VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

December 28, 2018

The Board of Commissioners met at 8:02 am on Friday, December 28, 2018.  In attendance were Commissioners Ron Sandstrom and Ralph Lutjen.  Also present were residents Kathy Koziell and Paula Doyle.  The meeting was filmed for Madison TV by Tim Hughes.                      

At 8:00 am the meeting was called to order by Commissioner Ralph Lutjen.     

1. Agenda

Ron Sandstrom makes a motion to approve the agenda.  Ralph Lutjen seconds.  Motion passed 2-0.   

Ralph Lutjen makes a motion to open the public hearing on the Water Ordinance.  Ron Sandstrom seconds.  Motion passed 2-0. 

Proposed change of dates for allowance of a free seasonal shut-off at no cost.  Kathy Koziell questions what prompted this change.  Ralph Lutjen outlines request of homeowners.  Discussion on cost if not present at the time of appointment has not changed. 

At 8:07 Ron Sandstrom makes a motion to close the Public Hearing on the Water Ordinance Ralph Lutjen seconds.  Motion passed 2-0.  

At 8:07 Ron Sandstrom makes a motion to open the Public Hearing on the Driveway Ordinance.  Ralph Lutjen seconds.  Motion passed 2-0. 

Paula Doyle questions the cost of a permit; $75.00.  Kathy Koziell questions the per day charge for violation.  Ralph Lutjen outlines contact with property owners regarding driveways and the existence of the Ordinance requirements.  Paula Doyle questions incidents of violation.  Ralph Lutjen outlines that notice is sent first, if property owners responds, no fine is incurred.  Paving of a driveway without a permit is discussed; protection of roads is discussed. 

At 8:13 Ron Sandstrom makes a motion to close the Public Hearing.  Ralph Lutjen seconds.  Motion passed 2-0. 

The action list is reviewed and discussed. 

2. Highway Department Report 

Kelly Robitaille is plowing at this time. 

Ralph Lutjen makes a motion to approve a purchase order in the amount of $3,000 for salt and up to $5,000 for sand.  Ron Sandstrom seconds.  Order to be placed after first of year.  Motion passed 2-0. 

3. Water

Discussion on water issue that occurred yesterday.  DPW well pump failed.  Hartley Well was contacted and replaced the well pump.  Discussion on covering of costs.  The 2018 Water budget will not support this work.  Costs will be worked for a withdrawal from the CRF.    

4. Administration

Motion log is reviewed and discussed.  37 motions have been moved to the completed list since last month.  Ron Sandstrom reviews the list; over 500 motions made in 2018. 

Tax check from Madison has been received.  TAN has been paid off. 

Seven houses have been posted for non-pay shut off to occur in January. 

December newsletter is reviewed.  One section will be updated as discussed.  Discussion on need for estimate for DPW garage Drainage.     

Budget is reviewed and discussed. 

Ralph Lutjen makes a motion to approve payroll in the amount of $5,509.41.  Ron Sandstrom seconds.  Report and time cards are reviewed and discussed.  Motion passed 2-0.

Open Invoices for water system are reviewed.  

Ralph Lutjen makes a motion to approve the 2019 Holiday schedule.  Ron Sandstrom seconds.  Motion passed 2-0. 

5.  Accounts Payable

Ralph Lutjen makes a motion to approve the manifest of 6 checks for a total of $2,504.57.  Ron Sandstrom seconds.  Checks and invoices are reviewed and discussed.  Motion passed 2-0.   

6.  Minutes

Ralph Lutjen makes a motion to approve the minutes of December 18.  Ron Sandstrom seconds.  Motion passed 2-0. 

Ralph Lutjen makes a motion to approve the non-pub minutes 12-11 and 12-18.  Ron Sandstrom seconds.  Motion passed 2-0. 

7. Commissioners Reports

Ralph Lutjen will produce a forecast for the water bill for 2019. 

Ron Sandstrom discusses signage placement at the tax-payer sand pile.  Ron Sandstrom makes a motion to place some type of sign.  Ralph Lutjen seconds.  Motion passed 2-0.   

8. Signature Items  

Ralph Lutjen makes a motion to sign the letter of denial of Reinach bid to G.W. Brooks.  Ron Sandstrom seconds.  Motion passed 2-0. 

9. Correspondence

Discussion on email regarding website information.  Commissioners minutes were behind; Asset Management minutes had not been approved. 

10. Scheduled Appearances    

11.  Other Business   

2019 project sheets for the Warrant are discussed.  A sheet will be created for the Grison and Burgdorf culvert replacements to have project sheets for all known projects.  Ralph Lutjen outlines that not all projects will be on the 2019 Warrant.  Ron Sandstrom discusses stating why a project is needed; this is included on the sheets. 

Ralph Lutjen makes a motion to post the front pages of the project documents.  Ron Sandstrom seconds.  Ron Sandstrom outlines updating of website.  Motion passed 2-0. 

At 8:52 Ron Sandstrom makes a motion to recess the meeting for compilation of a number.  Ralph Lutjen seconds.  Motion passed 2-0. 

At 9:02 Ralph Lutjen makes a motion to reconvene the meeting.  Ron Sandstrom seconds.  Motion passed 2-0. 

Discussion on costs incurred yesterday is held; Hartley Well was not able to pull the well pump.  Installer is being checked into for information on the well casing. 

Withdrawal from the water system Capital Reserve Fund in the amount of $10,000 is discussed.  Ralph Lutjen makes a motion to withdraw $10,000 from the water system CRF.  Ron Sandstrom seconds.  Motion passed 2-0.  

At 9:12 Ralph Lutjen makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters.  Ron Sandstrom seconds.  Motion via roll call vote Ron Sandstrom yea, Ralph Lutjen yea.  Motion passed 2-0. 

At 9:30 am Ralph Lutjen makes a motion to exit non-public session and adjourn the meeting.  Ron Sandstrom seconds.  Motion via roll call vote Ron Sandstrom yea, Ralph Lutjen yea.  Motion passed 2-0.    

Respectfully submitted,

Nancy E. Cole

Administrator

 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

December 18, 2018

The Board of Commissioners met at 8:00 am on Tuesday, December 18, 2018.  In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen.  Also present were Kelly Robitaille (hwy) and residents Adam Leiser and Paula Doyle.  The meeting was filmed for Madison TV by Tim Hughes.                      

At 8:00 am the meeting was called to order by Chairman Mike Smith.  Happy Holidays to all.    

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 checked for tree branches.  Punch outs are being done for drainage. 

Road grader was used to push back snowbanks yesterday. 

The F-550 sander needs to be worked on.  The electric motor is not working correctly.  All other equipment is in good shape. 

Rain is expected this weekend; sand and salt supplies are good. 

Resident Jay Buckley has sent an offer to build a cover over the tax-payer sand pile.  Kelly Robitaille would like to see the plan prior to anything being built. 

Ron Sandstrom discusses the gravel roads proposed to be updated through a warrant article, questioning doing this work through the budget.  Discussion held on the gravel budget line item being used for maintenance, not projects.  Discussion held on the crew being able to update three roads outside the budget.  Maintaining the gravel line item at a level that allows the roads to be worked on is discussed.  

3. Water

Ron Sandstrom discusses the chemical injection system; pH for December is good. 

Discussion on request for an updated Engineer’s estimate for the Reinach tank.  Ralph Lutjen outlines that the intent is to place the tank on the 2019 Warrant for funding based on the updated estimate.  Project will be bid again next spring.  Engineer Paul Fluet will send the update this week.

Ron Sandstrom outlines that the strategy for the Reinach tank is to bring the engineers estimate to the voters for funding approval and obtain bids once funding is approved.   

4. Administration

Safety meeting will be held after this meeting.

The Asset Management Committee met yesterday.  Projects were reviewed and prioritized for recommendation to the Commissioners for placement on the Warrant.  Projects are reviewed and outlined that have been recommended for 2019 and those set for future years.  
Ralph Lutjen makes a motion to review the project sheets December 28.  Ron Sandstrom seconds.  Discussion on the sheets being substantially complete at this time is held.  Motion passed 3-0. 

Next meeting will be held December 28^th.  The Public Hearing for the proposed updates to the Water Ordinance and Driveway Ordinance will be held at the beginning of the meeting. 

Mike Smith makes a motion to approve payroll in the amount of $6,256.78.  Ron Sandstrom seconds.  Ron Sandstrom outlines he will not accept payment for his role, the $300 stipend allocated to Ron is deducted from approved amount.  Motion passed 3-0. 

Mike Smith makes a motion to encumber $17,358.55 from Warrant Article 5 for completion of the Little Loop project.  Ron Sandstrom seconds.  Motion passed 3-0. 

Mike Smith makes a motion to encumber $2,011.91 from Warrant Article 7 for completion of the Thusis culvert replacement.  Ralph Lutjen seconds.  Motion passed 3-0.

Mike Smith makes a motion to encumber $7,800 from Warrant Article 6 for completion of the storm water drainage study.  Ralph Lutjen seconds.  Motion passed 3-0

Mike Smith makes a motion to encumber $4,124 from Warrant Article 16 for completion of the siding at Muddy Beach.  Ralph Lutjen seconds.  Motion passed 3-0.

Mike Smith makes a motion to encumber $6,426 from Warrant Article 22 for completion of the installation of pump house security.  Ralph Lutjen seconds.  Motion passed 3-0. 

Budget is reviewed and discussed.  Water budget is very tight.  Discussion is held on making a transfer.  This will be updated for December 28. 

The initial draft of the 2019 Warrant is reviewed.  Projects on the draft are recommended by the Asset Management Committee.  Proposed articles are reviewed and discussed.  Priority of proposed articles is outlined and discussed.  Three water projects are recommended for funding from the existing loan balance.  Upper Lakeview/Rigi Pressure Reducing Valve (PRV) work is recommended for funding through water usage fees.  This project will require three PRV pits in total; funding for the first is recommended for 2019.  Ron Sandstrom outlines the process being followed for creation of the warrant with project packets being put together for review of scope and pricing.

5.  Accounts Payable

Mike Smith makes a motion to approve the manifest of 11 checks for a total of $11,077.44.  Ron Sandstrom seconds.  Checks and invoices are reviewed and discussed.  Motion passed 3-0.   

6.  Minutes

Mike Smith makes a motion to approve the minutes of December 11.  Ralph Lutjen seconds.  Motion passed 2-0-1 with Ron Sandstrom abstaining. 

7. Commissioners Reports

Ron Sandstrom discusses sending a letter to Madison TV thanking them for their recent correspondence clarifying the role of Madison TV.  Mike Smith makes a motion to sign the letter.  Ralph Lutjen seconds.  Motion passed 3-0.   

Ron Sandstrom outlines the interpretation that a 9% increase for the Administrator is planned based on the 2019 proposed budget.  Having these line items explained for the budget hearing by the Commissioners will be done. 

Mike Smith outlines next meeting will be December 28, the Public Hearing on the proposed update to the Water Ordinance and Driveway Ordinance will be held December 28. 

8. Signature Items  

Mike Smith makes a motion to approve the Driveway Permit for Operation for 5 Burgdorf Drive.  Ralph Lutjen seconds.  Motion passed 3-0. 

9. Correspondence

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

Granite State Analytical has sent the monthly pH results; good.

Jay Buckley has sent an offer to build a structure to protect the tax-payer sand pile.  Ron Sandstrom discusses accepting the offer.  Ron Sandstrom makes a motion to request a design for the structure.  Mike Smith seconds.  Ralph Lutjen outlines having Kelly Robitaille complete the design.  Ron Sandstrom motion send Jay Buckley info that Kelly Robitaille will create a design, which will be sent to Mr. Buckley for review.  Mike Smith seconds.  Motion passed 3-0. 

Jay Buckley has sent an email regarding the answering service.  Residents should call the office for road issues and give the information to the answering service.   

Adam Leiser has sent a request for discussion on the water main extension on Burgdorf Drive. 

Adam Leiser has sent a request for the resignations of the Board. 

Mark Graffam has sent a request for drawings from 2012 that have not been located.  Mr. Graffam resubmitted the request with a comment regarding timing of receipt of the information.  Mr. Graffam’s email was responded to in compliance with the time allowed under RSA 91-A.

Madison TV has sent a notice that videographers should be asked to wait if a Board anticipates a return to Public Session after a Non-Public Session.  Letter also outlines that the funding for Madison TV was approved at the 2006 Town Meeting. 

Ron Sandstrom discusses placing of correspondence on the agenda.  Ron Sandstrom outlines that there is no requirement for discussion of correspondence in the RSA’s.  Madison and Conway do not place correspondence onto their agendas; Albany does.       

10. Scheduled Appearances    

11.  Other Business   

At 9:10 Ralph Lutjen makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters.  Mike Smith seconds.  Motion via roll call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea.  Motion passed 3-0. 

At 9:24 am Mike Smith makes a motion to exit non-public session and adjourn the meeting.  Ron Sandstrom seconds.  Motion via roll call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea.  Motion passed 3-0.    

Respectfully submitted,

Nancy E. Cole

Administrator 000000

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

December 11, 2018

The Board of Commissioners met at 8:00 am on Tuesday, December 11, 2018.  In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen.  Also present were water operator Ian Hayes, residents Adam Leiser and Gloria Aspinall.  The meeting was filmed 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 repairs are being completed on equipment.  The grader has been outfitted for winter operations.  The wing on the Terra Star is being welded and will be picked up later today. 

Chain has been replaced on the 550 sander.

Rain is expected this weekend; the crew and equipment are ready. 

Kelly Robitaille states that the beach parking lots have been cleared; repairs were handled prior to the beach lots being cleared. 

3. Water

Ian Hayes is working on the quotes for the Upper Lakeview/Rigi Pressure Reducing Valve (PRV) pit upgrades.  Ian Hayes questions if metering is being added as that was originally intended. 

Bleeders were turned on yesterday.  Ian reports that the chemical injection pump diaphragm needs to be replaced.  This will be one day with two persons.  Ian questions if this should be held until January.  Pump cycling can be altered to balance pH until January if needed. 

Water budget is discussed.  Budget is very tight for year end.  Ian outlines that repairing one chemical pump without cleaning the pit could be done for approximately $300.  Ian will monitor the pH.  Ralph Lutjen outlines moving expenses if needed for the water system.  This will be done later in the month. 

4. Administration

Mike Smith will hold a safety meeting today. 

Treasurer’s report, cash flow and water billing are due next week. 

Ron Sandstrom discusses the need for Treasurer’s report.  Ron Sandstrom makes a motion to request Treasurer Dinah Reiss supply a report of all transactions in and out of funds at least one week prior to the budget hearings.  Mike Smith seconds.  Current report on the website is an office generated report.  Motion passed 3-0. 

A follow up will be done on the status of the isolation valve mapping. 

Asset Management meeting is scheduled for 1 pm today. 

November water usage reports are reviewed and discussed.  Reports are within normal ranges. 

Liability waiver for volunteers that has been developed is reviewed.  Discussion on use of the form for a project being completed by volunteers is held.  Ralph Lutjen makes a motion to adopt the waiver form.  Ron Sandstrom seconds.  Motion passed 2-0-1 with Mike Smith abstaining.  Form will be added to the website as a policy document. 

5.  Accounts Payable

Mike Smith makes a motion to approve the manifest of 11 checks for a total of $18,897.28.  Ron Sandstrom seconds.  Checks and invoices are reviewed and discussed.  Motion passed 3-0.   

6.  Minutes

Mike Smith motion approve the minutes of 12/04.  Ralph Lutjen seconds.  Motion passed 2-0-1 with Ron Sandstrom abstaining as he has not reviewed.    

7. Commissioners Reports

Ralph Lutjen discusses communication with Paul Fluet following the Reinach tank bid.  A meeting was held with Ralph Lutjen, Paul and Tom Mason on Friday of last week.  Bid will be produced based on a 2019 project.  Mr. Mason did not bid due to the possibility that the project may not have occurred until 2020 and he was unable to secure a concrete bid for that time frame.  A number is expected for next week on this project.  Ralph recommends that the project sheets for all projects for the 2019 Warrant be reviewed by the Asset Management Committee prior to the Board review.  Board will review next week.

Ron Sandstrom questions if formal action is needed on the one bid received prior to entering any negotiation.  Ralph Lutjen outlines that G. W. Brooks was contacted first and will not be revising their numbers.  Ralph Lutjen makes a motion to send a letter to Brooks rejecting the bid based on budgetary requirements.  Mike Smith seconds.  Motion passed 3-0.  

Ron Sandstrom outlines that the transfer to the Highway CRF last week was targeted work that was planned to be covered under the budget, but the budget will not be able to cover. 

Mike Smith reports that the reimbursement check for the deposit on the accounting software will be followed up on after this meeting. 

8. Signature Items  

Mike Smith makes a motion to sign the updated health insurance renewal paperwork reflecting the plan change.  Ralph Lutjen seconds.  Motion passed 3-0. 

9. Correspondence

Adam Leiser has sent a question regarding work that Ron Sandstrom completed on a volunteer basis for the District.  Mr. Leiser was informed Ron has formatted some documents for the office. 

Paula Doyle has sent a question on the Thusis project status.  Funds will be encumbered  

Mark Graffam has sent a comment on the lack of snow removal at the beach parking lots and water system bleeders.  Mr. Graffam was informed that these lots are cleaned after the storm and the bleeders will be on this week.  

NH Municipal Association has sent the biweekly News Link.  Moderator Bob Ingram has been asked if he is interested in the Moderator’s workshop scheduled for February 16. 

10. Scheduled Appearances    

11.  Other Business   

Line items for 2019 budget are reviewed. 

Ralph Lutjen outlines that the medical insurance renewal would have created a line item of $64,000; the proposed line item is $57,635.  

Heating will be increased to $8,500. 

Pump house electricity will be increased to $27,000. 

Telemetry will be increased to $5,700.

At 8:38 Ralph Lutjen makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II reputation.  Mike Smith seconds.  Motion via roll call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea. 

At 9:30 am Mike Smith makes a motion to exit non-public session and resume the public meeting.  Ron Sandstrom seconds.  Motion via roll call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea.    

Mike Smith asks Ian Hayes when he will have the numbers for the Upper Lakeview/Rigi PRV pit upgrades.  Ian Hayes and Mike Smith will meet Friday on the cost estimates to finalize the numbers at 11 am. 

Mike Smith discusses Public Hearing on Water Ordinance.  Water Ordinance update increases the amount of time during which seasonal turn on/off will be done for free.       

Mike Smith makes a motion to reschedule the Public Hearing to 12/28.  Ralph Lutjen seconds.  Motion passed 3-0.       

At 9:59 am Mike Smith makes a motion to adjourn the meeting.  Ron Sandstrom seconds.  Motion passed 3-0.     

Respectfully submitted,

Nancy E. Cole

Administrator