[gview file="https://vdoe-nh.org/wp-content/uploads/2018/01/CM010318.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
January 3, 2018

The Board of Commissioners met at 8:00 am on Wednesday, January 3, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (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

Mike Smith makes a motion to move scheduled appearances first and approve the agenda as amended. Ralph Lutjen seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that salt is needed. Mike Smith makes a motion to approve up to $3,000 for 2 loads of salt. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to amend the approval to $6,000 for 4 loads of salt. Ralph Lutjen seconds the motion and the motion passed 3-0.
The sand pile is frozen and being worked as much as possible. Additional sand should be obtained with the potential for an upcoming ice storm. Mike Smith makes a motion to approve up to $1,000 for sand. Ralph Lutjen seconds the motion and the motion passed 3-0.
A mirror on the Terra Star has broken. Replacement cost is $642.78. Ralph Lutjen makes a motion to approve up to $650 for a mirror for the Terra Star. Mike Smith seconds the motion and the motion passed 3-0.
Ron Sandstrom compliments Kelly and Jeff on a good job on the roads last storm; zero calls were received for road issues. Mike Smith agrees the roads were done well. Ditching efforts of the last few summers is also helping.
Ron Sandstrom discusses having a third person for plowing operations; no response from the last ads.
The backhoe plow is working well and being used for cleaning up after a storm.
The hole on Grison is being watched. Water operator Ian Hayes has tested the zone and is not showing evidence of a water system leak. Groundwater has been noticed in this area, but road would need to be excavated to determine source. This will be done in the spring. Kelly Robitaille will check the area and add gravel as necessary until the repair can be completed.
Little Loop is discussed. Ralph Lutjen will work with Kelly Robitaille on estimating the cost to raise the road and place a culvert.
Kelly Robitaille requests a review of the highway salary line item and a non-public session for additional discussion on this matter.

3. Water

Tom Therrien of Electrical Installation has delivered the as built drawings for the chemical injection room and Muddy Beach.
The replacement pump at Muddy Beach has been installed and is working properly.
Estimates are being put together for water projects that will be on the warrant.
The tank inspections for one of the Reinach tanks and the 20,000-gallon tank at the Summit are scheduled for next week.

4. Administration

Establishing a warrant article for security panels for the pump houses is discussed.
The Asset Management Committee will meet Jan 16; the full Board of Commissioners will be in attendance.
Maps for the isolation valves are discussed. Ron Sandstrom is working on the data compatibility issue for Chad Roberge of Avitar.
Mike Smith makes a motion to approve payroll in the amount of $8,300.83. Ralph Lutjen seconds the motion. Report and time cards are reviewed and discussed. Motion passed 3-0.
The option of adding a warrant article for a bond for the water system is discussed. Ralph Lutjen outlines the benefit of a large loan with a three-year drawdown period. The project list for each year with cost estimates and the impact to the water user fee are discussed; the loan will allow many projects to be completed with a known impact to the water fee. Securing the tanks and completing the other projects will reduce the risk of any major failure of the water system while improving the reliability of the storage and distribution portions of the water system. The 2/3 vote requirement for passage of a bond article is discussed; the benefits of completing needed projects and ability to level the water rate are highlighted. Mike Smith makes a motion to include a bond article for the water system in the amount of $500,000 on the 2018 Warrant. Ralph Lutjen seconds the motion and the motion passed 3-0.
Confirming of all numbers for the warrant is being completed and will be verified prior to the annual meeting.
The 2018 proposed budget is reviewed by line item. Discussion is held and line items amended. Part time highway and highway overtime line items are discussed and amended. Addition of a contingency line is discussed. The ability to access capital reserve to handle any matters which may occur outside the proposed budget is discussed.

5. Accounts Payable

Mike Smith makes a motion to approve 15 checks for a total of $25,605.43. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion passed 3-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of December 19 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen makes a motion to pursue the option of a new engineer. Ron Sandstrom seconds the motion. Discussion on the benefits to checking in with other possible vendors for services is held. Motion passed 3-0.

8. Signature Items

Mike Smith makes a motion to adopt and sign the updated 91-A Policy as amended by Attorney Chris Boldt. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the pH and bacteria testing results; pH is good, bacteria testing clean.
The Town of Madison has sent the tax check.
The Trustees of the Trust Funds have sent the CRF withdrawals requested.
The Town of Madison has posted all voting dates, including Eidelweiss, on their website.
G. W. Brooks has sent the requested quotes for Grison and Burgdorf. Discussion on the costs is held. Requesting relief from NH Department of Environmental Services to repair these roads at the culvert sites is discussed. DES will be approached.
Jay Buckley has reported high water pressure; Ian Hayes will replace the PRV on Upper Lakeview.

10. Scheduled Appearances

Adam Leiser requests the status of the Little Loop project. Rl outlines that a drawing is expected from the engineer. Ralph Lutjen and Kelly Robitaille will be working on estimating the cost of gravel to raise the road and the cost of the culvert to be installed. Mr. Leiser is informed that a quote has been received for removing the trees at the right of the driveway of 4 Little Loop. Potential impact to other trees is questioned; no issue for other trees has been identified. Additional discussion on the sandy soil allowing good drainage so as to minimize the impact on the boundary line trees when the new trench is completed is held.
Treasurer Dinah Reiss discusses the need to obtain legal review of the proposed bond article wording for the bank to review. Mike Smith makes a motion to have Nancy Cole and Treasurer Dinah Reiss work together to obtain the needed reviews of the bond article wording by the Department of Revenue and legal counsel. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ralph Lutjen makes a motion to authorize Treasurer Dinah Reiss to pay off the TAN balance via direct debit to the bank account. Mike Smith seconds the motion and the motion passed 3-0.

11. Other Business

The information from the engineer on the Reinach Pressure Zone and Pressure Reducing pits has been received.

12. Public Comments

At 9:58 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (c) reputation. Ralph Lutjen seconds the motion. Motion called via roll call Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Motions and votes of non-public session:
None made

At 10:45 am Mike Smith makes a motion to exit Non-Public session and resume public meeting. Ron Sandstrom seconds the motion. Motion called via roll call Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

A call is made to Engineer Nick Sceggell.
A call is made to Engineer Paul Fluet.

At 11:15 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator