[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2017/01/CM121916.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
December 19, 2016

The Board of Commissioners met at 8:00 am on Monday, December 19, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (hwy) and Ian Hayes (water operator). 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

Larry Leonard makes a motion to approve the agenda. Mike Smith 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 good. The crew did a great job over the weekend with the snow and ice. The Commissioners commend the crew on the work done keeping the roads clear for travel. Kelly Robitaille states that all equipment is in good condition. Studded snow tires are discussed for the F-550. Cost will be looked into. Sand and salt supplies are good, additional salt will be needed soon. Mike Smith makes a motion to order one load of salt at the end of the week at a cost of $1,500. Ron Sandstrom seconds the motion. Discussion is held on the budget and additional purchases. Motion is called to a vote and the motion passed 3-0. Mike Smith makes a motion to schedule an additional load of salt for delivery after 1-1. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion is held on sending an email through the website regarding the tax payer sand pile. Information is on the website. The year to date budgets are reviewed and discussed.

3. Water

Ian Hayes reports that the NH DES sanitary survey of the water system was performed last week with Rick Skarinka. Discussion with DES included the need for a long term plan that includes pipe replacement for elimination of the bleeders. A report from DES is expected to be received in early 2017. Discussion was held regarding funding of projects and funds available through low cost loans and grants for upgrades needed to the water system. Discussion ensues on electric versus propane heat for the Reinach station. Maintenance of heaters for the pump stations and costs to install and run the heat in the stations is discussed. Ian Hayes outlines that even with propane heat in the pump houses, the electric heaters should remain in place as a backup if needed. Ian Hayes also discusses use of pilot heaters for a propane heating source so that the heat would not be dependent on electricity to turn on. This would eliminate the concern over a station freezing should the power and heat go out.
The beginning of the testing of off peak pumping for the DPW well and Jungfrau stations is discussed. Ian Hayes is informed the Board would like to begin the testing Wednesday, December 21. Ian Hayes states that the system is not ready to begin this testing. Oak station and Chocorua station are currently pumping during off peak hours only. To place the DPW well and Jungfrau station on off peak pumping would place additional demand on Muddy Beach. Without the well transducers, it is unknown if Muddy Beach can sustain the system for an extended time; prior use of Muddy Beach has shown that the well production will not sustain the system for any extended time frame. Ian Hayes adds that production of Muddy Beach well #2 is down. Without the transducers in the wells, the reason for this lower production is unknown. Discussion continues on the water system, daily usage demands and well production. Installation of Variable Frequency Drives (VFD) at Muddy Beach during the planned station upgrade will allow additional control over flows. Ron Sandstrom makes a motion to not begin the off peak testing until the system is ready. Mike Smith seconds the motion. Discussion is held on input from Engineer Paul Fluet on the off peak pumping; the Engineers have requested well level information from the transducers in order to be able to analyze the system capabilities to handle off peak pumping. Motion is called to a vote and the motion passed 3-0. Mike Smith makes a motion to install the well transducers at Muddy Beach after the first of the year, but not hook up until lightening protection has been installed. Ron Sandstrom seconds the motion. Discussion ensues on opening the wells during winter months. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard against opening the wells during winter.
Discussion is held on the need to change the curb stop valve at 23 Huttwil. This valve failed when the attempt to turn off for non-pay was performed at this location. It is an old style bleeder valve, any of which should be replaced when discovered. The work is scheduled for next week.
The recent gasket failure at Oak Station is discussed. The gasket was replaced and the Chocorua tank filled. The flood alarm at Oak Station will be re-installed.

4. Administration

A safety meeting will be scheduled for early January.
The monthly cash flow report is reviewed and discussed. Moving of additional funds from the TAN line of credit to the operating account will be discussed with Treasurer Dinah Reiss.
The 2017 Asset Management Grant application has been submitted to NH DES.
The 2017 proposed budget is reviewed and discussed. The updated proposed budget form with the year to date expenditures will be placed on the website.
Discussion is held regarding placing of the proposed water system upgrades to Muddy Beach on the 2017 Warrant. Mike Smith states that he is against including this on the Warrant.
The payroll report is presented. Larry Leonard makes a motion to approve payroll in the amount of $7,041.27. 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.
The motions log is reviewed and discussed.
Ron Sandstrom makes a motion to place a copy of the recently mailed post card to home owners on the website. Larry Leonard seconds the motion and the motion passed 3-0.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 8 checks in the amount of $5,653.40. 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 December 13 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

Mike Smith suggests a conference call with Eversource regarding the off peak pumping option for the water system. Mike Smith makes a motion to have the office set up a conference call with Eversource to occur during a Monday Commissioners meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Purchase order 167 is presented. Mike Smith makes a motion to approve and sign purchase order 167 in the amount of $6,600 for purchase of a new sander for the F-550. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 168 is presented. Mike Smith makes a motion to approve and sign purchase order 168 in the amount of $3,000 for two load of salt. Ron Sandstrom seconds the motion and the motion passed 3-0.
A withdrawal request has been completed for withdrawal of $2,719 from the Heavy Equipment Capital Reserve Fund for the recent repairs to the backhoe. Discussion ensues on contact with Chadwick BaRoss regarding the hourly rate being charged for this service. Ron Sandstrom makes a motion to have Larry Leonard contact Chadwick Ba-Ross regarding the service rate on the invoice. Larry Leonard seconds the motion and the motion passed 3-0. The withdrawal request will not be acted on at this time, the expense will be covered with budgeted highway funds.

9. Correspondence

Granite State Analytical has sent the December bacteria testing results for the water system – clean.
Granite State Analytical has sent the December pH testing results – in range.
Season’s greetings are being received from vendors.

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

At 10:18 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

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2017/01/CM121316.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
December 13, 2016

The Board of Commissioners met at 8:00 am on Tuesday, December 13, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Kelly Robitaille (hwy). The meeting was taped for Madison TV by Tim Hughes.

At 8:03 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 the roads are good. New part time plow operator Mike Legere worked yesterday and did well. Salt is needed, two loads are recommended. Mike Smith makes a motion to approve up to $3,000 for 2 loads of salt. Ron Sandstrom seconds the motion and the motion passed 3-0. Chadwick BaRoss technician has repaired the backhoe transmission issue. A sensor had failed. The sander chain on the International 7400 broke during the storm. This will be repaired. Kelly Robitaille discusses a quote received for a new sander for the F-550. The proposed sander is larger, but still within load limit for the truck, has better controls and is stainless steel. Cost is $6,600. Ron Sandstrom discusses holding approval until the budget review next week. Mike Smith states that Capital Reserve Funds would be available if needed. Mike Smith makes a motion to approve Kelly Robitaille ordering the sander at a cost of $6,600 with funding to be determined next week. Ron Sandstrom seconds the motion and the motion passed 3-0. The tax payer sand pile is established. Notice will be placed on the website. Kelly Robitaille reports that the culvert replacement at 43 Oak Ridge Road was completed last week.
Driveway permit for operation for 1582 Conway Road is discussed. Kelly Robitaille recommends approval of the permit. Mike Smith makes a motion to sign the Driveway Permit for Operation for 1582 Conway Road for the driveway access to Lucerne Drive. Ron Sandstrom seconds the motion and the motion passed 3-0.
Driveway permit for operation for 43 Aspen Drive is discussed. Kelly Robitaille states that minimal work was done to the side of the driveway with no change to where the driveway meets the road. Approval is recommended. Mike Smith makes a motion to sign the Driveway Permit for Operation for 43 Aspen Drive. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to post the beaches with thin ice signs. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Water

Off-peak pumping for the water system is discussed. The DPW and Jungfrau will be the target for a test plan to see if off-peak pumping is sustainable for the system. Significant savings on electricity for these two stations could be seen if off-peak pumping can be done. A three month period for the test plan is discussed. Mike Smith makes a motion to send the test plan to the engineers prior to implementing. Ron Sandstrom seconds the motion. Discussion ensues on the information to be sent to the engineer. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard against sending the entire document to the engineers. Ron Sandstrom makes a motion to send an email to the engineers outlining the intent to test off-peak pumping for DPW and Jungfrau as a check-in for risk. Larry Leonard seconds the motion and the motion passed 2-0-1 with Mike Smith abstaining. Ron Sandstrom makes a motion to target a start date for the trial of December 21. Larry Leonard seconds the motion and the motion passed 3-0.
Heat for Reinach station is discussed. Electric heat versus changing to propane is discussed. Ron Sandstrom makes a motion to approve the recommendation forwarded by Ian Hayes for an electric heater for Reinach station at a cost of $800. Larry Leonard seconds the motion. Discussion ensues regarding analysis of electric costs during winter months as compared to summer months for this station. Cost of electric heat for the old, less efficient heater was $100 per month. Mike Smith outlines that if the intent is to move to propane for the pump houses, then it should be done now, adding that purchasing an electric heater to replace within a couple of years is not a good investment. Ron Sandstrom adds that swapping to propane for the larger stations going forward should be done. Motion is called to a vote and the motion passed 2-1 with Mike Smith against purchasing an electric heater. The water issue Sunday morning with no water in the Chocorua tank causing an outage on Chocorua View, Saint Moritz and parts of Oak Ridge Road is discussed. An alarm for a low tank at Chocorua will be checked for.

4. Administration

A safety meeting will be scheduled.
A budget review will be done next week.
The Asset Management Committee has submitted the completed application for the NH DES Asset Management Grant for review. The application is reviewed and discussed. Ron Sandstrom makes a motion to approve the 2017 NH DES Asset Management Grant application for submission. Mike Smith seconds the motion and the motion passed 3-0.
Draft for the 2017 Warrant is reviewed and discussed. The Auditor has stated that planned expenses from a Capital Reserve Fund (CRF) should be placed on the Warrant for approval by the voters. Ron Sandstrom makes a motion to add a Warrant Article to the draft for the planned improvements to Muddy Beach. Larry Leonard seconds the motion. Mike Smith discusses the Commissioners as agents to expend from the CRF and the potential for an Article to not be passed, thereby not allowing the upgrades to be done in 2017. Larry Leonard responds that the voters will generally not vote down an article that is prepared for needed upgrades to the water system. Motion is called to a vote and the motion passed 2-1 with Mike Smith against placing Muddy Beach upgrades on the Warrant.
A draft deed from the Town of Madison for the purchase of 36 Adelboden has been received. The Attorney has questioned if a title search is to be done. Ron Sandstrom makes a motion to not do a title search on the property. Larry Leonard seconds the motion and the motion passed 3-0.
The signed deed for 6 Chocorua View Drive has been received from the sellers. Larry Leonard makes a motion to have Ron Sandstrom sign the deed. Mike Smith seconds the motion and the motion passed 2-0-1 with Ron Sandstrom abstaining.
Warrant Article 6 of the 2016 Warrant has not yet been completed. Recommendation is made to encumber the funds as the work is in progress. Larry Leonard makes a motion to encumber Warrant Article 6 for the engineering, design and permitting of culverts for Grison and Burgdorf. Ron Sandstrom seconds the motion and the motion passed 3-0.
The 2016 Census Bureau Survey of Local Governments has been completed and submitted.

5. Accounts Payable

The check manifest is presented. Ron Sandstrom makes a motion to approve 23 checks in the amount of $26,814.56. Mike Smith 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 December 5 are reviewed. Larry Leonard makes a motion to approve the minutes as presented. Mike Smith seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Larry Leonard highlights electric usage and savings with the third party electric supplier. Ron Sandstrom makes a motion to put the analysis on the website. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to have Mike Smith, Gloria Aspinall and Nancy Cole meet to outline the procedure for beach stickers and canoe rack space regulations. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Withdrawal request from the Land Acquisition Capital Reserve Fund is presented. Mike Smith makes a motion to sign the withdrawal request for $1,000 from the Land Acquisition CRF for purchase of the lot at 6 Chocorua View Drive.
Withdrawal from the Water Usage account with deposit of funds into the Water System CRF request is presented. Ron Sandstrom makes a motion to sign the request for Treasurer Dinah Reiss to withdraw $38,000 from the Water Usage Account. Larry Leonard seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to sign the request for deposit of $38,000 into the Water System CRF for the Trustees of the Trust Funds. Larry Leonard seconds the motion and the motion passed 3-0.
A time off request form is presented. Mike Smith makes a motion to approve Nancy Cole’s request for time off. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the monthly water system bacteria test results – clean.
Granite State Analytical has sent the monthly water system pH results – in range.
LRGH has sent notice that they have disbanded the drug testing consortium for municipal CDL drivers. Employees of this department have formed a new company which will handle the mandatory testing compliance for northern municipalities. The District has enrolled with the new company.
Primex has sent a not to exceed renewal number for July 1, 2017 for budgeting purposes.
NH Municipal Association (NHMA) has sent the bi-weekly NewsLink updates.
NHMA has sent a 2016 summary of webinars, legislative work, and other actions of the association during 2016.
The third party electric supplier has sent the monthly summary of savings for the District.
Pike Industries has sent notice that a 3.5% increase in aggregate pricing will go into effect on January 1, 2017.

10. Scheduled Appearances
11. Other Business

Meeting schedule for the end of December and first week of January is discussed.
Ron Sandstrom makes a motion to not meet the week of December 26. Mike Smith seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to meet next on Tuesday, January 3, 2017 at 8 am. Larry Leonard seconds the motion and the motion passed 3-0.

12. Public Comments

At 9:48 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

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2017/01/CM120516.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
December 5, 2016

The Board of Commissioners met at 8:00 am on Monday, December 05, 2016. In attendance were Commissioners Ron Sandstrom and Larry Leonard. Also in attendance was Treasurer Dinah Reiss. The meeting was taped for Madison TV by Tim Hughes. Commissioner Mike Smith participated via telephone.

At 8:00 am the meeting was called to order by Chairman Ron Sandstrom.
Ron Sandstrom makes a motion to contact Mike Smith by telephone for participation in this meeting. Larry Leonard seconds the motion and the motion passed 2-0. Mike Smith joins the meeting via telephone.

1. Agenda

Larry Leonard makes a motion to approve the agenda. Mike Smith seconds the motion. Motion is called via roll call Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

The Highway Department is not in attendance secondary to the ongoing snow storm. A lull in the icing conditions of last week allowed the crew to use the road grader to remove pot holes. Grachen, Grison, Bern Drive and the parking lot on Huttwil were graded. The replacement culvert for 43 Oak Ridge Road was done last week as well. No known equipment issues. No update on the transmission issue reported last week on the backhoe.

3. Water

The need for a heater at the Reinach station is discussed. Cost difference between electric and propane for heating the station is discussed. Larry Leonard makes a motion to obtain a quote for an electric heater at Reinach station. Ron Sandstrom seconds the motion. Discussion continues regarding electric vs. propane costs, initial set up charges and the expected payback time frame for the expenditure. As electric costs at this station vary $100 during winter versus summer months, cost for electric heat for one year is $500. With the initial set up for propane quoted at $2,155 plus propane tank costs, Larry Leonard states that an electric heater should be purchased. Motion is called via roll call Ron Sandstrom yea, Larry Leonard yea, Mike Smith no and the motion passed 2-1 with Mike Smith voicing objections to electric heat. Mike Smith makes a motion to begin the process of installation for the Rinnai propane heater at Reinach station. Ron Sandstrom seconds the motion. Discussion continues regarding cost versus payback, off-peak pumping hours for electric cost reduction and the long-term plan to have all stations heated with propane. Mike Smith states that purchase of an electric heater is not in the interest of the long-term plan. As a quote for an electric heater and installation will be pursued for next week, Mike Smith withdraws the motion pending receipt of additional information. Water usage is discussed. Larry Leonard discusses leak detection needs to reduce overall water usage. The property owner has been informed of the leak on the service line at 14 Forclaz which was discovered during changing of the curb stop valve for this property; the csv was also leaking.
Lightning protection is discussed. A review of the pump stations was done last week with Larry Leonard and the representative from Northeast Lightning Protection. A proposal of recommended actions for protection of the water system equipment from additional lightning damage will be sent. Electrical Engineer Lee Carroll has also been requested to send a quote for recommended protective devices for the water stations. Noted during the review last week was a need for proper grounding rods at Muddy Beach and Reinach stations.

4. Administration

The year to date budget status is reviewed. Line items are reviewed and discussed. Budget is in good shape for December. Ron Sandstrom discusses purchase of the leaf vacuum-blower system for cleaning of ditches this month should funds be available. Ron Sandstrom makes a motion to obtain an updated quote for the leaf vacuum system for next week. Mike Smith seconds the motion. Motion is called via roll call Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.
The Asset Management Grant application work will continue Wednesday of this week.
The payroll report is presented. Ron Sandstrom makes a motion to approve payroll in the amount of $8,411.33. Larry Leonard seconds the motion. Report and time cards are reviewed and discussed. Motion is called via roll call Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.
The proposed 2017 budget is reviewed. The updated budget includes coverage of health insurance for all three employees. The estimated tax for 2017 is $4.75 per thousand valuation.
Discussion on possible revenue increases for 2017 that would offset the tax increase is held. Mike Smith outlines that should the District update the Beach Ordinance to include a fee for parking permits and a charge for canoe rack space for each season, these revenues would reduce the tax increase impact.

5. Accounts Payable
6. Minutes

The minutes of November 14 are reviewed. Mike Smith makes a motion to approve the minutes of November 14 as presented. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0-1 with Larry Leonard abstaining as he was not in attendance.
The minutes of the non-public session of November 14 are reviewed. Mike Smith makes a motion to approve the minutes of the non-public session of November 14 as presented. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0-1 with Larry Leonard abstaining as he was not in attendance.
The minutes of November 28 are reviewed. Larry Leonard makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Larry Leonard yea and the motion passed 2-0-1 with Mike Smith abstaining as he was not in attendance.

7. Commissioners Reports

Larry Leonard questions shoveling of pump houses for this winter and is informed that Norm Garside will continue performing this work.
Larry Leonard discusses the request to Engineer Paul Fluet for creation of a single line drawing for the Muddy Beach piping configuration to be installed with the replacement booster pumps. Larry Leonard states that he and Ian Hayes have created a document that could be used as the drawing at no expense. Discussion ensues on licensed engineers and Engineer of Record for the water system as the appropriate party to create this document.
Mike Smith makes a motion to create a place on the 2017 Warrant for allowing the Board to enter vendor agreements for up to a period of 36 months. Ron Sandstrom seconds the motion. Discussion on the ability to enter a longer-term contract for electricity and propane services that may yield savings is held. A review by the DRA would be needed prior to placement on the 2017 Warrant. Motion is called via roll call Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.
Mike Smith requests Dinah Reiss act as liaison for the EPOA regarding the Lodge and Beach Ordinance updates.
Ron Sandstrom discusses that the proposed 2017 budgets are still being worked on and developed. Any concerns or questions regarding the status of any changes to be proposed should be directed to the office.

8. Signature Items

The Health Insurance renewal paperwork is presented. Ron Sandstrom makes a motion to sign the paperwork for the $20 co-pay plan for 2017. Mike Smith seconds the motion. Motion is called via roll call Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

9. Correspondence

The Lodge was requested to be reviewed by the EPOA as wetness on the fireplace and chimney was noted during their last meeting in the building. The Lodge was looked at Friday morning and a 4x8 support beam which runs horizontal across the chimney and supports the roof rafters is decayed to the point where it broke apart when touched. The flashing around the chimney, as viewed from the parking lot above the lodge, appears to be pulled away.
Mike Smith makes a motion to approve up to $2,000 for emergency repairs and securing of the Lodge for the winter. Ron Sandstrom seconds the motion. Discussion is held on ability to repair or replace flashing during cold weather is held. The need to place support beams under the now exposed rafter beams is discussed. The ability to place a tarp or some type of protective layer around the chimney base is discussed. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-1 with Larry Leonard against allocating $2,000 for this work. Information regarding the status of the Lodge and options being outlined within the Warrant will be drafted for the Annual Meeting handout.
Dinah Reiss outlines suggests that the $40,000 lodge repair proposed article be reduced to a smaller amount with repairs to occur over a couple of years as this may be more acceptable to the voters.
The monthly rental check for the Coleman Tower site has been received.
The third party electric supplier has sent the winter forecast for electric costs.
NH Municipal Association has sent the bi-weekly NewsLink.

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

At 10:00 am Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion. Motion is called via roll call Ron Sandstrom yea, Larry Leonard yea, Mike Smith yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/12/CM112816.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
November 28, 2016

The Board of Commissioners met at 8:00 am on Monday, November 28, 2016. In attendance were Commissioners Ron Sandstrom and Larry Leonard. Also in attendance was Kelly Robitaille (hwy). The meeting was taped for Madison TV by Tim Hughes.

At 8:04 am the meeting was called to order by Chairman Ron Sandstrom.
Ron Sandstrom makes a motion to contact Mike Smith by telephone for participation in this meeting. Larry Leonard seconds the motion and the motion passed 2-0. Mike Smith is not reached.

1. Agenda

Larry Leonard makes a motion to approve the agenda. Ron Sandstrom seconds the motion and the motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that roads are in good condition. Some icing occurred over the Holiday weekend which was responded to. The F-550 and the Terra Star were used. The backhoe will be looked at by Chadwick BaRoss as it is having a transmission issue. Kelly Robitaille discusses the option of obtaining a new sander for the F-550. Cost estimate is $6,500 for a commercial grade 2-yard sander. The completed list for all road and culvert work completed in 2016 has been completed and will be printed for distribution. Larry Leonard reports a driveway wash out at his property due to the water system flushing that was completed. This will be looked at. Kelly Robitaille reports that salt is being ordered today.

3. Water

The programming within the SCADA system to alleviate the pressure loss on Bristenstock and Blinden has been completed. Muddy Beach booster pumps will now respond prior to the Oak pumps beginning to cycle.

4. Administration

The Asset Management Grant application will be worked on this week.
The payroll report is presented. Ron Sandstrom makes a motion to approve payroll in the amount of $5,866.34. Larry Leonard seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

5. Accounts Payable

The check manifest is presented. Ron Sandstrom makes a motion to approve 4 checks in the amount of $4,425.75. Larry Leonard seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

6. Minutes
7. Commissioners Reports

Larry Leonard discusses that a delay in the increase of the new federal minimum for a salaried worker exempt from overtime.
Larry Leonard discusses changing to propane heat at Reinach station for the water system. A chart showing the electricity usage and cost at Reinach is reviewed. Overall system electric usage is reviewed; some stations will show more savings in electric costs by going to off-peak programming than others.

8. Signature Items
9. Correspondence

Granite State Analytical has sent a Happy Thanksgiving notice.

10. Scheduled Appearances

As the representative from Northeast Lightening Protection will not arrive at the office until 9:30 am, Ron Sandstrom requests Larry Leonard meet with the representative for review of protective options for the pump houses.

11. Other Business

The curb stop valve at 23 Huttwil did not operate when the shut off for non-payment of water usage fee was attempted. The valve will be replaced and the customer disconnected until the account is current. Ron Sandstrom outlines making a final attempt at contact with this customer to avoid the need to disconnect once the valve is replaced.

12. Public Comments

At 8:34 am Ron Sandstrom makes a motion to adjourn the meeting. Larry Leonard seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/12/CM111416.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
November 14, 2016

The Board of Commissioners met at 8:00 am on Monday, November 14, 2016. In attendance were Commissioners Ron Sandstrom and Mike Smith. Also in attendance were Kelly Robitaille (hwy), Treasurer Dinah Reiss and Ian Hayes (water operator). 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 add a non-public session and approve the agenda as amended. Ron Sandstrom seconds the motion and the motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that leaves are being removed from roads, culverts and ditches. The culvert to be placed at 43 Oak Ridge Road will be done this week. The F-550 sander will be worked on this week to prepare the truck for winter operations. The 7400 will be outfitted later in the month. The road grader will be outfitted for plowing after Thanksgiving. The tax payer sand pile will be established this week. Discussion is held on scheduling for plowing operations. A three persons schedule will be worked out. Mike Smith makes a motion to contact Norm Garside for pump house shoveling this winter. Ron Sandstrom seconds the motion and the motion passed 2-0. All watercraft will be removed from the beaches and canoe racks this week. The boat in the parking lot will be posted for removal. Driveway applications and proposed permits are reviewed and discussed. Mike Smith makes a motion to sign the Driveway Permit for Operation for 17 Middle Shore Drive. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to sign the Driveway Permit for Construction with conditions as noted for 14 Blinden Drive. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to sign the Driveway Permit for Construction for 1582 Conway Road for access onto Lucerne Drive. Ron Sandstrom seconds the motion and the motion passed 2-0.

3. Water

Discussion on completion of the programming for correction of the pressure issues on Bristenstock and Blinden by SCADA programmer Tom Therrien is held. Ian Hayes outlines that discussion with the engineers is continuing on the pressure issue. Ian Hayes will also discuss the throttling back of the valve on Jungfrau that allows flow to Aspen with the Engineers. The materials have been received for the gate valve installation in the DPW yard. The excavation will be contracted through Ian Hayes for this work as exposure of the water main is necessary. If needed, installation may be delayed to spring. Ian Hayes is working with Dana Haley on a heater to be proposed for Reinach. Mike Smith makes a motion to also obtain quotes for Jungfrau and Muddy Beach. Ron Sandstrom seconds the motion and the motion passed 2-0. The quote for the metal conduit for the wires to the wells at Muddy Beach is discussed. Quotes are being requested from electricians Brian Bailey and Tim DiPietro. The 2017 Warrant draft is reviewed. An Asset Management Grant for $20,000, with the $10,000 for the VDOE commitment to be paid from the Water System Capital Reserve Fund, for assessing and repairing/replacing as necessary 16 isolation valves that are most critical to the system operation. If the District does not obtain the grant, the Article will be for $10,000 to be paid from the Capital Reserve Fund. Ian Hayes is asked to list the 16 valves to be exercised. Mike Smith makes a motion to add apply for an Asset Management Grant for a match of $10,000 to exercise, repair or replace isolation valves. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to fund the VDOE matching $10,000 for the grant, if approved, from the Water System Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 2-0. Ian Hayes will review all information collected on the isolation valves over the winter. Updating the Emergency Plan is also on the list of office work to be completed this winter with Ian Hayes. The water system NH DES Sanitary Survey is scheduled for December 13. A request for model booster pumps that should be purchased for Muddy Beach has been sent to Engineer Paul Fluet. A spring 2017 installation is to be planned for the new pumps. Mike Smith makes a motion to have Paul Fluet create a single line drawing for piping within Muddy Beach. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to have Paul Fluet recommend to proper size for the water line from Muddy Beach to Eidelweiss Drive. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to obtain two quotes for the water line extension from Thusis to 65 Appenvel Way. Ron Sandstrom seconds the motion and the motion passed 2-0.
Ian Hayes reports that the curb stop valve to 14 Forclaz was replaced last week. A leak has been detected at this location. Contact with the homeowner is being pursued.

4. Administration

The monthly cash flow report is reviewed. Treasurer Dinah Reiss will request $50,000 from the TAN note be transferred to the operating account.
The balance within the water usage account is discussed. Mike Smith makes a motion to transfer available funds collected through water usage to the Water System Capital Reserve Fund. Ron Sandstrom seconds the motion and the motion passed 2-0.
The postcard mailer will be worked on this week.
The draft for the 2017 Warrant is reviewed. Mike Smith makes a motion to reconsider the vote to place a parking sticker requirement for the beaches on the Warrant. Ron Sandstrom seconds the motion. Discussion ensues with Mike Smith outlining that Gloria Aspinall could be used for compliance checks of all parking lots. Motion is called to a vote and the motion passed 2-0.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 20 checks in the amount of $11,728.54. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

6. Minutes

The minutes of November 7 are presented. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Mike Smith makes a motion to have Electrical Engineer Lee Carroll quote lightening protection for the pump houses. Ron Sandstrom seconds the motion and the motion passed 2-0.

8. Signature Items – see Highway
9. Correspondence

Granite State Analytical has sent the monthly water system bacteria test results; clean.

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

At 9:30 am Ron Sandstrom makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters. Mike Smith seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Motions and votes of Non-Public Session:

Mike Smith makes a motion to give Nancy Cole a bonus of $1,500. Ron Sandstrom seconds the motion. Motion passed 2-0.
Ron Sandstrom makes a motion to give Kelly Robitaille a bonus of $1,250. Mike Smith seconds the motion. Motion passed 2-0.
Mike Smith makes a motion to give Jeff DeMartino a bonus of $250. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to pay bonuses the first paycheck in December. Ron Sandstrom seconds the motion. Motion passed 2-0.
Mike Smith makes a motion to have the District pay 100% for employee health insurance beginning January 1, 2017. Ron Sandstrom seconds the motion. Motion passed 2-0.

At 9:50 am Ron Sandstrom makes a motion to exit Non-Public session and adjourn the meeting. Mike Smith seconds the motion. Motion called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/12/CM110716.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
November 7, 2016

The Board of Commissioners met at 8:00 am on Monday, November 7, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance was Burr Phillips of Civil Solutions, LLC (arrived 9:30 am). The meeting was taped for Madison TV.

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

1. Agenda

Ron Sandstrom makes a motion to add a non-public session and approve the agenda as amended. Mike Smith seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

The tax payer sand pile is to be established this week. One application has been received for snow plowing.

3. Water

A quote has been requested for purchase of a propane tank and heater for Reinach station. Muddy Beach and Jungfrau will also be looked at for changing to propane heaters. This item will be added to the action list. Discussion is held on the delay in finalizing the off-peak programming in the SCADA system. This had been rescheduled for last week but was not completed due to an emergency response to another system. The temporary water line at 1 Bristenstock will be drained but left in place for winter. The house will be reconnected to the original feed from Aspen. Ron Sandstrom makes a motion to send a letter to Tom Therrien from the Board for the programming to correct the pumping scenario for correction of the pressure issue on Bristenstock and Blinden by done by next week. Mike Smith seconds the motion and the motion passed 3-0. Extending of isolation valves to six inches below surface is intended for next week. Mike Smith outlines that a curb stop valve located last week is three feet down with no cover over the valve. This will need to be repaired. 7 properties remain with unconfirmed curb stop valve locations from the grouping worked on by Jay Buckley last weekend. 3 houses were posted for pending shut off secondary to non-payment of water usage fees.
Discussion ensues on proposed replacement of the Muddy Beach booster pumps. Mike Smith makes a motion to have Paul Fluet size replacement booster pumps for Muddy Beach. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to convert the electric service at Muddy Beach to 400-amp service. Ron Sandstrom seconds the motion. Discussion on input from Paul Fluet on the need to upgrade the electric service. Mike Smith moves to amend the motion to ask Paul Fluet if the electric service at Muddy Beach should be upgraded to 400-amp service. Ron Sandstrom seconds the amendment and amendment passed 3-0. Motion, as amended, is called to a vote and the motion passed 3-0.

4. Administration

A safety meeting was held with the highway department crew last Friday.
An Asset Management Committee meeting is scheduled for tomorrow at 4 pm.
The budget is reviewed. Line items and overall budget status are reviewed and discussed.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $4,776.40. 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.
Proposed 2017 budgets are reviewed. The changes made last week resulted in a reduction to $467,861. Mike Smith makes a motion to accept this proposed budget and place on the website with notations for the major increases including medical, new Oak Ridge Road loan payment and property-liability insurance premium increase. Ron Sandstrom seconds the motion and the motion passed 3-0.
The listing of potential article items for the 2017 Warrant are reviewed and discussed.
Mike Smith makes a motion to not include the hill on Middle Shore at Geneva on the warrant. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to include an article for sale of the Lodge ‘as is’ with a listing price of $199,000. Ron Sandstrom seconds the motion. Discussion on including outline of plan with the handout document for the meeting. Motion is called to a vote and the motion passed 3-0.
Mike Smith makes a motion to include an article for $40,000 for Lodge repairs. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against including this item as he feels it may confuse persons to repair a building to be sold.
Ron Sandstrom makes a motion to include an article to close the Lodge. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to include creation of a Capital Reserve Fund for water system tanks in the amount of $20,000 to be included in the water usage fee. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to include a sticker program for parking at the beaches. Ron Sandstrom seconds the motion. Discussion ensues on process to be established, updating of the Beach Ordinance, and option of beginning with canoe rack space assignment instead of parking passes. Motion is called to a vote and the motion failed 1-2 with Ron Sandstrom and Larry Leonard against a parking sticker program.
Ron Sandstrom makes a motion to include a sticker assignment program for canoe rack spaces. Mike Smith seconds the motion and the motion passed 2-1 with Larry Leonard against assigning spaces; leave the racks first come first serve.
Ron Sandstrom makes a motion to purchase a vacuum system for leaf removal from ditches from the Highway Equipment CRF and not include on the warrant. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to include an article for Reinach pressure zone engineering and design in the amount of $16,5000 to be included in the water usage fee. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to not include funding for tree limb removal and brush cut back on the warrant. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to include an article to change the classification of two or three Class VI roads to Class V each year. Ron Sandstrom seconds the motion. Discussion ensues on the outline of how residents on Class VI roads can work towards and request reclassification of the road to Class V status on the website. Motion is called to a vote and the motion failed 0-2-1 with Mike Smith abstaining from this vote.
Mike Smith makes a motion to not include crack sealing for Lugano. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to include engineering for Little Loop Road in the amount of $5,000. Ron Sandstrom seconds the motion and the motion passed 3-0.
The Town of Madison has produced and abated a tax bill for the lot at 11 Lakeview which was donated to the District in August.

5. Accounts Payable
6. Minutes

The minutes of October 31 are presented. Larry Leonard makes a motion to approve the minutes as presented. Mike Smith seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Mike Smith makes a motion to complete the remaining portion of the Eidelweiss Drive culvert installation in the spring. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith discusses waiting for spring to pour the concrete pad behind DPW II.
Ron Sandstrom discusses not waiving any fees for watercraft not removed by November 11 once impounded by the District.

8. Signature Items

A letter to the EPOA outlining lack of funding for tree removal at the Lodge entrance is presented. Mike Smith makes a motion to sign the letter. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 165 is presented. Mike Smith makes a motion to approve purchase order 165 in the amount of $1,400 for parts for sanders and plows. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 166 is presented. Mike Smith makes a motion to approve purchase order 166 in the amount of $2,300 for salt. Ron Sandstrom seconds the motion and the motion passed 3-0.
A letter to Larry Sodano is presented. Mike Smith makes a motion to sign the letter thanking Larry Sodano for his work on the Asset Management Committee and inviting him to stay active with the team as a non-voting member of the Committee. Larry Leonard seconds the motion and the motion passed 3-0.

9. Correspondence

The third party electric supplier has sent the October savings report showing $316 saved.
Granite State Analytical has sent a newsletter wishing Happy Thanksgiving to all customers.

10. Scheduled Appearances

Burr Phillips of Civil Solutions LLC discusses engineering needs for the District. He is the Engineer for Bartlett and Jackson. Current rate is $85/hour. Ron Briggs is primary surveyor used for projects. Discussion is held on local recommendations for Mr. Phillips and general road and water system engineering needs for the VDOE.
11. Other Business

Colin Preece of the snowmobile club would like to schedule a walk trhough for the two lots that the new proposed trail would cross. Mike Smith will attend; if unavailable, Larry Leonard will attend.

12. Public Comments

At 10:22 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, 11 (a) employment matters. Larry Leonard seconds the motion. Motion is called via roll call vote Ron Sandstrom yea; Mike Smith yea; Larry Leonard yea and the motion passed 3-0.

No motions were made during non-public session.

At 10:45 am Ron Sandstrom makes a motion to exit non-public session and adjourn the meeting. Mike Smith seconds the motion. Motion called via roll call Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/12/CM103116.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
October 31, 2016

The Board of Commissioners met at 8:00 am on Monday, October 31, 2016. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Also in attendance were Kelly Robitaille (hwy), Treasurer Dinah Reiss and Ron Cranshaw. 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 add a non-public session and approve the agenda as amended. 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 holding well with the recent rains. The Terra Star has been outfitted for winter operations. The F-550 sander will need a chain and bearings at an estimated cost of $650. Plow edges are needed for the International 7400 at an estimated cost of $250. Rubber edges are recommended for early winter and spring plowing to protect the roads when soft in early winter and late spring at an estimated cost of $400. Total needs for full winter set up is $1,350. Mike Smith makes a motion to approve up to $1,400 for edges, chain and bearings. Ron Sandstrom seconds the motion and the motion passed 3-0. The response to the help wanted ad has resulted in one application and two phone calls. The callers were both hesitant when the on-call status of the position was confirmed. Kelly Robitaille outlines that one reliable part time employee would be manageable.
Trees came down over the weekend on Bristenstock and Middle Shore. The tree on Bristenstock resulted in a call out Sunday morning. The roads are made passable and the trees will be removed today. The first culvert to be placed on Eidelweiss Drive will be done this week. Sand is being delivered and fill removed by Brandon Drew of High St Sand & Gravel. Salt is discussed. The salt side of the tent is ¾ full. Mike Smith makes a motion to order a load of salt after November 15. Ron Sandstrom seconds the motion and the motion passed 3-0. A puddle which forms at the intersection of Blinden and Interlaken is discussed. A culvert may be needed to move this water across the road into established drainage. This will be looked at. Kelly Robitaille reports that the Big Loop culvert was cleaned on Friday. The materials the beavers use to block the culvert were removed.
Curb stop valve (CSV) locating is discussed. Mike Smith outlines that CSV’s have been located as far as 3 feet underground. Mike Smith makes a motion to use the backhoe as needed for CSV locating efforts. Ron Sandstrom seconds the motion. Discussion ensues on other focus for the Highway Department and the lateness in the year for exposing valves. Motion is called to a vote and the motion passed 3-0.
Upcoming classes offered by the UNH Technology Transfer Center (UNH T2) are discussed. Kelly Robitaille will need to recertify with the culvert maintainer program. A class will be identified for enrollment. There is a Green Snow Pro class on November 15 available. Ron Sandstrom makes a motion to enroll Kelly Robitaille and Jeff DeMartino in the class. Mike Smith seconds the motion and the motion passed 3-0.

3. Water

Information is expected from the engineers and water operator on protection of the temporary line at 1 Bristenstock and for recommendations on alleviating the pressure loss that occurs at this property. If information is not received, establishing a conference call for Monday, November 7 during the Commissioners meeting with the engineers and water operator is discussed. This will be set up if needed.
The requested quote from the electrician for placing of the metal conduit at Muddy Beach to protect the lines from wells to the pump house has been received. Quote is $5,900 with placement of a secondary protected line. Mike Smith makes a motion to approve placement of the conduit for Muddy Beach. Ron Sandstrom seconds the motion. Discussion ensues regarding obtaining of a second quote. Mike Smith withdraws the motion. Mike Smith makes a motion to obtain a second quote. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion to obtain a quote for lightening protection, by location, for all pump houses. Larry Leonard seconds the motion and the motion passed 3-0.
Dana Haley is working with Ian Hayes to estimate pricing for placing of a propane tank and heater at the Reinach station.
Larry Leonard outlines that a puddle exists near the end of a driveway on Eidelweiss Drive across from Big Loop. The area will be checked for a possible CSV leak.

4. Administration

A safety meeting will be scheduled for Friday, November 4 at 12:30 as Kelly Robitaille will be on vacation November 7.
The Asset Management Committee is discussed. Reduction of the Committee size to 5 persons is discussed. Re-validation of intent for the 5 members will be done. Mike Smith makes a motion to reduce the Asset Management Committee to the 5 persons whom have attended the most meetings. Ron Sandstrom seconds the motion and the motion passed 3-0. Thank you letters to the other members not among the 5 chosen will be sent.
Health insurance options for January 1, 2017 are reviewed and discussed. For the District to reimburse employees for a portion of the higher co-pay option, a flexible spending account or health insurance savings account would need to be established. As these accounts carry administrative fees and tax implication to employees, pursuit is not recommended. Mike Smith discusses establishing a bank account of $100 per employee for reimbursement of $10 per medical visit for which a $20 co-pay is charged. Mike Smith makes a motion to approve the AB20, $20 co-pay plan for 2017. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to review reimbursement options for employee co-pays in 2017 with the elected 2017 Board of Commissioners. Ron Sandstrom seconds the motion and the motion passed 3-0.
Proposed budgets for 2017 are reviewed and discussed by line item. Clarification of water system and highway line items will be completed on the spreadsheet.
Larry Leonard makes a motion to reduce administration/supplies to $2000. Mike Smith seconds the motion and the motion passed 3-0.
Larry Leonard makes a motion to reduce administration/printing to $3,000. Mike Smith seconds the motion and the motion passed 3-0.
Larry Leonard makes a motion to reduce administration/telecommunications to $1,600. Mike Smith seconds the motion and the motion passed 3-0.
Larry Leonard makes a motion to reduce administration/safety to $1,000. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to reduce legal to $4,000. Larry Leonard seconds the motion and the motion passed 3-0.
Larry Leonard makes a motion to reduce Bldngs & Grounds/electricity to $2,300. Mike Smith seconds the motion and the motion failed 1-2 with Mike Smith and Ron Sandstrom against as this reduction is too close to actual to incur any cost increase.
Mike Smith makes a motion to reduce Misc/Training/Cklist to $1,000. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to reduce fuel to $14,500. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to reduce salt to $14,000. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to increase gravel to $15,000. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to reduce subcontract equipment to $3,500. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to reduce street lighting to $1,250. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to reduce parks & rec to $7,000. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to reduce water/electricity to $23,000. Larry Leonard seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to reduce water/pump house repairs to $42,000. Larry Leonard seconds the motion and the motion passed 2-1 with Ron Sandstrom against reducing this line item.
Mike Smith makes a motion to reduce water/treatment to $4,000. Larry Leonard seconds the motion. Discussion on potential need for two NaOH fills next year is held. Motion is called to vote and the motion failed 1-2 with Mike Smith and Ron Sandstrom against reducing a line item to below needs.
Mike Smith makes a motion to increase water/engineering to $3,500. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to increase water/heating to $2,250. Ron Sandstrom seconds the motion and the motion passed 2-1 with Larry Leonard against increasing this line item.
Mike Smith makes a motion to reduce water/telemetry to $4,000. Larry Leonard seconds the motion and the motion passed 3-0.
Other items that may be included on the 2017 Warrant are discussed. These items include repair to the hill on Middle Shore at Geneva; lodge repairs; establishing a CRF for water system tanks; vacuum system for leaf removal from ditch lines; crack sealing of Lugano; establishing a beach parking sticker pass; and engineering of Little Loop Road for drainage corrections.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 9 checks for $16,155.08. 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 October 24 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

Larry Leonard reports that Burr Phillips, engineer, will attend next Monday’s meeting.

8. Signature Items

Letter to property owner of 55 Eidelweiss Drive is presented. Mike Smith makes a motion to sign the letter regarding needed changes to the driveway at 55 Eidelweiss Drive for protection of the road. Ron Sandstrom seconds the motion and the motion passed 3-0.
Letter to the property owner of 14 Blinden is presented. Mike Smith makes a motion to sign the letter regarding placement of a driveway culvert without a permit. Ron Sandstrom seconds the motion and the motion passed 3-0.
Letter to property owner of 1582 Conway Road is presented. Mike Smith makes a motion to sign the letter regarding creation of a new driveway without a permit. Ron Sandstrom seconds the motion and the motion passed 3-0.
Letter to the property owner of 43 Oak Ridge is presented. Mike Smith makes a motion to sign the letter outlining the intended corrections to the driveway culvert at this property. Ron Sandstrom seconds the motion and the motion passed 3-0.
Work Order 1133 is presented. Mike Smith makes a motion to sign work order 1133 for corrective replacement of the driveway culvert at 43 Oak Ridge Road. Ron Sandstrom seconds the motion and the motion passed 3-0.
Work Order 1132 is presented. Mike Smith makes a motion to sign work order 1132 for driveway inspection of completed driveway at 17 Middle Shore. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 164 is presented. Mike Smith makes a motion to approve purchase order 164 in the amount of $555 for directional flow arrows for the pump houses. Ron Sandstrom seconds the motion. Discussion ensues with Larry Leonard outlining a less costly alternative that was located on line. Alternative previously reviewed and not acted upon as stick on arrows will not stay in place on the pipes secondary to the dampness within the pump houses. Motion is called to a vote and the motion passed 2-1 with Larry Leonard against the costlier option.

9. Correspondence

NH DES has sent notification of a 2017 Asset Management Grant. Mike Smith makes a motion to request the Asset Management Committee meet to review and make recommendations on this grant and possible application by the VDOE prior to November 14. Ron Sandstrom seconds the motion and the motion passed 3-0.
NH Municipal Association has sent the bi-weekly NewsLink.
Mark Norton has sent a request for reduction in fees for retrieval of water craft which has already been discussed.
The monthly rental check for the Coleman Tower Site has been received.

10. Scheduled Appearances

Ron Cranshaw has come to the meeting to request a reduction to the $100 fine for retrieval of his kayak. The kayak was left on a beach and impounded. Mike Smith makes a motion to reduce the fine to $50. Larry Leonard seconds the motion. Discussion ensues on reducing fees and compliance with regulations as stated. Motion is called to a vote and the motion passed 2-0-1 with Ron Sandstrom abstaining. Ron Sandstrom makes a motion to recommend reduction of the fine to $50 per watercraft within the policies at the Public Hearing to be held January 20, 2017. Mike Smith seconds the motion and the motion passed 3-0.
A written request for reduction of the $100 fine per watercraft has been received from resident Mark Norton for his two watercrafts that have been impounded. Mike Smith makes a motion to reduce the fine to $100 total. Larry Leonard seconds the motion and the motion passed 2-0-1 with Ron Sandstrom abstaining from reducing posted fines.

11. Other Business

The UNH T2 classes and reduction of Asset Management Committee size have already been discussed.

Mike Smith makes a motion to approve a time off request from Nancy Cole. Ron Sandstrom second the motion and the motion passed 3-0.
Mike Smith makes a motion to approve a time off request from Kelly Robitaille. Ron Sandstrom seconds the motion and the motion passed 3-0.

12. Public Comments

At 10:10 am Ron Sandstrom makes a motion to enter Non-Public session pursuant to RSA 91-A:3, 11 (c) reputation. Mike Smith seconds the motion. Motion is called via roll call vote Ron Sandstrom yea; Mike Smith yea; Larry Leonard yea and the motion passed 3-0.

No motions were made during non-public session.

At 10:22 am Mike Smith makes a motion to exit non-public session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion called via roll call Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator