[gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/Agenda-10-12-18.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/CM101218.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
October 12, 2018
The Board of Commissioners met at 8:00 am on Friday, October 12, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), residents Gloria Aspinall 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 reports asphalt work completed last week. Old Town was worked and came out well. Culvert cleaning is being done, majority are over 80% cleaned. The rafts will be brought in next week. A request was received to remove a board from the dam. This will be done today. The second board removed for winter will be done later this month.
All equipment is in good condition. All inspections were completed on the trucks.
Removal of limbs and leaves will be done in the next two weeks.
Kelly Robitaille reports that some gravel is still available for pot holes as needed.
Sand and salt supplies are ok. One load of salt will be needed for the end of the year.
Mike Smith makes a motion to order one load of salt. Ralph Lutjen seconds. Motion passed 2-0.
An email received from Mark Graffam regarding the end of Forclaz is discussed. The pile does not block an area where a vehicle could travel and can be easily walked past. Pile will be removed prior to snow. Owner of 14 Forclaz will be placing a request for this fill.
The EPOA will not be mowing any VDOE properties next year. A lawnmower will be purchased.
Driveway permit for construction for 30 Bern Drive is reviewed and signed.
A quote has been received for a front runner rake. Quote is $4,180. Discussion on placing this on the 2019 Warrant is held. Mike Smith makes a motion to place on 2019 Warrant. Ralph Lutjen seconds. Motion passed 2-0.
Old Town Road is discussed. Placing of the asphalt has significantly improved the road for winter plow operations.
Aspen drive has also been worked on.
Budgets are reviewed and discussed. Line items are discussed. Gravel line item and asphalt line item are discussed; these lines are slightly over-expended. Any materials needed before year end will be brought to the Board.
The contractor will be met with for 19 Jungfrau.
A safety meeting will be held at the conclusion of this meeting.
3. Water
Ian Hayes will be in attendance 10/23.
Muddy Beach project is discussed. Mike Smith makes a motion to proceed with the siding as quoted by Norm Garside. Ralph Lutjen seconds. Motion passed 2-0.
Ralph Lutjen discusses the Reinach tank replacement project and Reinach pressure zone.
Draft for bid specifications is expected today. Rick Skarinka has stated the State needs two weeks to review and approve. Project will be bid November 6 with a bid due date of November 20. State revolving fund requirements will be included in the specifications. The State does not release funds until the latter part of the year; September or October. As this is late in the year, bank financing may be a better option. Bank loan rates will be looked into. A construction index will be included to account for the delay between bid and construction. Mike Smith makes a motion to apply for funding through the local bank. Ralph Lutjen seconds. Discussion on the project continues. Contract oversight cost has been quoted at $33,000. A contractor has already stated interest in this project. Concrete tanks are preferred over steel as it will last longer with less maintenance. Having two finance options, bank and State. Motion passed 2-0. Mike Smith makes a motion to begin the paperwork for the State Revolving Loan Fund application. Ralph Lutjen seconds. Motion passed 2-0. Establishing a meeting with Paul Fluet for the end of October is discussed. Mike Smith makes a motion to meet with Paul Fluet to discusses the project once State approval is received. Ralph Lutjen seconds. Motion passed 2-0.
Finalizing the security panels for the pump houses is discussed.
Asset Management meeting is scheduled for next week.
Completion of the curb stop valve locating is discussed. Contact will be made with the property owner of 1506 Conway Road for access to the house to check the valve.
3 Waldsbut is the other property with out a valve located. Granite State Rural Water will be contacted to run the line if necessary
4. Administration
Safety meeting will be held today.
Finance reports are due the end of the month.
Budgets are reviewed and discussed. Line items are reviewed and discussed.
Mike Smith makes a motion to approve payroll in the amount of $5,429.58. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Motion passed 2-0.
Mike Smith makes a motion to incorporate the updated wording for the water hook up application as proposed. Ralph Lutjen seconds. Motion passed 2-0.
September water usage report is reviewed and discussed. Pump house electric usage report for September is also discussed.
5. Accounts Payable
Mike Smith makes a motion to approve the manifest of 26 checks for a total of $31,994.46. Ralph Lutjen seconds. Checks and invoices are reviewed and discussed. Motion passed 2-0.
6. Minutes
Mike Smith motion approve the minutes of 9/25. Ralph Lutjen seconds. Motion passed 2-0.
7. Commissioners Reports
Ralph Lutjen discusses the storm water management project. Report has been delayed while UNH T2 reviews permit requirements with NH DES for the drainage pool being created across from Geneva Beach. Ralph Lutjen will do an additional follow up with UNH.
Ralph Lutjen discusses description of PRV and cost analysis for these updates. A detail report will be put together for review and discussion.
Mike Smith discusses replacement of the roof over the mailboxes. Jay Buckley had submitted an offer to replace the shingles as a volunteer. Mike Smith makes a motion to call off the volunteer project. Ralph Lutjen seconds. Discussion on allowing volunteers to do work within the District is held. Protecting the VDOE from liability exposure is discussed. Release of liability and/or proof of liability insurance is needed for all persons to participate. Schedule and proof of insurance for all persons to be involved is discussed. Mike Smith withdraws the motion. Mike Smith makes a motion to request proof of liability insurance for everyone involved in the project and the date the work is to be completed. Ralph Lutjen seconds. Motion passed 2-0.
A review of priorities for the water system has been completed with Ian Hayes. Mike Smith outlines the priorities as discussed with Ian.
8. Signature Items
Mike Smith makes a motion to sign the Driveway permit for Construction for 30 Bern Drive. Ralph Lutjen seconds. Motion passed 2-0.
Required posting for Worker’s Compensation Insurance has been received from Primex. Mike Smith makes a motion to sign and post the notice. 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.
Third party electric provider has sent Augusts electric report showing a savings of $149.
The EPOA has sent information regarding mowing of District properties at the entrance and flag pole area. The EPOA will no longer provide this service to the District.
Resident Adam Leiser has distributed his tank analysis for the 5,000-gallon tanks. Analysis shows no details on any of the listed costs.
Resident Mark Graffam has sent a request to remove the debris at the end of Class V Forclaz. This will be done during October.
Resident Andrew Harteveldt has sent a request for a delivery of sand and was informed VDOE does not deliver sand to residents. Mr. Harteveldt was able to obtain the needed sand from Gilbert Block.
10. Scheduled Appearances
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