[gview file="https://vdoe-nh.org/wp-content/uploads/2018/01/CM121917.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
December 19, 2017

The Board of Commissioners met at 8:00 am on Tuesday, December 12, 2017. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Treasurer Dinah Reiss 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 move scheduled appearances first and approve the agenda as amended. Ralph Lutjen seconds the motion and the motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille states that the backhoe plow has been received and is working great. The backhoe will need chains for the front tires; estimated cost $544. An additional $1,000 will be needed for plow blade edges. Ralph Lutjen makes a motion to approve $1,000 for plow blade edges. Mike Smith seconds the motion and the motion passed 2-0. Ralph Lutjen makes a motion to approve chains for the backhoe up to $550. Mike Smith seconds the motion and the motion passed 2-0.
Kelly Robitaille reports that brine is being used and is having a noticeable impact. The brine reduces the temperature to which the salt is effective; which is highly beneficial. Pre-treating has been done and did appear to extend the time before treatment was needed; this will be watched throughout the winter. Kelly Robitaille discusses filling the calcium chloride tank with brine; this will allow the crew to use brine when the filling station at Coleman’s is closed. The tank holds 750 gallons; $450 - $500 estimated cost. Filling of the tank will be held until January.
The TerraStar is discussed. The wing plow caught on the transition from asphalt to dirt at Old Town Rd. The wing plow supports were damaged; the truck has been repaired.
Ralph Lutjen discusses report of a water leak on Grison that he received over the weekend. Ian Hayes has stated that he has checked the area and isolated the lines with no noticeable reduction to water flow; 3-5 gpm were noted. A leak of the size to create the wet area on Grison would be expected to be 15-20 gpm. Water operator Ian Hayes does not think this is a water leak. Kelly Robitaille would need to dig the area to determine the source of the water. The risk of digging the area at this time is reviewed and discussed. Area will be watched.

3. Water

Ralph Lutjen discusses the need for the drawings for Reinach Pressure Zone to obtain pricing for the connections intended for inclusion in phase 1. A follow up will be done with Nick Sceggell.

4. Administration

The motion log is reviewed and discussed.
The cash flow report is reviewed and discussed. Treasurer Dinah Reiss outlines that all TAN proceeds have been transferred to the operating account; a $190,000 note will need to be paid upon receipt of the tax check in January. Recommendation for assignment of $15,000 of water repairs completed this year to the water extension fund is made. Ralph Lutjen makes a motion to assign $15,000 to the Water Extension Fund and move said funds to the operating account. Mike Smith seconds the motion and the motion passed 2-0. Allocation of recent equipment expenses to the capital reserve fund is recommended. Ralph Lutjen makes a motion to transfer up to $10,000 from the Highway Equipment Capital Reserve Fund. Mike Smith seconds the motion and the motion passed 2-0.
Security is discussed. Pump house security quote will be acted on following the first of the year. A follow-up will be made on the status of the locks previously ordered.
A follow up will be sent on the status of the isolation valve mapping.
The year to date and proposed 2018 budget is reviewed and discussed. Ralph Lutjen outlines the need to keep the operational budgets steady; many line items within the budget are fixed.
Mike Smith makes a motion to approve payroll in the amount of $7,772.57. Ralph Lutjen seconds the motion. Report and time cards are reviewed and discussed. Motion passed 2-0.
The pump house electricity usage report has been updated through November. Costs per station per month have been added and completed through November. Ralph Lutjen outlines that the report is showing the improvements being made in the pump houses; the report is an indicator of improvements in efficiency.

5. Accounts Payable

Mike Smith makes a motion to approve 15 checks for a total of $13,144.26. Ralph Lutjen seconds the motion. Checks and invoices are reviewed and discussed. Motion passed 2-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of December 12 as presented. Ralph Lutjen seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to approve the minutes of December 13 as presented. Ralph Lutjen seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Ralph Lutjen discusses the UNH Storm Water Management proposal. Minor alterations to the agreement are recommended, including addition of presentation to Commissioners at two meetings; half-way and completion. Ralph Lutjen makes a motion to communicate the requested changes and request a final document from Dr. Houle of UNH Storm Water Management Center. Mike Smith seconds the motion and the motion passed 2-0.
Ralph Lutjen discusses the draft of the 2018 Warrant. Some numbers need to be finalized within the document. Ralph Lutjen discusses the option of a large loan for the water system. If pursued, this will alter the draft as the loan would become Article 2 and would incorporate some of the individual articles within the draft.
Ralph Lutjen makes a motion to have engineer Nick Sceggell prepare the design for the Little Loop drainage on the property of #4. Mike Smith seconds the motion and the motion passed 2-0.
Ralph Lutjen discusses the idea of placing the new mailboxes perpendicular to the existing; creating an L-shaped area.
Review of remaining draft warrant articles is completed.

8. Signature Items

Mike Smith makes a motion to sign PO 231 in the amount of $726 for Terra Star plow blades. Ralph Lutjen seconds the motion and the motion passed 2-0.
Ralph Lutjen makes a motion to enter a quarterly service contract with Electrical Engineering Inc for SCADA services in the amount of $3,500. Mike Smith seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to sign PO 232 in the amount of $6,600 for backhoe plow. Ralph Lutjen seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to approve the increase to the backhoe plow approval to $6,600 and to withdraw these funds from the Highway Capital Equipment Capital Reserve Fund. Ralph Lutjen seconds the motion and the motion passed 2-0.

9. Correspondence

The NH Retirement System has sent a bulletin outlining proposed legislation that may affect the retirement system.

10. Scheduled Appearances

Adam Leiser has come to the meeting to question status of the Little Loop drainage design. Mr. Leiser is informed that the Board has voted to keep the drainage on his property and not move it to the center line between the properties of #4 and #6 Little Loop. The detriment to the ecosystem if moved to the centerline is the reason the Board has chosen to return to the original proposed location on the property of #4. An easement will be needed to establish and maintain the drainage on the property. Adam Leiser states that he is not against granting the easement, but would like to see the design prior to granting the easement. Mr. Leiser will be granted two weeks from date of receipt of the drawing to review and advise if the easement will be granted.
Mr. Leiser asks about the mailboxes and is informed that an article will be placed on the 2018 Warrant to expand the area and add two additional sets of boxes.

11. Other Business

Mike Smith makes a motion to encumber all remaining funds within the Lodge repair Warrant Article. Ralph Lutjen seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to encumber all remaining funds within the Reinach Pressure Zone Engineering Warrant Article. Ralph Lutjen seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to encumber all remaining funds within the Muddy Beach Upgrades Warrant Article. Ralph Lutjen seconds the motion and the motion passed 2-0.

12. Public Comments

At 9:15 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator