[gview file="https://vdoe-nh.org/wp-content/uploads/2018/08/Agenda-07-24-18.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/08/CM072418.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/08/Action-Plan-updated-07-24-2018.xlsx"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
July 24, 2018

The Board of Commissioners met at 8:00 am on Tuesday, July 24, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance was Kelly Robitaille (hwy), Dinah Reiss Treasurer and residents Bill Moser, Marya Doery, Dorothy Wondolowski, Jay Buckley and 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. Mike Smith seconds. Motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports work on Porridge Shore will be done today.
Backhoe repairs have been completed and it is back in service.
Kelly Robitaille will be reviewing trucks at Jackson and Bartlett for development of specifications.
Tony Eldridge is in today, Jeff DeMartino is on vacation.
A replacement for the rake will be quoted for the warrant, using as is for now.
Gravel purchase order has been depleted to less than $100 remaining.

3. Water

Muddy Beach Phase II work is being completed.

4. Administration

Safety meeting will be scheduled for August.
Motion log is reviewed and discussed.
Treasurer Dinah Reiss outlines the financial reports. Cash flow report is reviewed. Final $50,000 transfer from water usage will be done this month. Tank loan is reviewed and discussed; $21,602.86 will be requested to cover expenses.
Dinah outlines adding CRF withdrawals and balances to the cash flow report.
A transaction list has been sent for the extension fund and water usage accounts, the emails will be forwarded to the Board. A monthly summary of all transactions will be completed for all three accounts for the Board to review.
Current balance in the water usage account is $76,000 with $50,000 to be transferred to the operating account.
Ralph Lutjen discusses Paul Fluet proposal for tank replacement designs, could be funded through Water System CRF.
The tax check from Madison is anticipated to be received in two weeks. Dinah will check with Madison on the date for the check.
Dinah Reiss discusses naming Nancy Cole as deputy Treasurer. Will be looked into if a conflict exists as Nancy is the elected Clerk.
Ralph Lutjen outlines visit to North Conway Water Precinct to review their accounting software. Visit went very well, system is substantial improvement over current QuickBooks. A demonstration will be set up to occur in the office with the software company. Purchasing the software now would allow the new system to run in parallel through the fourth quarter. Ralph Lutjen motion schedule demonstration with software company. Mike Smith seconds. Motion passed 2-0.

5. Accounts Payable

Mike Smith motion approve manifest of 9 checks in amount of $30,898.18. Ralph Lutjen seconds. Checks and invoices are reviewed and discussed. Motion passed 2-0.

6. Minutes

Mike Smith states not ready to approve minutes of 7/17. Hold for next week.

7. Commissioners Reports

Mike Smith states that Ron Sandstrom resigned yesterday due to personal reasons. Board will remain as two persons for now.

8. Signature Items

Mike Smith motion sign Dubois & King proposal. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the letter to the Madison Selectmen for the Jungfrau re-numbering project. Ralph Lutjen seconds. Motion passed 2-0.
Letter to Paul Fluet regarding adding a sign off box for the Little Loop project design. Ralph Lutjen seconds. Resident Adam Leiser states his engineer did not receive a call from Paul Fluet and has not finalized the approval. Adam Leiser recommends not signing the document. Mike Smith responds information not correct. Motion passed 2-0. Mr. Leiser loudly proclaims that his engineer will not sign the drawings and that the Board should not be requesting the signature box be placed on the drawings.

9. Correspondence

Granite State Analytical has sent the water system testing results; clean and pH is good.
Granite State Analytical has sent the weekly beach testing results; all clean.
Ralph Lutjen outlines testing for VLAP was done yesterday. Discussion on Banfield Brook having high conductivity.
EPOA will be fixing the merry-go-round. A bearing will be replaced in the base.
Mike Smith motion approve two additional ENWP signs as offered by the EPOA for placement at DPW II and Muddy Beach. Ralph Lutjen seconds. Motion passed 2-0.
Discussion on review of proposed locations for the placement of exercise equipment along the walking routes in the District; one at Eidelweiss Beach and one at Geneva Beach. The proposed locations have been marked and the Board will review for discussion next week.
The Loon Preservation Committee has sent notice that the Lakes Region had the highest nesting success rate in NH. Three pair of Loons are still on nests; 6 more chicks are possible this season.
DES has sent notice of drought watch for NH. Water restrictions are recommended for any system experiencing shortages.
Larry Leonard has sent an additional request to allow parking of his boat/trailer at Huttwil. Mr. Leonard will be notified that seasonal is not temporary parking.
NH Municipal Association has sent the bi-weekly News Link.
Bill Moser has sent recommendations for consideration which will be discussed in public comments.

10. Scheduled Appearances
11. Other Business

Discussion on Communication Committee continuing without Commissioners Representation. Neither Mike Smith nor Ralph Lutjen can take the position at this time. Mike Smith motion dissolve the Communications Committee. Ralph Lutjen seconds. Motion passed 2-0.

12. Public Comments

Adam Leiser questions entering into non-public session and return to public sessions. States gives impression of impropriety. Review that non-public was added with agenda approval.
Adam discusses the signature box addition to the Little Loop plans; his engineer will not sign as is. Ralph Lutjen outlines that a signature box is being added and that Paul Fluet will be contacted today. Adam states that the Little Loop project is overbudget and that additional costs are being incurred by taxpayers. Review shows that $2,030 has been expended on this project. Ralph Lutjen reiterates that the Board has stated they will discuss with VDOE engineer Paul Fluet and closes the discussion on this topic at this time.
Jay Buckley discusses leak detection equipment that could be purchased by the District. Information has been sent for review.
Jay Buckley questions the tank proposal signed; review of proposal is done. Total cost for all lines included in plan is up $17,000. This will include design, specifications and bid process.
Jay Buckley adds that he thought the Communication Committee was doing good work; questions if a policy for a Commissioner rep exists. Mike Smith outlines Commissioners on every committee as liaison. Recommends allowing Committee to report directly with an assigned representative.
Bill Moser discusses willingness to be involved; important factors include roads, water system and his wallet. Requests release of draft minutes. Mike Smith states not in favor of release of draft minutes. Ralph Lutjen outlines that most information is not in need of instantaneous response; normal business flow. Does not believe release of draft minutes is beneficial. Marya Doery recommends using YouTube for videos. Questions why use Madison TV. Tim Hughes responds that Madison TV could look into this for future improvements.
Dorothy Wondolowski questions if the videos would still be available as current; yes; YouTube would be an add on. Recommendation to be sent to Madison TV.
Adding agenda and action list to the website minutes is requested by Marya Doery. Mike Smith motion attach action list and agenda with minutes. Ralph Lutjen seconds. Motion passed 2-0.
Bill Moser discusses adding a monthly review of warrant articles be produced and distributed. Discussion on increasing information on status of warrant article projects; financials are followed in the purchase log. Mike Smith makes a motion to release a quarterly report on warrant article status. Ralph Lutjen seconds. Motion passed 2-0.
Bill Moser discusses mechanism of resident participation. Ralph Lutjen outlines Board is open for participation and input by residents. Bill requests a list of items that assistance could be used on.
Jay Buckley questions the tank inspection project. Questions why smaller tank at Summit was not inspected; large tank was not in service until lining was completed. Mike Smith outlines focus change to Reinach tanks.
Dorothy Wondolowski questions why Board of Commissioners did not give report at EPOA Annual meeting. Ralph Lutjen outlines that Commissioners were informed no time on agenda for Commissioner presentation. States that EPOA strayed from the bi-laws by not having a Commissioner presentation; Ralph Lutjen adds that he found the email from the EPOA offensive.

At 9:25 am Mike Smith motion non-pub 91-A:3, II (C). Ralph Lutjen seconds. Motion by roll call vote Mike Smith yea, Ralph Lutjen yea 2-0. Motion passed 2-0.

Short discussion on options for Commissioner appointment.

At 9:40 am Mike Smith makes a motion to exit non-public session and return to Public Session. Motion by roll call vote Mike Smith yea, Ralph Lutjen yea 2-0. Motion passed 2-0.

Paul Fluet is contacted by phone. A voicemail message is left.

At 9:45 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator