[gview file="https://vdoe-nh.org/wp-content/uploads/2017/06/CM042517.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 25, 2017

The Board of Commissioners met at 8:00 am on Tuesday, April 25, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy) and Treasurer Dinah Reiss. 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 the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that Madison has removed the road ban. The roads are drying out and are safe to remove the ban. Mike Smith makes a motion to have Kelly Robitaille remove the posted weight restriction ban. Ron Sandstrom seconds the motion and the motion passed 3-0.
Kelly Robitaille states that shallow grading is being done to smooth the roads and fill the potholes until the roads are ready for full grading. Raking of roads is also being done.
The Terra Star was towed to Liberty International with an issue in the rear end of the truck. Additional information is expected later today.
The crew attended a pavement preservation class last week. Asphalt roads within the District are in need of attention. The estimated cost for complete reclaiming of an asphalt road can reach a cost of up to $273,152 per mile. Discussion ensues on the intent to preserve the asphalt on Oak Ridge Road. Establishing a strategy for all asphalt roads is discussed. Kelly Robitaille will complete an evaluation of all roads. Ralph Lutjen outlines determining of priorities for the needed work. Kelly Robitaille states that shimming will be done this summer on Eidelweiss Drive.
The road condition report will be updated for review. Mike Smith makes a motion to have Ron Sandstrom work with Kelly Robitaille on updating the road condition report. Ralph Lutjen seconds the motion and the motion passed 3-0.
General known condition of Middle Shore at Geneva, Chocorua View, and other asphalt roads that are in poor condition is discussed.
Purchase of crack sealing equipment is discussed. Kelly Robitaille has received a quote for a 30 gallon and 50 gallon machine with accessories needed for use. A second quote is expected but has not yet been received. The ability to use this equipment on the hills as the melting pot is in the truck is outlined. The benefits of the District owning the proper crack sealing equipment are outlined and discussed; the ability to use many times throughout the season in different areas as work is completed is outlined.
The stop sign at the intersection of Appenvel and Eidelweiss Drive has been hit and knocked down for a second time. Discussion on protecting the sign post with rocks or placing the post into concrete is held.
Sweeping of roads is discussed. The broom will be used today. Mike Smith makes a motion to obtain an estimate for rental of a sweeper unit. Ron Sandstrom seconds the motion and the motion passed 3-0.
A request for renewal of a driveway permit has been received from the property owner of 11 Jungfrau. Kelly Robitaille has inspected the driveway and recommends creation of a negative grade where the driveway intersects the road. The driveway slope is to shed water into the existing drainage; currently the water is entering the road not the drainage system. Mike Smith makes a motion to approve the renewal of the Driveway Permit for Construction for 11 Jungfrau Road. Ralph Lutjen seconds the motion and the motion passed 3-0.
Kelly Robitaille reports that sand has been picked up at High Street Sand & Gravel. Gravel is being picked up and stockpiled for use as needed.
Kelly Robitaille reports that the target area for ditching this summer will be Aspen, Jungfrau, Grison and Burgdorf.
Two boards will be placed in the dam. Mike Smith will continue to watch the water level.

3. Water

Mike Smith makes a motion to request a design and budget number from Lee Carroll for Muddy Beach lightening protection. Ron Sandstrom seconds the motion and the motion passed 3-0. The work will be done after Memorial Day.
The lock at Oak station has broken. The locksmith has replaced the interior of the lock. Mike Smith makes a motion to have Norm Garside repair the door and jamb at Oak station not to exceed $400. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ralph Lutjen questions if something occurred within the water system that has created the need for the Reinach pressure zone. The water usage numbers for March were again over 3 million gallons. The placement of the meter at Reinach and the leak detection effort to follow the meter installation are discussed.
Mike Smith makes a motion to turn off all water system bleeders by May 1. Ron Sandstrom seconds the motion and the motion passed 3-0.
Locating of leaks as a priority for the water system is discussed.
Mike Smith outlines that the need for the Reinach Pressure Zone creation is highlighted in the Water System Master Plan of 2005. This need did not just occur.

4. Administration

A safety meeting will be held today.
The Motion list is reviewed and discussed.
The meeting with the engineers occurred last week; this will be removed from the action list.
The job descriptions for the highway department have been updated for review by Ralph Lutjen. These will be discussed next week.
Ron Sandstrom makes a motion to send a letter from the Board regarding status of the audit to Tamar Roberts. Ralph Lutjen seconds the motion and the motion passed 3-0.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,197.60. Ralph Lutjen seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
The water system daily usage report for March has been distributed and discussed.

5. Accounts Payable

6. Minutes

The minutes of April 11 are reviewed. Mike Smith makes a motion to approve the minutes of April 11 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.
The minutes of April 18 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen discusses the strategic plan development. The financial forecast extends to 2022 and includes a summary of needs and the backup details to the financials. The project planning spreadsheet with all Capital Reserve Funds and Warrant Articles listed by category will be the tool used to develop the numbers for the financial forecast. Any project in the upcoming years will impact taxes or the water bill; this spreadsheet will show that impact. Planning for the District’s future needs and pro-actively establishing a savings regiment to meet those needs is beneficial to the taxpayers. Though current debt may not allow saving at full needed levels, not incurring additional debt should be the strategy. Maintaining one master of these documents by Ralph Lutjen is discussed; Ralph will make the changes recommended for creation of future versions of these spreadsheets.
The historical Volunteer Lake Assessment Program testing results and reports has been scanned by a resident and shared with the office. Nancy Cole recommends placement of these documents on the website. Ron Sandstrom makes a motion to place the VLAP testing results and reports on the VDOE website. Ralph Lutjen seconds the motion and the motion passed 3-0. A thank you to resident Andrew Harteveldt for scanning these documents will be sent.

Ron Sandstrom outlines that he is continuing to work on the Asset Management database.

8. Signature Items

A letter to Jay Buckley is presented. Mike Smith makes a motion to sign the letter requesting Jay Buckley to not send email correspondence directly to the Commissioners home email addresses. Ralph Lutjen seconds the motion and the motion passed 3-0.
Purchase order 184 is presented. Mike Smith makes a motion to approve Purchase Order 184 for gravel in the amount of $5,000. Ron Sandstrom seconds the motion and the motion passed 3-0.
Work order 1135 is presented. Mike Smith makes a motion to approve Work Order 1135 to authorize Brandon Drew to haul fill when delivering sand. Ron Sandstrom seconds the motion and the motion passed 3-0.
Work order 1136 is presented. Mike Smith makes a motion to approve Work Order 1136 for purchase, installation and programming of the meter at Reinach station. Ralph Lutjen seconds the motion and the motion passed 3-0.
Work order 1137 is presented. Mike Smith makes a motion to approve Work Order 1137 for the highway department and water operator to work to extend isolation valves to the proper depth on Eidelweiss Drive. Ralph Lutjen seconds the motion and the motion passed 3-0.

9. Correspondence

The monthly Coleman Tower rental check has been received.
Jay Buckley has sent information on Valley Pride Day. Nancy Cole outlines that the flyer is placed in the bulletin boards every year. Jay Buckley has requested placement of the information on the VDOE website. Ron Sandstrom makes a motion to place the information for Valley Pride Clean-Up Day on the website. Ralph Lutjen seconds the motion and the motion passed 3-0.
The electricity usage summary report from the third party provider has been received.
NH Municipal Association has sent the weekly Legislative Bulletin.

10. Scheduled Appearances
11. Other Business

A legal consultation has been set with Attorney Chris Boldt for Thursday at 1 pm.

12. Public Comments

At 9:45 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A: 3, II (a) employment matters. Ron Sandstrom seconds the motion. Motion is called via roll call Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Motions and votes of Non-Public session:
Mike Smith makes a motion to approve Jeff DeMartino’s time off request. Ron Sandstrom seconds the motion and the motion passed 3-0.

Ron Sandstrom makes a motion to firm up the driveway area of DPW II. Mike Smith seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to update the personnel contact list and distribute. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 10:45 am Ron Sandstrom makes a motion to exit Non-Public session and adjourn the meeting. Mike Smith seconds the motion. Motion is called via roll call Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator