[gview file="https://vdoe-nh.org/wp-content/uploads/2018/03/CM020618.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
February 6, 2018
The Board of Commissioners met at 8:00 am on Tuesday, February 6, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy) 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. Ron Sandstrom seconds. Motion passed 3-0.
The action list is reviewed and discussed.
2. Highway Department Report
Kelly Robitaille reports that the motor has failed on the 550 sander. New motor cost is $772. Ralph Lutjen makes a motion to approve purchase of a motor for the F-550 sander not to exceed $800. Ron Sandstrom seconds. Motion passed 3-0.
The Terra Star is in Manchester due to a failure in the rear end of the truck. The work should be covered under warranty.
Ralph Lutjen outlines a discussion held with the engineers and Kelly Robitaille regarding Little Loop. Alternatives are being looked into; reverting to the design with the pipe at the edge of the property line is being considered and priced. Adam Leiser questions the move away from the last plan. Ralph Lutjen outlines that the last design was costly and could fail on the warrant. Adam Leiser outlines prior discussion to not use the boundary line and place the drainage on his property; he has spent money working with the design given previously. The move has been based on cost; the estimate had not been received earlier. Discussion ensues regarding the cost effectiveness of the project, scope of project, reduction of impact to the property at #4 and removal of need to move the existing driveway are discussed. The discussion continues outlining the need to reduce the cost of the project; the receipt of the contractor’s estimate at $16,000 with the previous design will jeopardize approval of the project. All parties want the drainage corrected. Ron Sandstrom outlines that the Board is trying to get the project done at the best cost and protection for VDOE. The reconstruction of the driveway is out of the scope of the VDOE highway crew to complete; potential liability should the District move and rebuild the driveway. Ron emphasizes that everyone wants the project done; the Board is trying to review all options for completing at the best price.
Sand has been delivered.
Salt has been ordered.
Kelly Robitaille will check the area at Muddy Beach at which the propane tank will be set and create the flat area needed.
2018 budget is reviewed and discussed. The highway overtime line is over expended; offset is the part time line item. Ron Sandstrom makes a motion to have all approved purchase orders be deducted from the budget line item. Mike Smith seconds. Discussion on reduction in available funds keeping the Board from over expending a line item as all allocations would be reflected in the expended funds column. Ralph Lutjen outlines the need to correct the budget line items for any purchase order which isn’t fully expended at the end of the year. Ron Sandstrom withdraws the motion. Ralph Lutjen makes a motion to add a committed funds line indicating approved purchase orders to the monthly budget review. Mike Smith seconds. Motion passed 3-0.
Review and discussion of remaining line items continues.
3. Water
Ian Hayes will be in attendance next week.
Ron Sandstrom makes a motion to have Ian Hayes prepare an outline of the chronological time line of the recent water outage. Mike Smith seconds. Motion passed 3-0.
Ron Sandstrom adds that he notified the answering service at 6:30 am of low pressure on Interlaken Circle; the message was delivered to Ian at 9:30.
4. Administration
A safety meeting will be scheduled in February.
Mike Smith makes a motion to approve the VDOE Annual Report as drafted by Ralph Lutjen. Ralph Lutjen seconds the motion. Motion passed 3-0.
5. Accounts Payable
Mike Smith makes a motion to approve 16 checks for a total of $37695.37. Ron Sandstrom seconds. Checks and invoice are reviewed and discussed; $1,200 of the bill from Simply Water will be billed to a property owner. Motion passed 3-0.
6. Minutes
Mike Smith makes a motion to approve the minutes of January 19. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to approve the minutes of the Public Hearing of January 19. Ralph Lutjen seconds. Motion passed 3-0.
7. Commissioners Reports
Ralph Lutjen discusses the options for the water system bond. The information on the bond projects has been broken down to show the impact. Some of the projects are smaller costs and should be considered to be done outside the bond. Ability to get work completed going forward discussed; there is ability to keep water usage rate reasonable and get projects done.
Ralph Lutjen ranks priorities as tanks and electrical needs. Leveling of the water rate with the bond versus the potential fluctuations to the rate if projects are funded separately going forward is discussed. Discussion on water system priorities is held – the bond covers all high priority needs for the system. Projects are ranked with tanks, electrical, Muddy Beach phase 2, Reinach pressure zone, prv pit upgrades, SCADA upgrades.
The availability of the gym for the annual meeting is to be confirmed with the school.
Mike Smith states he is meeting with a painter for a quote for painting of the ceiling at the lodge.
Mike Smith states he has completed the review of the cost analysis for replacing the 5,000 gallon tanks versus inspecting and lining of those tanks. The analysis will be distributed once typed; was given to Nancy late last week.
Ron Sandstrom makes a motion to send an email blast this week reminding of the date of the Annual Meeting and to send again next week. Mike Smith seconds. Motion passed 3-0.
8. Signature Items
Mike Smith makes a motion to sign the warrant. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the MS 636 budget form. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the water system capital reserve fund withdrawal request for $42,000 for the 2017 Muddy Beach project. Ralph Lutjen seconds. Ralph Lutjen summarizes the administrative review from the auditor for the transfer based on appropriation from the fund at the 2017 annual meeting. Motion passed 3-0.
9. Correspondence
NH Department of Environmental Services has sent notice of violation for the repairs done on Grison and Burgdorf which states that no action will be taken against the District as the permits for the proposed culvert replacements have been issued by DES.
Ian Hayes has sent a memo regarding recent events and status of the water system.
Paul Fluet has notified the District that he is working on options for the Grison and Burgdorf road projects that would have more feasible pricing.
The third party electric supplier has sent the monthly review; $108 saved in January.
NH Municipal Association has sent the weekly Legislative Bulletin.
NHMA has sent the bi-weekly News Link.
10. Scheduled Appearances
11. Other Business
12. Public Comments
At 9:15 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters and (e) legal matters. Ralph Lutjen seconds. Motion 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:
Mike Smith makes a motion to seal the minutes of the non-public session. Ralph Lutjen seconds. Motion passed 3-0
At 9:55 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ralph Lutjen seconds. Motion via roll call Mike Smith yea, Ralph Lutjen yea, Ron Sandstrom yea and the motion passed 3-0.
Respectfully submitted,
Nancy E. Cole
Administrator