2018-10-16 Commissioners Meeting

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/CM101618.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/Agenda-10-16-18.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
October 16, 2018

The Board of Commissioners met at 8:00 am on Tuesday, October 16, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), residents Adam Leiser, Kathy Koziell, Gloria Aspinall, Jay Buckley and Paula Doyle. 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 outlines that branches are being checked for this morning with the wind.
Three truck quotes have been received; quotes for outfitting are being obtained. Fairfield and Albany Service will be quoting. A third quote from Viking Cives will also be obtained. Quotes are anticipated for next week. The Dodge 5500 is the leading option for the truck.
Roads are in good shape.
Rafts will be removed from the ponds this week.
Culverts are being cleaned, approximately 20 remain for cleaning this week.
A final grade is needed on a few roads before roads freeze. Kelly Robitaille will do this.
Sand supplies are good. Processing of sand would need a permit from NH DES. If reclaiming sand next summer, the permit requests will be started now.
One load of salt has been approved last week.

3. Water

Ian Hayes will be in next week.
Muddy Beach has been completed, Norm Garside has been notified to work the siding.
Bid documents have been received for the cast in place concrete tank and submitted to Rick Skarinka of NH DES. Bids will go out November 6 with a November 20 due date.
Once documents have been approved by the State, a meeting with the engineers will be scheduled.
Two houses remain for clarification of csv. Mike Smith makes a motion to approve up to $300 for Ian Hayes to work on remaining csv locations. Ralph Lutjen seconds. Motion passed 2-0.
Mapping of isolation valves is being worked on.

4. Administration

The NH Department of Revenue has completed the final review of the MS 535, report of 2017 financials. Report had an error which the auditor has corrected.
The NH Department of Revenue has completed the review of the MS 434, revised revenue report for 2018. The DRA changed the amount of revenue to match the authority for the full $204,930 from the $64,000 actually taken. In 2019, no income will be reported for any additional funds used from this loan.
An initial review of requirements for reestablishing the drain in the garage floor has been completed. NH DES has specific requirements for these drains. A quote will be obtained. Ralph Lutjen makes a motion to determine cost from contractors. Mike Smith seconds. Motion passed 2-0.
Permits from NH Department of Environmental Services will be needed should sand from the back yard be re-claimed for road use. This has been discussed.

5. Accounts Payable
6. Minutes

Mike Smith motion approve the minutes of 10/12. Ralph Lutjen seconds. Motion passed 2-0.

7. Commissioners Reports

Ralph Lutjen has developed a form for use to submit proposals for projects. Form shows scope of work and all cost estimates. Form will be used for preparing the 2019 Warrant.
Ralph Lutjen makes a motion to adopt use of the form. Mike Smith seconds. Motion passed 2-0.
Mike Smith makes a motion to contact Carl Horstman of Mass Tank following this meeting. Ralph Lutjen seconds. Mike Smith outlines previous discussion to replace the tanks that have been in the ground over 40 years with no inspections that was held with Mr. Horstman. Motion passed 2-0.

8. Signature Items

Mike Smith makes a motion to sign the updated MS 535. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

Health Trust has sent the 2019 health insurance rates. Options will be looked into.
Adam Leiser has responded to an email regarding signing of the Little Loop drawings to show agreement with the proposed design stating he will not sign the design unless trees are marked at the property. Commissioners have explained that the contractor will mark the trees once the contractor is engaged for the project. Mike Smith states that the easement will be updated once the drawings are signed.
Jay Buckley has sent information that the volunteers who may work on the mailbox roof do not all have liability insurance that would cover them. Mike Smith makes a motion to cancel this project. Ralph Lutjen seconds. Discussion on notice by Mr. Buckley that the Commissioners have changed regulations, which they have not. Motion passed 2-0.
Mark Graffam sent information regarding a tree down on Appenvel Way. The highway department was informed and removed the tree.
NH Municipal Association has sent the biweekly News Link.

10. Scheduled Appearances

Kathy Koziell has questions on the accounting software that has been purchased by the District. Kathy Koziell outlines remaining with QuickBooks. Mike Smith outlines that primary issue is the inclusion of purchase orders in the software for better year end accounting and control of accounts payable. The new software fully integrates purchase orders and work orders. The new software will also integrate asset management options going forward. Kathy Koziell outlines that QuickBooks should be able to handle the VDOE needs. Ralph Lutjen outlines additional benefits of the system and reporting options available that are better than QuickBooks reports. Kathy Koziell outlines that saving this money would be beneficial. A petition to not move forward with this purchase is presented to the Board.
Kathy Koziell will be sent a form for applying for parking a camper at the Huttwil parking lot.
Adam Leiser states that he would like to see the easement for the Little Loop project. Mike Smith states to sign the drawings since they have been verbally agreed to. Adam requests the easement be released for review as was done in the spring. Ralph Lutjen questions signing the drawing. Adam states does not want to have repercussions should he sign the drawings. Ralph Lutjen states that signing the drawing indicates consensus on the project and is unsure it would have any legal implications. Ralph Lutjen requests an email from Adam that states that he is in agreement with design. Upon receipt, the easement will be released. Contractor RW Nelson may be able to handle this fall, Bob Wirling cannot.
Adam reads an email that will be entered into the public record. Mr. Leiser’s report highlights removal of public comments and 5,000-gallon tank replacement plan. Mr. Leiser requests that the 5,000-gallon tanks be inspected.
Camera is turned off at request of the Commissioners. Camera is turned back on after 3 minutes. Questions are submitted by Mr. Leiser. Mike Smith states that questions will not be answered today. Mike Smith outlines conversation with Carl Horstman earlier in the year to replace the tanks as they have been in the ground over 40 years with no inspections. Adam Leiser reviews lining and inspecting the tanks and his analysis of the costs for completing this project. Adam claims that the analysis the Commissioners put together is understated. Mike Smith reads a letter from Mass Tank stated that a 30,000-gallon tank cost $68,000 where Adam Leiser is claiming that a 5,000-gallon tank will cost $50,000 to $75,000. Discussion continues on the two options. Ralph Lutjen highlights that the Board will discuss with Carl Horstman. Adam Leiser makes a statement about installing a 2-inch water main on Burgdorf stating that this is undersized.

11. Other Business

At 9:33 am Ralph Lutjen makes a motion to enter non-public session pursuant to RSA 91-A:3, II (a) employment matters. Mike Smith seconds. Motion called via roll call vote Mike Smith yea, Ralph Lutjen yea. Motion passed 2-0.

At 10:44 am Ralph Lutjen makes a motion to exit non-public session and adjourn the meeting. Mike Smith seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator