[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/07/CM052316.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 23, 2016

The Board of Commissioners met at 8:00 am on Monday, May 23, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille and Treasurer Dinah Reiss. The meeting was taped for Madison TV by Tim Hughes.

At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.

1. Agenda

Mike Smith makes a motion to approve the agenda. Larry Leonard seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that Geneva Place was ditched Friday. All culverts, driveway and road, were cleaned. The rafts will be put into the ponds this week. The speed bumps will also be placed this week. Access to the Muddy Beach wells will be cleared this week. Kelly Robitaille continues by stating that shoulder work on upper Oak Ridge is still needed and will be completed. Mike Smith makes a motion to delay placing of the speed bumps until school is out. Ron Sandstrom seconds the motion and the motion passed. Supplies are good and all equipment is reported to be in good condition. The paving of lower Oak Ridge Road is beginning today. The list of additional roads to be added for work this summer will be circulated. Deliveries will be scheduled for the fill request from Bern Drive. Ron Sandstrom makes a motion to place the availability of fill on the website. Mike Smith seconds the motion and the motion passed 3-0. The No Lifeguard on Duty signs for the beaches have been received and will be installed.

3. Water

Estimates for the replacement panel at Reinach and programming of the polling sequence have been received.

4. Administration

Mike Smith makes a motion to not meet next week. Ron Sandstrom seconds the motion and the motion passed 3-0.
A safety meeting was held last week. Next meeting will be June 8.
Attorney Dan Crean has stated the policy review should be completed this week.
Meetings with recommended replacement legal counsel are discussed. A meeting with Attorney Chris Boldt has been scheduled for 8:30 am June 6. The second Attorney will be scheduled 10 am.
Treasurer Dinah Reiss discusses the monthly cash flow report. A retainage account will need to be established for Oak Ridge Road. A letter from the Commissioners will be needed to open the new account. Establishing a Tax Anticipation Note in June is recommended by the Treasurer. Mike Smith makes a motion to establish a TAN. Ron Sandstrom seconds the motion. Discussion on amount is held. Ron Sandstrom moves to amend the motion to add in the amount of $100,000. Mike Smith seconds. Motion, as amended, is called to a vote and the motion passed 3-0. Treasurer Dinah Reiss will contact the bank. The intent for additional withdrawal from the Water System Capital Reserve Fund is discussed. Mike Smith makes a motion to split the Muddy Beach Well work at $17,500 from the CRF and $17,500 from the Water System Extension Fund. Ron Sandstrom seconds the motion and the motion passed 3-0.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,377.55. Ron Sandstrom seconds the motion. Discussion is held. Further discussion will be held in non-public session. Mike Smith makes a motion to approve payroll minus the ½ hr Overtime. Ron Sandstrom seconds the motion and the motion passed 3-0.

Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 3 checks for $67,456.95. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of May 16, 2016 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.
The minutes of May 17, 2016 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Larry Leonard seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ron Sandstrom reports that he has locked down the website as it has been under attack recently.

Larry Leonard discusses submitting additional information to NH DES. Larry Leonard makes a motion to collect and complete a final request for reimbursement application for the Asset Management Grant. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion not to pursue alternate engineering options. Ron Sandstrom seconds the motion. Discussion ensues. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard in favor of keeping the item open.
Mike Smith makes a motion to send a letter to Eversource with a copy to Asplundh requesting holding of any additional tree cutting and establish a meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith reports that he has permission to publish photographs of the Loons, with credit to the NH Loon Society. Discussion is held on placing pictures and a notice on the website regarding safety and protection of the Loons.
Mike Smith discusses topics to be covered with the EPOA at the meeting this coming Saturday. Topics should include selling the Lodge, a new building, beach stickers and options for parking restriction, ID on boats per Ordinance, Oak Ridge Road reconstruction, upgrades to Jungfrau and Oak water stations, and planned rehab of the Muddy Beach wells. An outline will be created.

8. Signature Items

Work order 1122 for repair of the plumbing at the Lodge is reviewed. Mike Smith makes a motion to approve Work Order 1122. Ron Sandstrom seconds the motion and the motion passed 3-0.

Letters to two residents requesting participation on the Lodge sale review committee are presented. Mike Smith makes a motion to sign the letters to Kevin O’Brien and Tommy Gunn requesting participation on the Lodge sale review committee. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the monthly bacteria testing results; results are clean. Granite State Analytical has sent the pH testing results; results are compliant.
A 91-A request for the summary outline of the water system tank lining project was received from Jay Buckley. The document was sent electronically.
A 91-A request for the approval of the pavement preservation work recently completed on the upper section of Oak Ridge Road and Klausen and Annual Meeting document outlining this project was received from Mark Graffam. The documents were sent electronically.

10. Scheduled Appearances
11. Other Business
12. Public Comments

At 8:59 am Ron Sandstrom makes a motion to enter Non-Public session pursuant to RSA 91-A3: II (a) employment matters. Mike Smith seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Motions and votes of Non-Public session:
Ron Sandstrom makes a motion to deny the ½ hour overtime shown on Bob Goddard’s time card. Mike Smith seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to sign the letter to Bob Goddard. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to establish a meeting with part time employee Tony Eldridge. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 9:15 am Ron Sandstrom makes a motion to exit non-public session and adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.

Respectfully submitted,
Nancy E. Cole, Administrator