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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 22, 2018

The Board of Commissioners met at 8:00 am on Tuesday, May 22, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille 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. Motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that requests for fill are coming in. Residents will be asked to contact the office.
The F-550 should be ready today or tomorrow.
Crack sealing tar is needed. $1,750 for a pallet. Ron Sandstrom motion approve one pallet at $1,750. Mike Smith seconds. Motion passed 3-0.
Beaches are being cleaned for summer.
Swim rafts will be placed tomorrow; new securing chains are being picked up now for two rafts.
Schwyz was worked on last week.
Playground equipment has been checked. The ropes for the swings are frayed. Discussion on replacing the ropes. DPW will handle.
All other equipment is in good shape.
Cleaning culverts is discussed. Placing new culverts this summer is discussed. Culverts in need of replacement will be listed.
Gravel supply is good. PO exists.
Placing the sandwich board at the bottom of Oak Ridge Road for the Loon Preservation Committee presentation is discussed. A sign will be created for the board.
Compost has been picked up at Madison Transfer station. A pile is available at DPW II; this information will be included in the Friday email blast regarding the Loon Preservation presentation and ice cream social.
Kelly Robitaille advises that the picnic tables will not be in for this weekend, but old tables have been removed.

3. Water

An email was sent to follow up on the status of the pump repair at Grundfos.
Ralph Lutjen has discussed the Reinach Pressure Zone bid draft with Engineer Paul Fluet. Fluet will update the document and submit. Phase 1 will not require bonds and will have a one-year retention period. Phase 2 will require bonds. Updates are expected for next week.
Mike Smith makes a motion to set up a meeting with Dubois & King. Ralph Lutjen seconds. Motion passed 3-0. Mike Smith makes a motion to follow up with Tom Therrien on the cost of the SCADA requirements for Phase 2. Ralph Lutjen seconds. Motion passed 3-0.
The report from Mass Tank has not been received. Will be sent to Paul Fluet upon receipt.
Leak detection has begun for the season.

4. Administration

Safety meeting last week.
Motion log was reviewed last week.
Treasurer Dinah Reiss discusses the monthly cash flow report. Dinah outlines that $100,000 has been transferred from water usage to the operating account. Balance in the water usage account is currently $102,000. $18,000 is still needed for collection to complete approved water usage funded projects. Treasurer Dinah Reiss will add the expense of the capital reserve fund deposits to the cash flow report. Discussion on TAN proceeds available and payments due is held. Dinah discusses the transfer needed from the water extension fund to balance the audited figure for that account. Will be done. The recent capital reserve fund withdrawals have been removed from the report to reflect actual.
Treasurer Dinah Reiss reviews the Excel budget spreadsheet produced for review. This spreadsheet outlines the operating and water budgets only. Discussion on variances within the line items are discussed. Highway repair line item is discussed. Discussion on engineering costs is held. Charges to apply to the 2018 tank project are discussed; Ian Hayes’ time for draining and cleaning the tanks will be charged to the article.
Discussion on reducing spend for the remainder of the year is held. Focus of the highway department on culvert cleaning and ditch work is outlined. Mike Smith outlines that the winter was a tough one; a lot of snow and ice. Three-year averages being used for some line items are discussed; will need to be reviewed for next year. Balancing the budget and needs of the roads are discussed. Control over spending is discussed; monthly expenses have been high to date. Planning for the remainder of the year is discussed. Ralph Lutjen discusses maintaining line items as approved without moving funds within the spreadsheet as it shows the variances. Accurate reflection of needs within the budget is goal. Ron Sandstrom discusses updating of the financial software to include PO tracking. Expected expenses need to be shown within the budget review; new software will help. Discussion continues on need to update the software and benefits thereof.
A follow up will be sent to Tom Therrien regarding the pump house security panels.
Ron Sandstrom motion to approve the May newsletter as submitted and send via email blast. Mike Smith seconds. Motion passed 3-0.
Asset Management meeting is discussed. Ron Sandstrom discusses placing the capital improvement plan (CIP) on the website as approved by the Asset Management Committee. Ron Sandstrom makes a motion put the capital improvement plan (CIP) on website. Mike Smith seconds. Discussion on work in progress that is updated monthly would be included. Ralph Lutjen and Dinah Reiss discuss being in favor of putting the document on the website. Mike Smith discusses placing on website after each meeting. Motion passed 3-0.
Ron Sandstrom outlines that the culvert information has been entered into the asset management database. Organizing the paper forms is discussed; three-ring binder by street is the intent. Dinah Reiss will work on this. Ability to record work on culverts is needed. Updating the database going forward will be needed.
Initial isolation valve information will be scanned and sent to Ron Sandstrom for matching the data with the data on the maps.
Cash flow and budget report have been discussed.
Mike Smith makes a motion to approve payroll in the amount of $6,445.78. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Motion passed 3-0.
Discussion is held on updating the accounting software. Recommendation to move away from QuickBooks and move to BMSI has been received from North Conway Water Precinct. Mike Smith states in favor of updating the software prior to the end of this year. Timing is discussed; best transition time is discussed. Ralph Lutjen discusses voter approval; placing on the 2019 Warrant is outlined. Ron Sandstrom makes a motion to continue review of product and place on 2019 Warrant list. Mike Smith seconds. Discussion on understanding of the Board on the new software prior to recommending is held. Motion passed 3-0.

5. Accounts Payable
6. Minutes

Mike Smith makes a motion to approve the minutes of 5-15 as revised. Ralph Lutjen seconds. Motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen has informed Bob Wirling that the Little Loop project will not be completed in June. Will be scheduled later in the year.
Ralph Lutjen discusses planned updates to the flag pole garden. Some new plants will be added.
Remind Ian Hayes the Board needs an update to the billing on Diessbach.
Ralph Lutjen requests the mission statement for the Communication Committee; will be sent.
No proposal has been received from Bergeron Engineering as of yet. Mike Smith makes a motion to send an email to Josh McAllistar requesting the proposal discussed with the Board. Ron Sandstrom seconds. Discussion on including question if interested in this work. Motion passed 3-0.
Ron Sandstrom discusses due date for easement returns from homeowners on Little Loop. Original letters will be checked.
Ron Sandstrom discusses recent posting of facts and figures document circulated by certain residents. Ron Sandstrom describes mis-information within the document. Ron Sandstrom outlines that the document has not been sent to the Board of Commissioners; it was submitted to the Communication Committee. Discussion is held on the document. Ron Sandstrom may respond directly as an individual. Ralph Lutjen highlights grammar errors in the email from Jay Buckley that states the Board may not be educated to handle the positions for which they were elected. Ralph Lutjen stated that the voters has the power to vote out a Board member up for election, vote down the budget and warrant articles at the annual meeting. With respect to options the Board could pursue, Ralph Lutjen states that he wishes the Board responds, a simple statement that the audit is complete. Ralph Lutjen makes a motion to have Board respond that we have an unqualified audit. This means that we have met all accounting standards and requirements. There are no material issues. All open matters can be addressed. We categorically reject all claims of any impropriety by the Commissioners. Ron Sandstrom seconds. Discussion on adding statement that after audit results were in, the VDOE understood the over expenditure and notified the Department of Revenue. No update to the motion is made. Motion passed 3-0.
Ron Sandstrom makes a motion to post Commissioner statement on website. Ralph Lutjen seconds. Motion passed 3-0.
Ron Sandstrom makes a motion to post the monthly budget worksheet on the website. Ralph Lutjen seconds. Discussion on sharing information and having the financial information available is held. The website and posting of additional information is discussed. Lack of response to information posted is held; unfortunately, only a few people will look at this. Requesting the document under 91-A is discussed. Motion failed 1-2 with Ralph Lutjen and Mike Smith against posting the information.
Ron Sandstrom adds he will not attend the EPOA meeting this Saturday.
Mike Smith outlines the Loon Preservation Committee has confirmed for the presentation this Saturday at 6 pm. Presentation expected to last 45 minutes.
Mike Smith discusses that North Conway Water Precinct stated they have a budget for maintaining meters this year of $158,000.

8. Signature Items

Ralph Lutjen makes a motion to adopt and sign the Emergency Notification Policy. Mike Smith seconds. Motion passed 3-0.
Mike Smith sign PO 253 in the amount of $800 for picnic tables. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign PO 254 in the amount of $200 for locating curb stop valves. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter regarding availability of a water main to the property owner of 12 Dorfli Road. Ron Sandstrom seconds. Motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the initial beach testing results. All beaches clean.
Resident Jay Buckley has sent notice of a tree down near the Burgdorf Road culvert. The DPW has been notified.
Resident Jay Buckley has sent notice of suspicious water at the bottom of Lugano. The water operator has checked the area; water is on opposite side of road from the main.
Third party electric supply has sent the May electric report; the District saved $5.
NH Municipal Association has sent the weekly Legislative Bulletin.
Ralph Lutjen makes a motion to test all 5 beaches this summer. Ron Sandstrom seconds. Motion passed 3-0.
Picture received from Jay Buckley of a tree down on Burgdorf near the culvert. Kelly Robitaille has checked the area.
Picture received from Jay Buckley of water at the bottom of Lugano. Ian Hayes has checked the area; not believed to be a water leak. Resident will be notified.

10. Scheduled Appearances
11. Other Business

Responding to the fact and figures report that has been posted on chat sites has been discussed.
The beach cleaner position has been posted.

12. Public Comments

Treasurer Dinah Reiss discusses the loan for inspecting and lining of the water tanks. Discussion is held on needing the Mass Tank report and having the engineers review it. Option for replacing the 5,000-gallon tanks instead of lining existing tanks is outlined. Analysis has been reviewed by the Asset Management Committee on the cost of replacement instead of lining. Lining of Summit tank is probable; inspecting second tank at Reinach is also an option. Updating plan to inspect second tank at Reinach may be done. Replacement of the failed tank at Reinach in kind would be $47,000 as quoted by Mass Tank. Discussion continues regarding options on the tanks.
Ron Sandstrom discusses review of shifting some water system fixed costs to the tax base going forward.

At 10:05 am Ralph Lutjen makes a motion to adjourn the meeting. Mike Smith seconds. Motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator