[gview file="https://vdoe-nh.org/wp-content/uploads/2017/11/CM101017.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
October 10, 2017
The Board of Commissioners met at 8:00 am on Tuesday, October 10, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance was Treasurer Dinah Reiss. The meeting was taped for Madison TV by Carol Dandeneau.
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
The International 7400 has a flat tire. The crew has brought the truck to Frechette Tire. No updated pricing has been received for the backhoe plow. This will be discussed next week. Winter tires are needed for the F-550. Ralph Lutjen makes a motion to approve $2,500 for tires for the F-550. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to begin winter set up; remove rafts, outhouses to be locked after Veteran’s Day, remove rope fence. Ralph Lutjen seconds the motion and the motion passed 3-0.
3. Water
Water operator Ian Hayes is working at Muddy Beach. The year to date budget for the water system is reviewed. The retirement system costs to the water system will be checked.
The total cost of the leak repairs will be calculated.
4. Administration
A safety meeting will be scheduled for next week.
Asset Management is discussed. The committee will be meeting Thursday at 3 pm. The Asset Management Committee would like to recommend to the Board to accept an offer to have Granite State Rural Water produce a wellhead protection plan for the District which will be funded entirely by a grant received by Granite State Rural Water and therefore be no cost to the District. A plan for another water system that was left as a sample of a completed wellhead protection plan is reviewed. Mike Smith makes a motion to accept the GSRWA offer to produce a wellhead protection plan for the VDOE water system. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith states that 7 curb stop valves are still left to be located. Dinah Reiss states that the culvert information is being entered into the database. The isolation valve mapping is being updated to reflect the additional valves located and update the original information.
Mike Smith states that new curb stop valves that are installed should have GPS coordinates taken and entry into the database once a year, after the last install, to keep the system current.
The draft of the presentation for October 14 is reviewed and discussed. The order of presenting slides between Commissioners is outlined. Placing the presentation on the website is discussed. This will be done.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,150.60. 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 deed for 3 Saint Moritz has been completed by Attorney Chris Boldt. Mike Smith makes a motion to move forward with acceptance of the donated property. Ralph Lutjen seconds the motion and the motion passed 3-0.
5. Accounts Payable
6. Minutes
7. Commissioners Reports
Ralph Lutjen discusses the information needed from the engineers for creation of warrant articles. Obtaining cost estimate for the Grison and Burgdorf designs is discussed. Little Loop is discussed. The design for this road has not yet been received. Following up with the engineers is discussed. Ralph Lutjen makes a motion to obtain bids for Grison and Burgdorf projects. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to contact the engineers after the meeting for a follow up. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion the have Mike Smith handle the contact. Ralph Lutjen seconds the motion and the motion passed 3-0.
Taping asset management meetings is discussed by Ralph Lutjen. Ron Sandstrom makes a motion to have Madison TV tape the asset management meetings. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith reports that the railing at the lodge is being completed. The heater still needs to be installed.
Muddy Beach work is progressing. The new pump has been installed. Startup is scheduled for Friday of this week. The tank inspection for the Jungfrau tank and one Reinach tank will be scheduled once Muddy Beach is online.
8. Signature Items
Draft of a letter to the property owner of 30 Saint Moritz is presented. Discussion ensues regarding the requirements for liability to exist for road runoff. No changes have been made by the District in the past 6 months. The property owner should be taking some action to protect his septic system as the runoff appears to be a historical flow. Discussion ensues on a statement made by the property owner regarding gravel placed on a driveway across the street. Placement of a ditch across the street is discussed as an option. Grading the area to obtain a higher crown pitched towards the inside of the hill is discussed. The letter will be updated for next week the intended corrective actions.
9. Correspondence
Notice has been received from the property owner of 11 Klausen that the water service line is scheduled to be replaced next week by Bob Wirling. Ralph Lutjen makes a motion to disconnect the water service if the line is not replaced by 10/20. Ron Sandstrom seconds the motion and the motion passed 3-0.
NH Retirement System has sent a summary of Legislative Action taken in 2017 that affects the retirement system. Most action regards the commission of a centennial study committee being formed to evaluate the future of the retirement system.
10. Scheduled Appearances
Treasurer Dinah Reiss discusses the information from the Department of Revenue regarding water system funding. The information has been sent to Attorney Chris Boldt for an opinion on obtaining a general obligation loan for the water system. When received, the information will be sent to the bank for review.
11. Other Business
Discussion is held on obtaining an engineer’s estimate of construction for Little Loop, the Reinach Pressure Zone and drainage/storm water management projects. Mike Smith makes a motion to request the cost of preparing the estimates; “a number for a number”. Ralph Lutjen seconds the motion and the motion passed 3-0.
12. Public Comments
At 9:15 am Ron Sandstrom makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.
Respectfully submitted,
Nancy E. Cole
Administrator