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

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

December 4, 2018

The Board of Commissioners met at 8:00 am on Tuesday, December 4, 2018.  In attendance were Commissioners Mike Smith and Ralph Lutjen.  Also present were Treasurer Dinah Reiss, residents Adam Leiser and Ron Sandstrom.  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.  Mike Smith seconds.  Motion passed 2-0.   

The vacant seat on the Board of Commissioners is discussed.  Ralph Lutjen states it is appropriate to add a third Commissioner.  Ralph outlines earlier offers to Marya Doery and Kathy Koziell to fill the seat; both declined.  Ralph Lutjen makes a motion to appoint Ron Sandstrom to the Board of Commissioners.  Mike Smith seconds.  Motion passed 2-0.  Ron Sandstrom states he will not take the monthly stipend allocated to Commissioners. 

Ron Sandstrom is sworn in as Commissioner by Clerk Nancy Cole. 

The action list is reviewed and discussed. 

2. Highway Department Report 

Kelly Robitaille outlines the fifth storm of the season has now occurred.  A blade is needed for the plow for the 550; this will be under $200.00 

Kelly Robitaille outlines that private plow persons are plowing driveways into the roads and along the banks at the edge of the roads; which the DPW will then have to move this snow again.  Mike Smith outlines to Kelly to collect addresses and the VDOE will send letters to the homeowners.  Placing a notice on the website is discussed.  Mike Smith makes a motion to place the information on the website.  Ralph Lutjen seconds.  Discussion on indicating the RSA’s in the notice and rationale for not plowing across the roads.  Motion passed 3-0. 

Kelly Robitaille highlights the recent 15-inch heavy, wet, snow storm.  The plow routes take approximately 1.5 hours.  A plow will come by your property in this time frame.  Should an emergent event occur, please contact the answering service and the DPW will respond.

All equipment is in good shape.  The grader is being outfitted today for winter plowing. 

Salt has been received.  Sand supply is good. 

Ralph Lutjen will meet with Kelly Robitaille on the truck this afternoon. 

Ron Sandstrom highlights that a car was seen in the salt shed.  Resident was informed of the location of the taxpayer sand pile.  Resident sand pile will be marked.  Ron Sandstrom makes a motion to put the taxpayer sand information on the website.  Mike Smith seconds.  Motion passed 3-0.    

Budgets are reviewed and discussed.  Budgets are tight for year end.  Ralph Lutjen outlines costs outside the normal experience, such as 5 storms before December.  Sand, salt, overtime, and equipment use are all increased in this situation.  Ability to deal with contingencies is outlined.  Ron Sandstrom reinforces the notion that sand is placed where needed and try to use less on flat areas.  Kelly Robitaille outlines increase in late night traffic and the need for keeping the roads safe.   

3. Water

Ian Hayes will be in attendance next week. 

A call will be placed to Norm Garside on the siding for Muddy Beach. 

4. Administration

Mike Smith will schedule a safety meeting. 

Treasurer Dinah Reiss states that the transfer from the Water Extension Fund has been completed as authorized by the Board.  Capital Reserve withdrawals will help with year end cash flow.  There are funds available through the TAN loan if needed. 

Dinah Reiss will obtain a number for a 5-year, $100,000 loan payment for the proposed truck. 

Dinah Reiss will pursue the option of direct deposit of the tax check from the Town of Madison.  Mike Smith makes a motion to have the Treasurer proceed with setting up direct deposit of the tax checks.  Ralph Lutjen seconds.  Motion passed 3-0.  Dinah Reiss will verify with the Town that the required information from the tax check calculation be sent to the District. 

Ron Sandstrom discusses having balances for all accounts for the budget hearings in January. 

Water billing open invoice report is reviewed.  Approximately $12,000 is due.  6 houses will be scheduled for shut off.  Ralph Lutjen makes a motion to shut off the customers in January. Ron Sandstrom seconds.  Motion passed 3-0. 

Mike Smith states the monthly newsletter was done well. 

The Asset Management Committee will meet next week 

Mike Smith makes a motion to approve payroll in the amount of $6,570.65.  Ralph Lutjen seconds.  Report and time cards are reviewed and discussed.  Ralph Lutjen highlights a 20-hour shift by Kelly Robitaille, this will be discussed with Kelly.  Discussion on part time employee hours during this payroll.  Motion passed 3-0. 

Budgets are reviewed and discussed.  Ralph Lutjen highlights the total expended on the budget bottom line.  Budgets are tight; $34,805 is the remaining allowable as of this printout for highway/operations and $11,831 in water services.  Ron Sandstrom outlines the projection for remaining expenses which shows the budget will be fully expended.  Increases in budget line items for 2019 are outlined as necessary.     

5.  Accounts Payable

6.  Minutes

Mike Smith motion approve the minutes of 11/28.  Ralph Lutjen seconds.  Motion passed 2-0-1 with Ron Sandstrom abstaining as he was not present. 

7. Commissioners Reports

Ralph Lutjen will handle a review of the proposed truck purchase for 2019 with Kelly Robitaille and Nancy Cole this afternoon.

Ron Sandstrom discusses the project sheet created for all proposed 2019 warrant articles.  Ron Sandstrom proposes placing the project sheets on the website as they are completed.  Releasing the information early with a request for any feedback is recommended.  Ron Sandstrom makes a motion to create a section on the website for the 2019 Warrant projects.  Mike Smith seconds.  Discussion on projects for the 2019 warrant and all projects needed within the District are outlined. 

Ralph Lutjen discusses review of all projects for completion prior to publishing the information.  Reinach tank review will occur next week as the bids are due today at 10 am. 

Ron Sandstrom discusses sharing information as early as possible and get feedback; having residents share in the puzzle is highlighted. 

Mike Smith outlines having all information complete prior to release.  All information is expected by next week.  Priorities of the systems are discussed.  Ian Hayes priority review for the water system is discussed.  The remaining loan funds from the bond approved in 2018 is discussed.  Having projects completed while funds are available is discussed; using the remaining funds from the approved loan are discussed.  Ron Sandstrom questions allocating the remaining funds available in the loan.  Ralph Lutjen outlines managing projects efficiently and effectively that need to be done to improve the Village.  Ron Sandstrom outlines possible repercussions from certain residents who will use information to attempt to sway voters away from the Commissioners plan.  Ralph Lutjen would like to remain focused on the long-term needs of the District.  Motion passed 3-0. 

8. Signature Items  

Mike Smith makes a motion to sign the Capital Reserve withdrawal from the Highway Equipment CRF in the amount of $10,000.00.   Ralph Lutjen seconds.  Motion passed 2-0-1 with Ron Sandstrom abstaining. 

Mike Smith makes a motion to sign PO 273 in the amount of $3,000 for salt.  Ralph Lutjen seconds.  Motion passed 2-0-1 with Ron Sandstrom abstaining.  

9. Correspondence

The Town of Madison has sent a notice requesting all Committees and Commissions do not ask Madison TV to stop taping. 

10. Scheduled Appearances    

11.  Other Business   

Including motions and votes of non-public session will no longer be done at the end of the public session minutes unless specifically voted by the Board.    

Mike Smith makes a motion to schedule a Commissioners meeting Friday, December 28 at 8 am.  Ralph Lutjen seconds.  Motion passed 3-0. 

There will be no meeting 12/25 or 1/1/2019. 

At 9:11 am Mike Smith makes a motion to recess the meeting until the 10 am bid opening.  Ralph Lutjen seconds.  Discussion on bid opening and review of bids.  Motion passed 3-0.     

Mike Smith reconvenes the meeting at 10 am for the bid opening. 

10:00 am – Reinach tank bid opening.  Present are: Commissioners Mike Smith and Ralph Lutjen, engineer Nick Sceggell of Dubois & King, Maureen Brooks of G.W. Brooks & Sons and resident Adam Leiser. 

One bid has been received from G. W Brooks.  Nick Sceggell opens the bid and reviews the documentation for completion.  All documents appear to be in order. 

Both addendums are properly acknowledged. 

Total bid price $992,079.  Bid alternate one is $17,000 to abandon the existing tanks.  Bid alternate two is $15,000 to remove the existing tanks. 

Bid deduct for non-Federal pricing is $10,000.00. 

Engineering estimate is reviewed based on actual bid.  Primary difference is cost of cast-in place tank. 

Discussion on receipt of only one bid.  An explanation of pricing reviews will be completed by Nick Sceggell. Review of varying items as bid will also be done. 

Next step will be the evaluation of bid price by engineer Nick Sceggell.  Discussion on ledge removal cost and increase done when the outlying connections were added to the project is discussed.   

Other persons who attended the pre-bid meeting will be asked why they did not bid.  Nick Sceggell will handle this. 

Discussion is held on possible options for this project.  Nick Sceggell outlines that removal of the outlying connections will not affect the bottom line positively.  Options will be looked into.  Nick Sceggell adds that one bidder was having difficulty locating a concrete contractor with the required experience.

Nick Sceggell questions if bidding prior to the VDOE obtaining approval for funding is a factor in the reduced number of bids received.    

At 10:21 am Mike Smith makes a motion to adjourn the meeting.  Mike Smith seconds.  Motion passed 2-0.     

Respectfully submitted,

Nancy E. Cole

Administrator

 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

November 28, 2018

The Board of Commissioners met at 8:00 am on Wednesday, November 28, 2018.  In attendance were Commissioners Mike Smith and Ralph Lutjen.  The meeting was filmed for Madison TV.                      

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.  Mike Smith seconds. Mike Smith makes a motion to add a Non-Public for employee matters.  Ralph Lutjen seconds.  Motion passed 2-0.   

The action list is reviewed and discussed. 

2. Highway Department Report 

Kelly Robitaille reports that work is needed on the equipment from the storm.  A chain will be needed for the sander.  A cutting edge is needed for the plows.  Snow will be pushed back later this week.  Backhoe plow worked well.  The 7400 worked well during this storm.  Clean up of fire hydrants and parking lots is being done this morning. 

One load of salt is in the shed.  One additional storm will be covered and then salt will be needed.  Ralph Lutjen makes a motion to order one load of salt to a maximum of $3,000.  Mike Smith seconds.  Motion passed 2-0. 

Some comp time will be used by the Highway Department personnel at the end of this week. 

A cost for the outfitting of the proposed truck for the 2019 Warrant is discussed.  Kelly Robitaille will pursue this number.  Mike Smith makes a motion to have Kelly Robitaille at the Annual Meeting.  Ralph Lutjen seconds.  Motion passed 2-0. 

3. Water

Discussion is held on limiting discretionary work for the water system.  Ralph Lutjen makes a motion to advise Ian Hayes that there is to be no discretionary work for the remainder of 2018. Mike Smith seconds.  Motion passed 2-0. 

4. Administration

Motion log is reviewed and discussed. 

Discussion on encumbering funds from 2018 Warrant Articles is held. 

Discussion is held on the 2019 proposed budgets.  A correction is made to the Medical line.  Without the plan change, this line would be at $64,000. 

Part time line is recommended for increase to $10,000. 

Discussion on proper funding levels of budget lines is held; budgets are tight for year end. 

November newsletter is discussed.  Number of storms will be updated prior to release.  Mike Smith makes a motion to post the newsletter as updated.  Ralph Lutjen seconds.  Motion passed 2-0. 

5.  Accounts Payable

Mike Smith makes a motion to approve 12 checks for a total of $23,566.09.  Ralph Lutjen seconds.  Checks and invoices are reviewed and discussed.  Motion passed 2-0. 

6.  Minutes

Mike Smith motion approve the minutes of 11/20.  Ralph Lutjen seconds.  Motion passed 2-0. 

7. Commissioners Reports

Mike Smith makes a motion to invite Rick Skarinka to the VDOE Annual Meeting.  Ralph Lutjen seconds.  Motion passed 2-0. 

] 8. Signature Items  

Mike Smith makes a motion to sign the water CRF withdrawal in the amount of $17,000 for the Reinach engineering costs.  Ralph Lutjen seconds.  Motion passed 2-0.

Mike Smith makes a motion to sign the water CRF withdrawal in the amount of $2,500 for design of PRV pits by the engineers.  Ralph Lutjen seconds.  Motion passed 2-0.    

Mike Smith makes a motion to sign the Extension Fund Transfer request.  Ralph Lutjen seconds.  Discussion on reimbursement of curb stop evaluation and installation costs is held.  Motion passed 2-0. 

9. Correspondence

NH Municipal Association has sent the bi-weekly News Link. 

Third party electric provider has sent the monthly report. 

10. Scheduled Appearances    

11.  Other Business   

At 8:30 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3 II (a) employment matters.  Ralph Lutjen seconds.  Motion by roll call vote Mike Smith yea, Ralph Lutjen yea and motion passed 2-0. 

Mike Smith makes a motion to seal minutes of the non-public session.  Ralph Lutjen seconds.  Motion passed 2-0. 

At 9:26 am Ralph Lutjen makes a motion to exit Non-Public session and adjourn the meeting.  Mike Smith seconds.  Motion passed 2-0.  

Respectfully submitted,

Nancy E. Cole

Administrator

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 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

November 20, 2018

The Board of Commissioners met at 8:00 am on Tuesday, November 20, 2018.  In attendance were Commissioners Mike Smith and Ralph Lutjen.  Also in attendance were residents Jay Buckley and Kathy Koziell.  The meeting was filmed for Madison TV.                      

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.  Mike Smith seconds.  Motion passed 2-0.   

The action list is reviewed and discussed. 

2. Highway Department Report 

Kelly Robitaille reports this is third storm before Thanksgiving.  An aggressive mix of sand and salt is being used on asphalt.  The brine delivery has not yet been put into service, this will be done.  All trucks and equipment are outfitted for winter operations. 

The auger chain on the F-550 sander may need to be changed.  A price will be obtained. 

Salt will be tight for yearend; an additional load may be needed.  Kelly Robitaille will advise.   

3. Water

Bids for Reinach tank are due December 4. 

Muddy Beach siding is scheduled to begin the end of this week. 

4. Administration

The cash flow report is reviewed and discussed.  Cash flow and budget are tight for year end.   

Mike Smith makes a motion to approve payroll in the amount of $6,455.38.  Ralph Lutjen seconds.  Report and time cards are reviewed and discussed.  Motion passed 2-0.

The treasurer will be asked for her report for the month.

Two remaining curb stop valves need to be located.  Ian Hayes will be working on these.

Discussion is held on financing the Reinach tank and pressure zone.  Use of State funds will be beneficial due to the lower interest rate, however, use of these funds may delay the project and may increase the bid price due to the requirements for use of federal funds.  Discussion is held on the engineering cost of $17,000.   Mike Smith makes a motion to fund the $17,000 from the Water System CRF.  Ralph Lutjen seconds.  Motion passed 2-0.     

5.  Accounts Payable

6.  Minutes

Mike Smith motion approve the minutes of 11/13.  Ralph Lutjen seconds.  Motion passed 2-0. 

7. Commissioners Reports

Ralph Lutjen discusses status of warrant article work for the 2019 warrant.  Progress on back up documentation completion and details of proposed projects is outlined.  Data collection for all articles is recommended to be completed by December 11.  Desire is to have firm numbers for all projects for review. 

Mike Smith outlines a list of all proposed Warrant Articles for 2019.  The list will be finalized as plans for projects are put together. 

Discussion is held on amending approved use of $140,000 in loan proceeds.  Determination needs to be finalized on the projects to be proposed. 

Mike Smith outlines discussion with Paul Fluet.  Mike Smith makes a motion to approve $2,500 for design of the PRV pits.  Ralph Lutjen seconds.  Motion passed 2-0.  Mike Smith motion take the $2,500 from Water System CRF.  Ralph Lutjen seconds.  Motion passed 2-0.    

8. Signature Items  

Notary Linda Shackford has joined the meeting to notarize the voluntary lot merger documents for the three lots purchased from the Town. 

Mike Smith makes a motion to sign the water testing agreement for $6,192.00.  Ralph Lutjen seconds.  Motion passed 2-0.  Update to the proposed 2019 budget will be done.   

Mike Smith makes a motion to approve the parking request up to November 29.  Ralph Lutjen seconds.  Discussion on parking in the Huttwil lot and Ordinance are held.  Motion passed 2-0.    

9. Correspondence

Granite State Analytical has sent the monthly bacteria testing results for the water system; clean. Granite State Analytical has sent the monthly pH readings for the water system, pH in range.

Adam Leiser has sent a question/statement on the recent extension of the water main on Burgdorf. 

Adam Leiser has sent a statement that he is not in favor of spending engineering dollars for a review of the upgraded Class VI Grandval Way and Burgdorf Drive for Class V standards. 

Two seasonal shut off requests have been received and sent to Ian Hayes.

The cost sheet for excavation charges has been received as requested from Ian Hayes.

The cost sheet for valve pricing has been received as requested from Ian Hayes.

10. Scheduled Appearances    

11.  Other Business   

Administrator Nancy Cole reports that 14 RSA 91-A requests were responded to last week.

Ian Hayes has sent the pressure readings from the PRV pits to the engineers. 

At 8:39 am Ralph Lutjen makes a motion to adjourn the meeting.  Mike Smith seconds.  Motion passed 2-0.  

Respectfully submitted,

Nancy E. Cole

Administrator

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/11/Agenda-11-13-18.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/11/CM111318.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
November 13, 2018

The Board of Commissioners met at 8:00 am on Tuesday, November 13, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance was resident Adam Leiser. The meeting was filmed for Madison TV by Tim Hughes beginning at 8:10 am.

At 8:00 am the meeting was called to order by Chairman Mike Smith. A call to Paul Fluet had been handled by Ralph Lutjen prior to the meeting. Mike Smith entered room while call was in session.

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

The Highway crew is plowing roads this morning.

3. Water

Muddy Beach siding will be done the week of Thanksgiving.
Ralph Lutjen outlines the site review and meeting for the Reinach Tank project. The bid due date was moved to December 4. Discussion was held on the carve out for the SCADA equipment. A number has been received from Electrical Installation Inc and sent to Paul Fluet for inclusion in the Addendum.
An Asset Management meeting is scheduled for this afternoon at 1 pm.

4. Administration

Budget sheets for preparation of the workshop to establish the 2019 proposed budget are distributed.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 21 checks for a total of $24,840.26. Ralph Lutjen seconds. Checks and invoices are reviewed and discussed. Motion passed 2-0.

6. Minutes

Ralph Lutjen motion approve the minutes of 11/06. Mike Smith seconds. Motion passed 2-0.

7. Commissioners Reports

Mike Smith questions the Ordinance updates and scheduling of Public Hearing. This is scheduled for December 11th.

8. Signature Items

Mike Smith makes a motion to sign the Health Trust web access authorization for the office. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the renewal form indicating the plan change. RL seconds. Ralph Lutjen discusses the new plan having a deductible and resulting in substantial reduction. Current plan renewal is $11,000 additional. Motion passed 2-0.

9. Correspondence

Resident Adam Leiser has sent his opinion on correcting drainage on Little Loop. The governing body does not have authority to force a property owner to place gutters on a house as recommended by Adam. Mr. Leiser also states he is not pleased that the VDOE will not pay his mortgage fee for review of an easement.
The radio tower rent has been received.
NH Municipal Association has sent the bi-weekly News Link.

10. Scheduled Appearances
11. Other Business

The Addendum is expected to be sent to the contractors for the Reinach Tank project today.
The travel route to be planned for the construction trucks will be clarified with Kelly Robitaille.
An allowance for any road damage that may be created by the cement truck traffic is being worked on. This will not affect a contractors’ bid.
Discussion is held on the request for parking of a snowmobile trailer. This will be held for next week.
Budget workshop for establishing the 2019 budgets is held. Line items are discussed for proposed 2019 funding level.

At 9:54 am Ralph Lutjen makes a motion to adjourn the meeting. Mike Smith seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/11/Agenda-11-06-18.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/11/CM110618.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
November 6, 2018

The Board of Commissioners met at 8:00 am on Tuesday, November 6, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were residents Adam Leiser, Paula Doyle, Gloria Aspinall, and Kathy Koziell. 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. Mike Smith seconds. Mike Smith motion to add non-public. Motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille is out today.
The illegal dam created at the outlet of Big Pea has been removed. A second board has been removed from the actual dam.

3. Water

Pre-bid meeting for the new Reinach tank will be held at 10 am this morning.

4. Administration

An update has been completed on the CIP for the Asset Management Team.
Mike Smith makes a motion to approve payroll in the amount of $5,274.38. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Motion passed 2-0.
Budget is reviewed and discussed. Expenditures for 2018 will be close to the budgeted amounts. A budget workshop for 2019 proposal will be held next week.
Water usage for October is reviewed. Usage by month and historic usage is discussed. Usage shows benefit of leak detection work.
Pump house electric usage and cost is reviewed and discussed. VFD placement has improved electric usage.
Quarterly water usage for third quarter has been submitted to and accepted by DES.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 1 check in the amount of $1,951.20. Ralph Lutjen seconds. Check and invoice are reviewed and discussed. Motion passed 2-0.

6. Minutes

Mike Smith motion approve the minutes of 10/30. Ralph Lutjen seconds. Motion passed 2-0.

7. Commissioners Reports

Ralph Lutjen has updated the 3- and 5-year average spend reports for the District. Report is reviewed and discussed. This will be used during the budget preparation for 2019 that will be held next week. Variances between the years are discussed and reviewed. Continued improvements going forward will need to be budgeted.
A follow up will be done on the cancelation of the billing software.

8. Signature Items

Mike Smith makes a motion to sign PO 272 in the amount of $600 for replacing pavement at the driveway of 15 Jungfrau. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

Adam Leiser has sent a 91-A request for financial information stating he intends to do work on a long term plan.
Health Trust has sent the nominee listing for officers to be voted on at their upcoming annual meeting.
Adam Leiser has sent a request that the VDOE cover a charge his mortgage company Mike Smith states he is not in favor of paying the fee for review/signing of the easement that will be charged to Mr. Leiser by his morgage company, adding that he will not make or second a motion to pay this charge. Ralph Lutjen states agreement.
Ralph Lutjen makes a motion to have the VDOE Attorney review the sideline easement information previously reviewed and ask for his opinion. Mike Smith seconds. Both the title company and previous attorney have stated the sideline easement can be used. Additional discussion on need for easements to complete this project. Motion passed 2-0.
Mike Smith motion send to NHMA Legal Inquiries. Ralph Lutjen seconds. Motion passed 2-0.

10. Scheduled Appearances
11. Other Business

At 8:25 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters and (e) legal matters. Ralph Lutjen seconds. Motion via roll call Mike Smith yea, Ralph Lutjen yea. Motion passed 2-0.

No motions or votes made during non-public session.

At 8:56 am Ralph Lutjen makes a motion to exit non-public session and recess the meeting until 10 am. Mike Smith seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

Mike Smith and Ralph Lutjen reconvene the meeting at 10 am for the scheduled Pre-bid meeting for Reinach tank project. Mike Smith limits comments and questions to contractors, Board and water operator.
Five contractors present as well as Nick Sceggell from D&K, water operator Ian Hayes and resident Paula Doyle.

Nick Scegell outlines the project. 90,000-gallon twin cell cast in place concrete storage tank to be built to replace the existing steel tanks.

Bids are due 10 am Tuesday, November 20. A bid bond is required to be submitted with the bid. Concrete company must submit proof of completion of three potable water tanks in last ten years.
All questions due by November 14th; should an addendum be created, it will be available November 15th. Questions received to date will be reviewed during this meeting; an addendum will be issued if needed. Special conditions are reviewed.
Discussion ensues on escalation of bid cost based on notice to proceed. National average index is outlined and questioned as valid. A cost review of any schedule of values received from the successful bidder will be reviewed and updated prior to the notice to proceed. Increases in the Davis Bacon wage will also be considered prior to issuance of notice to proceed.
Ralph Lutjen outlines the importance of the deduct alternate for use of bank funds and not State/Federal funds as this is a factor that VDOE will use to determine which financing to pursue.
Discussion is held on the existing tanks and possible removal as part of this project.
The tank inspections completed by Mass Tank will be made available to the contractors. No as built is available for any connections to the existing tanks.
Nick Sceggell outlines ability to have all cost specifics reviewed and approved prior to issuance of the notice to proceed.
Testing is discussed, question if this is on the VDOE or the contractor is raised. Item 7 of supplemental conditions state that testing is responsibility of contractor.
Discussion on weight limit for roads is held. This project will need multiple trips of very heavy loads to Reinach.

10:40 am meeting is recessed for travel and review of the project site.