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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
February 27, 2018

The Board of Commissioners met at 8:00 am on Tuesday, February 27, 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.

Ron Sandstrom was re-elected as Commissioner at the VDOE Annual Meeting Saturday night and takes the Oath of Office.

Chair of the Board for 2018 is discussed. Ron Sandstrom makes a motion to have Mike Smith be Chairman of the Board for 2018. Ralph Lutjen seconds. Motion passed 3-0.

1. Agenda

Ron Sandstrom makes a motion to approve the agenda. Ralph Lutjen seconds. Motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille states that he has ordered the last load of salt available under the purchase order. Budget line item is reviewed; increase of line allocated at the annual meeting is not on this report allowing additional funds to be available.
Ron Sandstrom discusses seeing a truck with a plow backed into the salt shed. When Ron turned around, the truck exited the property; license plate was covered with snow. Intent for tax payer sand pile is homeowner use, not commercial use. Kelly Robitaille states that the front sand pile does freeze and can be difficult to use. A sign would assist persons in knowing where they should take the sand from. Crew watches for tire marks and shovel marks on both the sand and salt in the tent; problem is not rampant.
Mike Smith makes a motion to approve a purchase order of $5,000 for salt. Ralph Lutjen seconds. Motion passed 3-0.
The use of brine is discussed. Kelly Robitaille reports that the brine is being applied by wetting the salt as it is dispersed. The salt remains where it is placed without bouncing and is effective at lower temperatures than untreated salt. Reduction in the amount of salt applications needed is occurring.
Kelly Robitaille reports that he talked to Liberty International yesterday. The service manager informed him that the parts took 1 ½ weeks to arrive. The truck should be ready mid-week.
Mike Smith makes a motion to post the roads for the reduced weight limit. Ron Sandstrom seconds. Motion passed 3-0.
Discussion on posting beaches with thin ice signs is held. Five signs will be priced out.
Discussion on the passage of the petitioned warrant article to change the classification of Class VI Grandval from Grison to Burgdorf and Class VI Burgdorf to Class V is held. Discussion on the condition of these roads is held.
Resident Adam Leiser would like a review of the planned work now that the Little Loop project has been approved for funding at the Annual Meeting. Mike Smith requests a week for the Board to discuss the project and determine the actions to be taken; use of a contractor is an option the Board may consider.
Mike Smith discusses sending letters to the abutting property owners regarding the project. Use of a contractor for parts or all of the project is discussed.
Kelly Robitaille will meet with Adam Leiser at the property at 9:30 this morning.
Adam Leiser requests to see the easement wording and a cost breakdown for the project. Ron Sandstrom states the information will be sent; it is not yet known how long the easement drafting will take.

3. Water

Ron Sandstrom makes a motion to order the pump house intrusion security system. Mike Smith seconds. Motion passed 3-0.
Mike Smith makes a motion to have Mike Smith hold a kick-off meeting for phase 2 of Muddy Beach next week. Ron Sandstrom seconds. Motion passed 3-0.

4. Administration

Mike Smith will schedule a safety meeting.
The cash flow report is reviewed and discussed. A Tax Anticipation Note (TAN) application in the amount of $220,000 has been completed and sent to the bank by Treasurer Dinah Reiss. The paperwork for the bank will be a signature item next week. The impact of the increase of the monthly expected spend to $65,000 on this year’s report is discussed. The calculation sheet showing actual monthly average spends for 2017, which is greater than $65,000, is reviewed.
Establishing the 2018 water rate is discussed. The sheet of approved expenditures raised by water usage fees will be completed and sent to the Board.
Mike Smith makes a motion to have Ron Sandstrom champion monthly communication from the Board. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to approve payroll in the amount of $6,163.62. Ron Sandstrom seconds. Report and time cards are reviewed and discussed. An error on the worksheet is noted and will be corrected prior to final action on this motion. Error is corrected prior to the conclusion of the meeting. Motion passed 3-0.

5. Accounts Payable
6. Minutes

Mike Smith makes a motion to approve the minutes of February 13 as presented. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to approve the minutes of February 20 as presented. Ralph Lutjen seconds. Motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen discusses that the Board should focus on a few warrant articles during 2018 for better preparation for the 2019 Annual Meeting. Start earlier to prepare more completely. The passage of the bond article to fund the tank inspection and lining is discussed. Creation of a bid package for the Reinach Pressure Zone project, both phases, for next year’s meeting should start now and Ralph volunteers to begin working on it. The electrical upgrades can be funded over the next couple of years. Having the complete plans ready in advance of the budget hearings should be the target. Ron Sandstrom adds that obtaining bids and having full clarity of the intent of the project is needed. Mike Smith makes a motion to have Ralph Lutjen champion the creation of a bid package for the Reinach Pressure Zone project. Ron Sandstrom seconds. Motion passed 3-0.
Ron Sandstrom discusses increasing communication on projects and reaching out to residents to inform them of the status of work. Inviting residents to talk to the Board and work with them to find solutions is needed.
Mike Smith makes a motion to send a letter to the property owner of 3 Little Loop regarding drainage. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to send a letter to the property owner of 6 Little Loop regarding the intent to request a drainage easement. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to allow Gloria Aspinall to work with Nancy Cole on the canoe rack registration at $13/hr. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to request a meeting with the EPOA regarding use of their email list for political purposes. Ralph Lutjen seconds. Ralph Lutjen states that he has resigned from the EPOA Board over the use of the EPOA email list for the political purposes of one person. Mike Smith amends the motion to add request for the meeting to be in April. Ron Sandstrom seconds. Amendment passed 3-0. Additional discussion is held on the benefit of the intended meeting. Sending of a letter stating Commissioners not pleased the EPOA email list was used; the EPOA has taken that political position by default. Board is in favor of and supports many things EPOA does; the group should not be used for political gain. Mike Smith makes a motion to amend the motion to sending of a letter only to the EPOA. Ralph Lutjen seconds. Amendment passed 3-0. Motion passed 3-0.

8. Signature Items

Mike Smith makes a motion to adopt and sign the updated Beach Ordinance. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign purchase order 242 for repair to the F-550 in the amount of $750. Ralph Lutjen seconds. Motion passed 3-0. Repair has been completed; actual cost is $613.44.

9. Correspondence

Sherriff Domenic Richardi has sent an email stating his office has received the grant requested for upgrading of the tower at the cabana site. Sheriff Richardi questions if the Board would like to meet with him regarding intent for plans or once the design is completed. Board states that once design is completed. Sherriff Richardi will be notified.

10. Scheduled Appearances
11. Other Business

The results of voting at the Annual Meeting are reviewed.
The amendment to the bond for article 2 is discussed. If project is completed this year, the entire approved amount would be used and therefore the first year payment, reduced to $7,000 may not be adequate.
The specific amendment wording for the replacement of the culvert under Eidelweiss Drive at Thusis Beach will be reviewed.
Discussion is held on taking action provided it is in the best interest of the VDOE.
All articles and the vote tallies for each are reviewed.
Discussion ensues on the work completed by the Board to create the warrant is held.

12. Public Comments

At 9:17 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (e) legal matters. Ron Sandstrom 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:
None

At 10:15 am Mike Smith makes a motion to exit Non-Public session. Ron Sandstrom seconds. Motion via roll call Mike Smith yea, Ralph Lutjen yea, Ron Sandstrom yea and the motion passed 3-0.

A consultation with Attorney Chris Boldt followed the Non-Public session.

At 11:04 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom 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