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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 3, 2018
The Board of Commissioners met at 8:00 am on Tuesday, April 3, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance was Highway Foreman Kelly Robitaille. 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. Mike Smith seconds. Motion passed 2-0.
The action list is reviewed and discussed.
2. Highway Department Report
Kelly Robitaille reports that the roads are holding well. Pot holes are being filled where possible. Some snow and ice is in the forecast, crew is ready.
The sander for the F-550 has been declared a total loss by the insurance company. The truck is repairable and repairs will take approximately one month. The backhoe plow has been getting used and works great for dead ends and cleaning up after pushing back snow banks. The brine delivery system was not damaged and will be functional when the F-550 is back.
Jeff DeMartino is in a culvert class through the UNH Technology Transfer (T2) center.
Highway budgets are reviewed and discussed.
3. Water
The new pump for Muddy Beach will be ordered today.
4. Administration
Water bills are ready and will be brought to the post office today.
The Communications Committee will be preparing a draft for the April monthly communication for Board review and approval. Target date is April 24.
Mapping updates are being worked on.
The budget is reviewed and discussed. NH Retirement System allocations will be checked.
The updated Management Discussion and Analysis report for the 2017 audit as recommended by the auditor is reviewed. Mike Smith makes a motion to approve the updates as recommended. Ralph Lutjen seconds. Motion passed 2-0.
The Communication Committee has submitted a draft for a letter to be sent to residents with the canoe rack registration sticker. Letter will be used as submitted.
5. Accounts Payable
Mike Smith makes a motion to approve 16 checks for a total of $16,500.16. Ralph Lutjen seconds. Checks and invoices reviewed and discussed. Motion passed 2-0.
6. Minutes
Ralph Lutjen makes a motion to approve the minutes of March 26, 2018 as presented. Mike Smith seconds. Motion passed 2-0.
7. Commissioners Reports
Ralph Lutjen is working on the Reinach Pressure Zone bid package with Engineer Paul Fluet. Paul Fluet has recommended allowing Dubois & King to produce a full bid package with all components of all forms and sections; a budget of $2,000 - $3,000 is recommended. Paul Fluet also recommends the bid package be produced for one project. An option of establishing the packet so that a bidder could choose to bid on only one portion of the project is discussed. Ralph Lutjen makes a motion to have Dubois & King produce the bid document up to $3,000. Mike Smith seconds. Mike Smith states that the total cost if produced as one project may be too high; the project may need to be completed in two phases for financing. Ralph Lutjen agrees that two phases may be the best for financing. Ralph Lutjen will discuss further with Paul Fluet. Motion passed 2-0.
Mike Smith makes a motion to send the Thusis amendment passed at the Annual Meeting to Paul Fluet for review and approval. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to reduce the Communication Committee to 3 members with Nancy Cole to become an alternate. Ralph Lutjen seconds. Motion passed 2-0.
8. Signature Items
Mike Smith makes a motion to sign the audit representation letter for completion of the 2017 audit. Ralph Lutjen seconds. Motion passed 2-0.
9. Correspondence
The property owner of 11 Jungfrau has responded to the letter from the Commissioners thanking them for allowing the culvert alteration to facilitate construction material delivery and stating that he will complete the restoration of the driveway to comply with the Driveway Permit for Construction this spring.
Placement of multiple watercrafts within one space at the beach canoe racks has been questioned. Ralph Lutjen makes a motion that multiple watercrafts can be placed in one space provided they do not overhang the space allocated for safety reasons. Mike Smith seconds. Motion passed 2-0. The sticker is to be visible within all spaces at all times.
The third-party electricity supplier has sent the March report; $35 was saved.
Jesse Lyman Oil & Propane has sent notice that a partnership has been reached with Eastern Propane.
NH Department of Environmental Services has sent information regarding the water exposition being held May 17.
NH Retirement System has sent an update on proposed legislation that could impact the system.
NH Municipal Association has sent the bi-weekly News Link and the weekly Legislative Bulletin. A public hearing regarding Moderator’s ability to postpone a Town Meeting or Town election was held and very well attended. It is reported that even the Secretary of State’s representative at the hearing agreed that for a non-state-wide emergency, the Moderator’s are the most informed person to make a determination for postponement.
10. Scheduled Appearances
11. Other Business
The Loon Preservation Society has confirmed the presentation for Saturday, May 26 at 6 pm at the lodge.
Legal counsel has confirmed that no registration fee can be charged for the canoe rack spaces until passed by the legislative body at an annual meeting.
Unscheduled appearances at a Commissioners meeting may have their discussion deferred to a future meeting if the Board has not had a chance to review documents or correspondence prior to the meeting.
12. Public Comments
At 8:40 am Mike Smith makes a motion to enter non-public session pursuant to RSA 91-A:4 II (d) property. Ralph Lutjen seconds. Motion called via roll call vote Mike Smith yea, Ralph Lutjen yea. Motion passed 2-0.
Motions and votes of Non-Public session:
Mike Smith makes a motion to seal the minutes until the matter is finalized. Ralph Lutjen seconds the motion. Motion passed 2-0.
At 9:00 am Mike Smith makes a motion to exit non-public session. Ralph Lutjen seconds. Motion is called by roll call vote Mike Smith yea, Ralph Lutjen yea. Motion passed 2-0.
Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator