2017-11-21 Commissioners Meeting

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/12/CM112117.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
November 21, 2017

The Board of Commissioners met at 8:00 am on Tuesday, November 21, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy) and resident Adam Leiser. 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

Mike Smith makes a motion to approve the agenda with signature items as priority. Ralph Lutjen seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that leaf blowing is being worked on. A rental blower has been obtained from Russ Lanoie; the same machine used last year. Cost is $200 per day and it will be needed all day. Ralph Lutjen makes a motion to approve $400 for two days rental of the leaf blower. Mike Smith seconds the motion and the motion passed 3-0.
The brine application system has been purchased at Maclean’s for a total of $1,500. Some connection hoses will be needed; system is being set up on the F-550.
Parts needed for the International 7400 are discussed; total cost $900. Mike Smith makes a motion to approve up to $900 for parts for the 7400. Ron Sandstrom seconds the motion and the motion passed 3-0.
16 Little Shore is discussed. Kelly Robitaille outlines that this is not a road drainage issue; a driveway culvert is needed. Mike Smith outlines that 14 and 12 Little Shore have the same issue; driveway culverts are needed at all 3 locations. Mike Smith makes a motion to send letters to the property owners of 12, 14 and 16 Little Shore for placement of driveway culverts. Ralph Lutjen seconds the motion. Discussion ensues; work to be done in the spring, the homeowner will purchase the culvert, VDOE will install. Additional ditch work will also be done in the area as the culverts are placed. Kelly Robitaille will smooth area for now. Estimate per property owner up to $300. Motion is called to a vote and the motion passed 3-0.
2 loads of salt have been received; sand may be needed in December.
The header on the Adelboden culvert is reviewed. Gravel is covering stones, making it difficult to identify in the photo.
Neighborhood watch signs provided by the Eidelweiss Property Owner’s Association will be put up by the DPW; 10 signs now with 4 more to be installed when received. Mike Smith makes a motion to approve the locations for the Eidelweiss Neighborhood Watch signs as recommended by Madison Police Chief Colby. Ralph Lutjen seconds the motion and the motion passed 3-0.

3. Water

4. Administration

The motion log is reviewed and discussed.
2018 proposed budget is reviewed and discussed. Actuals have been used for fixed costs.
Numbers will be reviewed going forward.
Mike Smith makes a motion to approve payroll in the amount of $6,418.92. Ron Sandstrom seconds the motion. Report and time cards are reviewed. Motion is called to a vote and the motion passed 3-0.

5. Accounts Payable
6. Minutes

Mike Smith makes a motion to approve the minutes of November 7 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to approve the minutes of November 14 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ron Sandstrom makes a motion to have Ralph Lutjen act as liaison for the Commissioners with the Eidelweiss Property Owner’s Association and the Police Chief on the neighborhood watch program. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith discusses the holiday schedule; meet 12/19; no meet week of 12/26; meet 01/03/2018.
Bonuses for employees will be discussed next week.
Ralph Lutjen discusses establishment of numbers for warrant articles as priority. A follow up will be sent to the engineer. Meeting with the engineer is discussed; even if by phone.
Inspection of one Reinach tank and the Jungfrau tank is to be scheduled follow installation of the replacement pump at Muddy Beach. Installation of the replacement pump is scheduled for the first week in December.
Mike Smith makes a motion to have Ian Hayes contract excavation of the Reinach tank for inspection. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Mike Smith makes a motion to sign the Tax Anticipation Note documents. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign the third party electric supply agreement. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign purchase order 221 in the amount of $300 for asphalt for Aspen. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign purchase order 222 in the amount of $750 for gravel for Diessbach. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign purchase order 223 in the amount of $500 for installation of the bypass for the Jungfrau tank. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign purchase order 224 in the amount of $4,000 for salt. Ralph Lutjen seconds the motion and the motion passed 3-0.

9. Correspondence

The photo of the Adelboden culvert inlet previously discussed was received.
A document regarding water line inspection by the water operator has been received. Ron Sandstrom makes a motion to create a water line inspection form for service lines. Ralph Lutjen seconds the motion and the motion passed 3-0.
Sign locations for Eidelweiss Neighborhood Watch Program have been received and approved.

10. Scheduled Appearances

Resident Adam Leiser has come to the meeting to question the status of the Little Loop engineering design. Options for the design have been requested; the Commissioners are awaiting the information. The option of raising the driveway at 4 Little Loop with removal of the one tree at the edge of the driveway is outlined as a possible solution. Ralph Lutjen outlines that contact with the other property owners will occur once an action plan is established. Additional discussions will be held prior to finalizing the design.

11. Other Business
12. Public Comments

At 8:50 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (e) legal. Ralph Lutjen seconds the motion. Motion is called via roll call vote 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 pull the information regarding the location of the septic field for 6 Little Loop. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to request the engineers report on Saint Moritz. Ralph Lutjen seconds the motion and the motion passed 3-0.

At 9:02 am Mike Smith makes a motion to exit non-public session and adjourn the meeting. Ralph Lutjen seconds the motion. Motion is called via roll call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator