VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
February 12, 2019
The Board of Commissioners met at 8:00 am on Tuesday, February 12, 2019. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also present were Kelly Robitaille (hwy) and water operator Ian Hayes. 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
Kelly Robitaille reports that a truck at Conway was looked at; this truck has a flatbed instead of a dump body. This may be an option to reduce the cost of a new truck. Conway has also outfitted one truck without any additional body, further reducing costs and increasing ability to carry a larger sander. Kelly Robitaille adds that he is looking to make sure the crew has the equipment needed to properly handle snow fighting.
A leak was noted under the F-550 this morning. Kelly Robitaille will look at this prior to the storm.
The road grader and the F-550 are the intended equipment for tonight’s storm. Discussion on the road grader and miles per gallon while in operation.
Tony Eldridge is on call if needed for tonight.
Additional sand is expected today. Salt has been received.
The tax-payer sandpile is discussed. Kelly Robitaille outlines that the crew turns the pile as often as they can; but the pile does freeze overnight. Building a cover for the sand pile can be done this summer.
Placing a fence from the front of the garage across to the birch tree will be looked into to protect the VDOE sand and salt supplies.
3. Water
Discussion with Ian Hayes on the status of the water system. Leaks in homes were detected on Upper Lakeview and Lakeview. This building also froze. Ian Hayes discusses properly burying the water line to this building to keep the building from freezing. Ian Hayes estimates this would cost in the vicinity of $1,000. This could be coordinated with the proposed electrical upgrades to this building. Discussion with a resident on Jungfrau has occurred regarding pH levels. The pH level at the Jungfrau tank has been around 7. The residents were informed that the recommendation is to bring a sample to the lab for more accurate testing. Discussion ensues regarding having a lab test the pH at the house. The residents will send any results they receive prior to making any adjustment to the chemical injection system.
Question is raised on replacing the spare pump for the DPW well as the spare is now in service. Ian Hayes recommends having a spare on hand to reduce any possible down time for this well. Having the spare on hand reduced the outage to a few hours when it could have been a few days.
4. Administration
A safety meeting was held last week.
Discussion is held on the option of sending an additional communication prior to the Annual Meeting. This is an option.
An Asset Management meeting is scheduled today at 1 pm.
The presentation for the Annual Meeting is reviewed. Moderator Bob Ingram will be asked to supply the rules for the meeting; these will be added to slide 2.
Mike Smith makes a motion to approve payroll for $7,707.61. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Motion passed 2-0.
5. Accounts Payable
6. Minutes
Mike Smith makes a motion to approve the minutes of February 5. Ralph Lutjen seconds. Motion passed 2-0.
7. Commissioners Reports
Ralph Lutjen discusses a conversation with estimator Kevin Hayes and Engineer Paul Fluet. Mr. Hayes will have a dialogue with Paul Fluet prior to finalizing the requested quote for the Reinach cast in place tank. Estimate is expected next week.
Mike Smith outlines that the Madison Police have responded to the signage that was illegally placed on District policy by persons running for Commissioner.
8. Signature Items
Mike Smith makes a motion to sign PO 278 in the amount of $5,000 for sand. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign PO 279 in the amount of $4,000 for salt. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign PO 280 in the amount of $1,100 for grader repairs. Ralph Lutjen seconds. Motion passed 2-0
Mike Smith makes a motion to sign the updated Driveway Ordinance. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the updated Water System Ordinance. Ralph Lutjen seconds. Motion passed 2-0.
9. Correspondence
Mark Graffam has sent information on RSA 91-A response dates.
Paychex has sent a bulletin highlighting benefits as a major tool for today’s employment market.
Jay Buckley has sent a request to turn the frozen taxpayer sandpile.
NH Municipal Association has sent the weekly Legislative Bulletin.
10. Scheduled Appearances
11. Other Business
At 8:25 am Mike Smith makes a motion to take a break for arrival of Ian Hayes. Ralph Lutjen seconds. Motion passed 2-0.
At 8:30 am Mike Smith makes a motion reconvene the meeting. Ralph Lutjen seconds. Motion passed 2-0.
At 8:44 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A: 3, II (a) employment matters. Ralph Lutjen seconds. Motion via roll call vote Mike Smith yea, Ralph Lutjen yea. Motion passed 2-0.
At 9:41 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