrom seconds the motion and the motion passed 2-0.
The Beach Ordinance update for implementing a registration system for the canoe racks has been updated. A registration form is being developed. This will be reviewed when the full Board is present.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 18 checks in the amount of $9,681.85. Ron Sandstrom seconds the motion. Check and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

6. Minutes

The minutes of September 12 are reviewed. Mike Smith makes a motion to approve the minutes of September 12 as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Ron Sandstrom outlines that the updates the asset management system for culvert entry have been completed.
The ability to send an email blast from the website directly has been updated and is functional.
Mike Smith states that additional curb stop valve locating that is scheduled for tomorrow is being postponed due to the predicted weather.

8. Signature Items

A request to use the lodge on September 28 is presented. Mike Smith outlines that contractor Norm Garside has stated the building will be ready for use. Mike Smith makes a motion to approve the request for use of the lodge September 28. Ron Sandstrom seconds the motion and the motion passed 2-0.
Driveway permit for construction is presented. Mike Smith makes a motion to approve the Driveway Permit for Construction for 5 Burgdorf Road. Ron Sandstrom seconds the motion and the motion passed 2-0.
A water quality agreement is presented. Mike Smith makes a motion to sign and send the water quality test agreement to the property owner of 86 Oak Ridge Road. Ron Sandstrom seconds the motion and the motion passed 2-0.
A follow up on 11 Klausen is presented. Mike Smith makes a motion to sign the follow up letter regarding replacement of the water service line at 11 Klausen. Ron Sandstrom seconds the motion and the motion passed 2-0.
A letter regarding 6 Middle Shore is presented. Mike Smith makes a motion to sign the letter to the property owner of 6 Middle Shore to protect the fire scene. Ron Sandstrom seconds the motion and the motion passed 2-0.
A withdrawal from capital reserve form is presented. Mike Smith makes a motion to sign the withdrawal form for withdrawal of $4,000 from the water system Capital Reserve Fund for electrical work completed at Oak Station. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 215 is presented. Mike Smith makes a motion to sign purchase order 215 in the amount of $270 for completion of the isolation valve mapping for the water system. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 216 is presented. Mike Smith makes a motion to sign purchase order 216 in the amount of $400 for purchase of a backhoe blade. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 217 is presented. Mike Smith makes a motion to sign purchase order 217 in the amount of $1,750 for keypad entrance locks. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 218 is presented. Mike Smith makes a motion to sign purchase order 218 in the amount of $8,200 for asphalt work. Ron Sandstrom seconds the motion and the motion passed 2-0.
An update to previously approved purchase order 211 with the updated purchase price of the VFD is presented. Mike Smith makes a motion to sign the amended purchase order 211 in the amount of $2,500 for purchase of the VFD for Muddy Beach. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the monthly bacteria test results. Results are clean.
Granite State Analytical has sent the monthly pH test results. The pH was low; Ian Hayes was informed verbally by the technician. Ian Hayes checked the chemical injection room; the day tank was not filling; the valve has been replaced.
The monthly electric report from the third-party supplier has been received. Discussion is held on justifying the report showing that money is being saved on electricity monthly yet the pump house electricity budget is over-expended. The issue earlier in the year where two concurrent checks to Eversource were not allocated to the accounts, the additional payments made at the time, and the lack of paying electric bills since then due to the resulting credits from the extra payments is outlined. The pump house electricity line remains at the 104% shown in the budget in May of this year.
NH Municipal Association has sent the bi-weekly News Link.

10. Scheduled Appearances
11. Other Business

A request has been received from the owner of the boat posted for violation of parking rules last week to allow the boat to remain until the end of September. Mike Smith makes a motion to approve parking of the boat until September 30. Ron Sandstrom seconds the motion. Discussion ensues on long term versus short term parking. Motion is called to a vote and the motion passed 2-0.
A quote has been received for replacement of the doors and plexi-glass at the Huttwil bulletin board. The bulletin board is in need of repair; this item will be held for funding option review.

12. Public Comments

At 8:50 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator