[gview file="https://vdoe-nh.org/wp-content/uploads/2018/04/CM040318.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 3, 2018

The Board of Commissioners met at 8:00 am on Tuesday, April 3, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance was Highway Foreman Kelly Robitaille. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the roads are holding well. Pot holes are being filled where possible. Some snow and ice is in the forecast, crew is ready.
The sander for the F-550 has been declared a total loss by the insurance company. The truck is repairable and repairs will take approximately one month. The backhoe plow has been getting used and works great for dead ends and cleaning up after pushing back snow banks. The brine delivery system was not damaged and will be functional when the F-550 is back.
Jeff DeMartino is in a culvert class through the UNH Technology Transfer (T2) center.
Highway budgets are reviewed and discussed.

3. Water

The new pump for Muddy Beach will be ordered today.

4. Administration

Water bills are ready and will be brought to the post office today.
The Communications Committee will be preparing a draft for the April monthly communication for Board review and approval. Target date is April 24.
Mapping updates are being worked on.
The budget is reviewed and discussed. NH Retirement System allocations will be checked.
The updated Management Discussion and Analysis report for the 2017 audit as recommended by the auditor is reviewed. Mike Smith makes a motion to approve the updates as recommended. Ralph Lutjen seconds. Motion passed 2-0.
The Communication Committee has submitted a draft for a letter to be sent to residents with the canoe rack registration sticker. Letter will be used as submitted.

5. Accounts Payable

Mike Smith makes a motion to approve 16 checks for a total of $16,500.16. Ralph Lutjen seconds. Checks and invoices reviewed and discussed. Motion passed 2-0.
6. Minutes

Ralph Lutjen makes a motion to approve the minutes of March 26, 2018 as presented. Mike Smith seconds. Motion passed 2-0.

7. Commissioners Reports

Ralph Lutjen is working on the Reinach Pressure Zone bid package with Engineer Paul Fluet. Paul Fluet has recommended allowing Dubois & King to produce a full bid package with all components of all forms and sections; a budget of $2,000 - $3,000 is recommended. Paul Fluet also recommends the bid package be produced for one project. An option of establishing the packet so that a bidder could choose to bid on only one portion of the project is discussed. Ralph Lutjen makes a motion to have Dubois & King produce the bid document up to $3,000. Mike Smith seconds. Mike Smith states that the total cost if produced as one project may be too high; the project may need to be completed in two phases for financing. Ralph Lutjen agrees that two phases may be the best for financing. Ralph Lutjen will discuss further with Paul Fluet. Motion passed 2-0.
Mike Smith makes a motion to send the Thusis amendment passed at the Annual Meeting to Paul Fluet for review and approval. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to reduce the Communication Committee to 3 members with Nancy Cole to become an alternate. Ralph Lutjen seconds. Motion passed 2-0.

8. Signature Items

Mike Smith makes a motion to sign the audit representation letter for completion of the 2017 audit. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

The property owner of 11 Jungfrau has responded to the letter from the Commissioners thanking them for allowing the culvert alteration to facilitate construction material delivery and stating that he will complete the restoration of the driveway to comply with the Driveway Permit for Construction this spring.
Placement of multiple watercrafts within one space at the beach canoe racks has been questioned. Ralph Lutjen makes a motion that multiple watercrafts can be placed in one space provided they do not overhang the space allocated for safety reasons. Mike Smith seconds. Motion passed 2-0. The sticker is to be visible within all spaces at all times.
The third-party electricity supplier has sent the March report; $35 was saved.
Jesse Lyman Oil & Propane has sent notice that a partnership has been reached with Eastern Propane.
NH Department of Environmental Services has sent information regarding the water exposition being held May 17.
NH Retirement System has sent an update on proposed legislation that could impact the system.
NH Municipal Association has sent the bi-weekly News Link and the weekly Legislative Bulletin. A public hearing regarding Moderator’s ability to postpone a Town Meeting or Town election was held and very well attended. It is reported that even the Secretary of State’s representative at the hearing agreed that for a non-state-wide emergency, the Moderator’s are the most informed person to make a determination for postponement.

10. Scheduled Appearances
11. Other Business

The Loon Preservation Society has confirmed the presentation for Saturday, May 26 at 6 pm at the lodge.
Legal counsel has confirmed that no registration fee can be charged for the canoe rack spaces until passed by the legislative body at an annual meeting.
Unscheduled appearances at a Commissioners meeting may have their discussion deferred to a future meeting if the Board has not had a chance to review documents or correspondence prior to the meeting.

12. Public Comments

At 8:40 am Mike Smith makes a motion to enter non-public session pursuant to RSA 91-A:4 II (d) property. Ralph Lutjen seconds. Motion called via roll call vote Mike Smith yea, Ralph Lutjen yea. Motion passed 2-0.

Motions and votes of Non-Public session:
Mike Smith makes a motion to seal the minutes until the matter is finalized. Ralph Lutjen seconds the motion. Motion passed 2-0.

At 9:00 am Mike Smith makes a motion to exit non-public session. Ralph Lutjen seconds. Motion is called by roll call vote Mike Smith yea, Ralph Lutjen yea. Motion passed 2-0.
Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/04/CM032618.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 26, 2018

The Board of Commissioners met at 9:30 am on Monday, March 26, 2018. In attendance were Commissioners Mike Smith and Ron Sandstrom. Also in attendance were Highway Foreman Kelly Robitaille and residents Adam Leiser and Jay Buckley.

At 9:30 am the meeting was called to order by Chairman Mike Smith.

1. Agenda

Ron Sandstrom 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 requests a purchase order for gravel. Mike Smith makes a motion to create an open purchase order in the amount of $5,000. Ron Sandstrom seconds. Motion passed 2-0.
The F-550 was looked at by the insurance company appraiser Friday. The sander was also looked at. We are waiting for the insurance company determination.

3. Water
4. Administration

Mike Smith makes a motion to approve payroll in the amount of $8,350.28. Ron Sandstrom seconds. Report and time cards are reviewed and discussed. Motion passed 2-0.
Mike Smith makes a motion to approve the 2018 Water Usage invoice template. Ron Sandstrom seconds. Wording on template discussed. Motion passed 2-0.
The water system pump house electrical report showing kWh and costs by station is reviewed.
Mike Smith discusses improvements that will be seen now that Muddy Beach is on propane and not electric heat.
Mike Smith makes a motion to sign PO 245 in the amount of $3,000 for salt. Ron Sandstrom seconds the motion. Motion passed 2-0.
Mike Smith makes a motion to sign PO 246 in the amount of $496.27 for the mailing of the canoe rack information and registration form. Ron Sandstrom seconds. Motion passed 2-0.

5. Accounts Payable
6. Minutes

Mike Smith makes a motion to approve the minutes of March 15, 2018 as presented. Ron Sandstrom seconds. Motion passed 2-0.
Mike Smith makes a motion to approve the minutes of March 20, 2018 as presented. Ron Sandstrom seconds. Motion passed 2-0.

7. Commissioners Reports
8. Signature Items
9. Correspondence

Resident Adam Leiser has sent an email to the Commissioners and Communications Committee. Mike Smith recommends bringing this back to the Board after discussion with the Communications Committee. Discussion on direction for the Committee coming from the Board is held. Ron Sandstrom outlines the roles of the Board as management while in public session; not as individual contributors for labor. Discussion on the Communications Committee developing the communications for recommendation to the Board is held. Work flow and available resources are discussed; ability to increase the outflow of information is beneficial to the VDOE. Adam Leiser outlines the importance of filming meetings for transparency.

10. Scheduled Appearances
11. Other Business

Mass Tank has been contacted for scheduling the tank inspections the week of May 14th.
Madison Police have been notified of the recent trash dump at the scenic overlook reported and cleaned up by resident Jerry Mosher. Thanks Jerry!
Madison Code Enforcement Officer Bob Boyd and Fire Chief Richard Clark have been asked to schedule an inspection of the lodge.

12. Public Comments

At 10:01 am Mike Smith makes a motion to enter non-public session pursuant to RSA 91-A:4 II (d) property. Ron Sandstrom seconds. Motion called via roll call vote Mike Smith yea, Ron Sandstrom yea. Motion passed 2-0.

Motions and votes of Non-Public session:
Mike Smith makes a motion to seal the minutes until the matter is finalized. Ron Sandstrom seconds the motion. Motion passed 2-0.

At 10:05 am Mike Smith makes a motion to exit non-public session. Ron Sandstrom seconds. Motion is called by roll call vote Mike Smith yea, Ron Sandstrom yea. Motion passed 2-0.
Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/03/CM030618.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 6, 2018

The Board of Commissioners met at 8:00 am on Tuesday, March 6, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy) and resident Adam Leiser. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the crew is getting ready for the storm. With the roads being soft, plowing will be a challenge. Rubber edges are being put on the plows. The Terra Star is back, still waiting for final determination on the warranty. Sand and salt supplies are good. Crew will come in late tomorrow in preparation for an overnight storm.
Budgets are reviewed. Expenditures to date are reviewed and discussed. Mike Smith makes a motion to move $5,000 from the highway part time line to highway overtime. No second. The line items will be adjusted next year. The engineering line item detail will be reviewed.

3. Water

Ian Hayes will be in attendance next week.
Mike Smith discusses release of the order for the pump and VFD for Muddy Beach. A kick-off meeting is being scheduled for next week.

4. Administration

An Asset Management meeting is scheduled for next week.
Ron Sandstrom discusses the correction needed to the data to complete the isolation valve map update; the data should be ready within a week.
Highway budget has been reviewed; water will be reviewed next week.
Ralph Lutjen makes a motion to set the 2018 water rate at $500.00. Mike Smith seconds. Discussion on establishing rate is held. Reduced funds in reserve for the water system and adding a contingency for non-pay of fees is discussed. A 3% increase brings the rate to $500. Motion passed 3-0.
February water usage is reviewed. Daily usage is stable for February compared with prior years.

5. Accounts Payable

Mike Smith makes a motion to approve 14 checks for a total of $36,795.51. Ralph Lutjen seconds. Checks and invoices are reviewed and discussed. Motion passed 3-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of February 27 as presented. Ralph Lutjen seconds. Motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen outlines that Jeff Tucker, president of Dubois & King, will be in attendance at the April 10 meeting. Date will not have all Commissioners present; April 17 will be recommended.
Ralph Lutjen reviews updates to the Management Discussion and Analysis. Document will be updated and re-sent for review.
Ron Sandstrom states that Josh McAllister of HEB Engineering will be scheduled for a meeting with the Board. Meeting will be scheduled for May 1.
Ron Sandstrom adds that he is reaching out to residents to increase awareness of the requirements of the Commissioners.

8. Signature Items

Mike Smith makes a motion to sign the letters to the three local paving companies. Ralph Lutjen seconds. Motion passed 3-0. Letters are to Perm-a-Drive, D&R Paving and Sunday Paving.
Mike Smith makes a motion to sign the tax anticipation note documents. Ralph Lutjen seconds. Motion passed 3-0.

9. Correspondence

Ron Sandstrom makes a motion to enter a 6-month third party electrical agreement. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to send the information on leak detection submitted by resident Bob Borchers to Ian Hayes. Ralph Lutjen seconds. Motion passed 3-0.
NH Municipal Association has sent two weekly Legislative Bulletins and a bi-weekly News Link magazine.

10. Scheduled Appearances

Adam Leiser has sent a letter outlining his thoughts on ways in which the District could be improved for residents. Ron Sandstrom discusses communication as an area that will be helpful going forward. Ron Sandstrom makes a motion to form a Communication Committee with Adam Leiser, Nancy Cole and himself. Ralph Lutjen seconds. Motion passed 3-0. Adam Leiser adds that he also recommends use of an unpaid intern to work on the VDOE website. Mike Smith informs Adam Leiser that the Asset Management Committee has reviewed the needs for the roads and water system.
Discussion is held on increasing participation at meetings; lack of participation at most meetings and many public hearings is outlined.
Ron Sandstrom makes a motion to delay implementation of the registration for use of canoe racks until next year. Ralph Lutjen seconds. Discussion on the Board having stated will do this last October is held. Put signs on the racks and implement this year. Mike Smith agrees. Adam Leiser outlines communicating the reasons why this plan is being implemented is important. Mike Smith outlines persons taking multiple spaces; persons having spaces taken while using craft has also occurred. Motion failed 1-2 with Ralph Lutjen and Mike Smith against holding the implementation. This issue will be a priority for the new communication committee.

11. Other Business
12. Public Comments

At 9:40 am Mike Smith 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 Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Motions and votes of Non-Public Session:
None

At 10:10 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom seconds. Motion via roll call Mike Smith yea, Ralph Lutjen yea, Ron Sandstrom yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/03/CM022718.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
February 27, 2018

The Board of Commissioners met at 8:00 am on Tuesday, February 27, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy) and resident Adam Leiser. The meeting was taped for Madison TV by Tim Hughes.

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

Ron Sandstrom was re-elected as Commissioner at the VDOE Annual Meeting Saturday night and takes the Oath of Office.

Chair of the Board for 2018 is discussed. Ron Sandstrom makes a motion to have Mike Smith be Chairman of the Board for 2018. Ralph Lutjen seconds. Motion passed 3-0.

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille states that he has ordered the last load of salt available under the purchase order. Budget line item is reviewed; increase of line allocated at the annual meeting is not on this report allowing additional funds to be available.
Ron Sandstrom discusses seeing a truck with a plow backed into the salt shed. When Ron turned around, the truck exited the property; license plate was covered with snow. Intent for tax payer sand pile is homeowner use, not commercial use. Kelly Robitaille states that the front sand pile does freeze and can be difficult to use. A sign would assist persons in knowing where they should take the sand from. Crew watches for tire marks and shovel marks on both the sand and salt in the tent; problem is not rampant.
Mike Smith makes a motion to approve a purchase order of $5,000 for salt. Ralph Lutjen seconds. Motion passed 3-0.
The use of brine is discussed. Kelly Robitaille reports that the brine is being applied by wetting the salt as it is dispersed. The salt remains where it is placed without bouncing and is effective at lower temperatures than untreated salt. Reduction in the amount of salt applications needed is occurring.
Kelly Robitaille reports that he talked to Liberty International yesterday. The service manager informed him that the parts took 1 ½ weeks to arrive. The truck should be ready mid-week.
Mike Smith makes a motion to post the roads for the reduced weight limit. Ron Sandstrom seconds. Motion passed 3-0.
Discussion on posting beaches with thin ice signs is held. Five signs will be priced out.
Discussion on the passage of the petitioned warrant article to change the classification of Class VI Grandval from Grison to Burgdorf and Class VI Burgdorf to Class V is held. Discussion on the condition of these roads is held.
Resident Adam Leiser would like a review of the planned work now that the Little Loop project has been approved for funding at the Annual Meeting. Mike Smith requests a week for the Board to discuss the project and determine the actions to be taken; use of a contractor is an option the Board may consider.
Mike Smith discusses sending letters to the abutting property owners regarding the project. Use of a contractor for parts or all of the project is discussed.
Kelly Robitaille will meet with Adam Leiser at the property at 9:30 this morning.
Adam Leiser requests to see the easement wording and a cost breakdown for the project. Ron Sandstrom states the information will be sent; it is not yet known how long the easement drafting will take.

3. Water

Ron Sandstrom makes a motion to order the pump house intrusion security system. Mike Smith seconds. Motion passed 3-0.
Mike Smith makes a motion to have Mike Smith hold a kick-off meeting for phase 2 of Muddy Beach next week. Ron Sandstrom seconds. Motion passed 3-0.

4. Administration

Mike Smith will schedule a safety meeting.
The cash flow report is reviewed and discussed. A Tax Anticipation Note (TAN) application in the amount of $220,000 has been completed and sent to the bank by Treasurer Dinah Reiss. The paperwork for the bank will be a signature item next week. The impact of the increase of the monthly expected spend to $65,000 on this year’s report is discussed. The calculation sheet showing actual monthly average spends for 2017, which is greater than $65,000, is reviewed.
Establishing the 2018 water rate is discussed. The sheet of approved expenditures raised by water usage fees will be completed and sent to the Board.
Mike Smith makes a motion to have Ron Sandstrom champion monthly communication from the Board. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to approve payroll in the amount of $6,163.62. Ron Sandstrom seconds. Report and time cards are reviewed and discussed. An error on the worksheet is noted and will be corrected prior to final action on this motion. Error is corrected prior to the conclusion of the meeting. Motion passed 3-0.

5. Accounts Payable
6. Minutes

Mike Smith makes a motion to approve the minutes of February 13 as presented. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to approve the minutes of February 20 as presented. Ralph Lutjen seconds. Motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen discusses that the Board should focus on a few warrant articles during 2018 for better preparation for the 2019 Annual Meeting. Start earlier to prepare more completely. The passage of the bond article to fund the tank inspection and lining is discussed. Creation of a bid package for the Reinach Pressure Zone project, both phases, for next year’s meeting should start now and Ralph volunteers to begin working on it. The electrical upgrades can be funded over the next couple of years. Having the complete plans ready in advance of the budget hearings should be the target. Ron Sandstrom adds that obtaining bids and having full clarity of the intent of the project is needed. Mike Smith makes a motion to have Ralph Lutjen champion the creation of a bid package for the Reinach Pressure Zone project. Ron Sandstrom seconds. Motion passed 3-0.
Ron Sandstrom discusses increasing communication on projects and reaching out to residents to inform them of the status of work. Inviting residents to talk to the Board and work with them to find solutions is needed.
Mike Smith makes a motion to send a letter to the property owner of 3 Little Loop regarding drainage. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to send a letter to the property owner of 6 Little Loop regarding the intent to request a drainage easement. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to allow Gloria Aspinall to work with Nancy Cole on the canoe rack registration at $13/hr. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to request a meeting with the EPOA regarding use of their email list for political purposes. Ralph Lutjen seconds. Ralph Lutjen states that he has resigned from the EPOA Board over the use of the EPOA email list for the political purposes of one person. Mike Smith amends the motion to add request for the meeting to be in April. Ron Sandstrom seconds. Amendment passed 3-0. Additional discussion is held on the benefit of the intended meeting. Sending of a letter stating Commissioners not pleased the EPOA email list was used; the EPOA has taken that political position by default. Board is in favor of and supports many things EPOA does; the group should not be used for political gain. Mike Smith makes a motion to amend the motion to sending of a letter only to the EPOA. Ralph Lutjen seconds. Amendment passed 3-0. Motion passed 3-0.

8. Signature Items

Mike Smith makes a motion to adopt and sign the updated Beach Ordinance. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign purchase order 242 for repair to the F-550 in the amount of $750. Ralph Lutjen seconds. Motion passed 3-0. Repair has been completed; actual cost is $613.44.

9. Correspondence

Sherriff Domenic Richardi has sent an email stating his office has received the grant requested for upgrading of the tower at the cabana site. Sheriff Richardi questions if the Board would like to meet with him regarding intent for plans or once the design is completed. Board states that once design is completed. Sherriff Richardi will be notified.

10. Scheduled Appearances
11. Other Business

The results of voting at the Annual Meeting are reviewed.
The amendment to the bond for article 2 is discussed. If project is completed this year, the entire approved amount would be used and therefore the first year payment, reduced to $7,000 may not be adequate.
The specific amendment wording for the replacement of the culvert under Eidelweiss Drive at Thusis Beach will be reviewed.
Discussion is held on taking action provided it is in the best interest of the VDOE.
All articles and the vote tallies for each are reviewed.
Discussion ensues on the work completed by the Board to create the warrant is held.

12. Public Comments

At 9:17 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (e) legal matters. Ron Sandstrom seconds. Motion via roll call Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Motions and votes of Non-Public Session:
None

At 10:15 am Mike Smith makes a motion to exit Non-Public session. Ron Sandstrom seconds. Motion via roll call Mike Smith yea, Ralph Lutjen yea, Ron Sandstrom yea and the motion passed 3-0.

A consultation with Attorney Chris Boldt followed the Non-Public session.

At 11:04 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds. Motion via roll call Mike Smith yea, Ralph Lutjen yea, Ron Sandstrom yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/03/CM022318.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
February 23, 2018

The Board of Commissioners met 1:00 pm on Friday, February 23, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen.

At 1:00 pm the meeting was called to order by Chairman Mike Smith.

Annual Meeting preparation is approved as agenda.

Discussion is held on the warrant; emails and posts against the articles within the warrant and the Board in general is outlined.

Little Loop is discussed. The Board will review the engineered plan and discuss the ability to save money by using the DPW for most of the project.
The warrant is reviewed by article.
Ralph Lutjen outlines that the tanks are the highest priority to get covered with the bond; if an amendment to reduce the bond to only the tank project is made it will be supported. The other projects can be done over the next couple of years and would not require a bond to be manageable financially. Reinach pressure zone is the exception.
The Board will have an amendment in the amount of $225,000 ready for the bond to cover the tanks and Muddy Beach phase 2.

Accounts payable:

Ralph Lutjen makes a motion to approve one check in the amount of $28,837.67. Ron Sandstrom seconds. Discussion is held on the Oak Ridge Road loan payment being due Monday. Motion passed 3-0.

At 2:10 pm Ralph Lutjen makes a motion to adjourn the meeting. Ron Sandstrom seconds. Motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/03/CM022018.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
February 20, 2018

The Board of Commissioners met at 8:00 am on Tuesday, February 20, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy) and resident Adam Leiser. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille will contact Liberty International for an update on the Terra Star repair. The 4-wheel drive axle has broken on the F-550; the 4-wheel drive is not working. An estimate of $700-$800 for repair has been received from Albany Service Center. Kelly Robitaille states that this repair can be done in-house by the crew, saving labor costs. Ralph Lutjen makes a motion to approve up to $750 for repair to the F-550. Mike Smith seconds. Motion passed 3-0. Wear & tear on the equipment is discussed.
Punch outs are being done throughout the District.
Sand and salt budgets are discussed. An increase to the line items is discussed. Mike Smith makes a motion to amend the proposed budget in the amount of $5,000; $3,000 salt, $2,000 sand. Ralph Lutjen seconds. Motion passed 3-0. Equipment repair line item is discussed; approaching 50% expended of proposed budget. Discussion ensues on increasing this line item; use of reserve funds if needed is outlined.

3. Water

Ian Hayes was in attendance last week.
Mike Smith makes a motion to request Ian Hayes attend the Annual Meeting. Ron Sandstrom seconds. Motion passed 3-0.

4. Administration

Motion log is reviewed and discussed. Two items remain outstanding; a failed septic system and a driveway. A meeting will be established with the Town Selectmen regarding action on the septic system.
Ron Sandstrom makes a motion to add monthly communication from the Board to the motion log. Mike Smith seconds. Motion passed 3-0.
The 2018 water rate will be established by the Commissioners after the Annual Meeting.
An update to the payroll report approved last week is presented. Mike Smith makes a motion to approve an additional $315.30 for payroll. Ralph Lutjen seconds. Motion passed 3-0.
An offer for donation of the lot located at 50 Amden Place has been received. Mike Smith makes a motion to accept the donation of the lot. Ralph Lutjen seconds. Motion passed 3-0.
The updates to the Beach Ordinance as discussed at the Public Hearing Oct 14, 2017 are discussed. The draft registration form is reviewed. Ron Sandstrom discusses holding the implementation of the registration until 2019 to allow time to publish the updated Ordinance, registration form and process. The information signs at the beaches will also need to be updated to reflect the registration system. Discussion ensues on taking the action as discussed at the public hearing. Mike Smith makes a motion to approve the registration form. Ralph Lutjen seconds. Motion passed 3-0. Mike Smith makes a motion to send the registration form to the Attorney for review. Ron Sandstrom seconds. Motion passed 3-0.

5. Accounts Payable

Mike Smith makes a motion to approve 23 checks for a total of $26,530.51. Ron Sandstrom seconds. Checks and invoice are reviewed and discussed. Motion passed 3-0.

6. Minutes
7. Commissioners Reports

Ralph Lutjen discusses a call received from engineer Paul Fluet. An additional meeting with Jeff Tucker of Dubois & King has been suggested for discussion on value engineering. Meeting will be established for early March; Ralph Lutjen will schedule. Discussion on the engineers as partners on projects to get the most cost effective solutions for the VDOE is held. Projects that are estimated at $4 - $500 thousand are not realistic solutions that can be implemented.
Ron Sandstrom congratulates Kennett High robotics on qualifying for the World Championship.
Mike Smith makes a motion to ask Mike Hassey of 1 Bristenstock to attend the Annual Meeting if possible. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to shut the camera off for discussion on Commissioners schedules. Ralph Lutjen seconds. Motion passed 3-0. There will not be a Commissioners meeting held March 27 or April 3 based on availability of a quorum.

8. Signature Items
9. Correspondence

Granite State Analytical has sent the monthly bacteria test results; clean and pH test results; good.
The monthly tower site rental check has been received.
A driveway permit issued by the State DOT for Eversource to create a temporary driveway on VDOE property to access the utility right-of-way has been received. Access will be at the Rte 113 intersection with undeveloped Class VI Huttwil.
NH Municipal Association has sent the weekly Legislative Bulletin.
NHMA has sent the bi-weekly News Link.

10. Scheduled Appearances
11. Other Business

Handouts for the Annual Meeting are discussed. Photos of work completed at the lodge will be included. The road work completed in 2017 will be included.
Ralph Lutjen makes a motion to have a Commissioners meeting Friday at 1 pm. Mike Smith seconds. Motion passed 3-0.
Mike Smith makes a motion to amend the lodge article by $5,100 for painting of the ceiling. Ralph Lutjen seconds. Motion passed 3-0.

12. Public Comments

Resident Adam Leiser questions the VDOE sideline easement. The documentation from the Title Company and Attorney Dan Crean will be sent.
Adam Leiser discusses the plan for the drainage on Little Loop Road. Ron Sandstrom outlines that the intent is to proceed with the design received from the VDOE engineers.

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

Motions and votes of Non-Public Session:
Mike Smith makes a motion to seal the minutes of the non-public session. Ralph Lutjen seconds. Motion passed 3-0.

At 9:30 am Mike Smith makes a motion to exit Non-Public session and recess the meeting until 10:30 am. Ralph Lutjen seconds. Motion via roll call Mike Smith yea, Ralph Lutjen yea, Ron Sandstrom yea and the motion passed 3-0.

At 10:30 am Mike Smith makes a motion to reconvene the session and enter Non-Public session pursuant to RSA 91-A:3, II (e) legal matters. Ron Sandstrom seconds. Motion via roll call Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Motions and votes of Non-Public Session:
Mike Smith makes a motion to seal the minutes of the non-public session. Ralph Lutjen seconds. Motion passed 3-0.

At 11:44 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom seconds. Motion via roll call Mike Smith yea, Ralph Lutjen yea, Ron Sandstrom yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/03/CM021318.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Feb 13, 2018

The Board of Commissioners met at 8:00 am on Tuesday, February 13, 2018. In attendance were Commissioners Mike Smith, Ralph Lutjen and Ron Sandstrom. Also in attendance was Kelly Robitaille (hwy). Water operator Ian Hayes joins the meeting at 9:00 am. The meeting was taped for Madison TV by Tim Hughes.

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

Kelly Robitaille reports:
Action list was discussed, new chains for the big truck is discussed. Mike Smith makes a motion for chains for the 7400 in the amount of $450.00. Ralph Lutjen seconds, motion passes 3-0.

Grader needs routine maintenance travel costs for maintenance is $150.00.

Sand inventory is good for now.

Concern over budget level for maintenance for the year, the need for possible adjustment was discussed.

7 Alpenhof is discussed. Mike Smith makes a motion to sign the driveway permit. Ralph Lutjen seconds, motion passes 3-0.

Meeting continues following Kelly’s report.

Discussion about yesterday’s Asset Management meeting took place. The Asset Management team voted 5-0 to support and go forward with the bond on the warrant.

Mike Smith makes a motion to change the name from Operation manual to Office Procedures and process. Ralph Lutjen seconds, the motion passes 3-0.

Mike Smith makes a motion to approve update to the water inspection form, Ralph Lutjen seconds, the motion passes 3-0.

Mike Smith makes motions to approve minutes from 1/30, 130/18 non-public, 2/6/18, 2/16/18, 2/7/18 non-public Ralph Lutjen seconds, the motion passes 3-0.

Mike Smith makes motion to approve payroll for $7,426.72, Ralph Lutjen seconds, the motion passes 3-0.

Mike Smith makes a motion to sign and certify the warrant, Ralph Lutjen seconds, the motion passes 3-0.

Mikes Smith makes a motion to sign a P.0 for $800.00 for the sander replacement. Ralph Lutjen seconds, the motion passes 3-0.

Mike Smith makes a motion to pause the meeting until Ian Hayes arrives. Ralph Lutjen seconds, the motion passes 3-0.

Mike Smith re-starts the meeting and makes a motion to go into non-public. Ralph Lutjen seconds. Roll call vote, Ralph yes, Ron Yes and Mike yes, motion passes 3-0.
.
At 9:05 non-public meeting exits and general meeting restarts.

Ian Hayes is reporting:

A review of the water outage that occurred following the ice storm is done.

Key findings,
• Ice storm caused loss of power to the DPW building.
• Battery backup on the DPW PLC controller failed and shut off before the PLC could signal for a power failure. If the battery backup had held power for 2 minutes or less, the PLC would have tried to notify Ian. The PLC controller would send the notification to the computer in the office that also requires power to run. Power is also required to send a notification out to the auto dialer. To send a power failure communication the battery backups must be functional and working on the PLC, SCADA Computer, The Phone system and the Internet must be operational.
• Answering service waited 3 hours before sending 12 water outage notifications to Ian.
• The fail over system for the district is the answering service to report issues manually. In this case the answer service did not respond promptly to the emergency.

Ron Sandstrom makes a motion to have Nancy call the answering service to register a complaint. Mike Smith seconds, motion passes 3-0.

Mike discusses the bond issue with Ian with the objective of reviewing priorities. This is being done in the event that the bond does not pass and the district is left to passing each warrant article separately.

At 10:05 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Non-Public meeting – concern on about legal for Little Loop.

Little Loop project discussion, cost estimate is now $11,000.

Respectfully submitted,

Ron Sandstrom
Commissioner

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/03/CM020718.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
February 7, 2018

The Board of Commissioners met in emergency session at 8:50 am on Wednesday, February 7, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance was Kelly Robitaille (hwy).

At 8:50 am the meeting was called to order by Chairman Mike Smith.

The damage to the Terra Star is discussed. Estimate for repairs in the amount of $6,117.11 has been received. Warranty coverage is being pursued. Tire spin is being stated as reason for the rear end failure in the truck. Discussion is held on the ice storm – tire slip occurs when transferring from ice to a surface with traction. Board discusses that this should be a warranty repair as the truck should be able to handle icy conditions.
Mike Smith discusses retrieving the parts and pictures of the damage from Liberty International to submit for legal review of issue if necessary. Ralph Lutjen states that when the VDOE pays the repairs a statement of payment under protest should be sent. The truck was being operated under normal winter conditions and should handle the terrain. Mike Smith makes a motion to send contact to Liberty International for retrieval of the parts and pictures. Ralph Lutjen seconds. Motion passed 3-0.

Mike Smith states that he has obtained a quote for painting the ceiling of the lodge in the amount of $5,100. 20% contingency will be added and an amendment will be made to the article at the annual meeting.

Annual Meeting location is discussed. The gym is available; but the bathrooms are not. Port-o potties are available outside the gym entrance. Mike Smith makes a motion to hold the annual meeting at Noyes Hall and to order a handicap port-o-potty for the day. Ralph Lutjen seconds. Motion passed 3-0.

Ralph Lutjen makes a motion to have Ron Sandstrom be the spokesperson for the Little Loop project. Mike Smith seconds. Discussion ensues on yesterday’s interaction with the resident and general disruption of the meeting caused when the resident raised his voice and heated discussion ensued. Motion passed 3-0.
Discussion is held on the Board acting properly and completing due diligence on this project to obtain the most cost effective manner of correcting the drainage issue. The resident will be asked to hold any comments for the public comment section of future meetings should he appear unscheduled.

At 9:45 am Ralph Lutjen makes a motion to adjourn the meeting. Mike Smith seconds. Motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/03/CM020618.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
February 6, 2018

The Board of Commissioners met at 8:00 am on Tuesday, February 6, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy) and resident Adam Leiser. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

Ralph Lutjen makes a motion to approve the agenda. Ron Sandstrom seconds. Motion passed 3-0.
The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the motor has failed on the 550 sander. New motor cost is $772. Ralph Lutjen makes a motion to approve purchase of a motor for the F-550 sander not to exceed $800. Ron Sandstrom seconds. Motion passed 3-0.
The Terra Star is in Manchester due to a failure in the rear end of the truck. The work should be covered under warranty.
Ralph Lutjen outlines a discussion held with the engineers and Kelly Robitaille regarding Little Loop. Alternatives are being looked into; reverting to the design with the pipe at the edge of the property line is being considered and priced. Adam Leiser questions the move away from the last plan. Ralph Lutjen outlines that the last design was costly and could fail on the warrant. Adam Leiser outlines prior discussion to not use the boundary line and place the drainage on his property; he has spent money working with the design given previously. The move has been based on cost; the estimate had not been received earlier. Discussion ensues regarding the cost effectiveness of the project, scope of project, reduction of impact to the property at #4 and removal of need to move the existing driveway are discussed. The discussion continues outlining the need to reduce the cost of the project; the receipt of the contractor’s estimate at $16,000 with the previous design will jeopardize approval of the project. All parties want the drainage corrected. Ron Sandstrom outlines that the Board is trying to get the project done at the best cost and protection for VDOE. The reconstruction of the driveway is out of the scope of the VDOE highway crew to complete; potential liability should the District move and rebuild the driveway. Ron emphasizes that everyone wants the project done; the Board is trying to review all options for completing at the best price.
Sand has been delivered.
Salt has been ordered.
Kelly Robitaille will check the area at Muddy Beach at which the propane tank will be set and create the flat area needed.
2018 budget is reviewed and discussed. The highway overtime line is over expended; offset is the part time line item. Ron Sandstrom makes a motion to have all approved purchase orders be deducted from the budget line item. Mike Smith seconds. Discussion on reduction in available funds keeping the Board from over expending a line item as all allocations would be reflected in the expended funds column. Ralph Lutjen outlines the need to correct the budget line items for any purchase order which isn’t fully expended at the end of the year. Ron Sandstrom withdraws the motion. Ralph Lutjen makes a motion to add a committed funds line indicating approved purchase orders to the monthly budget review. Mike Smith seconds. Motion passed 3-0.
Review and discussion of remaining line items continues.

3. Water

Ian Hayes will be in attendance next week.
Ron Sandstrom makes a motion to have Ian Hayes prepare an outline of the chronological time line of the recent water outage. Mike Smith seconds. Motion passed 3-0.
Ron Sandstrom adds that he notified the answering service at 6:30 am of low pressure on Interlaken Circle; the message was delivered to Ian at 9:30.

4. Administration

A safety meeting will be scheduled in February.
Mike Smith makes a motion to approve the VDOE Annual Report as drafted by Ralph Lutjen. Ralph Lutjen seconds the motion. Motion passed 3-0.

5. Accounts Payable

Mike Smith makes a motion to approve 16 checks for a total of $37695.37. Ron Sandstrom seconds. Checks and invoice are reviewed and discussed; $1,200 of the bill from Simply Water will be billed to a property owner. Motion passed 3-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of January 19. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to approve the minutes of the Public Hearing of January 19. Ralph Lutjen seconds. Motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen discusses the options for the water system bond. The information on the bond projects has been broken down to show the impact. Some of the projects are smaller costs and should be considered to be done outside the bond. Ability to get work completed going forward discussed; there is ability to keep water usage rate reasonable and get projects done.
Ralph Lutjen ranks priorities as tanks and electrical needs. Leveling of the water rate with the bond versus the potential fluctuations to the rate if projects are funded separately going forward is discussed. Discussion on water system priorities is held – the bond covers all high priority needs for the system. Projects are ranked with tanks, electrical, Muddy Beach phase 2, Reinach pressure zone, prv pit upgrades, SCADA upgrades.
The availability of the gym for the annual meeting is to be confirmed with the school.
Mike Smith states he is meeting with a painter for a quote for painting of the ceiling at the lodge.
Mike Smith states he has completed the review of the cost analysis for replacing the 5,000 gallon tanks versus inspecting and lining of those tanks. The analysis will be distributed once typed; was given to Nancy late last week.
Ron Sandstrom makes a motion to send an email blast this week reminding of the date of the Annual Meeting and to send again next week. Mike Smith seconds. Motion passed 3-0.

8. Signature Items

Mike Smith makes a motion to sign the warrant. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the MS 636 budget form. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the water system capital reserve fund withdrawal request for $42,000 for the 2017 Muddy Beach project. Ralph Lutjen seconds. Ralph Lutjen summarizes the administrative review from the auditor for the transfer based on appropriation from the fund at the 2017 annual meeting. Motion passed 3-0.

9. Correspondence

NH Department of Environmental Services has sent notice of violation for the repairs done on Grison and Burgdorf which states that no action will be taken against the District as the permits for the proposed culvert replacements have been issued by DES.
Ian Hayes has sent a memo regarding recent events and status of the water system.
Paul Fluet has notified the District that he is working on options for the Grison and Burgdorf road projects that would have more feasible pricing.
The third party electric supplier has sent the monthly review; $108 saved in January.
NH Municipal Association has sent the weekly Legislative Bulletin.
NHMA has sent the bi-weekly News Link.
10. Scheduled Appearances
11. Other Business
12. Public Comments

At 9:15 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, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Motions and votes of Non-Public Session:
Mike Smith makes a motion to seal the minutes of the non-public session. Ralph Lutjen seconds. Motion passed 3-0

At 9:55 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ralph Lutjen seconds. Motion via roll call Mike Smith yea, Ralph Lutjen yea, Ron Sandstrom yea and the motion passed 3-0.

Respectfully submitted,
Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/03/CM013018.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
January 30, 2018

The Board of Commissioners met at 8:00 am on Tuesday, January 30, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance was Kelly Robitaille (hwy). The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports equipment maintenance is being done; cleaning and repairs are being done. Sand has been ordered. Salt supply is good. Ralph Lutjen discusses call with engineers Nick Sceggell and Paul Fluet, with Kelly and Nancy present to explore options to reduce costs for both the Little Loop and Thusis projects. An attempt to reduce impact to the driveway at #4 Little Loop is desired. Correction for the drainage at Thusis could be altered to replacing the culvert without installing the full pre-cast concrete headers and catch basins that are called for. Correction of the drainage issue by replacing the culvert under Eidelweiss Drive is the immediate need.
Jungfrau is discussed. A final plan for correcting the drainage in the area of #15 has not been determined. Kelly Robitaille outlines that placing a culvert across the road from the end of the paved driveway will move water, but will not correct the issues with the driveway. A driveway culvert at #15 would be the best solution for the road drainage.
Work list for spring includes the culvert near #68 Eidelweiss Drive, Thusis area culvert, Little Loop Road drainage and Jungfrau. Mike Smith makes a motion to send a reminder to the property owner of #11 Jungfrau to restore the driveway to submitted plan. Ralph Lutjen seconds the motion and the motion passed 2-0.

3. Water

Tank inspections were held for weather. Completing the inspection prior to the Annual Meeting is still the goal.

4. Administration

A safety meeting will be scheduled in February.
An Asset Management meeting is scheduled for Feb 13.
Mike Smith makes a motion to approve payroll in the amount of $6,606.81. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Motion passed 2-0.
The draft 2018 Warrant is reviewed. Warrant is posted on website under Annual Meeting Draft Documents, but will be moved to the front page. Mike Smith makes a motion to approve Articles 2 through 23. Ralph Lutjen seconds. Motion passed 2-0.
A list of all segments of the work at the Lodge and Muddy Beach in 2017 will be compiled.
No Commissioners recommendation will be added for Article 24; which is petitioned.

5. Accounts Payable

Mike Smith makes a motion to approve 12 checks for a total of $12,222.26. Ralph Lutjen seconds. Checks and invoice are reviewed and discussed. Motion passed 2-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of January 9. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve the minutes of January 16. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve the minutes of January 23. Ralph Lutjen seconds. Motion passed 2-0.

7. Commissioners Reports
8. Signature Items

Mike Smith makes a motion to sign the auditors request for information from insurance carrier Primex. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve amended PO 236 in the amount of $1,900 for sand. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve PO 238 in the amount of $5,000 for sand. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve PO 239 in the amount of $5,000 for salt. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve PO 240 in the amount of $250 for gravel for Schwyz. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the Health Trust web portal access approval for the office. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the synthetic organic chemical (SOC) testing results. All results are good.
NH Department of Environmental Services (DES) has sent notice that the District did not obtain funding for the Asset Management Grant. Ralph Lutjen makes a motion to remove the asset management article from the 2018 Warrant. Mike Smith seconds. Motion passed 2-0.
The fourth quarter water usage report has been completed, submitted to NH DES, and accepted.
Final payment for 2017 Coleman Tower Site has been received.
A thank you for the information sent by email to persons registered through the “Stay Connected” option on the website regarding the water outage of last week has been received.
Mark Graffam notified the office of a need to sand the mailbox area; he had spread sand in front of the Conway Daily Sun box for safety. The DPW were notified and treated the area. A thank you was sent to Mark Graffam for having sanded the walkway to the CDS box.
NH Municipal Association has sent the weekly Legislative Bulletin.

10. Scheduled Appearances
11. Other Business

Ralph Lutjen will update the draft of the 2017 VDOE Annual Report.
Ralph Lutjen discusses information for distribution prior to the Annual Meeting; draft of a communication regarding the proposed bond for the water system is reviewed.

12. Public Comments

At 8:34 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters, (e) legal matters, and (c) matters of reputation. Ralph Lutjen seconds. Motion via roll call Mike Smith yea, Ralph Lutjen yea and the motion passed 2-0.

Motions and votes of Non-Public Session:
Mike Smith makes a motion to seal the minutes of the employee matter discussion. Ralph Lutjen seconds. Motion passed 2-0
Mike Smith makes a motion to seal the minutes of the legal matter discussion until the matter is resolved. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to seal the minutes of the discussion regarding reputation matters. Ralph Lutjen seconds. Motion passed 2-0.

At 10:35 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ralph Lutjen seconds. Motion via roll call Mike Smith yea, Ralph Lutjen yea and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator