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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 29, 2018
The Board of Commissioners met at 8:00 am on Tuesday, May 29, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille and property owner Bonnie Miller. 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 outlines that the roads are in good shape. Rafts were put in the ponds. One of the rafts is leaning; will be hauled in to be checked. Ralph Lutjen outlines statement that the raft at Boulder Beach is in a slightly different location than normal. Kelly Robitaille states water level is lower than last year, chains are in same location. Raft is in 10 feet of water. Beaches are being raked. The highway crew handled the beaches over the weekend. Gloria Aspinall has been cleaning the restrooms. Ron Sandstrom discusses culvert cleaning; Kelly Robitaille is using the list to keep track of the work completed. Placing culverts on Eidelweiss Drive and Jungfrau is discussed. Kelly Robitaille outlines that a replacement may be needed at Salins and Bristenstock intersection. Part time employee will begin regular hours August 1.
A puddle that gets watched on Interlaken has not appeared this spring. Planning and scheduling discussed. Some tree limbs need to be removed. A chipper will be rented to facilitate this work. Will be posted prior to beginning this work. Cost will be checked into.
Gravel supplies are good.
Liquid Calcium Chloride was applied to roads last week.
Resident Bonnie Miller discusses Klausen Road. Photos of area are delivered to the Board. Portion of wash out area caused by water flowing during water system flushing. This area will be worked on tomorrow. Kelly Robitaille will discuss possible solution to reduce damage while flushing the system.
The Class VI sign has been removed from Grandval Way.
Boards in dam are discussed. All boards are removed down to the permanent dam. Water level is being maintained to the loons’ nest.
3. Water
Price has been received for lining of the Summit tank. Status of report discussed; will be requested from Mass Tank. Mike Smith makes a motion to scheduled inspecting second tank at Reinach and then lining both later this year. Ralph Lutjen seconds. Motion passed 3-0.
Pump repair cost has been received from Grundfos for failed pump at Muddy Beach. Mike Smith questions the pump repair and how the pump was working when installed. Ralph Lutjen outlines delay in shipping return as an issue in the delay for the pump repair. Discussion on future pump purchases is held; possible different vendor or manufacturer for future purchases. Should such an issue occur again, a different process should be used.
Mike Smith makes a motion to sign the repair order. Ralph Lutjen seconds. Motion passed 3-0.
4. Administration
Monthly Communication email was sent last week.
Mike Smith will schedule remaining CSV locating with Ian Hayes.
Mass Tank will be sent an email to schedule the inspection of the second Reinach tank.
5. Accounts Payable
Mike Smith makes a motion to approve the manifest of 9 checks for a total of $1,477.42. Checks and invoices are reviewed and discussed. Motion passed 3-0.
6. Minutes
Ralph Lutjen makes a motion to approve the minutes of 5-22 as revised. Ron Sandstrom seconds. Motion passed 3-0.
7. Commissioners Reports
Ralph Lutjen outlines work on gardens completed this weekend. Flag pole garden had 12 plants added; 3 were removed.
Water operator Ian Hayes has not yet submitted the detail for the billing of $1,200 to the property owner of 18 Diessbach. Ralph Lutjen makes a motion to reduce the bill by $600 by reduction of Simply Water bill next month. Ron Sandstrom seconds. Discussion on warning Ian Hayes. Ralph Lutjen withdraws the motion. Ron Sandstrom makes a motion to notify Ian Hayes that VDOE will reduce his bill by $600 if no response by June 5th. Mike Smith seconds. Motion passed 3-0.
Ron Sandstrom has created a budget discussion document for review and discussion. Discussion on budgets, audit, accrual vs cash reports is held. Maintaining control of accrued expenses is needed; updating the accounting software could reduce issues in future years. Certain circumstances, like snow and ice on December 31 will always create challenges.
The document will be reviewed and discussed again. Bills and dollars expended in December and not received until January are discussed as additional challenge. Outline of accounting system error of the $20,000 health insurance CRF allocation is discussed; overtime incurred by highway in December is discussed.
Ron Sandstrom discusses increasing the Board of Commissioners from 3 to 5. Benefit to the District of having a lager Board is discussed.
Ralph Lutjen leaves meeting at 9 am.
Mike Smith discusses Saturday night presentation by Loon Preservation Committee. Went well and was enjoyed. Mike Smith highlights holding a presentation annually regarding local wildlife. Option for this will be pursued going forward. Mike Smith makes a motion to have the VDOE make a donation to the Loon Preservation Committee. No second, hold for next week. $100 - $250 as a guide is stated.
Analysis of costs for installation of house meters is being worked on.
Discussion on engineering costs that are being incurred that are for the 2019 Warrant. Costs and allocations are being put together for Board review.
8. Signature Items
Mike Smith makes a motion to sign PO 255 in the amount of $1,750 for a pallet of crack sealing tar. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to request the property owner of 1324 Conway Road mark the trees to be removed. Ralph Lutjen seconds. Discussion continues on obtaining name of tree company that property owner will be using. Motion passed 3-0.
Mike Smith makes a motion to sign the driveway permit for construction for 53 Bern. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the fill request for 14 Blinden. Ralph Lutjen seconds. Motion passed 3-0.
Letter to property owner of 43 Oak Ridge Road regarding high water pressure reviewed. Mike Smith makes a motion to sign the letter. Ralph Lutjen seconds. Motion passed 3-0.
9. Correspondence
Monthly bacteria testing has been received from Granite State Analytical. System is clean.
Upper Lakeview Drive lot question from a property owner has been received. Information from last fall from this property owner will be pulled and sent to the Board for review.
Jay Buckley has sent a request for removal of the Class VI road sign on Grandval Way. Sign has been removed.
Stiles Company has sent the meter pricing for house meters. Mike Smith is working on the report of cost to install house meters.
Bergeron Engineering has stated they will be sending the price sheets for review by the Board.
NH Municipal Association has sent the weekly Legislative Bulletin and the be-weekly News Link.
10. Scheduled Appearances
11. Other Business
12. Public Comments
At 9:15 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds. Motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator