[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/09/CM082916.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
August 29, 2016

The Board of Commissioners met at 8:00 am on Monday, August 29, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Kelly Robitaille (hwy), Treasurer Dinah Reiss (arrived 8:10 am). 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 as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the roads are in good shape. Removal of the speed bumps is questioned. Mike Smith makes a motion to remove the speed bumps Tuesday, September 6. Ron Sandstrom seconds the motion and the motion passed 3-0. New employee Jeff DeMartino started today. Ron Sandstrom discusses completion of the road survey with new hire Jeff DeMartino. Kelly Robitaille will use the road survey as a means of helping Jeff DeMartino learn the roads. Kelly Robitaille reports that Barden Place was worked on last week. The entrance area along Bern Drive and the road were ditched. The list of trees that have wood remaining along the road has been completed. Asphalt repairs will be worked on during September and October. The budget review that will occur September 9 will include placing remaining costs over budget for the insurance within other line items. The ad for part time snow plow operators will be placed in the paper. The culvert placement at the driveways of 69 and 71 Eidelweiss Drive will be scheduled.

3. Water

An outage was reported from 19 Blinden this weekend. Engineers Paul Fluet and Nick Sceggell are reviewing the information being compiled by the data loggers. Protection of the temporary line on Bristenstock for winter is being finalized. Water usage numbers are discussed. August water usage numbers will be compiled.

4. Administration

A safety meeting will be scheduled.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $4,644.75. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve the manifest for a total of $7,171.52. Larry Leonard 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 August 22 are presented. 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 makes a motion to send a postcard to all home owners outlining the VDOE website and the VDOE as a municipal entity. Mike Smith seconds the motion. Mike Smith moves to amend the motion to obtain a cost for sending a post card to all homeowners. Ron Sandstrom seconds the amendment. Motion, as amended, is called to a vote and the motion passed 3-0.
Mike Smith makes a motion to have the office draft a waiver of liability for beach camping and send to legal counsel for review. Ron Sandstrom seconds the motion and the motion passed 3-0.
Larry Leonard discusses establishing a meeting with local Engineer Burr Phillips for road and drainage needs of the VDOE. Larry Leonard makes a motion to set up a meeting with Burr Phillips for discussion on engineering needs of the VDOE. Ron Sandstrom seconds the motion and the motion passed 2-0-1 with Mike Smith abstaining.

8. Signature Items

A letter to the Malkasian’s requesting submittal of questions for the engineers regarding Oak Ridge Road drainage at #19 is presented. Ron Sandstrom makes a motion to sign the letter. Mike Smith seconds the motion. Discussion ensues regarding the statement within the letter advising the property owner’s that discussion during the site visit to be scheduled will be limited to the Commissioners and the Engineers. Motion is called to a vote and the motion passed 2-0-1 with Larry Leonard abstaining.
A letter to Mike and Heidi Gervino regarding signing of the deed for the lot being donated to the District is presented. Ron Sandstrom makes a motion to sign the letter. Mike Smith seconds the motion and the motion passed 3-0.
Letters to Eversource and Asplundh Tree regarding cutting of trees and leaving of wood within the VDOE right of way are presented. Mike Smith makes a motion to sign both letters. Ron Sandstrom seconds the motion and the motion passed 3-0.
A letter to the Maffei’s regarding placement of a culvert at their driveway on Oak Ridge Road is presented. Mike Smith makes a motion to sign the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.
Work Order 1128 for placement of a 20’ 12-inch culvert at 84 Oak Ridge Road is presented. Mike Smith makes a motion to sign the work order for placement of a 20’ 12-inch culvert at 84 Oak Ridge Road. Ron Sandstrom seconds the motion and the motion passed 3-0.
A driveway permit for construction for paving and redesign of the driveway entrance at 23 Little Loop Rd is presented. Mike Smith makes a motion to sign the Driveway Permit for Construction for 23 Little Loop Rd. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 154 is presented. Mike Smith makes a motion to approve Purchase Order 154 for repairs to the cover on the International 7400 in the amount of $585. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 155 is presented. Mike Smith makes a motion to approve Purchase Order 155 for grader blades in the amount of $539. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 156 is presented. Mike Smith makes a motion to approve Purchase Order 156 for padlocks for highway and water departments in the amount of $575. Ron Sandstrom seconds the motion and the motion passed 3-0.
The Department of Revenue form MS 434 is presented and reviewed. Mike Smith makes a motion to approve the MS 434 as presented, with no offset from the Unassigned Fund Balance. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the weekly beach testing results. All results clean.
Verizon has sent the plans for the proposed changes at the Coleman Tower. Plans are reviewed. Mike Smith makes a motion to approve the plans. Ron Sandstrom seconds the motion and the motion passed 3-0.
John Rocharz has questioned any limits in place regarding canoe racks. Mr. Rocharz has been informed that there is no per house limit.
NH Department of Transportation has sent notice that there will no longer be fixed price fuel available at the State fueling stations. Prices will be market price at time of delivery of the fuel.
The Eidelweiss Property Owner’s Association has sent a request for review of and removal of some trees over the walkway at the entrance to the Lodge and for repairs to the railing along the walkway. Mike Smith makes a motion to obtain quotes and dates when the work could be performed. Ron Sandstrom seconds the motion and the motion passed 3-0.

10. Scheduled Appearances
11. Other Business

Some questions raised by the Surveyor regarding requirements of the Town of Madison for submission of the potential boundary line adjustment at the lodge site have been submitted to the Planning Board.

Ron Sandstrom states that he would like to donate a bench to the VDOE office for use in the garden. Mike Smith makes a motion to accept the donation of the bench provided the bench can be used outside. Larry Leonard seconds the motion and the motion passed 3-0.

12. Public Comments

At 9:00 am Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 3-0.

Respectfully submitted,
Nancy E. Cole, Administrator