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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
July 3, 2018

The Board of Commissioners met at 8:00 am on Tuesday, July 3, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance was Kelly Robitaille (hwy). 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 the driveway culvert installation for 16 Little Shore has been scheduled for July 30. Mike Smith makes a motion to approve a purchase order in the amount of $250 for purchase of the culvert. Ron Sandstrom seconds. Motion passed 3-0.
Kelly Robitaille states that work will be done on Porridge Shore the end of this week. Purchase of ledge pack is discussed. Kelly Robitaille would like to obtain 4 loads. Discussion on purchase from the gravel line item and needs for the remainder of the summer. Ralph Lutjen makes a motion to authorize up to $1,600 for ledge pack. Mike Smith seconds. Motion passed 3-0. Kelly Robitaille discusses beginning the removal of limbs and stacking the branches on the sides of the roads in areas where work is being done. Al limb attachment is needed for the saw. Ron Sandstrom makes a motion to approve up to $275 for purchase of limb attachment for the chain saw. Ralph Lutjen seconds. Motion passed 3-0. Ron Sandstrom makes a motion to place a notice on the website to inform property owners outlining the intent to pile the brush for removal in the fall. Ralph Lutjen seconds. Motion passed 3-0.
Budgets are reviewed and discussed. Line items reviewed. Part time and overtime line items discussed as offsetting each other. Discussion on part time employee beginning to work with the DPW Thursday this week. Planning on hours for the part time employee is done. Review of repairs and supplies is done. Discussion on sand and purchasing at lower cost over the summer. Kelly Robitaille will get the summer price per ton for sand.
Overall, highway budget is 55%; ok for this time of year.

3. Water

Discussion on receipt of the Mass Tank report on the tanks.
Option to line the Summit tank next week is available from Mass Tank. Ralph Lutjen makes a motion to contract Mass Tank for the lining. Ron Sandstrom seconds. Motion passed 3-0. Discussion ensues. Ralph Lutjen outlines discussion with Engineer Paul Fluet yesterday. It is still an unknown as to when the tanks may leak, indicating full failure. Risk exists but may not be an imminent emergency. Discussion on ability to replace tank in kind for $68,000 – will be verified with Mass Tank that this would be full cost. Option of holding an emergency meeting to authorize replacement of the Reinach tanks is discussed. Discussion on implementing the cast in place tank design is outlined. Acceptance of risk is discussed if no action until 2019 Annual Meeting. Discussion continues. DES will need to give input on the total gallons of storage needed. Ralph Lutjen discusses replacing one tank to secure the system. Mike Smith outlines adding the cost of inspection and lining every 5 years to the cost. Mike Smith makes a motion to have the office contact Mass Tank for the average 5-year cost for inspection and lining. Ron Sandstrom seconds. Discussion continues. Motion passed 3-0. Mike Smith makes a motion to send contact to Rick Skarinka and Paul Fluet for scheduling dates for the meeting. Ron Sandstrom seconds. Motion passed 3-0. Discussion on ability to detect a leak in the tanks is held.
Ron Sandstrom makes a motion to request Paul Fluet be included in the Asset Management Committee meeting next Monday at 1 pm. Mike Smith seconds. Discussion on the long-term needs of the system is held. Discussion on holding a special meeting is held with engineer present to outline best solution for the District. Input from the State is needed; all players at the table for discussion is needed. Motion passed 3-0.

4. Administration

Mike Smith held a safety meeting last week.
Budgets are reviewed and discussed.
Mike Smith makes a motion to approve payroll in the amount of $5,556.98. Ron Sandstrom seconds. Report and time cards are reviewed and discussed. Motion passed 3-0.

5. Accounts Payable
6. Minutes

Mike Smith makes a motion to approve the minutes of 6-26. Ron Sandstrom seconds. Motion passed 3-0.

7. Commissioners Reports

Ron Sandstrom discusses having office contact an accountant to meet with Board for review of what benefits an accountant could give to the District. Ralph Lutjen outlines review of updated software which is pending; not in favor of this exercise. Ron Sandstrom in favor of creating a process where all Boards will benefit. Ralph Lutjen requests a statement outlining what Ron Sandstrom would expect this person to do.
Ron Sandstrom outlines having Communication Committee change Chair every 4 months. Ralph Lutjen in favor – Communication Committee will discuss.
The recent newsletter is discussed. Board is pleased with improvements in the document. Ralph Lutjen recommends additional details be included on topics; missed opportunity to highlight the tough winter when discussing the truck incident.
Updating the auto-response for the VDOE email is recommended by the Communication Committee. Wording will be drafted and submitted to the Board for review.
Discussion on 4 persons being present at Saturday’s Communication Committee is held.
Meeting with DES and engineers could be held at the lodge. Mike Smith discusses that the intent will be to keep discussion among the officials present.
No draft minutes will be approved for distribution.
Ron Sandstrom makes a motion to put Mass Tank report on the website. Mike Smith seconds. Motion passed 3-0.
Discussion is held on the EPOA bulletin board at the Huttwil mailbox area. There is no documentation on file that approves use of VDOE property. Mike Smith makes a motion to pursue an agreement with the EPOA regarding the bulletin board. Ralph Lutjen seconds. Ralph Lutjen not in favor; has never been an issue. Motion failed 0-3.
Mike Smith discusses review to be scheduled with North Conway Water of their accounting system.

8. Signature Items

Mike Smith makes a motion to sign the response to the communication committee. Ron Sandstrom seconds. Motion passed 3-0
Mike Smith makes a motion to sign the driveway permit for construction for 9 Lucerne. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the request to the Town of Madison for a public hearing on re-addressing Jungfrau Rd. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to the LPC. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the request to use the lodge from a resident for August 12-14. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the withdrawal in the amount of $2,000 from the Water System Capital Reserve Fund for design of the Como and Jungfrau PRV put upgrades needed. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith Makes a motion to sign the withdrawal in the amount of $1,989.00 from the Road Construction Capital Reserve Fund for updating DES permits for the Grison and Burgdorf road culvert designs. Ron Sandstrom seconds the motion. Motion passed 3-0.
Mike Smith makes a motion to sign the withdrawal in the amount of $378.88 from the Office Equipment CRF for the new laptop computer. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the Water Operator’s renewal contract. Ron Sandstrom seconds. Motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the weekly beach testing results – clean.
The 91-A response requested from Mark Graffam has been completed.

10. Scheduled Appearances
11. Other Business

Outline of intended discussion topics will be sent to Rick Skarinka and Paul Fluet.
Review of parking request from resident Larry Leonard. Request is not for temporary parking. Limiting request to two weeks is discussed. Ron Sandstrom makes a motion to communicate to Larry Leonard that request is denied based on being long-term; lot is for temporary use only. Mike Smith seconds. Motion passed 3-0.

12. Public Comments

At 9:40 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters. Ron Sandstrom seconds. Motion by roll call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea. Motion passed 3-0.

Ron Sandstrom makes a motion sign the letter as drafted to applicant Adam Leiser. Mike Smith seconds. Motion passed 3-0.

At 10:05 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom seconds. Motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator