VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
December 11, 2018
The Board of Commissioners met at 8:00 am on Tuesday, December 11, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also present were water operator Ian Hayes, residents Adam Leiser 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. Ron Sandstrom seconds. Motion passed 3-0.
The action list is reviewed and discussed.
2. Highway Department Report
Kelly Robitaille reports that repairs are being completed on equipment. The grader has been outfitted for winter operations. The wing on the Terra Star is being welded and will be picked up later today.
Chain has been replaced on the 550 sander.
Rain is expected this weekend; the crew and equipment are ready.
Kelly Robitaille states that the beach parking lots have been cleared; repairs were handled prior to the beach lots being cleared.
3. Water
Ian Hayes is working on the quotes for the Upper Lakeview/Rigi Pressure Reducing Valve (PRV) pit upgrades. Ian Hayes questions if metering is being added as that was originally intended.
Bleeders were turned on yesterday. Ian reports that the chemical injection pump diaphragm needs to be replaced. This will be one day with two persons. Ian questions if this should be held until January. Pump cycling can be altered to balance pH until January if needed.
Water budget is discussed. Budget is very tight for year end. Ian outlines that repairing one chemical pump without cleaning the pit could be done for approximately $300. Ian will monitor the pH. Ralph Lutjen outlines moving expenses if needed for the water system. This will be done later in the month.
4. Administration
Mike Smith will hold a safety meeting today.
Treasurer’s report, cash flow and water billing are due next week.
Ron Sandstrom discusses the need for Treasurer’s report. Ron Sandstrom makes a motion to request Treasurer Dinah Reiss supply a report of all transactions in and out of funds at least one week prior to the budget hearings. Mike Smith seconds. Current report on the website is an office generated report. Motion passed 3-0.
A follow up will be done on the status of the isolation valve mapping.
Asset Management meeting is scheduled for 1 pm today.
November water usage reports are reviewed and discussed. Reports are within normal ranges.
Liability waiver for volunteers that has been developed is reviewed. Discussion on use of the form for a project being completed by volunteers is held. Ralph Lutjen makes a motion to adopt the waiver form. Ron Sandstrom seconds. Motion passed 2-0-1 with Mike Smith abstaining. Form will be added to the website as a policy document.
5. Accounts Payable
Mike Smith makes a motion to approve the manifest of 11 checks for a total of $18,897.28. Ron Sandstrom seconds. Checks and invoices are reviewed and discussed. Motion passed 3-0.
6. Minutes
Mike Smith motion approve the minutes of 12/04. Ralph Lutjen seconds. Motion passed 2-0-1 with Ron Sandstrom abstaining as he has not reviewed.
7. Commissioners Reports
Ralph Lutjen discusses communication with Paul Fluet following the Reinach tank bid. A meeting was held with Ralph Lutjen, Paul and Tom Mason on Friday of last week. Bid will be produced based on a 2019 project. Mr. Mason did not bid due to the possibility that the project may not have occurred until 2020 and he was unable to secure a concrete bid for that time frame. A number is expected for next week on this project. Ralph recommends that the project sheets for all projects for the 2019 Warrant be reviewed by the Asset Management Committee prior to the Board review. Board will review next week.
Ron Sandstrom questions if formal action is needed on the one bid received prior to entering any negotiation. Ralph Lutjen outlines that G. W. Brooks was contacted first and will not be revising their numbers. Ralph Lutjen makes a motion to send a letter to Brooks rejecting the bid based on budgetary requirements. Mike Smith seconds. Motion passed 3-0.
Ron Sandstrom outlines that the transfer to the Highway CRF last week was targeted work that was planned to be covered under the budget, but the budget will not be able to cover.
Mike Smith reports that the reimbursement check for the deposit on the accounting software will be followed up on after this meeting.
8. Signature Items
Mike Smith makes a motion to sign the updated health insurance renewal paperwork reflecting the plan change. Ralph Lutjen seconds. Motion passed 3-0.
9. Correspondence
Adam Leiser has sent a question regarding work that Ron Sandstrom completed on a volunteer basis for the District. Mr. Leiser was informed Ron has formatted some documents for the office.
Paula Doyle has sent a question on the Thusis project status. Funds will be encumbered
Mark Graffam has sent a comment on the lack of snow removal at the beach parking lots and water system bleeders. Mr. Graffam was informed that these lots are cleaned after the storm and the bleeders will be on this week.
NH Municipal Association has sent the biweekly News Link. Moderator Bob Ingram has been asked if he is interested in the Moderator’s workshop scheduled for February 16.
10. Scheduled Appearances
11. Other Business
Line items for 2019 budget are reviewed.
Ralph Lutjen outlines that the medical insurance renewal would have created a line item of $64,000; the proposed line item is $57,635.
Heating will be increased to $8,500.
Pump house electricity will be increased to $27,000.
Telemetry will be increased to $5,700.
At 8:38 Ralph Lutjen makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II reputation. Mike Smith seconds. Motion via roll call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea.
At 9:30 am Mike Smith makes a motion to exit non-public session and resume the public meeting. Ron Sandstrom seconds. Motion via roll call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea.
Mike Smith asks Ian Hayes when he will have the numbers for the Upper Lakeview/Rigi PRV pit upgrades. Ian Hayes and Mike Smith will meet Friday on the cost estimates to finalize the numbers at 11 am.
Mike Smith discusses Public Hearing on Water Ordinance. Water Ordinance update increases the amount of time during which seasonal turn on/off will be done for free.
Mike Smith makes a motion to reschedule the Public Hearing to 12/28. Ralph Lutjen seconds. Motion passed 3-0.
At 9:59 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds. Motion passed 3-0.
Respectfully submitted,
Nancy E. Cole
Administrator