VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
December 18, 2018
The Board of Commissioners met at 8:00 am on Tuesday, December 18, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also present were Kelly Robitaille (hwy) and residents Adam Leiser and Paula Doyle. The meeting was filmed for Madison TV by Tim Hughes.
At 8:00 am the meeting was called to order by Chairman Mike Smith. Happy Holidays to all.
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 roads are being checked for tree branches. Punch outs are being done for drainage.
Road grader was used to push back snowbanks yesterday.
The F-550 sander needs to be worked on. The electric motor is not working correctly. All other equipment is in good shape.
Rain is expected this weekend; sand and salt supplies are good.
Resident Jay Buckley has sent an offer to build a cover over the tax-payer sand pile. Kelly Robitaille would like to see the plan prior to anything being built.
Ron Sandstrom discusses the gravel roads proposed to be updated through a warrant article, questioning doing this work through the budget. Discussion held on the gravel budget line item being used for maintenance, not projects. Discussion held on the crew being able to update three roads outside the budget. Maintaining the gravel line item at a level that allows the roads to be worked on is discussed.
3. Water
Ron Sandstrom discusses the chemical injection system; pH for December is good.
Discussion on request for an updated Engineer’s estimate for the Reinach tank. Ralph Lutjen outlines that the intent is to place the tank on the 2019 Warrant for funding based on the updated estimate. Project will be bid again next spring. Engineer Paul Fluet will send the update this week.
Ron Sandstrom outlines that the strategy for the Reinach tank is to bring the engineers estimate to the voters for funding approval and obtain bids once funding is approved.
4. Administration
Safety meeting will be held after this meeting.
The
Asset Management Committee met yesterday.
Projects were reviewed and prioritized for recommendation to the
Commissioners for placement on the Warrant.
Projects are reviewed and outlined that have been recommended for 2019 and
those set for future years.
Ralph Lutjen makes a motion to review
the project sheets December 28. Ron
Sandstrom seconds. Discussion on the
sheets being substantially complete at this time is held. Motion
passed 3-0.
Next meeting will be held December 28th. The Public Hearing for the proposed updates to the Water Ordinance and Driveway Ordinance will be held at the beginning of the meeting.
Mike Smith makes a motion to approve payroll in the amount of $6,256.78. Ron Sandstrom seconds. Ron Sandstrom outlines he will not accept payment for his role, the $300 stipend allocated to Ron is deducted from approved amount. Motion passed 3-0.
Mike Smith makes a motion to encumber $17,358.55 from Warrant Article 5 for completion of the Little Loop project. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to encumber $2,011.91 from Warrant Article 7 for completion of the Thusis culvert replacement. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to encumber $7,800 from Warrant Article 6 for completion of the storm water drainage study. Ralph Lutjen seconds. Motion passed 3-0
Mike Smith makes a motion to encumber $4,124 from Warrant Article 16 for completion of the siding at Muddy Beach. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to encumber $6,426 from Warrant Article 22 for completion of the installation of pump house security. Ralph Lutjen seconds. Motion passed 3-0.
Budget is reviewed and discussed. Water budget is very tight. Discussion is held on making a transfer. This will be updated for December 28.
The initial draft of the 2019 Warrant is reviewed. Projects on the draft are recommended by the Asset Management Committee. Proposed articles are reviewed and discussed. Priority of proposed articles is outlined and discussed. Three water projects are recommended for funding from the existing loan balance. Upper Lakeview/Rigi Pressure Reducing Valve (PRV) work is recommended for funding through water usage fees. This project will require three PRV pits in total; funding for the first is recommended for 2019. Ron Sandstrom outlines the process being followed for creation of the warrant with project packets being put together for review of scope and pricing.
5. Accounts Payable
Mike Smith makes a motion to approve the manifest of 11 checks for a total of $11,077.44. Ron Sandstrom seconds. Checks and invoices are reviewed and discussed. Motion passed 3-0.
6. Minutes
Mike Smith makes a motion to approve the minutes of December 11. Ralph Lutjen seconds. Motion passed 2-0-1 with Ron Sandstrom abstaining.
7. Commissioners Reports
Ron Sandstrom discusses sending a letter to Madison TV thanking them for their recent correspondence clarifying the role of Madison TV. Mike Smith makes a motion to sign the letter. Ralph Lutjen seconds. Motion passed 3-0.
Ron Sandstrom outlines the interpretation that a 9% increase for the Administrator is planned based on the 2019 proposed budget. Having these line items explained for the budget hearing by the Commissioners will be done.
Mike Smith outlines next meeting will be December 28, the Public Hearing on the proposed update to the Water Ordinance and Driveway Ordinance will be held December 28.
8. Signature Items
Mike Smith makes a motion to approve the Driveway Permit for Operation for 5 Burgdorf Drive. Ralph Lutjen seconds. Motion passed 3-0.
9. Correspondence
Granite State Analytical has sent the monthly water system test results; clean.
Granite State Analytical has sent the monthly pH results; good.
Jay Buckley has sent an offer to build a structure to protect the tax-payer sand pile. Ron Sandstrom discusses accepting the offer. Ron Sandstrom makes a motion to request a design for the structure. Mike Smith seconds. Ralph Lutjen outlines having Kelly Robitaille complete the design. Ron Sandstrom motion send Jay Buckley info that Kelly Robitaille will create a design, which will be sent to Mr. Buckley for review. Mike Smith seconds. Motion passed 3-0.
Jay Buckley has sent an email regarding the answering service. Residents should call the office for road issues and give the information to the answering service.
Adam Leiser has sent a request for discussion on the water main extension on Burgdorf Drive.
Adam Leiser has sent a request for the resignations of the Board.
Mark Graffam has sent a request for drawings from 2012 that have not been located. Mr. Graffam resubmitted the request with a comment regarding timing of receipt of the information. Mr. Graffam’s email was responded to in compliance with the time allowed under RSA 91-A.
Madison TV has sent a notice that videographers should be asked to wait if a Board anticipates a return to Public Session after a Non-Public Session. Letter also outlines that the funding for Madison TV was approved at the 2006 Town Meeting.
Ron Sandstrom discusses placing of correspondence on the agenda. Ron Sandstrom outlines that there is no requirement for discussion of correspondence in the RSA’s. Madison and Conway do not place correspondence onto their agendas; Albany does.
10. Scheduled Appearances
11. Other Business
At 9:10 Ralph Lutjen makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters. Mike Smith seconds. Motion via roll call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea. Motion passed 3-0.
At 9:24 am Mike Smith makes a motion to exit non-public session and adjourn the meeting. Ron Sandstrom seconds. Motion via roll call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea. Motion passed 3-0.
Respectfully submitted,
Nancy E. Cole
Administrator 000000