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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
December 12, 2017

The Board of Commissioners met at 8:00 am on Tuesday, December 12, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Sherriff Domenic Richardi and water operator Ian Hayes. 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 as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

The Highway department is plowing the ongoing snowstorm.
The salt shed door appears to need attention.
The updated 2017 road work completed list is being finalized

3. Water

Ian Hayes states that the replacement pump for Muddy Beach has been installed and is producing 55 gallons per minute.
Tank inspections are discussed. Ian Hayes outlines risk to the system by taking the Jungfrau tank off-line without two operational pumps at Muddy Beach. Inspection timing and lining of tanks funding outlined on the Asset Management Capital Improvement Plan is reviewed. Ralph Lutjen makes a motion to schedule inspection of one tank at Reinach the second week of January. Mike Smith seconds the motion. Discussion ensues on other tanks that could be inspected now. Ralph Lutjen moves to amend the motion to one tank at Reinach and one tank at the Summit. Mike Smith seconds the motion to amend. Amendment passed 2-1 with Ron Sandstrom against due to possible risk of taking a Summit tank off-line. Motion, as amended, passed 2-1 with Ron Sandstrom against. Ian Hayes will advise of any problem taking the large Summit tank off-line.
Mike Smith makes a motion to shut the water off at the Lodge. Ralph Lutjen seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have the plumber drain and winterize the Lodge. Ralph Lutjen seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve installation of the heater at the Lodge. RL seconds the motion and the motion passed 3-0.
Ian Hayes discusses a high pressure claim from 3 Porridge View Drive. A data logger will be placed to record the pressure over a 24 hour period. The Upper Lakeview PRV may be failing; Ian Hayes will advise if replacement is needed.
Ron Sandstrom requests Ian Hayes send pictures one old cabinet and of the upgraded SCADA cabinets to show the improvements that have been made to the panels.

4. Administration

Water billing status is reviewed: three (3) houses are being shut off for non-pay.
Security of District buildings is discussed; an unauthorized entry into the lodge has been reported. The padlock that was on the lodge door will be put back up.
The Asset Management meeting scheduled for 1 pm today is being cancelled due to the storm and will be re-scheduled for Tuesday, December 19 at 1 pm.
91-A proposed policy update is reviewed; a log of all requests will be kept, no form required, documents over 20 pages via flash-drive. Mike Smith makes a motion to send the update to legal counsel for review. Ron Sandstrom seconds the motion and the motion passed 3-0.
Budget status is reviewed and discussed.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 30 checks in the amount of $38,640.10. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion passed 3-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of December 5 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen makes a motion to send a letter to Bill Ingram regarding parking of the box trailer at the Huttwil parking lot the last two weekends. Ron Sandstrom seconds the motion. Mike Smith states that Bill Ingram has informed him that he has obtained parking for the trailer and it will not be put back into the Huttwil lot. Ralph Lutjen withdraws the motion.
Ralph Lutjen makes a motion to place the Town of Madison Transfer Station regulations on the Huttwil bulletin board and the website. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ralph Lutjen will send information received from Dr. Houle of UNH T2 Storm water management center for review and discussion next week. Estimated cost is $5,000 and pursuing this work would put the District in a good position for storm water management going forward.
Mike Smith makes a motion to follow up with Chad Roberge on the isolation valve maps. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Mike Smith makes a motion to approve PO 227 in the amount of $1,387.25 for brakes and service on the Terra Star. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to approve PO 228 in the amount of $2,600 for Sodium Hydroxide for the water system. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to approve PO 229 in the amount of $300 for gravel for DPW II. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to approve PO 230 in the amount of $500 for grit for roads. Ralph Lutjen seconds the motion and the motion passed 3-0
Mike Smith makes a motion to sign the Thank you letter to Jerry Mosher of 11 Klausen. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign the letter to the property owner of 16 Little Shore regarding need for a driveway culvert. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign the letter to the property owner of 14 Little Shore regarding the intent to place a culvert at 16 and watch should this property also need a culvert. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to send the draft letter to the property owner of 3 Little Loop Road to Engineer Nick Sceggell for review. Ralph Lutjen seconds the motion and the motion passed 3-0.
MS makes a motion to sign the letter to the property owner of 6 Little Loop regarding use of the sideline for drainage. Ralph Lutjen seconds. Discussion ensues; use of sideline easement; detrimental effect to area if trees are removed; need for additional legal guidance to act upon a sideline easement. Keeping the drainage on the property of 4 Little Loop with no impact to 6 Little Loop is discussed. Ralph Lutjen makes a motion to send a letter to the property owner of 4 Little Loop requesting establishment of a drainage easement. Mike Smith seconds the motion. Additional discussion on enacting project in two phases is held; 2018 – elevate road, grade towards corner of existing driveway upon removal of existing tree, work with 3 Little Loop on driveway drainage entering road and 2019 – open drainage ditch on property of 4 Little Loop. Motion for easement letter passes 3-0. Motion for letter to 6 Little Loop fails 1-2 with Ron Sandstrom and Ralph Lutjen against using the sideline for this drainage project.
The Electrical Installation service contract renewal will be redistributed.
Mike Smith makes a motion to approve withdrawal from and sign the capital reserve fund withdrawal request from the Road Construction CRF for engineering for Thusis Beach area drainage. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign the Auditor’s agreement for years ending 2017, 2018 and 2019. Ron Sandstrom seconds the motion and the motion passed 3-0. A change of auditor will be pursued for calendar year 2020 audit.
Mike Smith makes a motion to approve Nancy Cole’s time off request. Ralph Lutjen seconds the motion and the motion passed 3-0.

9. Correspondence

Photos of a recently paved driveway at 86 Oak Ridge have been received. The Driveway Permit for Construction will be pulled for review.
Madison Postmaster has sent the requested information on placement of additional mailboxes at the Huttwil lot. Ron Sandstrom makes a motion to create a warrant article. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to obtain the budget number from Norm Garside for this article. Ron Sandstrom seconds the motion and the motion passed 3-0. Budget number will include the new concrete slab that will be needed, the mailboxes, a roof for over the new boxes, replacement of shingles over existing roof and rebuilding of the bulletin board.
The NH Municipal Association has sent the bi-weekly News Link.
10. Scheduled Appearances

Sherriff Richardi informs the Board that the Sherriff’s office has received a grant which will allow placement of two microwave dishes onto the Oak tower at the cabana. There is also a proposal being reviewed to move a portion of the Thompson Hill tower to the Oak tower site; should this occur the footprint of the tower at the cabana would be enlarged and a new bridge would be installed to the building. The Sherriff will send pictures of the proposed updates. Sherriff Richardi adds that construction would begin spring 2018 with a completion date of August 2020.

11. Other Business

G. W. Brooks has contacted Nick Sceggell with questions regarding the Grison and Burgdorf culvert projects. Estimates are expected this week.
Ralph Lutjen discusses the need for numbers for creation of the Reinach Pressure Zone for the Annual Meeting.
Mike Smith makes a motion to follow up with Thorne Surveyors requesting the information for the Thusis Beach area drainage survey by mid-January. Ralph Lutjen seconds the motion and the motion passed 3-0.

12. Public Comments

At 9:55 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator