2018-08-21 Commissioners Meeting

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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
August 21, 2018

The Board of Commissioners met at 8:00 am on Tuesday, August 21, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), residents Jay Buckley, Carol Rosenblith, Paula Doyle, Andrew Harteveldt, Adam Leiser, Michael Dolan and Diana Dolan. 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. Mike Smith amends agenda to delete public comments until further notice. Ralph Lutjen seconds amendment. Motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports grader blades are needed; estimate $250. Mike Smith makes a motion to approve purchase up to $275 for grader blades. Ralph Lutjen seconds. Motion passed 2-0.
Kelly Robitaille reports that DPW II site be re-organized to make room for additional sand that will be reclaimed. Discussion on fill agreements and ability to deliver fill more quickly without the delay of Commissioners signing paperwork. Eliminating this process for persons who had previously had agreements is outlined. Discussion on having 3 or 4 forms signed by the Board in advance is outlined as an option for properties that had a previous agreement. This will be done.
Notices for watercraft removal will be placed on all watercraft outside of a canoe rack space. Difficulty with multiple craft in one space is discussed.
Jungfrau work will begin this week with prep work.
Porridge Shore Drive has been completed.
The catch basin across from 68 Eidelweiss Drive has been installed.
All equipment is in good shape.
Gravel supplies are good; $792.63 remains in the open PO.
Mike Smith makes a motion to approve up to $1,500 for rental of the sand sifter. Ralph Lutjen seconds. Motion passed 2-0.

3. Water

Water system status is discussed. Ian Hayes next appearance will be Sept 11.
Pricing is expected for test pits and repairs to the bottom of Lugano.
Muddy Beach pump was scheduled for install last week; will be followed up on.
Meeting scheduled for 10 am Saturday, Sept 8, with Rick Skarinka of NH DES.
Leak detection is scheduled with GSRWA this week.

4. Administration

A safety meeting will be scheduled for the end of August.
The motion log is reviewed and discussed. All open motions have some action. A follow up will be done with NH DES regarding 23 Huttwil. Mike Smith makes a motion follow up with Bob Boyd of Madison on the status of the septic review. Ralph Lutjen seconds. Motion passed 2-0.
Department of Revenue has stated that the $42,000 cannot be put back into the Water System CRF without a Warrant Article. Item will be placed on 2019 warrant for the reimbursement of the Muddy Beach project funds.
The installation of the security panels for the water stations will be followed up on.
3-curb stop valves remain to be located; funds have been allocated for 4 hours.
Discussion on Asset Management updates including the capital improvement plan (CIP), tank analysis information and water meter analysis.
Ralph Lutjen makes a motion to place the updated water meter analysis on the VDOE website. Mike Smith seconds. Motion passed 2-0.

5. Accounts Payable

Mike Smith makes a motion to approve 9 checks for a total of $68,473.22. Checks and invoices are reviewed and discussed. Motion passed 2-0.

6. Minutes

Ralph Lutjen makes a motion to approve the minutes of 8/14. Mike Smith seconds. Motion passed 2-0

7. Commissioners Reports

Ralph Lutjen outlines suggestion of opening dialogue between Paul Fluet and Jim Rines regarding 4 Little Loop. Discussion has begun and is on-going.
Review of accounting information brochures received from BMSI is discussed. Software appears to have much better reporting options and flexibilities over the current software. Purchase orders can be automated within the system. If approved, the software will be installed and run concurrent with the existing system for transition purposes. New system would be set for January 1 implementation.
Ralph Lutjen outlines contact with Russ Lanoie, a local contractor. Mr. Lanoie has information regarding drainage for Rock House Mountain that effects Big Pea. Information will be pursued.

8. Signature Items

Mike Smith makes a motion to adopt and sign the Compensatory Time Policy. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the Extension Fund Transfer Request moving $29,726.91 to the operating account as due from prior years. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the fill agreement for 6 Grison Road. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the fill agreement for Kelly Robitaille. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve and sign the deposit letter to the Trustees of the Trust Funds. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the weekly beach testing results. All results are good. The posting at Eidelweiss Beach was removed last week.
Granite State Analytical has sent the monthly water system testing results; results are clean, pH is good.
Sharon Rocharz has requested waiver of a billed valve turn fee from late April. Discussion on updating Ordinance dates is held. Moving to April 15 is outlined as an option. Ralph Lutjen makes a motion to waive the $50 fee for all April billed valve turns. Mike Smith seconds. Motion passed 2-0. Mike Smith makes a motion change the date in the Ordinance to the last week of April. Ralph Lutjen seconds. Motion passed 2-0. Public Hearing will be scheduled.
Marya Doery has sent questions regarding the water system and tank conditions. Questions were responded to.
Adam Leiser has sent a question regarding the vacant Commissioners seat; will the Board fill the seat? Mike Smith states intent to remain at 2-member Board for now.
Adam Leiser has sent an update to persons signing the petition circulated with questions to the Board regarding VDOE processes. Mike Smith states no reaction to the petition will be done.
NH Municipal Association has sent the bi-weekly News Link. The seminar on interruptions during public meetings will be signed up for and posted for the Board to attend.
BMSI has sent brochures for review and will be scheduling the requested accounting software demonstration.
Discussion is on-going between VDOE Engineer Paul Fluet and engineer for property owner of 4 Little Loop regarding that project.

10. Scheduled Appearances

Jay Buckley has requested an appearance to discuss water system tanks and leak detection. Mr. Buckley recommends VDOE purchase leak detection equipment. As a member of GSRWA, leak detection services are free for the District with the most up to date equipment available. Mike Smith outlines that process will not be altered even if VDOE had some leak detection equipment; therefore, this is not a recommended purchase.
Jay Buckley questions tank replacement versus inspection and lining. Ralph Lutjen outlines cost of inspecting and lining the 10,000-gallon tank at the Summit as this is a secondary, back-up tank. This tank is now listed as the lowest priority for the water system tanks within the capital improvement plan (CIP). Small cost differences for replacing the 5,000-gallon tanks instead of inspecting and lining these tanks is outlined. Amending the funding available to allow for replacement of tanks is discussed. Funding of Reinach tank replacements is discussed. Purchase of a 1,000-gallon tank that the VDOE could install at any pump house having a tank inspected or replaced is outlined as a need for the District. Allows any station to be updated as needed. Including inspection costs for every 5 years is outlined as part of the costs being reviewed for all tanks.
Jay Buckley outlines run-off at 44 Oak Ridge Road. Discussion on culvert at the property and water running down slope to house on Chocorua View Drive. Blow-off on Oak Ridge Road is stated to also be affecting the slope and house on Chocorua View Drive. Requests an easement be established to use the sideline. Mike Smith makes a motion to have Kelly Robitaille review the area. Ralph Lutjen seconds. Motion passed 2-0.

11. Other Business
12. Public Comments

At 8:48 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (d) property. Ralph Lutjen seconds. Motion via roll-call vote Mike Smith yea, Ralph Lutjen yea. Motion passed 2-0.

Motions and votes of Non-Public Session:

Mike Smith makes a motion to seal the minutes until outcome of the matter is known. Ralph Lutjen seconds. Motion passed 2-0.

At 8:58 am Ralph Lutjen makes a motion to exit Non-Public session and adjourn the meeting. Mike Smith seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator