[gview file="https://vdoe-nh.org/wp-content/uploads/2017/08/CM071817.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
July 18, 2017

The Board of Commissioners met at 8:00 am on Tuesday, July 18, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Jeff DeMartino (hwy) and Treasurer Dinah Reiss. The meeting was taped 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 reviews options for replacement of the speed bumps. A new version, which attaches to the pavement in a more effective manner, has been priced at $293 for each 10-foot span. Four sections would be needed. Mike Smith makes a motion to approve up to $1,200 for speed bumps. Ron Sandstrom seconds the motion. Discussion ensues on holding purchase for next year. Jeff DeMartino adds that each time the current speed bumps have a bolt come loose; the entire strip has to be re-installed. Motion is called to a vote and the motion passed 3-0.
Kelly Robitaille reports that work on Grachen continues. A belt has broken on the backhoe; repair is being done.
The F-550 is at Macdonald Motors for a recall correction.
Grison and Burgdorf are holding at this time with the recent rains.
Jungfrau is discussed. The proposed culvert outlet onto the vacant lot at #10 has been discussed with the property owner of #8 and #12. Kelly Robitaille has taken a picture of the proposed outlet location that will be sent in correspondence to the abutting property owners.
The meeting with Dan Harris of RealGreen Services held last week is discussed. Kelly Robitaille outlines that the visit with Dan Harris was not as productive as it could have been due to a prior visit to the District by Mr Harris for a road review that was completed with Mark Graffam. Dan Harris was prepared to demonstrate the spraying equipment for treating salt prior to storing in the salt tent. Lack of an area where salt could be spread to be sprayed was outlined to Dan Harris. Mr. Harris was not prepared with information on the option of the saddle bag delivery system for brine as that was not within the discussion with Mark Graffam. Discussion is held on the Eidelweiss Property Owner’s Association (EPOA) looking into options that could reduce total salt usage on VDOE roads for protection of the ponds. Any resident would have the right to contact any company for information that could be beneficial. Overall, the meeting was productive. Dan Harris will send the cost for 2-ton of pre-treated salt that the VDOE could use to test effectiveness. Ralph Lutjen adds that the EPOA is interested in protecting the ponds; they are not a decision-making body for District business. Mike Smith states that Ralph Lutjen should have disclosed the meeting between Dan Harris and Mr. Graffam prior to the meeting with Mr. Harris by the Board. Mike Smith makes a motion to have two (2) Commissioners be in attendance at any meeting with a VDOE vendor. Ron Sandstrom seconds the motion. Discussion ensues on the ability of one Commissioner to meet with a vendor while initialing reviewing a project. Mike Smith withdraws the motion. Ralph Lutjen discusses giving the treated salt a try; if effective a Warrant Article could be proposed to purchase the appropriate delivery system for the brine. Cost estimates for all options will be pursued.
Kelly Robitaille adds that Tony Eldridge will be in tomorrow night to grade Grachen. The culverts have been installed.
Ron Sandstrom makes a motion to add a Non-Public Session to the agenda pursuant to RSA 91A for reputation and property to the agenda. Ralph Lutjen seconds the motion and the motion passed 3-0.

3. Water

The information received from Mass Tank is discussed. Ian Hayes is questioning ability to use a 5,000-gallon temporary tank at Chocorua – there is not enough level ground available. Verifying the DPW pump will be able to supply the temporary tank at the higher elevation of the driveway to the station has also been recommended. Ian Hayes also questioned if the engineers would recommend a 5,000-gallon tank for the replacement at Muddy Beach or if a larger tank would be recommended to increase total storage capacity. Additional input from both Ian Hayes and the engineers is needed prior to ordering the new tank. Ralph Lutjen outlines that a full proposal for inspection of the remaining tanks and lining, if recommended, of all tanks for the 2018 Warrant is also needed. Mike Smith makes a motion to have Nancy Cole follow up with Mass Tank regarding engineering review of proposal and tank design. Ralph Lutjen seconds the motion and the motion passed 3-0.
Water Interruptions have been posted for placing of the new meters at Reinach this week and leak detection for the next two weeks. The notices were emailed through the website. Dinah Reiss states she did not receive an email. This will be checked on.

4. Administration

The motion log has been distributed and is reviewed.
Review of the updated highway department job descriptions has been completed by the Attorney. Mike Smith makes a motion to adopt the updated Highway Foreman job description. Ralph Lutjen seconds the motion and the motion passed 3-0. Mike Smith makes a motion to adopt the updated Highway Laborer job description. Ralph Lutjen seconds the motion and the motion passed 3-0.
Treasurer Dinah Reiss discusses the monthly cash flow report. Dinah Reiss states she has moved $42,000 from the water usage account to the operating account for the Muddy Beach Warrant Article. $55,000 remains available on the TAN loan. $352 has been accrued in interest. An increase in the TAN interest budget line for 2018 may be needed. Increasing the retained amount of unassigned fund balance is recommended for consideration. Updating the Unassigned Fund Balance Policy to $200,000 is suggested. Not using unassigned funds to offset the tax rate or on warrant articles until the $200,000 level is reached is also recommended.
The proposal for the Reinach Pressure Zone has been received from the engineers. The survey cost is $2,000. The engineering and design will be $16,500 as approved. Ralph Lutjen makes a motion to accept the engineering proposal for the survey for the Reinach Pressure Zone. Mike Smith seconds the motion. Ralph Lutjen moves to add funding to come from the Water Extension fund to the motion. Mike Smith seconds the amendment and the amendment passed 3-0. Motion, as amended, is called to a vote and the motion passed 3-0.
Water billing status is reviewed. Total outstanding is $11,648.00. The 90-day overdue late fee of $100 will be charged August 1. Total collected through July 14 is $215,619.
Jay Buckley has located three curb stop valves from the remaining no find list; now at 11.
The Asset Management Committee will meet this afternoon.
Dinah Reiss requests information on new valves installed for entry into the asset management database and for addresses of any curb stop valves that have been repaired. Mike Smith makes a motion to notify Ian Hayes to submit paperwork on the valves with his next invoice or payment may be withheld. 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 $6,524.78. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

5. Accounts Payable
6. Minutes
7. Commissioners Reports

Ralph Lutjen discusses the Lodge stairwell. Ron Sandstrom makes a motion to get a quote from Norm Garside for placement of a railing on the interior of the stairs. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith discusses completing the paneling around the main room if funds are available within the Lodge Warrant Article.
The septic at the lodge is discussed. Location, last pumped date and other information regarding the septic is unknown. Mike Smith makes a motion to approve up to $1,000 to locate and inspect the septic tank at the lodge. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith requests follow up on removal of the old phone lines from the pole at Oak station and have the lines removed from Muddy Beach also.
Mike Smith makes a motion to send a letter to the property owner of 26 Diessbach to either apply for a driveway permit for construction or close the second driveway as was stated as the intent when questioned last year. Ralph Lutjen seconds the motion and the motion passed 3-0.

8. Signature Items

Driveway permit for construction for 1Lucerne is presented. Mike Smith makes a motion to approve the Driveway Permit for Construction for 1 Lucerne Drive. Ralph Lutjen seconds the motion and the motion passed 3-0.
Driveway permit for construction for 15 Lucerne is presented. Mike Smith makes a motion to approve the Driveway Permit for Construction for 15 Lucerne Drive. Ralph Lutjen seconds the motion and the motion passed 3-0.
Work order 1140 is presented. Mike Smith makes a motion to approve work order 1140 for placement of culverts on Jungfrau Road. Ralph Lutjen seconds the motion and the motion passed 3-0.
Purchase order 198 is presented. Mike Smith makes a motion to approve purchase order 198 in the amount of $1,500 for purchase of culverts for Jungfrau Road. Ron Sandstrom seconds the motion and the motion passed 3-0.
The job descriptions previously approved are signed.
Draft letter to Madison Fire is presented. Mike Smith makes a motion to sign the letter to the Fire Department regarding access to VDOE buildings in case of emergency. Ralph Lutjen seconds the motion and the motion passed 3-0.
Draft letter to Electrical Installation is presented. Mike Smith makes a motion to sign the letter to the EII office regarding the overdue status of the chemical injection room drawing. Ron Sandstrom seconds the motion and the motion passed 3-0.
Draft letter to Mark Graffam is presented. Mike Smith makes a motion to sign the letter to resident Mark Graffam responding to his email regarding drainage. Ron Sandstrom seconds the motion and the motion passed 3-0.
Draft letter regarding Amden Place is presented. Mike Smith makes a motion to sign the letter regarding the undeveloped status of Amden Place as an existing road. Ron Sandstrom seconds the motion and the motion passed 3-0.
Draft letter to the property owner of 14 Blinden is presented. Mike Smith makes a motion to sign the letter to the property owner of 14 Blinden regarding need for filed easement documentation regarding discharge of the owner installed culvert towards neighboring property. Ralph Lutjen seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the pH and bacteria test results for July; clean and in compliance.
Granite State Analytical has sent the beach testing results; all below limits.
Electrical Installation Inc has sent the service technician hours to date under the existing contract. 32 hours of service are included in the contract; 33 hours to date have been accrued.
NH Department of Environmental Services (DES) has sent information regarding beach testing, advisory postings and closing of beaches based on bacteria test results.

10. Scheduled Appearances

Dinah Reiss requests follow up with the Attorney regarding the ability to take a general obligation loan for a water system project.

11. Other Business

An email to the Madison Police is reviewed. Mike Smith makes a motion to approve sending of the email regarding the removal of the POW flag to the Madison Police. Ralph Lutjen seconds the motion and the motion passed 3-0

12. Public Comments

At 9:31 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91 A-3, II (d) property and (c) reputation. 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:

Ron Sandstrom makes a motion to send a letter to Mark Graffam stating that due to budget reasons, the District will not pursue purchase of the lot this year. If lot is put on market and does not sell, District will consider purchase next year. Mike Smith seconds the motion and the motion passed 3-0.

At 9:58 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. 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.

Respectfully submitted,

Nancy E. Cole
Administrator