[gview file="https://vdoe-nh.org/wp-content/uploads/2018/05/CM050818.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 8, 2018

The Board of Commissioners met at 9:00 am on Tuesday, May 8, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille, Treasurer Dinah Reiss, Communication Committee member Paula Doyle and water operator Ian Hayes. The meeting was taped for Madison TV by Tim Hughes.

At 9:00 am the meeting was called to order by Chairman Mike Smith.

1. Agenda

Ralph Lutjen makes a motion to approve the agenda. Ron Sandstrom seconds. Motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that roads are being graded; more will be done this week.
Ditching and culvert cleaning will follow. Ditching efforts will focus on Oak Hill this summer.
Replacing the York rake is discussed. Kelly Robitaille will continue to review options; purchase of a front runner style rake may be a warrant article next year. The option of renting a front runner rake this summer is discussed. Kelly Robitaille will obtain rates.
Ron Sandstrom makes a motion to put the rafts in for the summer. Mike Smith seconds. Motion passed 3-0. Kelly Robitaille will handle before Memorial Day.
Discussion on the lack of location of a vendor to pump the outhouses is held. The company that handles the State campgrounds has looked at the outhouses three times and was unable to pump the holding tanks. Additional attempts will be made.
The mowing of the entry way and flagpole garden area is discussed. The EPOA has historically handled this task; this will be followed up on.
The basketball hoops will be checked to see if replacement is needed.
Mike Smith makes a motion to have the DPW move the large rocks along the road across from Boulder Beach. Ron Sandstrom seconds. Motion passed 3-0.
The driveway on Bern Drive reported to be disturbed during road grading is being repaired.
A question regarding the culvert to be placed on Little Shore at #16 has been received; this will be a driveway culvert. Mike Smith makes a motion to respond that the culvert cost is paid by the homeowner, the VDOE installs. The practice has been in place for many years and is an accommodation to the property owner for the mutual benefit of the property owner and the District. Ron Sandstrom seconds. Motion passed 3-0. Ron Sandstrom makes a motion to draft a policy if this practice is not clear in the Ordinance. Mike Smith seconds. Motion passed 3-0.
Driveway on Lugano is discussed. Report received of new entry being created. Kelly Robitaille outlines that in discussion with neighbor across the street, this house has had a circular driveway for years, but it was overgrown. Driveway has been re-worked, but is still a gravel driveway. During the work, some gravel was dumped by a contractor on Appenvel Way. Area was cleared with no issue for the District; less than ½ hour was spent.
3. Water

Ian Hayes discusses the photos from the pump returned to Grundfos. This repair will not be covered under warranty due to the iron deposits discovered when the pump was opened for evaluation at Grundfos. Cost for repair is unknown at this time. Adding a strainer screen to the outlet from the tank is discussed as a possible means to keep this from happening again. Ian Hayes outlines his intent to place a 3” Y screen at the outlet from the tank when the second pump is installed. The engineer will be asked to review this proposal.
Discussion is held on the option of leaving the two water tanks that will be inspected off line until the lining can be completed. Mike Smith makes a motion to question Mass Tank on completion timing for lining of tanks following inspection. Ron Sandstrom seconds. Motion passed 3-0.
Ian Hayes reports that leak detection is planned with Justin Shaw of Granite State Rural Water tomorrow. The Oak zone to the Como PRV will be checked followed by Middle Shore to Porridge Shore area. Ian Hayes states that current overnight usage is 25 gallons per minute. Overall, current usage is in line with historical averages. Determination of addressing any leak found will be made based on size of leak.
High water pressure complaints from Oak Ridge Road are discussed. Ian Hayes reports that the Upper Lakeview pressure reducing valve (PRV) is working properly; the setting is where it needs to be to keep the Upper Lakeview Drive houses at sufficient pressure. The correction for the high pressure at the lower portion of the gravity zone would be separation of the lines which will be achieved when the PRV pit upgrades are completed in the future as funding was not approved this year. Additional pressure testing will be done in this area.
Water budget review will be done next week.
Mike Smith makes a motion to have a cost estimate for in home meters completed. Ron Sandstrom seconds. Motion passed 3-0. Mike Smith will work on this.
Discussion on cost analysis of replacing 5,000 gallon tanks in lieu of inspecting and lining is held. The Asset Management Committee will be asked to look at this next week. Discussion on implementing a five year plan for inspection of all tanks is discussed.

4. Administration

A safety meeting will be scheduled for May.
The motion log and cash flow report will be reviewed next week.
$56,757.69 is due for water billing. $193,367 has been collected. $100,000 has been transferred to the operating account.
An Asset Management meeting is scheduled for May 15 at 1 pm.
Remaining seven curb stop valves will be looked for in June.
Mike Smith makes a motion to approve payroll in the amount of $5,229.58. Ron Sandstrom seconds. Report and time cards are reviewed and discussed. Motion passed 3-0.
The April water usage report is reviewed; usage is in line with historical data. The April pump house electricity usage report is reviewed. Mike Smith makes a motion to post the information on the website. Ralph Lutjen seconds. Motion passed 3-0. Ron Sandstrom makes a motion to include the pump house electric data in the usage spreadsheet. Mike Smith seconds. Motion passed 3-0.

5. Accounts Payable
6. Minutes
7. Commissioners Reports

Ralph Lutjen discusses the status of the easement agreements with #4 and #6 Little Loop. Mike Smith makes a motion to send a follow up to the property owners with a respond by date of next week. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to send a follow up to Paul Fluet regarding need for permits for the Little Loop project. Ron Sandstrom seconds. Motion passed 3-0.
Ralph Lutjen discusses the bid specification for the Reinach Pressure Zone. Some questions have been sent regarding need for a bond on the piping portion of the project; 5% deposit of total bid submitted with bid; timing for Engineer’s approval for substantial completion.
Ron Sandstrom discusses receipt of information regarding a leak at a property on Bern Drive. The emergency statement on the answering machine will be checked for clarity.

8. Signature Items

Mike Smith makes a motion to sign the letters to the property owners for the renumbering of Jungfrau Road. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to Stephan Hamilton, Director, Municipal Services, Department of Revenue. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the documents for the Bank of NH. Ralph Lutjen seconds. Treasurer Dinah Reiss reviews the documents; loan amount is $204,930 with a three year draw down period where interest only payments are made followed by a 12 year term repayment period. Motion passed 3-0. Dinah Reiss adds that the interest rate for the first three years while interest only is paid will be 4.09% and the first five years of payments will be 3.25%.

9. Correspondence

The Eidelweiss Property Owner’s Association has sent an invitation to the Commissioners to attend the EPOA Annual Meeting on May 26 at 10 am at the lodge. A presentation will be delivered on the neighborhood watch program. If two Commissioners will be in attendance, the meeting will be posted.
The NH Loon Preservation Committee has confirmed the presentation scheduled for 6 pm on May 26 at the lodge. This will be posted as the Board will be in attendance.
Jay Buckley has sent a thank you to the Commissioners for the meeting last Saturday. Mr. Buckley adds that tires were found at the entrance to the District from a different Valley Pride clean up group; these tires were moved to behind DPW II for storage.
Larry Sodano has sent a request to allow posting of draft minutes to the website. Mr. Sodano was in attendance at the Communication Committee meeting last Saturday where a vast majority of persons present were in support of posting draft minutes.
Dr. Jamie Houle of UNH Storm Water Management has sent information regarding the classification of the streams and wetland area leading to Geneva Beach. A site review is recommended for clarification of the information available. Ralph Lutjen makes a motion to approve a site review. Ron Sandstrom seconds. Motion passed 3-0.

10. Scheduled Appearances
11. Other Business

The Communications Committee meeting last Saturday is discussed; the meeting went well. Ralph Lutjen suggests topics for which information should be sent in newsletters; where to get information, 91-A, come to a meeting. Posting of draft minutes is discussed. Paula Doyle outlines the intent of posting draft minutes is to release information to the public quicker. Ralph Lutjen states that the Commissioners are not in favor of posting draft minutes; review by the Board prior to posting is wanted. Ron Sandstrom discusses creating an expanded list of categories for which information would be automatically sent out. Release of information to the public and the best manner in which to release the information is discussed.

12. Public Comments

At 11:28 am Ron Sandstrom makes a motion to enter Non-Public session pursuant to RSA 91 A-3: II (a) and (e). Ralph Lutjen seconds. Motion is voted via roll call Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea. Motion passed 3-0.

Motions and votes of non-public session:
Mike Smith makes a motion to have the office follow up on the meeting date for Paul Fluet and Jeff Tucker with the Board. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to pay the Terra Star repair bill to Liberty International with the funds to come from the Highway Equipment CRF. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to pay the grader service bill to Chadwick-BaRoss with the funds to come from the Heavy Equipment CRF. Ron Sandstrom seconds. Motion passed 3-0.

Ralph Lutjen makes a motion to seal the legal discussion minutes of the non-public session. Ron Sandstrom seconds. Motion is voted via roll call Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea. Motion passed 3-0.

At 12:30 pm Ralph Lutjen makes a motion to exit non-public session and adjourn the meeting. Ron Sandstrom seconds. Motion is voted via roll call Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea. Motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/05/CM050118.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 1, 2018

The Board of Commissioners met at 8:00 am on Tuesday, May 1, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille, Treasurer Dinah Reiss, Josh McAllister of HEB Engineering and resident 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. Ron Sandstrom seconds. Motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille recommends removal of the spring road weight limitation. Ron Sandstrom makes a motion to remove the road weight limit postings. Mike Smith seconds. Motion passed 3-0.
Kelly Robitaille discusses obtaining Calcium Chloride (CaCl) for use on roads this summer. Mike Smith makes a motion to approve purchase of up to $1,500 for CaCl. Ron Sandstrom seconds. Discussion is held on use for dust control and following grading of a road. Motion passed 3-0.
Kelly Robitaille reports that some work was done on canoe racks. Many of the racks didn’t have a bottom board; boards were added as needed. Work is still needed on the racks at Eidelweiss Beach; they are currently under water and not accessible.
Gravel is being hauled for roads and pot holes are being filled as needed. The edges of the roads are still soft; full grading will wait.
Culverts will be cleaned; Eidelweiss Drive at #68 and Winnegon Road at #13 included.
The budgets are reviewed. General Government heating is at 92%; $4,300 remains between part time and overtime highway salary lines when combined. Discussion is held on the need for part time personnel. Highway repair line item is high; $6,600 is due to Liberty. Discussion is held on establishing a work plan for the summer with a focus on cleaning culverts and ditches to protect the budget lines. Crack sealing on asphalt roads will also be planned. Increasing budgets for winter portions; sand, salt, fuel, heat next year is discussed.
Congratulations to Jeff DeMartino for completion of the NH Department of Environmental Services Culvert Maintainer and Certified Installer course. Both members of the crew are now certified.
At 8:25 am the camera is requested to be turned off for protection of Loon Preservation Committee equipment; at 8:27 am filming resumes.
Mike Smith makes a motion to allow Mike Smith to regulate the water level of the ponds by instructing the DPW on the installation and removal of boards from the dam for loon nesting. Ron Sandstrom seconds. Motion passed 3-0.
A non-public session will be scheduled for next week.

3. Water

Ian Hayes will be in attendance next week.
The electrical work at Muddy Beach has been completed with all wiring run and variable frequency drive installed.
Ralph Lutjen discusses the completion of the draft bid documents and maps for the Reinach Pressure Zone by Paul Fluet. Ralph will review the documents and submit recommendations to the Board and Paul Fluet.
The status of the loan application for the tank inspection is discussed by Treasurer Dinah Reiss. The interest rate on the loan will be reviewed for adjustment every five (5) years of the loan repayment. Notice of an interest change will be received by the VDOE 120 days in advance. Closing of the loan can be set by the Commissioners. Mike Smith recommends next week. Dinah Reiss will work on obtaining the necessary documents for signing. Mike Smith makes a motion to contact Mass Tank for confirmation of May 14th as the scheduled date for the inspection of one of the Reinach tanks and the large tank at the Summit. Ralph Lutjen seconds. Motion passed 3-0.
Discussion is held on high pressure complaint from resident on Oak Ridge Road. This will be discussed with Ian Hayes next week. The billing to the resident on Diessbach for emergency services will also be discussed.

4. Administration

A safety meeting will be scheduled.
$154,000 has been collected to date for water usage.
An Asset Management meeting was held last week. The Capital Improvement Plan is being updated to reflect proposed expenditures and an accumulated total of recommended funding for each project.

5. Accounts Payable

Mike Smith makes a motion to approve 9 checks for a total of $16,957.12. Ron Sandstrom seconds. Checks and invoices are reviewed and discussed. Motion passed 3-0.
The check held last week to Chadwick-BaRoss for road grader service is discussed. Itemization of the bill received will be discussed with Kelly Robitaille.

6. Minutes

Mike Smith makes a motion to approve the minutes of April 20 as presented. Ralph Lutjen seconds. Motion passed 2-0-1 with Ron Sandstrom abstaining as he was not present.

7. Commissioners Reports

Ron Sandstrom congratulates the Kennett High Robotics team on their appearance in the Robotics World Championship; the girls won the Excellence in Programming award.
The Muddy Beach statement posted last week regarding the withdrawal of $42,000 from the Water System Capital Reserve Fund is held. Ron Sandstrom outlines the review of the statement by the Auditor and recommendation of wording changes suggested by her resulting in the titling of the document as a joint statement and then removing that title at her request. Ralph Lutjen outlines the audit as a stand-alone document and that the auditor will not issue a statement regarding the intention to return the $42,000 to the reserve fund.
The resident meeting planned for May 5th is discussed. Ron Sandstrom reviews the history of distrust within the District regardless of who the Commissioners are as evidenced by review of postings on resident sites. Changing the environment is discussed.
Mike Smith discusses having an engineer review Grandval Way and Burgdorf for creation of a 2019 article for the warrant for updating the roads to Class V standards. Mike Smith makes a motion to have the engineer review the roads with Kelly Robitaille for creation of an estimate. Ron Sandstrom seconds. Discussion is held on the road; it’s narrow, has rocks, needs drainage and the warrant did not include the dead end section. The dead end could be beneficial for putting snow from the area. The reclassification will cost money; do the analysis this year. Motion passed 3-0. Ralph Lutjen discusses being mindful of the engineering budget. Mike Smith makes a motion to have Kelly Robitaille begin the review of Grandval and Burgdorf. Ron Sandstrom seconds. Discussion on focus of review being protection of equipment and safety for employees is held. Motion passed 3-0.

8. Signature Items

Mike Smith makes a motion to sign the five (5) recommended letters to neighbors who abut the aquifer included in the recently completed Source Water Protection Plan. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the requests for use of the lodge on May 26 and July 14 submitted by the EPOA. Ron Sandstrom seconds. Motion passed 3-0.
Discussion is held on the EPOA Annual meeting agenda for this year; no report from the Commissioners is requested as the EPOA will be having an Eidelweiss Neighborhood Watch Program discussion with the Police.

9. Correspondence

Bank of New Hampshire has sent the loan information discussed earlier.
Bill Copeland of Oak Ridge Road has sent a complaint about high water pressure. This will be discussed with Ian Hayes next week.
Jay Buckley has forwarded a post regarding the VDOE capital reserve funds that is posted on Mark Graffam’s Fans of Eidelweiss Facebook page. The information does not match the records of the District as supplied by the Trustees for January 1, 2018.
Rick LaTouch of Little Shore has sent a thank you to Ron Sandstrom for clarification of the name change on the Muddy Beach finance information.
Adam Leiser has sent an email regarding the monthly communication bulletin and posting of draft minutes. Ralph Lutjen discusses the lack of information in the monthly communication bulletin regarding any VDOE project status. Ralph Lutjen makes a motion to disband the Communication Committee. Mike Smith seconds. Discussion ensues with Ron Sandstrom requesting the Board give this new committee a chance; it was the first bulletin. Ralph Lutjen discusses real information that should be included; bleeders off, flushing, equipment status, etc. Ron Sandstrom outlines the inclusion of three new persons from the District that have not served on a committee before. It’s important to keep the new people involved to change the attitude towards the officials. Mike Smith adds that the chair is acting on his own; this email is not from the committee. The meeting scheduled for 8:45 am Saturday is questioned; a 15 minute meeting is planned? Ron Sandstrom continues discussion on giving the committee a chance to give meaningful input. Ralph Lutjen withdraws the motion.
Larry Leonard has sent notice that the culvert under his driveway is blocked with a request to clean prior to flushing of the valves near his property to keep the water in the ditch.
Lynn Kalinowski has sent a message regarding ability to specify a rack level when registering for a canoe rack space.
Derek Way of Bern Drive reported a trash dump at the Bern-Huttwil loop. The DPW has cleared the area.
NH Municipal Association has sent the bi-weekly News Link and the weekly Legislative Bulletin.

10. Scheduled Appearances

Josh McAllister of HEB Engineering has joined the meeting to discuss engineering for road projects. The Commissioners outline the desire to have an engineer that is locally based for road projects. Receipt of plans that cannot be implemented due to cost is discussed; this is expensive and yields no return for the District. Moving forward with a partnership to not spend engineering dollars on multiple versions of the same project is discussed. Josh McAllister highlights the benefit of a local engineer is the ability to view and review a site location during the design phase of a project. The ability to interact with and respond to clients is much greater when the client is close; HEB Engineering limits the distance for which they will contract with a client for this reason. Mr. McAllister outlines that HEB works with many municipalities in the area; they are aware of budget constraints and annual meeting time line needs. Meeting on site during design and having a clear understanding of what is practical and realistic to install/create is easier and can be more spontaneous with a local engineer. Practical solutions versus strict technical solutions are discussed. Ralph Lutjen outlines a recent recommendation to increase a culvert under Eidelweiss Drive to a large culvert that would be deeper than the current road bed as an example of a technical design solution that is not practical; the culvert being replaced has not overflowed in 40 years. Josh McAllister states that ability to do site review and familiarity with underlying surfaces within the Mt. Washington Valley area is a benefit to working with HEB.
Mr. McAllister will send a price sheet outlining annual services available with associated hourly charges. Each project would then receive its own Scope of Services agreement. Mr. McAllister adds that working with another engineering firm for any water related items effecting a road project is not an issue; general standing practice for the firm.

Mike Smith leaves the meeting at 9:45 am.

11. Other Business
12. Public Comments

Treasurer Dinah Reiss discusses the classification change to Class V for Grandval Way and the lower portion of Burgdorf Drive. If the roads are costly to bring to up to Class V status, a 2019 Warrant Article will be used.
Treasurer Dinah Reiss discusses the Muddy Beach funding posting; recommending a correction of the word “or” to the word “and” as it appears in the amendment to the 2017 Warrant.
Treasurer Dinah Reiss recommends the Board meet annually with the Auditor.
Ralph Lutjen makes a motion to develop a policy for transfer of water hook-up charges from the Water Extension Fund upon receipt of the expense. Ron Sandstrom seconds. Motion passed 2-0.
Treasurer Dinah Reiss outlines that $87,000 will need to be transferred from the operating account to Capital Reserve Funds prior to the end of the year.
Discussion is held on budget status, expenditures, review of fund levels and accounting practices.
Resident Gloria Aspinall discusses a tree that is leaning out over the water near #41 Eidelweiss Drive and some stumps that are in the area. The DPW will be informed.

At 10:05 am Ron Sandstrom makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/05/CM042018.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 20, 2018

The Board of Commissioners met at 8:00 am on Friday, April 20, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille and resident 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. Ron Sandstrom seconds. Motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that grader blades will be needed; cost is $275. Mike Smith makes a motion to approve purchase of grader blades in the amount of $275. Ron Sandstrom seconds. Motion passed 3-0.
The F-550 has been transported to MacDonald Motors to have the frame checked. If straight, the remaining repairs will be completed, if bent, the insurance company will be contacted.
Kelly Robitaille reports that culverts are being checked. Marker posts will be replaced as needed.
Kelly Robitaille states that sign posts will be needed. Pricing will be checked locally as shipping costs are high from the current provider.
The cost of the recent grader service is discussed; $1,080.14. The invoice does not include number of hours, hourly rate or a description of material disposed; but does include expenses for these items. Mike Smith makes a motion to request additional breakdown. Ralph Lutjen seconds. Motion passed 3-0.
Kelly Robitaille is still reviewing available front-runner style rakes to replace the current York rake.
The repair to the Terra-Star for the damaged axle stated to be caused by rear-wheel slip is discussed. Kelly Robitaille has reached out to other municipal departments for problems they may have had with a Terra-Star. One department stated that they completed a $1,700 upgrade to the truck that helps reduce the potential of this failure occurring. Overall, the forum does not give favorable reviews of performance for the Terra-Star.
Ron Sandstrom compliments the crew on the road conditions last Sunday morning; roads outside VDOE were in much poorer condition. Kelly Robitaille adds that the rubber plow edges purchased previously made a big difference with clearing the roads for this last storm.
The International 7400 has had the sander removed to facilitate the beginning of hauling gravel.

3. Water

The delivery to Grundfos of the non-working pump received last October has been confirmed. Ed Russell of Maltz Sales is working with Grundfos to expedite the warranty review for this pump.
Mike Smith makes a motion to send a confirmation email to Mass Tank for the tank inspections scheduled for May 14. Ron Sandstrom seconds. Ralph Lutjen discusses the status of the loan and having confirmation that the loan is approved prior to confirming the schedule with Mass Tank. Treasurer Dinah Reiss will be asked to proceed with the loan application. Mike Smith withdraws the motion. Ron Sandstrom makes a motion to contact Mass Tank for schedule confirmation once Treasurer Dinah Reiss has confirmed the loan is approved; with a copy to be sent to Ian Hayes. Ralph Lutjen seconds. Motion passed 3-0.

4. Administration

The motion log has been distributed and is reviewed.
The monthly cash flow report is reviewed and discussed.
The security panels for the pump houses have been ordered through Electrical Installation.
The monthly VDOE newsletter is reviewed. Mike Smith corrects Loon Society to Loon Preservation Society. Ron Sandstrom makes a motion to send the newsletter with the correction to Loon Preservation Society. Mike Smith seconds. Motion passed 3-0.
The Asset Management committee is scheduled to review the CIP document details. Ron Sandstrom is working on the mapping data.
Muddy Beach financing of 2017 is reviewed and discussed. A summary with recommended action has been created. Ralph Lutjen will make additional modifications to the document for clarity. Discussion on review by auditor prior to posting on the website is held. This will be done. Once final, document will be placed on the VDOE website with a copy to other sites requesting placing of a link to the document on the VDOE site.
The number of remaining spaces on canoe racks for each beach after completion of the initial registration is give; all beaches have space available should a property owner wish to register a rack space. Discussion is held on checking the racks prior to the season beginning. Having the DPW check the racks is outlined as an option; hiring a contractor to check and repair is outlined as an alternative option. Mike Smith makes a motion to have the DPW check the racks and report any needed repairs. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to approve payroll in the amount of $5,927.49. Ron Sandstrom seconds. Report and time cards are reviewed and discussed. Motion passed 3-0.

5. Accounts Payable

Mike Smith makes a motion to approve 14 checks for a total of $8,927.42. Ron Sandstrom seconds. Holding of the check to Chadwick-BaRoss for response to the previously discussed invoice questions is discussed. Mike Smith moves to amend the motion to approve 13 checks for a total of $7,847.01. Ron Sandstrom seconds. Discussion ensues on the request from a resident billed for emergency services to have the number of hours billed reviewed for reduction is held. Mike Smith makes a motion to request back up verification from Ian Hayes. Ralph Lutjen seconds. Motion passed 3-0. Motion to approve manifest of 13 checks passed 3-0.
6. Minutes

Mike Smith makes a motion to approve the minutes of April 3. Ralph Lutjen seconds. Motion passed 2-0-1 with Ron Sandstrom abstaining as he was not present.
Mike Smith makes a motion to approve the minutes of April 10. Ralph Lutjen seconds. Motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen reports that the spring water run off testing was done this week; the 24 samples have been brought to the State Lab. Ralph Lutjen makes a motion to send a thank-you letter to Bob Borchers for his work during the spring testing. Ron Sandstrom seconds. Motion passed 3-0.
Ron Sandstrom states that he is hopeful the longer term results of the Communication Committee will show improvement in the overall perception of the District.
Mike Smith makes a motion to contract Barry’s Tree Service subject to receipt of the requested easements for Little Loop Rd. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith discusses use of remaining encumbered funds from the 2017 Lodge project to repair the piping under the building in the crawl space. Mike Smith makes a motion to use the encumbered funds to have the plumber replace and property install water lines in the crawl space under the lodge. Ron Sandstrom seconds. Discussion on obtaining an estimate to determine if the remaining funds are adequate to cover the cost is held. Mike Smith withdraws the motion. Ron Sandstrom makes a motion to get an estimate for replacement of the water lines in the crawl space under the lodge. Ralph Lutjen seconds. Motion passed 3-0.
Nancy Cole outlines that the inspection was completed at the Lodge this week with Madison Fire Chief Richard Clark and Code Enforcement Officer Bob Boyd. A Certificate of Occupancy will be created as one is not on file with the Town. Occupancy will differ between a seating only meeting style use and a table and chair dinner style use of the main room.
Mike Smith discusses that all Communication Committee information distributed for posting on other sites is to direct the reader to the District site.

8. Signature Items

Mike Smith makes a motion to sign PO 247 in the amount of $5,000 for gravel. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign PO 248 in the amount of $275 for a new trimmer. Ron Sandstrom seconds. Motion passed 3-0.
PO 249 in the amount of $1,080.14 for grader repairs will be held.
Mike Smith makes a motion to sign the letter to the property owner of 4 Little Loop to request the easement be executed. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to the property owner of 6 Little Loop to request the easement be executed. Ralph Lutjen seconds. Motion passed 3-0.

9. Correspondence

Property owner of 18 Diessbach has sent a request for a reduction in the amount billed for the emergency repairs at the property.
Larry Leonard has sent a request for an explanation of the 2017 Muddy Beach project funding. The response will be sent once review by the auditor is completed.
Granite State Analytical has sent the monthly water system testing results; bacteria are absent, pH is low.
NH Department of Environmental Services has announced a new Asset Management Database that is available on the DES website. Mike Smith makes a motion to have Nancy Cole review and report on the new DES Asset Management database. Ralph Lutjen seconds. Motion passed 3-0.

10. Scheduled Appearances

Resident Gloria Aspinall recommends checking of the playground equipment in addition to the canoe racks. Ralph Lutjen makes a motion to have the DPW check the playground equipment. Ron Sandstrom seconds. Motion passed 3-0.

11. Other Business

The Communication Committee has recommended the VDOE purchase a laptop for use by the office. Current use of personnel equipment is outlined. Mike Smith makes a motion to price and purchase a lap top from the Office Equipment Capital Reserve Fund. Ron Sandstrom seconds. Motion passed 3-0.
Upgrading of QuickBooks is also recommended by the Communication Committee. Ron Sandstrom makes a motion to price an update for QuickBooks that will include batch billing and integration of purchase orders. Mike Smith seconds. Motion passed 3-0.
The Communication Committee is also recommending the District publish agendas one business day prior to any meeting. As the Commissioners meet weekly, it is impractical to post the agenda.
The Communication Committee is recommending usage of the updated daily water usage spreadsheet which incorporates the historical summary and charts. This will be reviewed when the April water usage report is generated.
Dr. Jamie Houle of UNH Storm-Water Management has notified the District that work is beginning on preliminary drawings and drainage recommendations from last year’s survey for submission to the Board.
Ron Sandstrom questions if DES permits are needed for the Little Loop project. Mike Smith makes a motion to send the question to Paul Fluet. Ron Sandstrom seconds. Motion passed 3-0.

12. Public Comments

Ron Sandstrom congratulates the Kennett High School robotics team on making the World Championship. Good job and good luck!!

The Board of Commissioners will not meet Tuesday, April 24.

At 9:25 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds. Motion passed 3-0.
Respectfully submitted,
Nancy E. Cole
Administrator