[gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/Agenda-09-25-18.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/CM092518.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 25, 2018

The Board of Commissioners met at 8:00 am on Tuesday, September 25, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), residents Adam Leiser, Paula Doyle and Gloria Aspinall. 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 reports that the Reinach tanks have been backfilled.
Asphalt work will be done Thursday and Friday of this week. Old Town will be worked first; Chocorua View second and then to the hill on Aspen to work the shoulder area. Small potholes will be filled where possible next week until allocation for asphalt is used.
The International 7400 has been inspected. The Terra Star has also been inspected. The 550 needs a caliper to pass inspection. This will be changed in house.
The rafts will be removed this week.
Other equipment is in good condition.
Ditching and culvert cleaning will continue throughout the fall.
Kelly reports that he has been in contact with a possible vendor to clean the culvert pipes. This will be priced for next year. An estimate will be submitted.
Kelly Robitaille will also submit a list of needed items for next year for budget consideration.
Sand reclaiming will be done if time allows.
Salt may be needed prior to yearend. This will be looked at going forward.
Two classes are available in October – backhoe and chainsaw safety. Kelly Robitaille recommends attendance by both members. Ralph Lutjen makes a motion to allow up to $200 for classes. Mike Smith seconds. Motion passed 2-0.
Driveway permits are reviewed and discussed. Permit for 11 Blinden reviewed and signed. Permit for 7 Biasca reviewed and signed.
Discussion is held on engineering review of the culvert on Bristenstock at Salins. Kelly Robitaille will try to work the culvert to delay replacement to spring.
Home owner at 4 Barden has sent a request for review of his driveway. Kelly Robitaille recommends a driveway culvert. Mike Smith makes a motion to send a letter to the property owner stating place in spring. Ralph Lutjen seconds. Motion passed 2-0.

3. Water

Ian Hayes will be in attendance at the October 12 meeting.
Siding for Muddy Beach will be reviewed for when final bills are received.
Ralph Lutjen has discussed the Reinach Tank bid package with Paul Fluet. The bid package is due to the VDOE on October 15 with bids to be received in November.

4. Administration

Motion log is reviewed and discussed.
Cash flow report is reviewed and discussed. Funds will be tight through yearend. TAN proceeds will be needed for cash flow.
Asset Management meeting is scheduled for today at 2 pm.
Mike Smith makes a motion to send a letter to homeowner on Rte 113 to set up time to test the shut off valve that is believed to be for his property. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve payroll in the amount of $6,296.18. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Motion passed 2-0.
September newsletter has been completed. Newsletter will be sent out today.
Date for the Annual Meeting for 2019 is discussed. Mike Smith makes a motion to schedule the Annual Meeting for February 23, 2019. Ralph Lutjen seconds. Motion passed 2-0.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 1 check in the amount of $9,855.00. Ralph Lutjen seconds. Check and invoice are reviewed and discussed. Motion passed 2-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of 9/7. Ralph Lutjen seconds. Motion passed 2-0
Mike Smith makes a motion approve the minutes of 9/11. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve the revised minutes of 9/18. Ralph Lutjen seconds. Motion passed 2-0.

7. Commissioners Reports

Ralph Lutjen outlines financial analysis completed for the water system needs. The costs are broken down to show the difference between financing or pay as you go options. Impact to the water user fee is estimated for 10 years. State funding for the Reinach tank, if used, can be paid back over a 20-year period. Option of a bank loan is also calculated out. Highest rate if projects are financed is estimated to be $600. If paid as incurred, rate could go to $640. Anything that is removed from the list of proposed projects would alter the estimated rates.
Ralph Lutjen makes a motion to place on website. No second. Mike Smith recommends Asset Management Committee should review first.
Ralph Lutjen discusses applying for the State Revolving Loan Fund for financing of Reinach tank replacement. Authority to pursue financing will be on the Warrant next February. Requirements for the application are reviewed. Application will be worked on and completed as much as possible for submission to the State. Mike Smith makes a motion to begin the application paperwork for the State Revolving Loan Fund. Ralph Lutjen seconds. Motion passed 2-0. Mike Smith makes a motion to review the trust fund funding from DES. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to cancel Jay Buckley’s accepted offer for replacing the shingles on the roof over the mailbox. Ralph Lutjen seconds. Discussion on possible waiver being in place prior to work being completed. Mr. Buckley will be asked who will do the work and if a release will be signed. Mike Smith withdraws motion. Ralph Lutjen makes a motion to ask Jay Buckley who will be involved and if a release of liability will be signed. Mike Smith seconds. Motion passed 2-0.
Mike Smith makes a motion to place an ad for part time snow plow operators. Ralph Lutjen seconds. Discussion on Tony Eldridge as part time employee plowing for the winter; 4 persons is optimal. Motion passed 2-0.

8. Signature Items

Mike Smith makes a motion to sign the MS 434. Ralph Lutjen seconds. Report is reviewed and discussed. Motion passed 2-0.
Mike Smith makes a motion to sign PO 267 in the amount of $700 for rental of the roller. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the proposal for financial software from BMSI with funds to come from the Office Equipment CRF. Ralph Lutjen seconds. Discussion is held on the new software and benefits of moving to municipal software from QuickBooks. Motion passed 2-0.
Ralph Lutjen makes a motion to hold the Dubois & King Amendment to the Reinach Tank proposal. Mike Smith seconds. Discussion is held on the amendment. Ralph Lutjen will discuss with Paul Fluet. As the amendment covers project management oversight during construction of the proposed concrete tank at Reinach, the amendment does not have to be signed today. The cost will be included in the project estimate. Motion passed 2-0.
Mike Smith makes a motion to approve use of the lodge for Sept 29. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the fill agreement for 63 Huttwil. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to give 4 blank fill agreement forms for use by Kelly Robitaille. Ralph Lutjen seconds. Motion passed 2-0. Forms delivered.
Mike Smith makes a motion to sign the Driveway Permit for Construction for 11 Blinden. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the Driveway Permit for Construction for 7 Biasca. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the monthly water system test results – system is clean.
Granite State Analytical has sent the monthly pH testing results – pH is at target range.
Granite State Analytical has sent the weekly beach testing results – clean.
Engineer Chuck Goodling has sent an outline for review of the culvert on Bristenstock at Salins. Kelly Robitaille has reported the culvert will be replaced in kind.
The Coleman Tower site payment has been received.
Kevin Dorney has requested review of his driveway on Barden. Driveway may need a culvert.
Adam Leiser has sent a statement of disappointment with the Sept 18 draft minutes.
Paula Doyle has sent a statement requesting changes to the Sept 18 draft minutes.
Ralph Lutjen outlines that no changes will be made based on the comments.
Marcus Guerrero has questioned problem tree removal and was informed dead or damaged trees can be removed without a permit.
Edmunds & Associates has sent the pricing for their financial software.

10. Scheduled Appearances

Gloria Aspinall discusses improvements that can be made for the beach racks for 2019. Limiting to two craft per space is recommended with stickers for each one.
Repair of the racks should be done prior to spring.
Gloria recommends replacing the wooden rafts with the plastic ones. Three are recommended. Instructions for renters are recommended to be sent to property owners to place watercraft in appropriate places.
Discussion on persons leaving chairs on the beaches is held. Ordinance will be checked to verify that no personal items or debris is to be left on the beaches.
Welding is needed at the outhouse on Eidelweiss Beach.
Mike Smith outlines that Mr. Leiser should remain on topic for Chocorua water tank replacement only. Mr. Leiser highlights that he needs access to persons that would be involved. Mike Smith makes a motion that Adam Leiser has no access to any persons involved. Ralph Lutjen seconds. Ralph Lutjen discusses not incurring any costs, but all Mass Tank estimates are available. Motion passed 2-0.

11. Other Business

At 9:03 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator