[gview file="https://vdoe-nh.org/wp-content/uploads/2017/10/CM092617.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 26, 2017

The Board of Commissioners met at 8:00 am on Tuesday, September 26, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance was Kelly Robitaille (hwy). The meeting was taped for Madison TV.

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 shoulder work and filling of pot holes will be done this week. Crack sealing is anticipated for Thursday. Aspen, Chocorua View, Eidelweiss Drive and Oak Ridge are target roads for crack sealing. All trucks will be brought for inspection throughout this week. The asphalt shim on Middle Shore at Geneva that was done last week is discussed. Ralph Lutjen outlines that the intent was to reclaim this section of asphalt while rebuilding the road bed and the drainage for watershed management; this work may not be the money spent. Kelly Robitaille states that the shim coat will stabilize the area until the road is rebuilt; adding that a preservation effort was needed in this area for winter plowing. For $3,000, the road is now able to be traveled easily and the need to reclaim, which is intended to include drainage and watershed management for protection of the pond as well as the rebuilding the road bed can now be planned for going forward versus an immediate need. The shim coat on Middle Shore and Eidelweiss Drive may gain 3-5 years of useful road life. Kelly Robitaille states that now that the crew has implemented this pavement technique, they have the experience and confidence to do more of this type of work going forward. The ability to extend pavement useful life years allows for better planning of major expenses.
Kelly Robitaille adds that the crew is attending a class for gravel road repair this Friday; they will not be in the District.
Pink ribbons which have been found on Boulder Beach, Thusis Beach and some roads are discussed. An email from the engineers stating that the survey crew would be in the District for Little Loop, Thusis Beach culvert, and Geneva hill surveys and wetlands delineation was received. Dubois & King engineer Nick Sceggell will be checked with to see if these are related to that survey work.
Gravel supply is good, as is salt and sand.
Funding for any potential additional purchases will be looked at going forward.
Speed limits within the VDOE are discussed. Mike Smith makes a motion to have all VDOE roads at a posted limit of 20 mph. Ralph Lutjen seconds the motion. Discussion ensues on obtaining input from Madison Police. The current posted limit of 25 mph on Eidelweiss Drive is discussed. Madison Police will be asked for a recommendation regarding the speed limit to be posted on Eidelweiss Drive. Mike Smith withdraws the motion.
A quote for a backhoe plow has been received in the amount of $10,800. The status of the F-550 is discussed. Kelly Robitaille outlines that the truck is getting old and is showing signs of wear. Should the F-550 be out of service, there is no back-up. Having a plow assembly for the backhoe would allow the backhoe to be used to do some of the work the F-550 currently does, saving additional wear to the truck. Mike Smith states that the purchase could be funded from the Highway Equipment Capital Reserve Fund. Ralph Lutjen outlines that this expense would leave only a minimal amount in the fund should a large repair be needed to a truck.
The 550 is scheduled for inspection this week; a status report on the truck will be requested from the mechanic. A quote for just the plow assembly, with purchase of a plow from a different vendor will be prepared and this addressed again next week.
Kelly Robitaille is informed that a Thank You has been received from resident Andrew Harteveldt for the shim work completed on Middle Shore at Geneva (Geneva hill).

3. Water

An additional follow up will be sent to Tom Therrien, with a copy to the Electrical Installation Inc. office manager, regarding the outstanding chemical injection room schematic.
Mike Smith states that all sheet rock and insulation was removed from Muddy Beach station due to the condition. The full station will be reinsulated and sheet rocked this week. The concrete pedestals the pumps were on are being removed. A new pad will be poured for the new pump. Mike Smith adds that he would like to consider expending any remaining warrant article funds to do additional work at Muddy Beach this year. Funds may be available to allow purchase of the second pump and VFD, therefore completing the working portion of the pump house and leaving only the exterior of the building left to be completed next year.
Engineer Nick Sceggell has responded to the question regarding addition of meters to the PRV pits. Mike Smith makes a motion to authorize the engineers to design the PRV pit upgrades with estimated construction costs and place the project on the 2018 Warrant. Ralph Lutjen seconds the motion and the motion passed 3-0.
The flood alarms in all pump houses are installed and programmed to the SCADA alarm system.

4. Administration

The additional locks authorized have been ordered.
There will be an Asset Management meeting today at 1 pm. The water system capital needs, by priority, will be the primary discussion point. Mike Smith states that 5 additional curb stop valves were located yesterday. Culvert entry is being worked on by Dinah Reiss.
The summary of the Muddy Beach kick-off meeting of September 12 has been distributed.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $7,158.78. 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.
Draft update for the Unassigned Fund Balance (UFB) policy is reviewed. Ralph Lutjen questions the need to update the policy. Discussion ensues on cash flow, borrowing, protection for the District in the event of an unforeseen catastrophic loss. Discussion is held on the UFB – funds cannot be intentionally raised; underspending of the operational budget and warrant articles is added via audit at year end to calculate addition/loss to the UFB. The policy would stand as a guide to Commissioners to not recommend expenditure of funds from the UFB on the annual warrant and to not use UFB funds to offset the tax rate when it is annually established. Once the UFB is at recommended policy update to $200,000 or the amount of the January tax check, whichever is greater, Commissioners can then consider recommending expenditure from this fund. Ralph Lutjen makes a motion to approve the policy update as written. Mike Smith seconds the motion and the motion passed 3-0.
Establishment of the 2018 Annual Meeting is discussed. Mike Smith makes a motion to schedule the 2018 Annual Meeting for February 24, 2018 with voting from 5 pm to 7 pm and the deliberative session to begin at 7 pm. Ralph Lutjen seconds the motion and the motion passed 3-0.
Draft for a Commissioners newsletter is presented. Ron Sandstrom makes a motion to approve the draft with the inclusion of two positive items. Mike Smith seconds the motion and the motion passed 3-0. Draft will be updated for additional review.
The time for the public hearing scheduled for October 14 is questioned. Mike Smith makes a motion to schedule the public hearing at 10 am at the lodge on October 14. Ron Sandstrom seconds the motion and the motion passed 3-0.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 2 checks in the amount of $3,208.89. Ron Sandstrom seconds the motion. Check and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0. Ralph Lutjen requests review for charges to be sent to property owners’ on the invoice submitted by Ian Hayes. This will be done for next week’s manifest.

6. Minutes

The minutes of September 19 are reviewed. Mike Smith makes a motion to approve the minutes of September 19 as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen questions when designs will be received from the engineers. Ralph Lutjen makes a motion to send an email to the engineers for completion dates and status of projects. Ron Sandstrom seconds the motion and the motion passed 3-0.
Discussion is held on the needed replacement of the service line at 11 Klausen. Ralph Lutjen makes a motion to interrupt the customer’s water service on October 10 if the line is not replaced. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith discusses the proposed Loon Society presentation for Saturday of Memorial Day weekend 2018. The presentation would be held at 6 pm. An ice cream social as the event is proposed. The presentation lasts approximately 45 minutes, ice cream could be served, and then a question and answer period could be held. Allowing the Loon Society to sell t-shirts and other items at the presentation is discussed and approved of. Holding of a 50/50 raffle with the Loon Society as the recipient of the proceeds is discussed. This will be looked into. Ron Sandstrom makes a motion to sponsor the Loon Society presentation and host an ice cream social Saturday of Memorial Day weekend 2018 at 6 pm at the lodge. Mike Smith seconds the motion and the motion passed 3-0.
Ralph Lutjen discusses holding a meeting in November as a follow up to the meeting scheduled October 14. This meeting would highlight the essential needs and discuss funding for those needs. Ralph Lutjen makes a motion to schedule a follow up meeting December 2, 2017 at 10 am at the lodge. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to have AmeriGas price the needed heaters and propane line work. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith states that the remaining funds for the Muddy Beach project should be checked after completion of the current work to see if the second pump and VFD can be ordered this year.
Two valves were identified while working on remaining curb stop valve locations which will need to be excavated; one is on Bern and the other on West Bergamo. This will be done at the completion of the curb stop valve locating work as other valves may be identified that need to be excavated.

8. Signature Items
9. Correspondence

Notice has been received that Eversource will be upgrading power lines on Eidelweiss Drive, Bern Drive, Barden Place.
Health Trust has sent notice of a new Healthcare Reimbursement Account option that will be available. The Flexible Spending Account arrangements have also been upgraded.

10. Scheduled Appearances
11. Other Business

The owner of 14 Jungfrau has contacted the office to have the DPW review the driveway area as the owner intends to build a tent garage and was questioning if a driveway permit may be needed.
The trees have been cut at the lodge entry way. Upon payment of the recent services at the lodge, remaining funds will be checked to see if the upstairs meeting area walls can be upgraded this year.
Through a random contact, the office has come into possession of a document regarding the Pea Porridge Pond Watershed that was found at the Madison Historical Society. The document is very well written, author unknown at this time. The document can be used going forward as watershed management and the need for doing so is discussed further.

12. Public Comments

At 9:35 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