[gview file="https://vdoe-nh.org/wp-content/uploads/2017/11/CM100317.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
October 3, 2017

The Board of Commissioners met at 8:00 am on Tuesday, October 3, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille and Jeff DeMartino (hwy). 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 ¾ of Oak Ridge Road has been crack sealed. Some of Blinden was also worked on. Completing Oak Ridge Road, Blinden and Bristenstock are targeted for this week. Kelly Robitaille will obtain cost for a pallet of tar. Kelly Robitaille adds that the liquid calcium chloride (CaCl) has been used. A bag of CaCl was picked up to use following the planned grading of Eidelweiss Drive. The work for installation of the catch basin on Eidelweiss Drive is planned for the week of October 16. Part time employees Tony Eldridge and TJ Eldridge will be in for this work. The paving of Aspen Drive where the water line was placed is scheduled for next week. A representative from HP Fairfield will be in the District Thursday of this week to look at the plow set up on the Terra Star. The plow frame is cracked and should be a warranty repair. The HP Fairfield rep will also be asked to look at the backhoe set up for any options they may have for adding a plow. The columns to protect the corners of the buildings are available from Coleman’s at a cost of $100 each. The ability to move the columns will be beneficial. Two will be needed for DPW II. Mike Smith makes a motion to purchase two Lolli-columns from Coleman up to $200. Ralph Lutjen seconds the motion and the motion passed 3-0. The DPW crew attended a gravel road class last Friday. Class emphasized storm water management. Storm water management assistance is available through UNH T2. The class instructor emphasized the need to be able to clean any structure that is placed. Putting a basin off in the woods, while pleasing for pedestrians, is not accessible with the equipment needed to clean the basin. Ralph Lutjen will follow up with the instructor from UNH T2 to see what services may be available to the District. A call from the owner of 22 Jungfrau regarding stated removal of a road side parking space used by the resident is discussed. Ditch work was done in the area, and the road shoulder was worked on, but the resident must have been parking on the road. Discussion is held on the ability to use the parking lots for short term parking when needed. Mike Smith makes a motion to send the resident a letter outlining the process. Ralph Lutjen seconds the motion and the motion passed 3-0. Kelly Robitaille will work with Norm Garside to set the slab for the fueling station at DPW II. The highway crew is instructed to clear the debris at Muddy Beach station. Kelly Robitaille adds that the F-550 has been inspected. The International 7500 is in for inspection today.
Mike Smith discusses the purchase of a plow for the backhoe. If no truck is proposed for purchase for 2018 the current F550 will be questionable for the winter of 2018-2019 for a truck to be approved on the 2019 warrant. Ron Sandstrom outlines that obtaining the quote from Fairfield should be done prior to making a decision. Ralph Lutjen states that a truck could be considered for the 2018 warrant. Discussion on purchase of a truck is held. Mike Smith is not in favor of purchasing another F-550 stating that the mid-size truck handles the District’s terrain much better for plowing. The ability to fund/finance a truck for the 2018 warrant is discussed. Ralph Lutjen discusses the overall financial forecast being put together based upon the capital improvement plan being established by the Asset Management Committee. Other projects would suffer if the higher priced mid-size truck was purchased now. Kelly Robitaille states that the mid-size truck is more efficient for plowing; the ability of the F-550 to handle the snow load on the steeper terrain is limited. Keeping the current F-550 and purchasing a backhoe plow set up until a mid-size truck can be purchased is discussed.
The property at 14 Jungfrau is discussed. No driveway permit is needed for the outlined project. The survey markers found are discussed. The engineers have stated they did not place a marker or rebar on Boulder Beach. Ron Sandstrom makes a motion to remove the marker and rebar from Boulder Beach. Ralph Lutjen seconds the motion and the motion passed 3-0. The budget is reviewed. Line items are reviewed and discussed. Cost of supplies and upcoming needs are discussed. Kelly Robitaille states that the F-550 will need new winter tires; estimate is $2,500. The part time snowplow operator ad is discussed. Ad is ready to go to the paper; it is normally run Wed, Thurs and Sat for two weeks. Kelly Robitaille states that there was no response to the ad last year. The lack of part timers and the full time employees needing to work the storm is discussed. Ralph Lutjen makes a motion to place the ad for part time snow plow operators as outlined. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Water

The approval of the engineering for meters for the PRV pits has been sent to the engineers.
Mike Smith states that the new concrete pad for the pumps has been poured at Muddy Beach. The interior insulation and sheet rock is complete. A propane heater is to be ordered. A cost projection for the remainder of the project will be completed for review.

4. Administration

The year to date budget is reviewed for highway and water. The pump house repair line and water system electricity line items are discussed.
The Madison Police Chief has responded to the road survey regarding speed limits that has been prepared stating that it can be enforced and recommending that Eidelweiss Drive remain posted at 25 mph. Mike Smith makes a motion to have the speed limit for Eidelweiss Drive established at 25 mph with all other VDOE roads to remain at the current posted 20 mph speed limit. Ron Sandstrom seconds the motion and the motion passed 3-0. Placing additional speed limit signs on Eidelweiss Drive is discussed. Ron Sandstrom makes a motion to place two additional 25 mph speed limit signs on Eidelweiss Drive. Mike Smith seconds the motion and the motion passed 3-0.
The report of kilowatt hours (kWh) used at the pump houses is reviewed. Mike Smith discusses the cost of electric heat at the pump houses and pumping for the bleeders. The summer monthly kWh usage is much lower. Muddy Beach and Jungfrau usage is discussed. The electric report from Lee Carroll with costs will be sent to the Board.
Changing Jungfrau to propane heat is discussed as an option.
The Commissioners memo is reviewed. Mike Smith makes a motion to put the Commissioners memo on the website and distribute via email. Ralph Lutjen seconds the motion and the motion passed 3-0.
A proposed update to the Madison Zoning Ordinance is reviewed. Ralph Lutjen makes a motion to submit the proposed update to the Madison Planning Board for consideration. Ron Sandstrom seconds the motion and the motion passed 3-0.
A request received from two residents for waiver of the $100 late fee is discussed. The Board agrees that the fees will stand.
The slides for the presentation of October 14 are reviewed and discussed. The slide for the leak detection progress will be updated to reflect recent repairs. The three versions of the Beach Ordinance will be the handout for the meeting.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 19 checks in the amount of $42,544.98. Ron Sandstrom seconds the motion. Check and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of September 26 are reviewed. Mike Smith makes a motion to approve the minutes of September 26 as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Mike Smith reports that he has a conflict with the planned meeting of December 2. Mike Smith makes a motion to change the date to December 9. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

The proposed update to the Unassigned Fund Balance policy is presented. Mike Smith makes a motion to adopt the update to the Unassigned Fund Balance policy. Ron Sandstrom seconds the motion and the motion passed 3-0.
A fill request for 33 Ox Pasture Lane is presented. Mike Smith makes a motion to approve the fill request for 33 Ox Pasture Lane. Ralph Lutjen seconds the motion and the motion passed 3-0.
A fill request for 11 Jungfrau Road is presented. Mike Smith makes a motion to approve the fill request for 11 Jungfrau Rd. Ralph Lutjen seconds the motion and the motion passed 3-0.
A request to use the lodge on October 28 is presented. Mike Smith makes a motion to approve the request by the EPOA to use the lodge on October 28. Ralph Lutjen seconds the motion and the motion passed 3-0.
A driveway permit for construction is presented. Mike Smith makes a motion to approve the Driveway permit for construction for paving at 21 Jungfrau. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the Lead & Copper testing results. The District water system is in compliance with the lead & copper rules. NH Department of Environmental Services requirements for notification of lead & copper results to the property owners that participated in the sampling has been completed and acknowledged by DES.
A newsletter from the NH Loon Society has been received. Mike Smith makes a motion to place the Loon Preservation Society update on the website. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have the office subscribe to the Loon Preservation Society newsletter. Ron Sandstrom seconds the motion and the motion passed 3-0.
NH Municipal Association has sent the biweekly News Link. The Court update section of this volume highlights a municipality’s policy to release electronic records requested under RSA 91-A only by thumb drive where the requester is charged the actual cost of the device. The Court found the policy compliant with the requirements of RSA 91-A. Ron Sandstrom makes a motion to adopt a policy to release documents electronically via thumb drive, charging the requester the actual cost of the thumb drive. Ralph Lutjen seconds the motion. Discussion is held on continuing to allow response via email, especially concerning those requested documents which are emailed monthly to the Board and frequently requested; i.e. monthly water usage. Ron Sandstrom moves to amend the motion to read to release documents electronically via thumb drive in lieu of printing, charging the requester the actual cost of the thumb drive. Ralph Lutjen seconds the amendment and the amendment passed 3-0. Motion, as amended, passed 3-0.
The quote from Norm Garside for replacement of the railing at the lodge has been received. Mike Smith makes a motion to approve $1,750 for the lodge railing. Ralph Lutjen seconds the motion and the motion passed 3-0.

10. Scheduled Appearances
11. Other Business

A recent finding of drug remnants and paraphernalia in an outhouse at Eidelweiss Beach is discussed. Ron Sandstrom makes a motion to place a notice on the website. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to lock all the outhouses after the November 11th holiday weekend except Geneva Beach. Ralph Lutjen seconds the motion and the motion passed 3-0. Ralph Lutjen makes a motion to lock one outhouse at Geneva Beach. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Asset Management meeting will be moved to Thursday at 3 pm.

12. Public Comments

At 10:12 am Mike Smith makes a motion to enter non-public session pursuant to RSA 91-A:3, II (c) reputation. Ron Sandstrom seconds the motion. Motion is called via roll call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Motions and votes of non-public session:

Mike Smith makes a motion to file a complaint with NH DES regarding a failed septic with a copy to Code Enforcement Officer Bob Boyd. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 10:35 am Mike Smith makes a motion to exit non-public session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion is called via roll call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator