[gview file="https://vdoe-nh.org/wp-content/uploads/2018/08/CM071718.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/08/Agenda-07-17-18.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/08/Action-Plan-updated-07-17-2018.xlsx"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
July 17, 2018

The Board of Commissioners met at 8:00 am on Tuesday, July 17, 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. Add Non-Public. Motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille discusses the backhoe. Part was shipped to wrong address. Backhoe will be completed upon receipt of the part.
Diesel Works has offered to purchase the Volvo software for the District equipment. Hourly rate will be obtained. This proposal will be looked into going forward. Kelly Robitaille will pursue additional information.
A run-in with a resident was reported to Madison Police recently. Mike Smith makes a motion to go into non-public session. Ron Sandstrom seconds. Roll-call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea. Motion passed 3-0.
Mike Smith seal minutes. Ron Sandstrom seconds. Motion passed 3-0.
Scheduling is good. Grading has been worked on due to lack of backhoe to clean culverts.
Gravel is good. Sand PO exists for stock-piling.
Information on piling brush will be posted prior to cutting limbs.
A real estate sign on Middle Shore will be removed and stored.

3. Water

The leak on Lugano is being repaired today.
Mike Smith will schedule the curb stop locating with Ian Hayes.
Meeting with Rick Skarinka of NH DES is being scheduled.

4. Administration

A safety meeting will be scheduled for August.
The cash flow report is reviewed and discussed. Updates are being done to the report to obtain the most accurate information for the Board to review. The averages will be updated to remove the loan payments and recalculated to improve accuracy.
Asset management team is working on a cost and benefit analysis for tanks.
Mike Smith makes a motion to approve payroll in the amount of $7,756.68. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Running total on any comp time will be kept. Discussion on possible development of comp time policy for the VDOE is held. Motion passed 3-0.
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5. Accounts Payable
6. Minutes

Mike Smith makes a motion to approve the minutes of 7-10. Ralph Lutjen seconds. Motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen outlines completion of 5-year average analysis for expenditures. Accounts which show the highest increases show readily; salaries and employee benefits highlighted.
Update will be done to purchase order log; amount expended and remaining will be shown. Review can be done in fall to update/close any remaining purchase orders. Updates to the monthly reviews by the Board will continue. Discussion on removal of full amount of purchase orders is held. This will not be done going forward so Board sees actuals. Review of purchase order log will be added to monthly reviews.
Thursday morning meeting with North Conway Water Precinct is set for 9 am. Meeting has been posted.
Ron Sandstrom discusses report on CRF withdrawals. Ralph Lutjen outlines plan to include these transactions in the monthly reports.
Ron Sandstrom discusses posting on info-board regarding comp time policy; posting states it was passed and it is only being looked into.
Ron Sandstrom discusses moving meetings back to Monday morning. Agenda can be completed Friday and posted. Ralph Lutjen discusses not being available on Monday mornings regularly. Publishing agenda is goal for Ron.
Mike Smith outlines completion of water meter cost analysis. First year costs would double the water rate; ongoing costs would be $489 per year. Does not include costs that the homeowners would incur for installation of the meter. Mike Smith motion send to asset management team. Ron Sandstrom seconds. Motion passed 3-0.
Ralph Lutjen motion post to website. Ron Sandstrom seconds. Motion passed 3-0.

8. Signature Items

Mike Smith makes a motion to sign PO 258 in the amount of $250 for purchase of the culvert for the driveway at 16 Little Shore. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign PO 259 in the amount of $1,600 for purchase of ledge pack. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign PO 260 in the amount of $275 for purchase of a limb attachment for the chainsaw. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign PO 261 in the amount of $3,000 for purchase of sand. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign PO 262 in the amount of $3,000 for purchase of Sodium Hydroxide for the water system. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to Larry Leonard regarding the recent visit from DES. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to Ted Foley regarding the recent visit from DES. Ralph Lutjen seconds. Motion passed 3-0.
Ralph Lutjen makes a motion to sign the letter to Mark Graffam responding to a recent email. Mike Smith seconds. Discussion on the overage classification as immaterial in audit standards is held. Statement responds to issue raised in the email. Motion passed 3-0.
Mike Smith makes a motion reconsider the parking request from Larry Leonard. Ralph Lutjen seconds. Discussion on re-submission of trailer/boat parking request following denial. Parking lot is for temporary parking; seasonal is not the intent for use. Motion failed 0-3.
Mike Smith makes a motion to approve Jeff DeMartino’s time off. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion approve Kelly Robitaille’s time off. Ron Sandstrom seconds. Motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the weekly beach water test results. The beaches are clean.
The EPOA would like an opportunity to look at the merry-go-round and advise if it needs to be removed or if it can be repaired.
91-A requests for draft minutes have been received and responded to.
David Maudsley has submitted a water usage survey report.

10. Scheduled Appearances
11. Other Business

Meeting has been requested for scheduling Rick Skarinka of DES and engineer Paul Fluet regarding water system status.
Awaiting status update from Paul Fluet on Little Loop projects. A follow up call will be made to Paul Fluet following meeting.

12. Public Comments

Adam Leiser discusses the Treasurer report that was listed as due today. Communication will be done with Dinah Reiss by the Board to discuss status of report.
Discussion on request by Larry Leonard to park his boat/trailer is questioned by Adam Leiser.
Denial reason is long-term, not temporary parking.
Discussion on line items and over-expending of overtime line is held. Adam Leiser questions the line items and how they are set. A clarification of the overtime line and part time line item within the highway budget is given.
Draft minutes discussed. Adam Leiser states that no correction was made by Board. Request for draft minutes is made. Adam Leiser outlines release of draft minutes showed that comp time was not approved; beneficial to District. Ron Sandstrom outlines the occasional typographical error that is updated on the drafts. Adam Leiser states intent to continue to request draft minutes.
The water bill is discussed. Adam Leiser outlines the division that the water rate can create as persons take issue with the flat rate. Information on meter analysis will be distributed.
Report by David Maudsley on water usage is discussed. Adam questions validity. Adam questions if Commissioners view the report as valid. Ron Sandstrom highlights not VDOE report; report by individuals. Discussion on assumptions used for report. Ralph Lutjen outlines Board has no position on report. Adam highlights percentages that remain the same and can show variations within usage.
Adam Leiser highlights working together, responding to report is recommended. Mike Smith highlights number of persons using water is what drives the usage; making an assumption based on cars is not accurate.
Discussion on comp time and tracking hours until a policy is developed is outlined. If no policy is approved; employee would be paid out the two hours in question on this payroll.
Action by two Commissioners is discussed. Outline of a quorum is made. Research should be done and not held for a full Board.

At 9:57 am Mike Smith non-public. Ron Sandstrom seconds. Motion by roll call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea. Motion passed 3-0.

No motions were voted during the non-public session.

At 10:38 am Mike Smith makes a motion to exit non-public session. Ralph Lutjen seconds. Motion passed 3-0.

Public Session resumed:
The Commissioners have a discussion on the Communications Committee and support rotating the Chair position.

At 10:40 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds. Motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator