[gview file="https://vdoe-nh.org/wp-content/uploads/2018/11/Agenda-10-30-18.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/11/CM103018v2.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
October 30, 2018
The Board of Commissioners met at 8:00 am on Tuesday, October 30, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), residents Adam Leiser, Carol Rosenblith and Gloria Aspinall. The meeting was filmed 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
G.W. Brooks has sent an estimate to create an estimate for updating Grandval and Burgdorf. Kelly Robitaille reports that the highway department would be out of scope to attempt to bring these newly adopted Class V roads up to standards. The cost to create the estimate is up to $1,530. Mike Smith makes a motion to ask Dubois & King to give a cost to create the estimate. Ralph Lutjen seconds. Discussion is held on the passage of the petitioned article at the 2018 Annual Meeting. Kelly Robitaille outlines that the highway budget cannot support this work. Motion passed 2-0.
Kelly Robitaille has reviewed the design for placing the new culvert under Eidelweiss Drive at Thusis. The highway department can handle this work. A cost estimate sheet will be created for review. Funds will be encumbered from the 2018 article.
Kelly Robitaille reports that Viking Cives is preparing a cost estimate for outfitting the proposed truck to be purchased in 2019. Ralph Lutjen discusses offsets; a trade value for the F-550 will be requested. Sander for the F-550 which was damaged last year has not been repaired but is operational. The proposed Dodge truck will take a larger sander. Estimates are expected for next week.
Tire chains were purchased last week in the amount of $250.00.
All equipment is in good shape. The blower for the backhoe heater will need to be checked.
The Terra Star was used Saturday for the plowing that was needed.
Kelly Robitaille reports that winter prep is being completed. A blower will be rented when leaves dry from the current rain.
The load of salt has been delivered and should be good for the remaining of the year; weather depending, of course.
The proposed update to the Driveway Ordinance is discussed – update increases the fine for working without obtaining a permit to $500.
Saturday’s plowing is discussed. On Call has worked well. One call was not forwarded from the answering service this past Saturday. Roads were handled appropriately and timely.
Ralph Lutjen recommends reviewing road projects with Kelly Robitaille for the 2019 Warrant. This will be done at 9 am Thursday.
3. Water
The bid has been released for the Reinach tank project. The pre-bid meeting is scheduled for next week; November 6.
Ian Hayes will be looking into additional leak detection to be completed this fall.
4. Administration
The motion log is reviewed and discussed.
Open invoices remaining on the water system are reviewed. All property owners have received certified notice for shut off in November if bill remains unpaid.
Proposed update to the Water Ordinance is reviewed and discussed. Update alters the dates during which a seasonal shut off will be performed at no charge to April 15 and November 15.
Proposed update to the Driveway Ordinance is reviewed and discussed. Update increases the daily fine for violation of the Ordinance to $500.
The bid package for the Reinach tank has been released. A pre-bid meeting is scheduled for November 6. The application for the State Revolving Loan Fund will not be available until April of 2019.
Ralph Lutjen makes a motion to have AmeriGas bring a propane tank to Jungfrau and coordinate placement with Federal Piping. Mike Smith seconds. Motion passed 2-0.
The newsletter for October has been completed. The date for the Annual Meeting and budget hearings will be added. Ralph Lutjen recommends sending the document if no other changes are received once Mike Smith has a chance to review.
Water Ordinance proposed update and Driveway Ordinance proposed update are discussed. Mike Smith makes a motion to schedule the public hearing for December 11. Ralph Lutjen seconds. Motion passed 2-0.
Ralph Lutjen reviews the difference calculated between the State loan and a bank loan. The total difference is $95,982, annually this is $6,273.43 or $13.21 per user. Using State loan funds may also delay the project until 2020 as funds would not be available until later in the year. Using a 3% inflation for the State loan with a 2020 start for the project results in a $16,350 added cost for the State loan making the difference $79,632 or $8.38 per user.
5. Accounts Payable
Mike Smith makes a motion to approve the manifest of 12 checks in the amount of $12,435.44. Ralph Lutjen seconds. Checks and invoices are reviewed and discussed. Motion passed 2-0.
6. Minutes
Mike Smith motion approve the minutes of 10/23. Ralph Lutjen seconds. Motion passed 2-0.
7. Commissioners Reports
Mike Smith reviews the project sheets completed yesterday for water system projects. Lee Carroll’s report on the water system electrical needs will be added to the cost sheets completed for the projects to be proposed.
Mike Smith makes a motion to send the dialogue between Mass Tank and the District regarding the 5,000-gallon tanks to Rick Skarinka for review. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to post the dialogue on the website. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith discusses creating a time & material number with a not to exceed for excavation costs. This would limit the exposure of the District should problems with the excavation, such as ledge, arise during construction of any proposed cost.
8. Signature Items
Mike Smith makes a motion to sign the CRF withdrawal in the amount of $2,900 from the Land Acquisition fund. Ralph Lutjen seconds. Motion passed 2-0.
PO 270 is corrected to $200.00. Mike Smith makes a motion to sign PO 270 as updated for additional curb stop valve locating. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign PO 271 in the amount of $250 for tire chains. Ralph Lutjen seconds. Motion passed 2-0.
9. Correspondence
Granite State Analytical has sent the monthly pH readings; readings are good.
Madison Code Enforcement has forwarded an email from NH DES regarding the failed septic at 23 Huttwil. NH DES is looking to place an administrative order which would be attached to the deed to the property should the property owners not correct the issue.
Jay Buckley has sent information regarding a call he placed to the answering service Saturday. The call was not noted as an emergency and the need to plow Oak Ridge was not delivered to the highway foreman.
The third-party electric provider has sent the monthly electric cost report; $102 was saved in October.
Adam Leiser has sent an email stating his attorney has reviewed the easement and his intent is to sign the document.
The auditor will be in the District to begin the field work for the 2018 audit on December 12.
NH Municipal Association has sent the biweekly News Link.
10. Scheduled Appearances
11. Other Business
The ad for part time plow operators has been placed.
Discussion is held on input requested from the engineers for the updates to the Upper Lakeview PRV pit.
The 2019 proposed budget will be worked on November 13. A workshop will be scheduled.
At 8:52 am Mike Smith makes a motion adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator