Commissioners Meetings Documents

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VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

February 12, 2019

The Board of Commissioners met at 8:00 am on Tuesday, February 12, 2019.  In attendance were Commissioners Mike Smith and Ralph Lutjen.  Also present were Kelly Robitaille (hwy) and water operator Ian Hayes.  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 action list is reviewed and discussed. 

2. Highway Department Report 

Kelly Robitaille reports that a truck at Conway was looked at; this truck has a flatbed instead of a dump body.  This may be an option to reduce the cost of a new truck.  Conway has also outfitted one truck without any additional body, further reducing costs and increasing ability to carry a larger sander.  Kelly Robitaille adds that he is looking to make sure the crew has the equipment needed to properly handle snow fighting. 

A leak was noted under the F-550 this morning.  Kelly Robitaille will look at this prior to the storm. 

The road grader and the F-550 are the intended equipment for tonight’s storm.  Discussion on the road grader and miles per gallon while in operation.   

Tony Eldridge is on call if needed for tonight. 

Additional sand is expected today.  Salt has been received. 

The tax-payer sandpile is discussed.  Kelly Robitaille outlines that the crew turns the pile as often as they can; but the pile does freeze overnight.  Building a cover for the sand pile can be done this summer. 

Placing a fence from the front of the garage across to the birch tree will be looked into to protect the VDOE sand and salt supplies. 

3. Water

Discussion with Ian Hayes on the status of the water system.  Leaks in homes were detected on Upper Lakeview and Lakeview.  This building also froze.  Ian Hayes discusses properly burying the water line to this building to keep the building from freezing.  Ian Hayes estimates this would cost in the vicinity of $1,000.  This could be coordinated with the proposed electrical upgrades to this building.  Discussion with a resident on Jungfrau has occurred regarding pH levels.  The pH level at the Jungfrau tank has been around 7.  The residents were informed that the recommendation is to bring a sample to the lab for more accurate testing.  Discussion ensues regarding having a lab test the pH at the house.  The residents will send any results they receive prior to making any adjustment to the chemical injection system.

Question is raised on replacing the spare pump for the DPW well as the spare is now in service.  Ian Hayes recommends having a spare on hand to reduce any possible down time for this well.  Having the spare on hand reduced the outage to a few hours when it could have been a few days.       

4. Administration

A safety meeting was held last week.

Discussion is held on the option of sending an additional communication prior to the Annual Meeting.  This is an option. 

An Asset Management meeting is scheduled today at 1 pm. 

The presentation for the Annual Meeting is reviewed.  Moderator Bob Ingram will be asked to supply the rules for the meeting; these will be added to slide 2. 

Mike Smith makes a motion to approve payroll for $7,707.61.  Ralph Lutjen seconds.  Report and time cards are reviewed and discussed.  Motion passed 2-0. 

5.  Accounts Payable

6.  Minutes

Mike Smith makes a motion to approve the minutes of February 5.  Ralph Lutjen seconds.  Motion passed 2-0.    

7. Commissioners Reports

Ralph Lutjen discusses a conversation with estimator Kevin Hayes and Engineer Paul Fluet.  Mr. Hayes will have a dialogue with Paul Fluet prior to finalizing the requested quote for the Reinach cast in place tank.  Estimate is expected next week. 

Mike Smith outlines that the Madison Police have responded to the signage that was illegally placed on District policy by persons running for Commissioner.   

8. Signature Items  

Mike Smith makes a motion to sign PO 278 in the amount of $5,000 for sand.  Ralph Lutjen seconds.  Motion passed 2-0.

Mike Smith makes a motion to sign PO 279 in the amount of $4,000 for salt.  Ralph Lutjen seconds.  Motion passed 2-0.

Mike Smith makes a motion to sign PO 280 in the amount of $1,100 for grader repairs.  Ralph Lutjen seconds.  Motion passed 2-0

Mike Smith makes a motion to sign the updated Driveway Ordinance.  Ralph Lutjen seconds.  Motion passed 2-0.

Mike Smith makes a motion to sign the updated Water System Ordinance.  Ralph Lutjen seconds.  Motion passed 2-0.

9. Correspondence

Mark Graffam has sent information on RSA 91-A response dates. 

Paychex has sent a bulletin highlighting benefits as a major tool for today’s employment market.

Jay Buckley has sent a request to turn the frozen taxpayer sandpile. 

NH Municipal Association has sent the weekly Legislative Bulletin. 

10. Scheduled Appearances    

11.  Other Business   

At 8:25 am Mike Smith makes a motion to take a break for arrival of Ian Hayes.  Ralph Lutjen seconds.  Motion passed 2-0.   

At 8:30 am Mike Smith makes a motion reconvene the meeting.  Ralph Lutjen seconds.  Motion passed 2-0.     

At 8:44 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 via roll call vote Mike Smith yea, Ralph Lutjen yea.  Motion passed 2-0. 

At 9:41 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             

February 5, 2019

The Board of Commissioners met at 8:00 am on Tuesday, February 5, 2019.  In attendance were Commissioners Mike Smith and Ralph Lutjen.  Also present were Kelly Robitaille, residents Gloria Aspinall 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.     

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 crew is sanding at this time due to the rain last night. 

A $5,000 purchase order has been authorized for sand. 

Kelly Robitaille reports cost for valve needed on the road grader is $575.  Chadwick Ba-Ross was in last week to review.  Ralph Lutjen makes a motion to approve $600 for repair for the road grader.  Mike Smith seconds.  Discussion on labor.  Ralph Lutjen amends motion to up to $1,100.  Mike Smith seconds amendment.  Motion passed as amended 2-0.

The budget for 2019 expenses to date are reviewed.  Ralph Lutjen discusses the repair line item for Highway Equipment, line item has 50% amended at this time. 

The check engine light is on the F-550 as is the ABS light.  Scheduling the repair is weather dependent without the Terra Star. 

Kelly Robitaille reports additional sand will be delivered this week. 

Salt order has been received. 

The Town of Madison is working on a spare truck to allow VDOE to use if needed for sanding. 

Mike Smith discusses knocking down snow piles at intersections.  Kelly Robitaille outlines that the snow will need to be removed with the backhoe.  Intersections at heavy traffic areas will be worked first. 

3. Water

Ian Hayes will be in next week. 

4. Administration

A safety meeting will be held after this meeting. 

The Asset Management Committee will meet Feb 12 at 1 pm. 

The 2019 Warrant is reviewed.  Ralph Lutjen makes a motion to sign the Warrant as amended.  Mike Smith seconds.  Motion passed 2-0. 

The 2019 MS 636 is reviewed.  Mike Smith makes a motion to sign the Mike Smith 636 as amended.  Ralph Lutjen seconds.  Motion passed 2-0. 

The 2019 operating budget is reviewed.  Highway repair is a concern as are sand and salt.  Budgets will be reviewed again prior to the Annual Meeting for any needed amendments.  Highway overtime and part time line items will also be looked at.  

5.  Accounts Payable

Mike Smith makes a motion to approve 20 checks for a total of $21,207.14.  Ralph Lutjen seconds.  Checks and invoices are reviewed and discussed.  Motion passed 2-0. 

6.  Minutes

Mike Smith makes a motion to approve the minutes of the Public Hearing January 18.  Ralph Lutjen seconds.  Motion passed 2-0.

Mike Smith makes a motion to approve the minutes of January 22.  Ralph Lutjen seconds.  Motion passed 2-0.

Mike Smith makes a motion to approve the minutes of January 29.  Ralph Lutjen seconds.  Motion passed 2-0.

Non-Public session minutes for January 29 are reviewed.  Mike Smith Ralph Lutjen 2-0.   

7. Commissioners Reports

Ralph Lutjen discusses establishing a work session for the Annual Meeting.  Ralph Lutjen makes a motion to ask Ron Sandstrom for his availability for a work session to prepare the handout for the Annual Meeting.  Mike Smith seconds.  Motion passed 2-0. 

8. Signature Items  

Mike Smith makes a motion to sign the 2019 Warrant.  Ralph Lutjen seconds.  Motion passed 2-0.

Mike Smith makes a motion to sign the 2019 MS 636.  Ralph Lutjen seconds.  Motion passed 2-0.

9. Correspondence

Resident Adam Leiser has sent a comment regarding the cost of the engineering for Grandval and Burgdorf proposed on the warrant.  The G.W. Brooks estimate is lower but does not contain road surveying or production of a bid specification.    

Resident Adam Leiser has questioned the cost of having the engineer attend the Annual Meeting.    

Resident Adam Leiser has sent questions on the design of the proposed Reinach cast in place concrete tank.  Discussion on the evolution over many years of this design.      

Resident Jay Buckley has sent a comment on the frozen status of the tax-payer sand pile, recommending the pile be covered.  Crew works the pile as often as possible.   

NH Municipal Association has sent the weekly Legislative Bulletin. 

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

10. Scheduled Appearances    

11.  Other Business   

Ralph Lutjen has discussed the storm-water management project with UNH T2.  Focus is on the Geneva Beach area.  NH DES has classified a stream in the area that will need a permit prior to altering.  Ralph Lutjen makes a motion to inform UNH to focus on Geneva.  Mike Smith seconds.  Motion passed 2-0.  

At 8:33 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II, (e) legal matters.  Ralph Lutjen seconds.  Motion via roll call vote Mike Smith yea, Ralph Lutjen yea.  Motion passed 2-0. 

At 8:50 am Mike Smith makes a motion to exit Non-Public Session and adjourn the meeting.  Ralph Lutjen seconds.  Motion via roll call vote Mike Smith yea, Ralph Lutjen yea.  Motion passed 2-0. 

Respectfully submitted,

Nancy E. Cole

Administrator

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 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

January 29, 2019

The Board of Commissioners met at 8:00 am on Tuesday, January 29, 2019.  In attendance were Commissioners Mike Smith and Ralph Lutjen.  Also present were Kelly Robitaille (hwy) and resident 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.     

1. Agenda

Ralph Lutjen makes a motion to approve the agenda.  Mike Smith seconds.  Ralph Lutjen add non-pub for legal matters.  Motion passed 2-0.   

The action list is reviewed and discussed. 

2. Highway Department Report 

Kelly Robitaille highlights recent ice storms and need for sand.  Mike Smith makes a motion to approve up to $5,000 for sand.  Ralph Lutjen seconds.  Motion passed 2-0. 

Salt supplies are good for now.  Placing order is discussed.  Mike Smith makes a motion to allow up to $4,000 for salt.  Ralph Lutjen seconds.  Motion passed 2-0. 

The road grader has a steering issue; articulation is not working.  Chadwick Ba-Ross has been contacted for diagnosis.  Chadwick Ba-Ross representative is expected to be here tomorrow.  Grader is still being used, it is just difficult to maneuver. 

Snow is being pushed back along all roads. 

Plan for tonight’s predicted storm will be to use the 550 and the road grader for plowing.  Discussion is being held with Madison to have a sander available for the District to use if needed. 

Once storm is over, the F-550 will need to be sent to the shop as the check engine light has come on. 

Kelly Robitaille thanks the Board for quick action on the fire and stated concern for employee Jeff DeMartino.  The insurance company will be picking up the Terra Star to be brought for salvage.  Mike Smith makes a motion to have Nancy Cole obtain an estimate of the truck’s value with the 12,000 miles.  Ralph Lutjen seconds.  Ralph Lutjen discusses replacement value of the truck being covered under insurance.  International no longer produces the Terra Star line.  Replacement of the truck is discussed.  Motion passed 2-0.  Mike Smith makes a motion to obtain a replacement cost from International.  Ralph Lutjen seconds.  Motion passed 2-0.  Kelly Robitaille discusses quotes being obtained for a replacement truck.  Ability to support a wing and larger sander were the benefits.  Jackson and Bartlett have both moved to the Dodge 5500 line with good results.  Kelly Robitaille has received a verbal statement that outfitting can be done in two weeks once all supplies are received.  Fire Inspector was here yesterday to view the damage.  No determination was made.    

Quality Fire will be contacted for replacing the fire extinguishers used. 

3. Water

Ian will be in Feb 12th. 

Ralph Lutjen discusses conversation with Paul Fluet regarding the engineering estimate for the Reinach Tank replacement.  Paul recommended verification of the number by an independent contract estimator.  Obtaining this estimate will cost $3,200.  Ralph Lutjen makes a motion to approve the hiring of Kevin Hayes for creation of an estimate at $3,200 with funding from Water System CRF.  Mike Smith seconds.  Mike Smith discusses covering all alternatives and completing due diligence for the best result of the project.  Motion passed 2-0.  Paul Fluet will be notified.  

4. Administration

A safety meeting will be held today after this meeting. 

Motion log is reviewed and discussed. 

Cash flow report will be done in February as there will be

Mike Smith makes a motion to shut down the non-pay customers for water billing.  Ralph Lutjen seconds.  Motion passed 2-0.

Ralph Lutjen has completed the monthly communication email blast.  He will submit to the office today.  Once reviewed, newsletter will be sent. 

Mike Smith makes a motion to submit the 2018 Annual report to Madison.  Ralph Lutjen seconds   Motion passed 2-0. 

Project sheets for all proposed warrant articles are reviewed.  Ralph Lutjen makes a motion to post the updated sheets.   Mike Smith seconds.  Motion passed 2-0.

Next Asset Management meeting will be Feb 14. 

Mike Smith makes a motion to approve payroll in the amount of $7,673.43.  Ralph Lutjen seconds.  Report and time cards are reviewed and discussed.  Motion passed 2-0.  

The Warrant is discussed and reviewed.  Mike Smith makes a motion that the Board recommends articles 1 – 19.  Ralph Lutjen seconds.  Discussion on obtaining votes for articles from Ron Sandstrom.  Mike Smith withdraws the motion.  Ralph Lutjen makes a motion to approve articles 1-19 with a request to Ron Sandstrom on participating in vote.  Mike Smith seconds.  Motion passed 2-0.  Mike Smith makes a motion that the Board does not recommend articles 20- 27.  Ralph Lutjen seconds.  Motion passed 2-0.

Ralph Lutjen makes a motion to approve the DRA MS 636.  Mike Smith seconds.  Motion passed 2-0. 

Proposal for third party electric are reviewed.  Mike Smith makes a motion to approve seven months at a rate of $0.08175.  Ralph Lutjen seconds.  Motion passed 2-0. 

5.  Accounts Payable

6.  Minutes

7. Commissioners Reports

Ralph Lutjen discusses the water rate projection.  The bank rate for the 20-year proposed loan for Reinach tank replacement and creation of pressure zone is a very favorable 3.13%.  Projected rate for 2019 is $616.37.  Ralph Lutjen makes a motion to post on the website.  Mike Smith seconds.  Motion passed 2-0.

Mike Smith makes a motion to contact Bob Boyd, Madison Code Enforcement, to have the District copied in on all information from 23 Huttwil DES Administrative order.  Ralph Lutjen seconds.  Motion passed 2-0. 

Mike Smith discusses office closing for inclement weather as needed.   

8. Signature Items  

Mike Smith makes a motion to approve the time off request for Nancy Cole.  Ralph Lutjen seconds.  Motion passed 2-0.  

9. Correspondence

Coleman Tower rent check for November and December 2018 has been received. 

Third party electricity supplier report has been received; a loss of $231.

Notice from the owner of the X-finity truck that was in the Huttwil parking lot was received; truck had broken down.  Truck has been removed. 

NH Municipal Association has sent the weekly Legislative Bulletin. 

Habitat for Humanity has sent a request for a $4,000 refund of the water hook up fee for 5 Burgdorf siting additional expenses incurred as a result of down time and installation of the curb stop valve.  Mike Smith discusses input from Ian Hayes to determine if any refund is due to the customer.  Ralph Lutjen makes a motion to have the office contact Ian Hayes for response.  Mike Smith seconds.  Motion passed 2-0.  Discussion on the size of the water line installed is discussed.  Increasing the size of the line would not benefit the property owner.     

10. Scheduled Appearances    

11.  Other Business   

At 8:50 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II, (e) legal matters.  Ralph Lutjen seconds.  Motion via roll call vote Mike Smith yea, Ralph Lutjen yea.  Motion passed 2-0. 

At 9:40 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             

January 22, 2019

The Board of Commissioners met at 8:00 am on Tuesday, January 22, 2019.  In attendance were Commissioners Mike Smith and Ralph Lutjen.  Also present were Kelly Robitaille (hwy) and resident 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.  Motion passed 2-0.   

The action list is reviewed and discussed. 

2. Highway Department Report 

Crew will be pushing back snow today. 

The plow on the F-550 is not working.  Electronic issue.  Repair estimated at $350 plus labor.  The road grader has an articulation issue, the back end will not turn to the left.  Diesel Works will be contacted. 

Blower has failed in the backhoe, heat is not working.  Diesel Works will be asked to look at this also.  Cost estimate for repair will be sent when received. 

Punch outs will be done for the predicted rain. 

Ralph Lutjen discusses the public hearing last Friday.  Concern was raised over the purchase of the new truck.  Kelly Robitaille highlights that if the truck is kept and goes down, snow plow operations would be significantly impacted.  Repair history on the F-550 will be put together.  Down time for the truck will also be compiled.  Kelly Robitaille will obtain a written assessment of the truck to illustrate the risk associated with keeping the F-550.  Reliability of snow plow operations should not be put at risk.  Mike Smith highlights the need to maintain public safety. 

Mike Smith highlights that the engineering article for Grandval and Burgdorf was also contested.  Kelly Robitaille outlines that the highway budget cannot support the work needed on this road. 

Kelly Robitaille outlines work to be done within the budget does not support reconstruction of any road. 

Kelly Robitaille highlights the one complaint received was related to a driveway. 

Discussion on calls received with a request for a call back.  Kelly Robitaille questions if he is required to return calls.  Ralph Lutjen recommends that any calls be made after the storm is over. 

3. Water

No report.

4. Administration

Monthly safety meeting will be scheduled. 

Cash flow report is reviewed and discussed.  Receipt of the tax check in December is outlined, this has a significant impact on cash flow.  Treasurer Dinah Reiss will continue working on the Treasurer’s report for the Commissioners. 

Ralph Lutjen will handle the Annual Report for the Town of Madison. 

Water usage reports for December are reviewed and discussed.  Ralph Lutjen outlines that the VDOE water system was able to supply water during the down time of the DPW well due to the capital improvements at Muddy Beach station. 

Pump House electric report is reviewed and discussed.  The proposed improvements to the DPW electrical will provide additional savings on the electric usage at this site.

The 2019 Warrant is reviewed for any changes that may be wanted by the Board prior to signing the documents.  No changes outlined.  Mike Smith makes a motion to approve the warrant for signing as is.  Ralph Lutjen seconds.  Motion passed 2-0.  

Project sheets will be updated to reflect significant impacts to the water system that are proposed.  Risk evaluation has been done and these projects are high priority for the water system.  Continuing to defer capital improvements is not in the best interest of the water system.  

5.  Accounts Payable

Mike Smith makes a motion to approve 18 checks for a total of $23,361.35.  Ralph Lutjen seconds.  Checks and invoices reviewed and discussed.  Motion passed 2-0.

6.  Minutes

Mike Smith makes a motion to approve the minutes of 1-15.  Ralph Lutjen seconds.  Motion passed 2-0.   Ron Sandstrom has sent his approval of the minutes.   

7. Commissioners Reports

Ralph Lutjen makes a motion to request the Attorney begin enacting the sideline easements for 4 and 6 Little Loop.  Mike Smith seconds.  Motion passed 2-0. 

Mike Smith highlights the Annual Meeting will be held on Saturday, Feb 23, 2019. 

8. Signature Items  

Mike Smith makes a motion to sign PO 274 in the amount of $3,000 for salt.  Ralph Lutjen seconds.  Motion passed 2-0.

Mike Smith makes a motion to sign PO 275 in the amount of $5,000 for sand.  Ralph Lutjen seconds.  Motion passed 2-0.

Mike Smith makes a motion to sign PO 276 in the amount of $925 for chains for the 7400.  Ralph Lutjen seconds.  Motion passed 2-0. 

Mike Smith makes a motion to sign PO 277 in the amount of $825 for chains for the grader.  Ralph Lutjen seconds.  Motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the January bacteria testing results for the water system, results are clean.

Granite State Analytical has sent the January pH readings, readings are in target range.

A statement of low pH at a home on Jungfrau has been received. 

NH Department of Environmental Services has issued an administrative order regarding the septic failure at 23 Huttwil. 

A water leak was located in the house at 48 Oak Ridge Road.  Curb stop valve was shut down, property owner has been notified. 

Resident Adam Leiser has sent a 91-A request regarding employee bonuses.  91-A does not require answering questions.  Though not specifically requested, the document with the information was released. 

NH Municipal Association has sent the Legislative Bulletin.

NH Municipal Association has sent the bi-weekly News Link.  The office has enrolled in the webinar on 91-A scheduled March 13. 

The Trustees of the Trust Funds have notified the office that the next meeting will be February 14, 2019. 

10. Scheduled Appearances    

11.  Other Business   

The auditors will be in next week. 

Mike Smith makes a motion to formally close the office during the audit process.  Ralph Lutjen seconds.  Motion passed 2-0. 

At 8:46 am Mike Smith makes a motion to adjourn the meeting.  Ralph Lutjen seconds.  Motion passed 2-0. 

Respectfully submitted,

Nancy E. Cole

Administrator

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 VILLAGE DISTRICT OF EIDELWEISS

Public Hearing on the Budget

January 18, 2019

The Board of Commissioners held a public hearing on the 2019 budget at 7:00 pm on Friday, January 18, 2019.  In attendance were Commissioners Mike Smith, Ralph Lutjen and Ron Sandstrom. 

At 7:00 pm the meeting was called to order by Chairman Mike Smith.   

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

Mike Smith outlines the rules for the meeting.  All comments and questions are to be related to the article discussed.

Commissioners overview of the 2019 Warrant is highlighted by Ralph Lutjen. 

At 7:07 pm Ron Sandstrom makes a motion to open the bond hearing on the proposed bond for a new truck.  Ralph Lutjen seconds.  Motion passed 3-0. 

Review of need for new truck.  F-550 at end of useful life. 

Question on outfitting of new truck.  Included in quote.

Question on repairing the truck instead of replacing. 

Question on warranty for new truck – 3 years. 

Discussion on increase in ability with purchase of heavier duty truck. 

Concern stated for cost of truck. 

Discussion on running equipment into the ground prior to replacing is held.  Need for reliable equipment during a snow storm is outlined.

Wear and tear on the truck is outlined. 

Number of days out of service are questioned – will be looked into. 

At 7:31 pm Ralph Lutjen makes a motion to close the hearing on truck bond for Article 2.  Ron Sandstrom seconds.  Motion passed 3-0.

At 7:31 pm Ralph Lutjen makes a motion to open the bond hearing on the proposed bond for replacing the Reinach tanks.  Ron Sandstrom seconds.  Motion passed 3-0.

Review of need for replacing two 30,000-gallon tanks at Reinach; both tanks failed inspection in 2018 and are not candidates for lining.    

Highlight and review of replacement plan with one 90,000-gallon concrete tank.  Storage needs outlined.  Inclusion of Reinach Pressure Zone with this project is outlined. 

Discussion on cost is held. 

Highlight of lack of approval of funding as an impact on bid process. 

Question on Board having faith in Fluet Engineering.  Outline that financing was major hold up for contractors. 

Outline that Paul Fluet will be at Annual Meeting. 

Discussion on engineering for the District and possible use of other engineers going forward. 

Question on access to Reinach Place during construction.  Will be open.  Steel tanks will be removed after construction of the new tank.   

Discussion on re-opening bid process prior to proposing project is held. 

At 7:56 pm Mike Smith makes a motion to close the hearing on water bond for Article 3.  Ralph Lutjen seconds.  Motion passed 3-0.

Article 4 – DPW electrical upgrades

Review of need for upgrading electrical system at DPW and correct code violations. 

Discussion on code violations.

Discussion on need for upgrades. 

Highlight of importance of DPW well reliability for proper functioning of the water system. 

Review of electrical upgrades including lightening protection, meters, VFD addition and code corrections including proper grounding and surge protection.   

Question on funding.  Discussion on use of approved bond funds from last year.

Article 5 – Summit pump house electrical upgrades

Review of need for upgrading electrical system at Summit Pump House. 

Discussion on code violations. 

Discussion on need for upgrades. 

Highlight of impact to the water system users should this pump house go down for electrical issues. 

Question on funding.  Discussion on use of approved bond funds from last year. 

Article 6 – Chocorua Pump House upgrades

Review of need for project to be completed. 

Discussion on code violations. 

Discussion on need for upgrades. 

Highlight of impact to the water system users should this pump house be out of service.

Question on funding.  Discussion on use of approved bond funds from last year. 

Article 7 – Highway/Operation budget reviewed and discussed.  Operational budget for the water system is also reviewed. 

Line items reviewed and discussed. 

Ralph Lutjen outlines self-insurance of deductible/full exposure is budgeted. 

Discussion on impact of bonds on the budget. 

Question on self-insuring the deductible and savings it has created.

Questions reviewed. 

Discussion on capital reserve fund expenditures. 

Article 8 – York Rake Replacement

Review of article. 

Current rake is not operational.  Rake is used regularly during spring and summer by the DPW to smooth roads.  Rake is also used after road grading to remove rocks brought to surface during grading. 

Article 9 – Asphalt road repairs

Review of need to keep roads in travelable condition until rebuilt.

Specific work to be done through this article includes Aspen, Klausen, Chocorua View and Eidelweiss Drive from entrance to DPW II. 

Discussion on putting these articles into the budget is held

Article 10 – Gravel road repairs

Review of need to keep roads in travelable condition. 

Specific work to be done through this article includes Klausen, Upper Lakeview and Aspen.

Article 11 – Thusis culvert replacement

Review of work to be completed, project to maintain 100% on VDOE property.

Discussion on amendment to proposed project at 2018 Annual Meeting.  Project was not able to be completed as amended.  Engineering required to review the amendment and then to amend the project.   

Comment on project cost versus engineering costs is made.

Reduced construction cost with DPW doing the work is outlined.  

Article 12 – Grandval and Burgdorf engineering

Review of article and engineering needed to update the roads to Class V standards. 

Discussion on Class V standard for VDOE.  Document is available on the website. 

Recommendation for removal of this article is made.

Article 13 – Water Budget

Line items reviewed and discussed. 

Article 14 – Muddy Beach Tank Replacement

Article reviewed. 

Replacement of 5,000-gallon tank for water storage.

Comment that concrete 5,000-gallon tank available for $10,000 less than this quote is made.

Article 15 – Upper Lakeview/Rigi 

Article reviewed. 

Question on if this project was included in proposed updates under Article 2 – this will be checked. 

Article 16 – Water tank CRF deposit

Statement on funding CRF. 

Comment on use of fund for Article 14

Article 17 – Water System Pipe CRF deposit

Statement on funding CRF

Article 18 – Water System CRF withdrawal

Replacing the $42,000 withdrawn during the 2017 audit process. 

Commissioners intent to re-deposit the funds in 2018 was denied by the NH Department of Revenue (DRA) as voter approval is required for deposits to a CRF. 

Received petition articles are reviewed. 

Petition to appropriate $6 for executive salaries.  This is a budget line item and should be addressed during the operational budget discussion.

Petition to have employees pay 10% of health insurance premiums in 2019 and 20% in all subsequent years.  Petition is advisory as employee matters are under control of the Commissioners; not the Legislative Body. 

Petition to transfer unspent $141,695.14 from 2018 Article #2 to the water system CRF. Petition will require a 2/3 majority to pass.  

Petition to limit number of Commissioners as voting members of any committee to not greater than 1/3 of committee.  Petition is advisory as committee size and members are determined by the Commissioners, not the Legislative Body.

Petition to name voters as agents to expend on all CRF except Water Line Extension Fund.

Petition to place $42,000 in the Water System CRF from Unassigned Fund Balance.  Petition is a duplicate of Article 18. 

Petition to have draft minutes posted within 5 days of a meeting and approved minutes posted within 24 hours.  Petition is advisory as no requirement exists to post minutes.

Petition to place $250,000 in the Water System CRF with funds to be raised by taxation.  Outline that this petition will add more than $2.50 per thousand valuation to the tax rate is made; the 2018 tax rate would have been over $8.60 per thousand with this petition.      

Ralph Lutjen makes a motion to close the public hearing and adjourn the meeting.  Ron Sandstrom seconds.  Motion passed 3-0.

Respectfully submitted,

Nancy E. Cole

Administrator  

•

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

January 15, 2019

The Board of Commissioners met at 8:00 am on Tuesday, January 15, 2019.  In attendance were Commissioners Mike Smith and Ron Sandstrom.  Also present were Kelly Robitaille (hwy), Ian Hayes (water operator).   and residents Adam Leiser 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

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 reports that the Terra Star is going in for repairs.  This is not a warranty repair. 

Kelly Robitaille reports that chains are needed for the 7400; rear chains are $461 and front chains are $440.  Mike Smith makes a motion to approve up to $925 for chains.  Ron Sandstrom seconds.  Motion passed 2-0. 

Grader chains are also needed.  Cost is $800 for a rear set.  Mike Smith makes a motion to approve up to $825 for chains for the grader.  Ron Sandstrom seconds.  Discussion on the use of the grader during storms and need for chains.  Kelly Robitaille reports that chains have been used on the grader since it was purchased.  This is the first replacement.  Discussion on winging back and pushing back snow for additional room for storms.  Motion passed 2-0. 

The F-550 is discussed.  The drive shaft has broken.  Initial review shows that the truck may have additional repairs needed.  Truck may not be available this weekend.  Terra Star will be available as that is the more critical truck for plowing.  Last week the F-550 broke a rear spring.  Kelly Robitaille reports that the F-550 is approaching end of useful life. 

An additional load of salt has been ordered under the existing PO. 

Part time employee Tony Eldridge will be used during this weekend’s predicted storms. 

Ron Sandstrom thanks Kelly Robitaille for the improvements in snow plowing over the last few years.  

3. Water

Ian Hayes joins the meeting.  The well pump at DPW has been changed.  DPW well is up and running.  Emergency plan will be updated to reflect D.L. Maher as the company for DPW well repairs.  Water outage did occur because Muddy Beach could not keep up with demand over the Holiday weekend.  Outage occurred while the DPW well pump was being replaced, so outage was able to be minimized.  Discussion continues on Muddy Beach capacity and ability.  Improvements in available information due to SCADA improvements are discussed.  Discussion continues on protection for the DPW well and the need to upgrade that protection for the functioning of the water system.  Putting the well pump on a 10-year replacement plan is discussed.  Adding an additional source of water is recommended by Ian Hayes.  Having the well pump on hand saved the District a long-term outage.  On peak usage, Muddy Beach should be considered a 4-day supply. 

pH levels are discussed.  Last lab reading is 6.8.  Ian Hayes outlines that a pH meter in line from the DPW well site would be beneficial.  The repairs and cleaning of the chemical injection system will be done today.  Mike Smith makes a motion to have Ian Hayes attend the Annual Meeting.  Ron Sandstrom seconds.  Motion passed 2-0. 

Ian Hayes outlines the violations that DES can place on the District for low pressure in the Reinach zone.  Creating this pressure zone is primary importance for the water system. 

Ron Sandstrom questions the water rate at Rockhouse Mountain; Ian Hayes believes it is close to $1,100 annually.  Discussion ensues on cost of running the water system, VDOE historically has been below the average rate in NH.           

4. Administration

Mike Smith will hold a safety meeting today. 

Treasurer’s report for balances of all accounts is needed for the Annual Meeting.  Mike Smith makes a motion to have Nancy Cole put the material together.  Ron Sandstrom seconds.  Motion passed 2-0. 

Asset Management meeting is scheduled for Thursday, January 24 at 1 pm.  

Mike Smith makes a motion to approve payroll in the amount of $7,881.11.  Ron Sandstrom seconds.  Report and time cards are reviewed and discussed.  Motion passed 2-0. 

2019 Warrant is reviewed.  Updates to the wording on articles is reviewed and discussed.  The order of the warrant is discussed.  Moving the ballot questions to the beginning of the warrant is discussed.  Mike Smith makes a motion to move Articles 12, 13 and 14 to 4-5-and 6.  Articles 2 and 3 will be swapped.  Ron Sandstrom seconds.  Motion passed 2-0. 

Ron Sandstrom makes a motion to post the warrant on the website.  Mike Smith seconds.  Motion passed 2-0. 

Discussion is held on the update to the budgets, separating out the bonus line.  Total increase for the proposed 2019 budgets is 4.24% increase. 

Presentation for the budget hearing for Friday night is reviewed.  Kathy Koziell questions the format, questions/comments will be allowed.  Ron Sandstrom makes a motion to use the presentation Friday night.  Mike Smith seconds. Motion passed 2-0.    

5.  Accounts Payable

6.  Minutes

Mike Smith makes a motion to approve the minutes of 12-28.  Ron Sandstrom seconds.  Motion passed 2-0. 

Mike Smith non-pub 12-28. Ron Sandstrom 2-0. 

Mike Smith makes a motion to approve the minutes of 1-8.  Ron Sandstrom seconds.  2-0.    

7. Commissioners Reports

8. Signature Items  

Mike Smith makes a motion to sign the request for insurance status information for the 2018 audit.  Ron Sandstrom seconds.  Motion passed 2-0.

9. Correspondence

Adam Leiser has sent a request for discussion of the Little Loop project.  Mike Smith states no easements have been received.  Ralph Lutjen is handling the pricing.  Once easements are completed, pricing will be updated.  Mr. Leiser interrupts the meeting with questions and comments regarding this project. 

Adam Leiser has requested the back up documentation for the cost of the Muddy Beach tank replacement project under 91-A.  Information has been sent. 

NH Municipal Association has sent two Legislative Bulletins.  

10. Scheduled Appearances    

11.  Other Business   

NH DES water rate survey is reviewed.  Most recent survey found on the DES website is from 2015 and shows the average water rate in NH as $473.60. 

At 9:35 am Mike Smith makes a motion to adjourn the meeting.  Ron Sandstrom seconds.  Motion passed 2-0. 

Respectfully submitted,

Nancy E. Cole

Administrator

•

 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

January 8, 2019

The Board of Commissioners met at 8:00 am on Tuesday, January 8, 2019.  In attendance were Commissioners Mike Smith and Ron Sandstrom.  Also present were Kelly Robitaille (hwy) and resident 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.     

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 reports that the rear axle on the Terra Star is bent.  Repair estimate is $8,506.18.  Will check with Liberty if rear axle is covered under warranty; axle from International is over $6,000 of the estimate.  Terra Star is not being used so as to not incur more damage.  Mike Smith discusses potential for an insurance claim if there is no warranty.  Kelly Robitaille adds that the truck could be used in an emergency.  Mike Smith makes a motion to check with Liberty on warranty.  Ron Sandstrom seconds.  Motion passed 2-0.  Mike Smith makes a motion have Albany Service order the needed parts.   Ron Sandstrom seconds.  Discussion on determination of warranty.  Mike Smith amends motion to order parts and begin repairs if not a warranty repair.  Ron Sandstrom seconds amendment.  Motion passed 2-0 to allow up to $8,506.18 for repair if not covered under warranty.   

Sand has been received and salt delivery has been received. 

3. Water

Ian Hayes will be in next week.

4. Administration

A safety meeting will be scheduled for January.

Mike Smith outlines that compliments have been received on the monthly newsletter. 

Asset Management meeting will be held January 24th. 

Warrant for 2019 is reviewed.  Discussion is held on talking points for the budget hearing.  Including information that the Reinach tank project includes the Reinach pressure zone will be done.  Information on truck expenses for the 550 will also be included. 

Budget line items are reviewed for the 2019 proposed budget.  Ron Sandstrom reviews percentage increases.  Ron Sandstrom discusses establishing a line item for bonuses; adding that the additional clarity will help at the budget hearings.  Discussion on line items continues.  Highlight of increases in line items is done. 

Ron Sandstrom makes a motion to separate the bonuses from the salary line items.  Mike Smith seconds.  Motion passed 2-0.   

Articles proposed for funding from the existing loan authorized in 2018 and not expended are reviewed. 

Discussion on establishing the Water Extension Fund is held.  The NH DRA does not have this fund on the list of permanent funds; the proposed warrant article establishes the fund as well as authorizes the standard $50,000 withdrawal. 

Projected water rates are reviewed. 

Mike Smith makes a motion to pull information from DES on State average water bills.  Ron Sandstrom seconds.  Motion passed 2-0. 

5.  Accounts Payable

Mike Smith makes a motion to approve the manifest of 14 checks for a total of $10,916.36.  Ron Sandstrom seconds.  Checks and invoices are reviewed and discussed.  Motion passed 2-0.   

6.  Minutes

Minutes will be held for next week.   

Action on the Public Hearing outcome will be held until Ralph Lutjen returns. 

7. Commissioners Reports

Ron Sandstrom discusses loans for VDOE. 

Mike Smith makes a motion to obtain a price for an update to QuickBooks.  Ron Sandstrom seconds.  Motion passed 2-0.    

Mike Smith makes a motion to have the office look into Square D or some other credit card processing option for the VDOE to be able to accept credit cards.  Ron Sandstrom seconds.  Motion passed 2-0. 

Discussion on receipt of the tax check in December 2018 is held.  Check amount was $316,017.  The 2018 TAN loan has been paid off.    

8. Signature Items  

9. Correspondence

Third party electrical report has been received; $256 was saved.

NH Municipal Association has sent the Legislative Bulletin.  

10. Scheduled Appearances    

11.  Other Business   

At 9:06 am Mike Smith makes a motion to adjourn the meeting.  Ron Sandstrom seconds.  Motion passed 2-0. 

Respectfully submitted,

Nancy E. Cole

Administrator f

•

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 28th.  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