2018-02-20 Commissioners Meeting

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/03/CM022018.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
February 20, 2018

The Board of Commissioners met at 8:00 am on Tuesday, February 20, 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 will contact Liberty International for an update on the Terra Star repair. The 4-wheel drive axle has broken on the F-550; the 4-wheel drive is not working. An estimate of $700-$800 for repair has been received from Albany Service Center. Kelly Robitaille states that this repair can be done in-house by the crew, saving labor costs. Ralph Lutjen makes a motion to approve up to $750 for repair to the F-550. Mike Smith seconds. Motion passed 3-0. Wear & tear on the equipment is discussed.
Punch outs are being done throughout the District.
Sand and salt budgets are discussed. An increase to the line items is discussed. Mike Smith makes a motion to amend the proposed budget in the amount of $5,000; $3,000 salt, $2,000 sand. Ralph Lutjen seconds. Motion passed 3-0. Equipment repair line item is discussed; approaching 50% expended of proposed budget. Discussion ensues on increasing this line item; use of reserve funds if needed is outlined.

3. Water

Ian Hayes was in attendance last week.
Mike Smith makes a motion to request Ian Hayes attend the Annual Meeting. Ron Sandstrom seconds. Motion passed 3-0.

4. Administration

Motion log is reviewed and discussed. Two items remain outstanding; a failed septic system and a driveway. A meeting will be established with the Town Selectmen regarding action on the septic system.
Ron Sandstrom makes a motion to add monthly communication from the Board to the motion log. Mike Smith seconds. Motion passed 3-0.
The 2018 water rate will be established by the Commissioners after the Annual Meeting.
An update to the payroll report approved last week is presented. Mike Smith makes a motion to approve an additional $315.30 for payroll. Ralph Lutjen seconds. Motion passed 3-0.
An offer for donation of the lot located at 50 Amden Place has been received. Mike Smith makes a motion to accept the donation of the lot. Ralph Lutjen seconds. Motion passed 3-0.
The updates to the Beach Ordinance as discussed at the Public Hearing Oct 14, 2017 are discussed. The draft registration form is reviewed. Ron Sandstrom discusses holding the implementation of the registration until 2019 to allow time to publish the updated Ordinance, registration form and process. The information signs at the beaches will also need to be updated to reflect the registration system. Discussion ensues on taking the action as discussed at the public hearing. Mike Smith makes a motion to approve the registration form. Ralph Lutjen seconds. Motion passed 3-0. Mike Smith makes a motion to send the registration form to the Attorney for review. Ron Sandstrom seconds. Motion passed 3-0.

5. Accounts Payable

Mike Smith makes a motion to approve 23 checks for a total of $26,530.51. Ron Sandstrom seconds. Checks and invoice are reviewed and discussed. Motion passed 3-0.

6. Minutes
7. Commissioners Reports

Ralph Lutjen discusses a call received from engineer Paul Fluet. An additional meeting with Jeff Tucker of Dubois & King has been suggested for discussion on value engineering. Meeting will be established for early March; Ralph Lutjen will schedule. Discussion on the engineers as partners on projects to get the most cost effective solutions for the VDOE is held. Projects that are estimated at $4 - $500 thousand are not realistic solutions that can be implemented.
Ron Sandstrom congratulates Kennett High robotics on qualifying for the World Championship.
Mike Smith makes a motion to ask Mike Hassey of 1 Bristenstock to attend the Annual Meeting if possible. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to shut the camera off for discussion on Commissioners schedules. Ralph Lutjen seconds. Motion passed 3-0. There will not be a Commissioners meeting held March 27 or April 3 based on availability of a quorum.

8. Signature Items
9. Correspondence

Granite State Analytical has sent the monthly bacteria test results; clean and pH test results; good.
The monthly tower site rental check has been received.
A driveway permit issued by the State DOT for Eversource to create a temporary driveway on VDOE property to access the utility right-of-way has been received. Access will be at the Rte 113 intersection with undeveloped Class VI Huttwil.
NH Municipal Association has sent the weekly Legislative Bulletin.
NHMA has sent the bi-weekly News Link.

10. Scheduled Appearances
11. Other Business

Handouts for the Annual Meeting are discussed. Photos of work completed at the lodge will be included. The road work completed in 2017 will be included.
Ralph Lutjen makes a motion to have a Commissioners meeting Friday at 1 pm. Mike Smith seconds. Motion passed 3-0.
Mike Smith makes a motion to amend the lodge article by $5,100 for painting of the ceiling. Ralph Lutjen seconds. Motion passed 3-0.

12. Public Comments

Resident Adam Leiser questions the VDOE sideline easement. The documentation from the Title Company and Attorney Dan Crean will be sent.
Adam Leiser discusses the plan for the drainage on Little Loop Road. Ron Sandstrom outlines that the intent is to proceed with the design received from the VDOE engineers.

At 9:10 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (e) legal matters. Ron Sandstrom seconds. Motion 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 seal the minutes of the non-public session. Ralph Lutjen seconds. Motion passed 3-0.

At 9:30 am Mike Smith makes a motion to exit Non-Public session and recess the meeting until 10:30 am. Ralph Lutjen seconds. Motion via roll call Mike Smith yea, Ralph Lutjen yea, Ron Sandstrom yea and the motion passed 3-0.

At 10:30 am Mike Smith makes a motion to reconvene the session and enter Non-Public session pursuant to RSA 91-A:3, II (e) legal matters. Ron Sandstrom seconds. Motion 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 seal the minutes of the non-public session. Ralph Lutjen seconds. Motion passed 3-0.

At 11:44 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom seconds. Motion via roll call Mike Smith yea, Ralph Lutjen yea, Ron Sandstrom yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator