[gview file="https://vdoe-nh.org/wp-content/uploads/2017/12/CM120517.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
December 5, 2017

The Board of Commissioners met at 8:00 am on Tuesday, December 5, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Jeff DeMartino (hwy), Treasurer Dinah Reiss and resident Adam Leiser. 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 as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

The inspection on the Terra Star has been completed; the rear brakes were replaced. Mike Smith makes a motion to approve $1,387.25 for rear brakes and inspection on the Terra Star. Ralph Lutjen seconds the motion and the motion passed 3-0.
Grader and International 7400 are being outfitted for winter operations. Some hoses will be picked up to complete installation of the brine system on the F-550. Kelly Robitaille will follow up on the status of the backhoe plow order. Existing chains will be used on the backhoe as needed this winter.
DPW II site is discussed. Area will be smoothed and graveled; 4 loads of gravel will be needed. Mike Smith makes a motion to approve up to $300 in gravel for the DPW II yard. Ralph Lutjen seconds the motion and the motion passed 3-0.
Sand supply and use of grit mixed with the sand are discussed. Mike Smith makes a motion to approve up to $500 for grit. Ralph Lutjen seconds the motion and the motion passed 3-0.
Salt supply is good. Brine will be picked up per storm at Coleman’s.
The driveway at 14 Little Shore is discussed. A 70 foot culvert would be needed if the roadside parking area that is used by the residents is also to be included. Placing a culvert under the driveway only would eliminate the ability to use the roadside parking due to the outlet of the culvert and ditch. Heavier stone could be used as an alternative. Placement of a culvert at 16 Little Shore and the potential benefit of this drainage improvement to the property at 14 Little Shore are discussed. Mike Smith makes a motion to send a letter to the property owner of 16 Little Shore advising of the need to install a driveway culvert. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to send a letter to the property owner of 14 Little Shore advising the intent to have a culvert placed at 16 Little Shore and planned review of the driveway at 14 for possible need for a driveway culvert to be installed. Ralph Lutjen seconds the motion and the motion passed 3-0. Mike Smith makes a motion to include a not to exceed $500 cost estimate in the letter to the property owner of 16 Little Shore. Ralph Lutjen seconds the motion and the motion passed 3-0.
The culvert on Bristenstock at the top of Salins is discussed. Culvert rises under center of road which blocks flow; planned for replacement in 2018. New culvert will cross Bristenstock directly to outlet into the existing drainage. Proposed culvert budget for 2018 reviewed and discussed.
Mike Smith informs the crew of a compliment received from State Representative Mark McConkey who commented that the roads have improved in Eidelweiss and are now in good shape.
The highway crew will review the proposed 2018 budget line items.

3. Water
4. Administration

The 2018 proposed budget is reviewed.
Mike Smith makes a motion to approve payroll in the amount of $5,209.48. Ron Sandstrom seconds the motion. Report and time cards reviewed. Motion passed 3-0.
RSA 91-A is discussed. Recommendation for removal of or revision to current 91-A request form is discussed. Mike Smith makes a motion to start a 91-A log book of all requests. Ralph Lutjen seconds the motion. Discussion on written policy or procedure is held. Motion passed 3-0. Mike Smith makes a motion to add that a non US citizen is required to come to the office for information. Ralph Lutjen seconds the motion. Ralph Lutjen states that this is not needed; it would impede access to records with no benefit. Motion failed 1-2 with Ralph Lutjen and Ron Sandstrom against adding this to the policy.
Ralph Lutjen will work with Nancy Cole on revision of existing policy.

5. Accounts Payable
6. Minutes

Ron Sandstrom makes a motion to approve the minutes of November 21 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to approve the minutes of November 28 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen makes a motion to pursue the repair at 4 Little Loop in two phases; elevate road with correction of grade at 3 Little Loop with phase 2 to establish the ditch line for flow. Phase 1 will also remove trees at the entrance to the driveway at 4 Little Loop. Ron Sandstrom seconds the motion. Discussion ensues; initial benefit will be reduction of road water flowing onto 4 Little Loop. Correction of drainage from the driveway at 3 Little Loop will reduce water flowing onto road which is currently crossing to the property at 4r Little Loop. Implementing plan will move project forward while final solution is completed. Adam Leiser is informed the legal opinion regarding use of the sideline boundaries of all properties has now been received and will be sent to the engineers. Motion passed 2-1 with Mike Smith against. Mike Smith makes a motion to send a letter to the property owner of 6 Little Loop regarding use of the sideline boundary for drainage with 2 week response time. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to send a letter to the property owner of 3 Little Loop outlining need for correction of the drainage issue from the driveway. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith reviews the 2018 list for proposed Warrant Articles. Discussion is held on funding – proposing a large loan for the water system will allow for management of water usage fees and leveling of rates in the upcoming years. Ability to manage projects by limiting the amount of intended projects per year is outlined. Beginning the creation of the Reinach pressure zone by completing the line connections to close loops and lay the tie-in piping to the new station location as phase 1 with building of the new pump house with hydro tank as Phase 2. Long term funding option of a 3-year draw-down while paying interest only followed by a 12-year term loan is reviewed. Warrant Article wording will need to be specific on the long term debt impact to be approved and funding source of usage fees backed by taxes should shortfall of revenue occur. Discussion on other needs and the ability to fund needs like pipe replacement is held. Looking into a smaller loan as an option will be done by Treasurer Dinah Reiss.

8. Signature Items

Mike Smith makes a motion to sign the withdrawal request from the Highway Equipment Capital Reserve Fund in the amount of $2,430 for the purchase of the brine system. Ralph Lutjen seconds the motion and the motion passed 3-0. .
Mike Smith makes a motion to sign purchase order 225 in the amount of $400 for rental of the leaf blower. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign purchase order 226 in the amount of $900 for parts to repair the International 7400. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Bank of NH has confirmed that the water system would be eligible for a general obligation loan regardless of intent to fund by water usage fees based upon the opinion of Attorney Chris Boldt following the review of Department of Revenue tax rate setting documents. Should anticipated revenue shortfall occur, even in stated revenue is water usage fees; the shortfall becomes included in the amount to be raised by taxes.
NH Department of Environmental Services deadline for applications for the 2018 Asset Management Grant is December 12. Completed application is reviewed. Inclusion of replacement of the tank at Muddy Beach is discussed. Ralph Lutjen outlines the guidelines for the grant; the tank will not be pursued. Ralph Lutjen makes a motion to approve the application for submission to NH DES. Mike Smith seconds the motion and the motion passed 3-0.
The third party report for electric supply for October resulted in a savings of $378.
Granite State Analytical has sent December’s newsletter with Holiday Greetings to all.
NH DOT is altering the pricing formula for unleaded fuel; it will now be priced per delivery.

10. Scheduled Appearances
11. Other Business
12. Public Comments

At 9:45 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters. 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:

Bonuses for employees are approved unanimously; Nancy Cole $1,500, Kelly Robitaille $1,500 and Jeff DeMartino $1,000.
Payroll increase to $9,209.48 is approved unanimously.

Mike Smith makes a motion to run the part-time snow plow ad. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 10:10 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