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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 15, 2018

The Board of Commissioners met at 8:00 am on Thursday, March 15, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance was Kelly Robitaille (hwy).

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 snow banks will be pushed back today and tomorrow. Another storm is predicted for next week. Kelly Robitaille outlines that he pushes back with the road grader and Jeff DeMartino follows with the backhoe plow to clean driveways.
Salt and sand are discussed. Ralph Lutjen makes a motion to approve 2 loads of salt up to $3,000. Ron Sandstrom seconds. Motion passed 3-0.
Sand supplies are good.
Kelly Robitaille outlines that the F-550 went off the road on Upper Lakeview Drive last storm. Truck was pulled out by Bryants; the truck body is damaged in the back, sander is dented. The wing came off the Terra Star on Old Town Road. The truck was used without the wing the remainder of the storm. The welds will be repaired to re-attach the wing. Marking of difficult transition spots is discussed. Shimming Old Town Road this summer is discussed to correct these areas prior to next winter. A warrant article for 2019 may be needed. Chocorua View Drive is also discussed as needing attention.
The Beach Ordinance is discussed. Mike Smith makes a motion to send the water craft registration form to all home owners by mail. Ron Sandstrom seconds. Motion passed 3-0. Posting of canoe racks is discussed. Mike Smith makes a motion to post verbiage on the canoe racks. Ralph Lutjen seconds. Amend to include before April 1, Mike Smith, Ralph Lutjen second. Motion passed 3-0. Mike Smith makes a motion to put the registration information on the website. Ralph Lutjen seconds. Motion passed 3-0. Mike Smith makes a motion to set the registration dates from March 19, 2018 to March 30, 2018. Ralph Lutjen seconds. Discussion on leaving open until full is held. Allowing second slot after June 1 is discussed. Amend to March 19 to June 1, Ralph Lutjen, Mike Smith second. Motion passed 3-0. Mike Smith makes a motion to send an email blast with the information. Ralph Lutjen seconds. Motion passed 3-0. Ron Sandstrom makes a motion to send a request to the EPOA to send to their email list also. Ralph Lutjen seconds. Motion passed 3-0.

3. Water

The VFD for the new pump at Muddy Beach has been ordered.
The intrusion panels for the pump houses have been ordered.
Ralph Lutjen makes a motion to allow Mike Smith to handle the order for the new pump. Ron Sandstrom seconds. Motion passed 3-0.
The exterior building work will be coordinated between the electrician and Norm Garside.
The intent for the tanks is to have the inspection done early May.
Ralph Lutjen discusses intent to focus on the three larger tanks this year for lining. The option of replacing the 5,000-gallon tanks will be looked into further prior to committing to lining these tanks.

4. Administration

A safety meeting was held last week.
Ron Sandstrom is working on the isolation valve information for plotting.
Mike Smith makes a motion to approve up to $400 for locating the remaining curb stop valves with Ian Hayes. Motion fails for lack of second. Topic will be discussed closer to spring.
Mike Smith makes a motion to approve payroll in the amount of $6,372.19. Ralph Lutjen seconds. Report and time cards reviewed and discussed. Motion passed 3-0.
Ralph Lutjen discusses the need for the highway crew to take breaks at least every 4 hours. This will be discussed with Kelly Robitaille. Part time help is discussed; some guarantee on a minimum amount of hours weekly will be discussed as an option.
Mike Smith makes a motion to approve the Management Discussion and Analysis and submit to auditor Tamar Roberts. Ralph Lutjen seconds. Motion passed 3-0.

5. Accounts Payable

Mike Smith makes a motion to approve 1 check for a total of $2,427.26. 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 March 6 as presented. Ralph Lutjen seconds. Motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen has made one recommendation regarding the minutes of the Annual Meeting adding that the minutes were nicely done.
Ron Sandstrom discusses the first Communications Committee meeting held last week. Compliance with all regulations for all committees was reviewed.
Ron Sandstrom adds that he has sent a correction to information posted on a website regarding collection of late fees on water bills.
Mike Smith makes a motion to include page 1 of the NH Department of Environmental Services 2015 NH Water Rate Study with the 2018 water invoice. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to invite Stan Wondolowski and Andrew Harteveldt to the Communications Committee. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith discusses creating a communication regarding the amendment to the water bond at the Annual Meeting stating that the bill is still $500, but fewer projects can now be completed. Use of the intended monthly communication for this message is discussed. The communication will need to state that the remaining projects still need to be completed.
Ralph Lutjen discusses obtaining firm bids for creation of the Reinach Pressure Zone and placing this article on the 2019 Warrant. The remaining items will need to be scheduled over the next few years.
Ron Sandstrom makes a motion to host the NH Loon Preservation Society informational meeting on Saturday May 26 at 6 pm with an ice cream social. Mike Smith seconds. Motion passed 3-0.

8. Signature Items

Mike Smith makes a motion to sign the MS 232, NH Department of Revenue Report of Appropriations. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign purchase order 243 for chains for the International 7400 in the amount of $450. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign purchase order 244 for salt in the amount of $5,000. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to the property owner of 3 Little Loop regarding driveway drainage. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to the property owner of 6 Little Loop regarding intent to establish a boundary line easement. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to the property owner of 11 Jungfrau regarding return of new driveway culvert to location stated on the Permit. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to Granite State Rural Water thanking them for the efforts of employee Andrew Madison creating a Source Water Protection Plan for the District. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to send the sample letters to the neighbors. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter outlining Class V public road status of VDOE roads for Attorney Charles O’Leary of NH State Police Troop F. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the MS 60-A, NH Department of Revenue audit option report. Ron Sandstrom seconds. Motion passed 3-0.

9. Correspondence

Jay Buckley has sent a request for use of the Lodge on May 5th. Mike Smith makes a motion to approve the request contingent upon ability to have the water on in the building. Ralph Lutjen seconds. Motion passed 3-0.
Granite State Analytical has sent the monthly water testing results; system is clean and pH is good.
NH Municipal Association has sent the weekly :Legislative Bulletin; three 91-A bills have failed with 2 remaining to be voted.

10. Scheduled Appearances

11. Other Business

Ralph Lutjen has completed the draft for the bid package for the Reinach Pressure Zone. Project will be put out for bids this summer. Some additional information regarding the connections for phase 1 would be beneficial to the bid packet. Ralph Lutjen makes a motion to allow Ralph Lutjen to contact engineer Nick Sceggell with questions. Ron Sandstrom seconds. Motion passed 3-0.

12. Public Comments

At 9:50 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 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 give Nancy Cole a 3% salary increase retroactive to January. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to give Kelly Robitaille a 5% salary increase retroactive to January.
Ralph Lutjen makes a motion to adopt a performance based incentive bonus program which will modify the existing 3% of salary cap on bonuses. Ron Sandstrom seconds. Motion passed 3-0.

At 11:15 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ralph Lutjen 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