[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2017/01/CM010317.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
January 3, 2017

The Board of Commissioners met at 8:00 am on Tuesday, January 3, 2017. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. Treasurer Dinah Reiss makes a short appearance. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

The Highway crew is cleaning roads and not in attendance at the meeting. Roads are in good condition. Compliments received on snow and ice clearing as well as one comment regarding need to clean parking lots. An email outlining a possible communication issue has been received. Board is informed that the answering service did receive the call from emergency services and the call was given to Kelly Robitaille, who contacted the plow operator on shift. The email claims that the information on the call was not forwarded as the plow operator who responded stated he did not receive a call from emergency services. Email also claims that a change to radio frequencies has separated the Eidelweiss and Madison services from being able to hear each other. Board is informed that the radios do pick up Madison Highway. This will be added to the action list. Equipment is discussed. The new sander was picked up for the F-550. Mike Smith makes a motion to start winging back snow from roads. Ron Sandstrom seconds the motion. Discussion on moving snow back from the road edges is held. Motion is called to a vote and the motion passed 3-0. The updated list for road work completed in 2016 has been turned in and Ron Sandstrom will compile the information for the annual meeting report. A load of salt was ordered this morning with the purchase order authorized for January. Mike Smith makes a motion to have the crew turn the taxpayer sand pile. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Water

Water operator Ian Hayes will be in attendance at next week’s meeting. Larry Leonard discusses the need for additional updates from the water operator. This will be discussed with Ian Hayes next week.

4. Administration

A safety meeting will be scheduled.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,442.69. 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.
2016 budgets are reviewed and discussed. A question & answer sheet for budget line items will be created for handout at the budget hearings and annual meeting. Outline will include the addition of the Oak Ridge Road loan, the increase in Property-Liability insurance costs and that three employees are now all covered under the medical insurance. Mike Smith discusses the planned withdrawal from the medical insurance CRF created last year, recommending that some funds remain within the account. Ron Sandstrom states that he is in favor of using the funds for the purpose for which they were set aside. Cash flow and tax rates are discussed.
The draft for the 2017 Warrant for the Annual Meeting is reviewed and discussed. Mike Smith outlines the potential increase in income from sale of canoe rack spaces and parking passes for beach parking lots. Intent for one pass per household outlined. Larry Leonard questions the process. Wording to be developed and distributed for review. A meeting with the Chief of Police for Madison is being scheduled to discuss the parking passes and enforcement.
The article for upgrades to Muddy Beach station for the water system is discussed. Larry Leonard will work on the handout information for this planned upgrade. Mike Smith outlines that this project may take two years to complete as the original estimated cost is $68,000.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 17 checks in the amount of $13,114.72. 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
7. Commissioners Reports

Larry Leonard discusses review of electric usage at the pump houses. The Chocorua pump house and Jungfrau pump house were not included in the contract with the third party electric supplier. Street lights are also not within the contract. This will be checked on for inclusion with any new contract that may be signed.
Larry Leonard discusses propane pricing. AmeriGas and Jesse Lyman pricing will be checked into for possible savings.
Mike Smith discusses placing approval for entering of long term contracts on the 2017 Warrant. The need for contract specifics, including total dollars to be allocated across the contract is outlined. Larry Leonard states that the current short term contracts have out-performed longer term options.
The contact made by the snow mobile club last fall is discussed. Mike Smith makes a motion to follow up with Colin Preece regarding any potential change to the snow mobile trail. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items
9. Correspondence

The second tax payment for 2016 has been received from the Town of Madison.
Resident Jay Buckley has sent information for potential savings in propane pricing.
Eversource has sent information on available email notification of power outages. Ron Sandstrom makes a motion to have the VDOE sign up for email notification of power outages. Mike Smith seconds the motion and the motion passed 3-0.
NH Municipal Association has sent the bi-weekly NewsLink bulletin.

10. Scheduled Appearances

Treasurer Dinah Reiss has come to the meeting for discussion on paying off the 2016 TAN loan. The loan can be paid directly from the operating account by transfer. If the transfer option is not taken, additional interest may be incurred unnecessarily. The payoff will be $70,211.56 plus one day’s interest. Mike Smith makes a motion to approve up to $70,220.00 for payoff of the TAN loan. Ron Sandstrom seconds the motion and the motion passed 3-0.

11. Other Business
12. Public Comments

At 9:25 am Larry Leonard makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator