VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
January 29, 2019
The Board of Commissioners met at 8:00 am on Tuesday, January 29, 2019. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also present were Kelly Robitaille (hwy) and resident 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.
1. Agenda
Ralph Lutjen makes a motion to approve the agenda. Mike Smith seconds. Ralph Lutjen add non-pub for legal matters. Motion passed 2-0.
The action list is reviewed and discussed.
2. Highway Department Report
Kelly Robitaille highlights recent ice storms and need for sand. Mike Smith makes a motion to approve up to $5,000 for sand. Ralph Lutjen seconds. Motion passed 2-0.
Salt supplies are good for now. Placing order is discussed. Mike Smith makes a motion to allow up to $4,000 for salt. Ralph Lutjen seconds. Motion passed 2-0.
The road grader has a steering issue; articulation is not working. Chadwick Ba-Ross has been contacted for diagnosis. Chadwick Ba-Ross representative is expected to be here tomorrow. Grader is still being used, it is just difficult to maneuver.
Snow is being pushed back along all roads.
Plan for tonight’s predicted storm will be to use the 550 and the road grader for plowing. Discussion is being held with Madison to have a sander available for the District to use if needed.
Once storm is over, the F-550 will need to be sent to the shop as the check engine light has come on.
Kelly Robitaille thanks the Board for quick action on the fire and stated concern for employee Jeff DeMartino. The insurance company will be picking up the Terra Star to be brought for salvage. Mike Smith makes a motion to have Nancy Cole obtain an estimate of the truck’s value with the 12,000 miles. Ralph Lutjen seconds. Ralph Lutjen discusses replacement value of the truck being covered under insurance. International no longer produces the Terra Star line. Replacement of the truck is discussed. Motion passed 2-0. Mike Smith makes a motion to obtain a replacement cost from International. Ralph Lutjen seconds. Motion passed 2-0. Kelly Robitaille discusses quotes being obtained for a replacement truck. Ability to support a wing and larger sander were the benefits. Jackson and Bartlett have both moved to the Dodge 5500 line with good results. Kelly Robitaille has received a verbal statement that outfitting can be done in two weeks once all supplies are received. Fire Inspector was here yesterday to view the damage. No determination was made.
Quality Fire will be contacted for replacing the fire extinguishers used.
3. Water
Ian will be in Feb 12th.
Ralph Lutjen discusses conversation with Paul Fluet regarding the engineering estimate for the Reinach Tank replacement. Paul recommended verification of the number by an independent contract estimator. Obtaining this estimate will cost $3,200. Ralph Lutjen makes a motion to approve the hiring of Kevin Hayes for creation of an estimate at $3,200 with funding from Water System CRF. Mike Smith seconds. Mike Smith discusses covering all alternatives and completing due diligence for the best result of the project. Motion passed 2-0. Paul Fluet will be notified.
4. Administration
A safety meeting will be held today after this meeting.
Motion log is reviewed and discussed.
Cash flow report will be done in February as there will be
Mike Smith makes a motion to shut down the non-pay customers for water billing. Ralph Lutjen seconds. Motion passed 2-0.
Ralph Lutjen has completed the monthly communication email blast. He will submit to the office today. Once reviewed, newsletter will be sent.
Mike Smith makes a motion to submit the 2018 Annual report to Madison. Ralph Lutjen seconds Motion passed 2-0.
Project sheets for all proposed warrant articles are reviewed. Ralph Lutjen makes a motion to post the updated sheets. Mike Smith seconds. Motion passed 2-0.
Next Asset Management meeting will be Feb 14.
Mike Smith makes a motion to approve payroll in the amount of $7,673.43. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Motion passed 2-0.
The Warrant is discussed and reviewed. Mike Smith makes a motion that the Board recommends articles 1 – 19. Ralph Lutjen seconds. Discussion on obtaining votes for articles from Ron Sandstrom. Mike Smith withdraws the motion. Ralph Lutjen makes a motion to approve articles 1-19 with a request to Ron Sandstrom on participating in vote. Mike Smith seconds. Motion passed 2-0. Mike Smith makes a motion that the Board does not recommend articles 20- 27. Ralph Lutjen seconds. Motion passed 2-0.
Ralph Lutjen makes a motion to approve the DRA MS 636. Mike Smith seconds. Motion passed 2-0.
Proposal for third party electric are reviewed. Mike Smith makes a motion to approve seven months at a rate of $0.08175. Ralph Lutjen seconds. Motion passed 2-0.
5. Accounts Payable
6. Minutes
7. Commissioners Reports
Ralph Lutjen discusses the water rate projection. The bank rate for the 20-year proposed loan for Reinach tank replacement and creation of pressure zone is a very favorable 3.13%. Projected rate for 2019 is $616.37. Ralph Lutjen makes a motion to post on the website. Mike Smith seconds. Motion passed 2-0.
Mike Smith makes a motion to contact Bob Boyd, Madison Code Enforcement, to have the District copied in on all information from 23 Huttwil DES Administrative order. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith discusses office closing for inclement weather as needed.
8. Signature Items
Mike Smith makes a motion to approve the time off request for Nancy Cole. Ralph Lutjen seconds. Motion passed 2-0.
9. Correspondence
Coleman Tower rent check for November and December 2018 has been received.
Third party electricity supplier report has been received; a loss of $231.
Notice from the owner of the X-finity truck that was in the Huttwil parking lot was received; truck had broken down. Truck has been removed.
NH Municipal Association has sent the weekly Legislative Bulletin.
Habitat for Humanity has sent a request for a $4,000 refund of the water hook up fee for 5 Burgdorf siting additional expenses incurred as a result of down time and installation of the curb stop valve. Mike Smith discusses input from Ian Hayes to determine if any refund is due to the customer. Ralph Lutjen makes a motion to have the office contact Ian Hayes for response. Mike Smith seconds. Motion passed 2-0. Discussion on the size of the water line installed is discussed. Increasing the size of the line would not benefit the property owner.
10. Scheduled Appearances
11. Other Business
At 8:50 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II, (e) legal matters. Ralph Lutjen seconds. Motion via roll call vote Mike Smith yea, Ralph Lutjen yea. Motion passed 2-0.
At 9:40 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