[gview file="https://vdoe-nh.org/wp-content/uploads/2018/02/CM011618.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
January 16, 2018

The Board of Commissioners met at 8:00 am on Tuesday, January 16, 2018. 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

Ralph Lutjen makes a motion to approve the agenda. Ron Sandstrom seconds. Motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that a leaf spring was noticed to be cracked on the Terra Star last week. Parts were purchased from Berlin Spring and installed in house to save labor costs and down time. Parts cost was $677. The F-550 was sent to Albany Service Center with a decrease in power. An electrical issue is being diagnosed.
Roads are in good shape
Additional sand has been ordered as supply was low and frozen and ice is in the forecast. Ralph Lutjen makes a motion to increase the PO for sand by $900. Mike Smith seconds. Motion passed 3-0. Mike Smith makes a motion to create an open PO for sand in the amount of $5,000. Ralph Lutjen seconds. Motion passed 3-0. Mike Smith makes a motion to create an open PO for salt in the amount of $10,000. Ron Sandstrom seconds. Discussion ensues on amount to be approved at this time; $5,000 is recommended. Mike Smith moves to amend the amount of approval to $5,000. Ron Sandstrom seconds; amendment passed 3-0. Motion passed 3-0.
The damage reported to Schwyz is discussed. Kelly Robitaille reports a large rock fell in front of and blocked a driveway culvert. Water diverted and washed out a portion of the driveway and a portion of the road down to West Bergamo. Gravel will be needed to repair the area. The undermining of the paved driveway is discussed; Ralph Lutjen outlines the driveway is the property owners’ responsibility. Discussion ensues on an option to manage the paved area while working asphalt next year. Mike Smith makes a motion to approve up to $250 for gravel, delivered by Coleman’s, to repair Schwyz. Ralph Lutjen seconds. Motion passed 3-0.

3. Water

Tank inspections for one Reinach tank and the large tank at the Summit are scheduled for this week. Weather may delay the inspection.
A report of a water leak on Middle Shore near Geneva is being investigated today. If possible, Ian Hayes will attempt to identify the size of the water main in this area. The excavation for the leak may not expose the water main. Depending on difficulty excavating, the main may be exposed to identify the size.

4. Administration

The motion log is reviewed and discussed. The registration form for canoe rack space is being worked on.
Draft inspection form for water line inspections is reviewed. Mike Smith makes a motion to add the psi at the curb stop valve to the form. Ron Sandstrom seconds. Motion passed 3-0.
The cash flow report through 12-31-17 is reviewed.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,782.30. Ron Sandstrom seconds. Report and time cards are reviewed and discussed. Motion passed 3-0.
November and December monthly water usage numbers are reviewed.
Water system electric usage report is discussed. The decline in kilowatt hours used shows the improvements to the water system. This report will be brought to the budget hearing Friday.
Mike Smith makes a motion to approve the Holiday List for 2018. Ron Sandstrom seconds. Motion passed 3-0.
Draft warrant for 2018 and proposed budget are reviewed and discussed.
Article 2; water bond in the amount of $500,000. Options for loan discussed. Alternative options that may exist for the Reinach Pressure Zone creation are discussed. A loan for tanks only in the amount of $150,000 is outlined as an option. Discussion on approaching the State for possible relief based on estimated cost for the pressure zone is discussed. Mike Smith states that the need for the pressure zone has been in the Master Plan since 2005; the zone needs to be created to deliver proper pressure to customers; a reasonable plan has been developed. The system needs to be taken care of and improved; bond should remain at $500,000. Discussion on inspection of tanks only this year so as to prioritize the order for lining the tanks going forward. The benefit of providing a known impact to the water user fee and ability to level the rate with a large loan is discussed.
Article 3; Highway/Operations Budget. Line items are reviewed. Ralph Lutjen recommends no additional increase over the 3% included to salary lines. The medical insurance is a large financial benefit for the employees. Ron Sandstrom outlines that the information gathered has shown that the VDOE is at the bottom of the spectrum regarding salaries. Mike Smith adds that retainage of good employees is desired; a good raise should be given. Discussion continues on the line item for highway salary.
Article 4; some highway something….
Article 5; Old Town Road reconstruction. Mike Smith makes a motion to remove Article 5. Ron Sandstrom seconds. Motion passed 3-0.
Article 6; Lodge repairs. Mike Smith makes a motion to include this article on the warrant. Ron Sandstrom seconds. Motion passed 2-1 with Ron Sandstrom against additional funding for the lodge at this time.
Article 7; storm water management. Mike Smith makes a motion to include this article funded in the amount of $7,800 from the Road Construction Capital Reserve Fund. Ralph Lutjen seconds. Motion passed 3-0.
Article 8; final numbers still needed; expected Thursday.
Article 9; final numbers needed; expected Thursday.
Article 10; Mike Smith makes a motion to include article as written. Ralph Lutjen seconds. Motion passed 3-0.
Article 11; Mike Smith makes a motion to amend article to $25,000. Ralph Lutjen seconds. Motion passed 3-0.
Article 12; Mike Smith makes a motion to include as written. Ron Sandstrom seconds. Motion passed 3-0.
Article 13; Mike Smith makes a motion to include as written. Ralph Lutjen seconds. Motion passed 3-0.
Article 14; Mike Smith makes a motion to include as written. Ron Sandstrom seconds. Motion passed 3-0.
Article 15; Mike Smith makes a motion to include as written. Ralph Lutjen seconds. Motion passed 3-0.
Article 16; Mike Smith makes a motion to include as written. Ralph Lutjen seconds. Motion passed 3-0.
Article 17; Mike Smith makes a motion to include as written. Ralph Lutjen seconds. Motion passed 3-0.
Article 18; Mike Smith makes a motion to include as written. Ralph Lutjen seconds. Motion passed 3-0.
Article 19; Mike Smith makes a motion to include in the amount of $21,450. Ron Sandstrom seconds. Motion passed 3-0.
Article 20; Mike Smith makes a motion to amend article to tank inspections only this year. Ralph Lutjen seconds. Discussion on amending amount is held. Ralph Lutjen makes a motion to include this article in the amount of $126,000 with $20,000 to be funded from the Water Tank Capital Reserve Fund. Ron Sandstrom seconds. Motion passed 3-0.
Article 21; Mike Smith makes a motion to include as written. Ralph Lutjen seconds. Motion passed 3-0.
Article 22; Mike Smith makes a motion to include article in the amount of $32,700. Ron Sandstrom seconds. Motion passed 3-0.
Article 23; Mike Smith makes a motion to include article in the amount of $65,826. Ralph Lutjen seconds. Motion passed 3-0.
Ron Sandstrom makes a motion to reduce the gravel budget to $10,000 and asphalt to $7,000. Mike Smith seconds. Motion passed 3-0.
Mike Smith makes a motion to have Nancy Cole contact Eaton, Albany, Freedom and Madison for salary and benefit level comparisons. Ralph Lutjen seconds. Motion passed 3-0.

5. Accounts Payable

Mike Smith makes a motion to approve 30 checks for a total of $39,542.09. Ron Sandstrom seconds. Check and invoice are reviewed and discussed. Motion passed 3-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of January 3. Ralph Lutjen seconds. Ralph Lutjen amends minutes to include Kelly Robitaille request for review of the proposed salary line item for 2018 and non-public session with the Commissioners. Motion, as amended, passed 3-0.

7. Commissioners Reports

Mike Smith makes a motion to allow Mike Smith to do a budget analysis for replacement of the 5,000-gallon tanks for the water system versus lining of those tanks. Ron Sandstrom seconds.
Mike Smith makes a motion to not have a new propane fireplace log placed at the lodge. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to have the ceiling in the lodge painted if funds allow. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to add a warrant article for pump house security in the amount of $12,500. Ralph Lutjen seconds. Motion passed 3-0.

8. Signature Items

Mike Smith makes a motion to approve PO 234 in the amount of $550 for chains. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to approve PO 235 in the amount of $6,000 for salt. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to approve PO 236 in the amount of $1,000 for sand. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to approve PO 237 in the amount of $650 for a mirror for the Terra Star. Ralph Lutjen seconds. Motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the first of the chemical testing results and the monthly bacteria and pH testing results. All results are good.
NH Municipal Association has sent the weekly Legislative Bulletin. Numerous bills are being followed, including 4 that would affect the Right to Know law, RSA 91-A.

10. Scheduled Appearances

Adam Leiser is informed that the drawings for Little Loop have been received. Ralph Lutjen adds that a review of the area was conducted with himself and contractor Bob Wirling to obtain pricing for the project. The estimate is expected Thursday. The disturbance area of the project appears to require removal of 5-6 trees. Demarcation of the project to identify VDOE work and costs and property owner work and cost will be determined should the project be approved at the annual meeting. An easement request will be drafted prior to construction. Adam Leiser states that he will agree to the easement. Ralph Lutjen adds that the tree removal does not appear to be a major issue. Adam Leiser questions that if the moving of the driveway is part of the VDOE drainage design would the majority of cost be incurred by the VDOE? Adam adds that he would split 50/50 any additional tree work above the $1,800 quote already received by the District. Ralph Lutjen recommends discussion once the estimate is received. Additional discussion will be needed on what portion of the project would be the responsibility of the homeowner and that portion that the VDOE will fund. Adam Leiser requests that all costs be known prior to construction so as to avoid a “nickel and dime” situation during the project. Ralph Lutjen reiterates that the estimate is expected Thursday; fairness to all parties is primary goal. Adam Leiser questions the impact of the driveway across the street from the proposed drainage project and is informed that the work needed at that property is all within the VDOE right of way and will be handled by the District with that property owner.

11. Other Business

Mike Smith makes a motion to schedule a Commissioner meeting for Friday, January 19 at 8 am. Ron Sandstrom seconds the motion. Motion passed 3-0.

12. Public Comments

At 10:42 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds. Motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator