[gview file="https://vdoe-nh.org/wp-content/uploads/2018/09/Agenda-09-18-18.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/09/CM091818R.pdf"] VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 18, 2018

The Board of Commissioners met at 8:00 am on Tuesday, September 18, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), residents Adam Leiser, Gloria Aspinall, Kathy Koziell and Paula Doyle, 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 seconds. Motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille outlines work on West Bergamo to improve drainage. Forclaz is being ditched this week.
Kelly Robitaille outlines that a roller has been located for $700 for two days. A smaller roller could be rented from Coleman; however, the larger roller is more beneficial. Total cost for three days with delivery would be $1,125. Ralph Lutjen makes a motion to approve rental of the larger machine for two days at $275 per day – with delivery $700. Mike Smith seconds. Motion passed 2-0. Asphalt will be needed in the amount of $5,250.
Sand reclaiming will be done the first week of October. Limb removal along roads and at intersections will be done in October. When not on a project, culverts will be cleaned. Preparing trucks for winter operations will be done early November. Kelly Robitaille highlights that sand reclaiming can be moved to the end of October. Mike Smith states make it the last item to be worked. Roads and culverts are to be worked first.
Inspections are being done on all equipment.
Supplies of sand and salt are good should an early storm occur.
Discussion is held on a proposed review of drainage in the garage. A design would be needed from Dubois & King for the disposal tank.
The driveway permit request for 19 Jungfrau is discussed; the edges should be ditched to make sure water flows into the drainage. Kelly Robitaille is to meet with Perm-A-Pave prior to approval for the paving.
Review of the culvert at the top of Salins at Bristenstock is discussed. Engineer Chuck Goodling reviewed this intersection when in the District Sept 8. Kelly Robitaille outlines that the pipe can be replaced as is without any design. Two pipes will be needed to replace this pipe. The metal pipe is blocked and does not flow at this time.
Pricing for a Dodge 5500 is being compiled for review. Outfitting the truck is being quoted at this time and will be submitted for review.

3. Water

The roof at Muddy Beach has been replaced. Final costs for project will be put together.
Mike Smith did curb stop locating with Ian Hayes last week. One property owner will need to be contacted. There are three valves that have not been located for houses.
A follow up with DES will be done for the septic issue at 23 Huttwil.

4. Administration

Mike Smith makes a motion to send the water disconnect notices. Ralph Lutjen seconds. Motion passed 2-0.
August water usage is discussed. Usage is in line with prior years.
Motion log will be done for next week.
Asset Management will meet next week, 9/25 at 2 pm.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 18 checks in the amount of $11,918.62. Ralph Lutjen seconds. Checks and invoices are reviewed and discussed. Motion passed 2-0.

6. Minutes

Mike Smith motion approve the minutes of 9/6. Ralph Lutjen seconds. Motion passed 2-0
Ralph Lutjen motion approve the minutes of 9/8. Mike Smith seconds. Motion passed 2-0.

7. Commissioners Reports

Ralph Lutjen is working on financial information for the water system needs. This analysis does not use any remaining proceeds from the current approved $204,900-dollar loan. In this “pay as you go” outline, the water bill projected increases go to $625.60 in 2021. The terms for State funding of the tank project are being looked into.
An additional outline will be done using the loan proceeds of the $204,900-dollar loan.
Mike Smith questions Paula Doyle on a statement of “trusting” the Commissioners. Paula Doyle states she does not trust that the Board can handle the projects facing the District. Paula outlines that she feels that the Little Loop design has taken too long and cost too much money; original design could have been used. Mike Smith informs Paula that the VDOE was not going to pay to move the property owner’s driveway or include his landscaping into the District drainage design. Paula responds that she was unaware this was included in the original design submitted by the property owner. Tanks are outlined; Paula highlights that she would inspect and line the existing tanks. Mike Smith outlines that the recommendation of Mass Tank is to replace the tanks and not expend the funds to inspect and line. Paula continues that the replacement should have been proposed on the 2018 Warrant. Mike Smith states that the best interest of the District is to replace. Paula adds that work approved has not been completed. Mike Smith outlines work of the Asset Management Committee that showed replacement as better option. Paula highlights that she does not feel that the Commissioners are doing anything illegal or not looking out for the District. Paula continues that additional persons being involved would be helpful. Mike Smith outlines that there has been no action by the Commissioners that would create distrust. Paula concludes that as a citizen, she feels she has the right to speak her mind. Mike Smith outlines that Adam Leiser interrupting during Commissioner meetings is the reason public comments was removed from the agenda.

8. Signature Items

Mike Smith makes a motion to sign PO 266 in the amount of $1,550 for culverts. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve use of the lodge for Oct 27. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the beach cleaning results. All clean.
The EPOA has sent a request to have the Commissioners attend a meeting 10/6. Ralph Lutjen will not be in town and Mike Smith is not available. EPOA will be notified.
NHRS has sent the employer rates for 2019-2020; rate will move from 11.38% to 11.17%.
A health insurance petition to have employees contribute to the plan has been received. Ralph Lutjen will work on this with Nancy Cole to check other local towns. Mike Smith makes a motion to have analysis completed including employee contribution percentages.
Electrical Installation has sent the renewal contract for SCADA service. Mike Smith makes a motion to sign the renewal. Ralph Lutjen seconds. Motion passed 2-0.
Mark Graffam has sent pictures of Old Town Road. This road is on the plan for this fall.
NHMA has sent the bi-weekly News Link. Nancy Cole will be attending the budget and finance seminar this Thursday.

10. Scheduled Appearances

Adam Leiser states he did not receive design for Little Loop and then corrects that he did receive it electronically. Prints have not yet been received. Update to the easement is questioned. Ralph Lutjen outlines that the design needs to be agreed upon prior to updating the easement. If agreement is reached; the District will proceed with the contractor. Ralph Lutjen discusses updating the easement. Adam Leiser states that the contractor should be engaged at this point. A bid and schedule will be requested. Easements will be needed prior to beginning construction.
Mike Smith and Adam Leiser will discuss project management at a different time.
Adam Leiser states that it is unfair to state he has any responsibility for removal of public comments. Mike Smith outlines outbreaks by Mr. Leiser at past minutes.
Adam Leiser reads a statement regarding the September 8 meeting. Mike Smith outlines that Mr. Skarinka is in support of the Board and has been for a number of years. Adam Leiser questions holding of a meeting to work with the public. Adam states that the Board has an opportunity to engage the public at this time to work on needed projects. An advisory committee is recommended by Adam. Mike Smith invites Adam Leiser to review the tank information. Mike Smith outlines recommendation of Mass Tank to replace the tanks. Adam questions taking the word of Mass Tank stating that they will make money either way. Adam highlights loosing of credibility by the Board. Working together is needed for progress. Discussion surrounding evening and/or weekend meetings was held.

11. Other Business

At 9:28 am Mike Smith makes a motion to enter non-public session pursuant to RSA 91-A:3, II (a) employment matters. Ralph Lutjen seconds. Motion via roll call vote Mike Smith yea, Ralph Lutjen yea. Motion passed 2-0.

At 10:12 am Ralph Lutjen makes a motion to exit non-public session and adjourn the meeting. Mike Smith seconds. Motion via roll call vote Mike Smith yea, Ralph Lutjen yea. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator