[gview file="https://vdoe-nh.org/wp-content/uploads/2017/06/CM050917.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 9, 2017

The Board of Commissioners met at 8:00 am on Tuesday, May 9, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille and water operator Ian Hayes. 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 the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports on drainage concerns. Notice to property owners will be drafted to inform of the intent to place culverts. Replacing of the culvert at the intersection of Aspen and Grachen is discussed. A culvert on Burgdorf is higher than the ditch line and will need to be replaced. A culvert on Eidelweiss Drive near Thusis Beach is not functioning. The inlet, which is metal, has standing water. The outlet, which is plastic, has only a trickle coming through. Intent was to divert this water to the area in the center of the driveway/parking area for Thusis Beach. Kelly Robitaille is unsure the target area will contain the water. Ralph Lutjen discusses storm-water management review by the engineers for the Lugano drainage area and the Geneva drainage area. These areas take high amounts of storm water from roads and slopes above. A telephone call will be scheduled with Engineer Nick Sceggell to discuss this issue.
Tires that were picked up during Valley Pride Clean-Up are discussed. Coordinator of the event, Jay Buckley, left 6 tires at the DPW II building. Tire disposal costs $5 per tire at Frechette’s. Mike Smith makes a motion to dispose of the tires at Frechette’s Tire. Ralph Lutjen seconds the motion and the motion passed 3-0.
The specifications for the classification change to Class V from Class VI for Grachen Extension are discussed. The approved Warrant Article required creation of a cul-de-sac in accordance with the VDOE published road standards. The cul-de-sac at the end of a dead-end road is needed to allow the crew to deposit snow and turn around the trucks. Ralph Lutjen outlines that the Board should not accept the road until the specifications are met. Discussion to have the engineer review the road upon his next visit is held. Caution against spending funds on a petitioned article that did not raise or appropriate any funds is made. Ron Sandstrom discusses passing on expenditures to the appropriate property owners. The Warrant Article did not include placement of a betterment assessment onto the affected properties. Ron Sandstrom makes a motion to contact the lawyer for guidance on this matter next week. Mike Smith seconds the motion and the motion passed 3-0.
The location list for snowbank punch outs has been completed. Ron Sandstrom will add the list to the road portion of the Asset Management database.
Ralph Lutjen outlines the need to smooth the District entrance area so that spring garden work can be completed on the entry gardens.
Ron Sandstrom discusses filling of the pothole on Eidelweiss Drive near the District entrance.
Kelly Robitaille adds that the Terra Star repairs are completed. Work, with exception of a headlight that needed to be replaced, is covered under warranty.
Sand, salt and gravel supplies are good. Additional sand is being picked up at High Street Sand & Gravel. Fill is being brought to the pit on the return for additional loads of sand. Mike Smith makes a motion to appropriate up to $4,000 for sand with fill to be brought to the gravel pit. Ron Sandstrom seconds the motion and the motion passed 3-0.
Culvert marking posts are discussed. Markers are being straightened and/or moved back as needed.
5 picnic tables are needed for the beaches. Cost of tables will be looked into.

3. Water

Work is planned for placing the blow-off valve at the DPW well tomorrow. Additional isolation valves will be raised as needed. The valves near Thusis will be done after the valve at the dead-end of the line on Huttwil is repaired. All scheduled work is weather dependent. All bleeders are off. Water system flushing is scheduled and posted for this week.
Mike Smith discusses average use of 20,000 gallons per day by the bleeders; this is 0.82 gallons per minute. No substantial change in tank trends has occurred since shutting down the bleeders. An overall reduction in usage has occurred. Ian Hayes outlines that there is still a need to check for leaks within the system. The meters for Reinach have been ordered and are expected in three weeks. Leak detection by isolating areas and watching for changes in flow will follow installation of the meters. A list of valves to be turned will be submitted by Ian Hayes. Tom Therrien of Electrical Installation, the SCADA programmer, is expected in the District next week.
Request for a simple design of the lightning protection to be installed at Muddy Beach will be made to Electrical Engineer Lee Carroll. The down payment for the electrical work at the station was previously approved and will be included in next week’s manifest. Discussion is held on tracking anticipated installation and work completed dates on the action list is held. Ron Sandstrom makes a motion to add the target installation date for Muddy Beach transducers and Reinach meters to the Action List. Mike Smith seconds the motion. Discussion on the dates to use for these items ensues. Ron Sandstrom withdraws the motion. Mike Smith seconds the withdrawal. Mike Smith makes a motion to add July 1, 2017 to the Action List as the target date for installation of the Muddy Beach transducers with lightning protection. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to add June 15th as the target date for installation of the Reinach meters and SCADA to the Action List. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to add the July 1 for target date for the report on leak detection plan to the Action List. Ralph Lutjen seconds the motion and the motion passed 3-0.
Muddy Beach electric work may begin prior to Memorial Day. Ian Hayes reports that he believes Justin Montelin has all the necessary parts to begin the panel upgrade. Mike Smith makes a motion to have Nancy Cole check with the electrician on the status. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ralph Lutjen discusses outlining plans for work and status reports on the website.
A memo from David Maudsley regarding the water system and the recent discussion on leak detection and the overall status of the system is distributed and reviewed. Discussion regarding the statements within the document is held. Some statements are refuted with information regarding water mains that have been excavated which have rocks and other unsuitable materials in the trench and the shallowness of depth of many of the water lines. Though some have been replaced and properly installed, there are still water lines in the District which are not properly installed.
Capital improvements needed for the water system are outlined and discussed.
A quote has been received for replacing the locks at the pump houses. Ralph Lutjen questions if the lock mechanism will record entry; this will be checked on.
The water system budget is reviewed and discussed by line item.
The heater at the Summit station will be moved to the lower portion of the entry room. Dana Haley will be asked to quote this work.
Water service to the Lodge will be turned on. Dana Haley will be notified to turn on the water inside the building.

4. Administration

Ron Sandstrom makes a motion to send the updated job descriptions to legal counsel for review. Ralph Lutjen seconds the motion. Discussion is held on the necessity of this review. Motion is called to a vote and the motion passed 3-0.
Asset Management Committee members Nancy Cole and Tommy Gunn are scheduling a road review of all District roads with Kelly Robitaille. A meeting will be scheduled for next week to discuss the information and incorporate it into the Capital Improvement Plan being created.
The minutes of the Safety meeting held April 25 have been submitted.
A quote for programmable keypad locks has been received and reviewed.
The 2016 Management Discussion and Analysis is reviewed. The document has been updated to include the graphs required in the form; the last paragraph has been updated to the wording submitted by Ralph Lutjen that was approved last week. Ralph Lutjen makes a motion to approve the Management Discussion and Analysis as presented and submit to the auditor. Mike Smith seconds the motion and the motion passed 2-0 (Ron Sandstrom had stepped away).
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,047.60. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
April daily water usage report has been completed and is reviewed. Water usage is still high.
The contact phone list for District personnel has been updated and distributed.
The answering service call list will be updated as will the contact list available in the DPW trucks.
The certification for distribution of the water system Consumer Confidence Report required by NH Department of Environmental Services has been completed and submitted to DES.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 2 checks in the amount of $6,103.07. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of April 25 are reviewed. Mike Smith makes a motion to approve the minutes of April 25, 2017 as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen outlines that a representative from the State of NH Department of Environmental Services Volunteer Lake Assessment Program (VLAP) will be in the District later this morning to view the testing sites for the spring runoff stream water testing. As discussed last week, very high chloride levels were detected in runoff which flows towards Geneva Beach area and along Eidelweiss Drive side of Middle and Big Pea Porridge Ponds. These levels are the cumulative effect of the runoff from steep, paved roads at the higher elevations of the District and abutting towns. Ralph Lutjen adds that he is reviewing the storm water manuals recently obtained; very good information on controlling the effects of storm water on ponds and lakes by managing deposits within the runoff.
Ron Sandstrom reports that he has made progress on the asset management database; the culvert information can now be entered.
Ron Sandstrom requests a quote be obtained for an edge sign for over the mailboxes that would contain the VDOE website.
Ralph Lutjen discusses the option of reviewing the registration system for canoe rack spaces that was submitted by Andrew Harteveldt. This could be discussed at the EPOA meeting the end of May.
Ralph Lutjen reports that he received a comment regarding salaries and benefits from a resident.
Ron Sandstrom reports that he received a compliment on the plowing this winter.
Mike Smith makes a motion to sell the lodge. Ron Sandstrom seconds the motion. Discussion ensues on the building, repairs being done and additional repairs or alterations that could be made to the building. The downstairs could be opened up; the walls for the office were added after the building was originally built. Removal of trees at the entry way for the building is discussed. Mike Smith states that the trees could potentially be limbed instead of removed. The need for allowing sunlight onto the walkway to help keep the walkway clear of moss is discussed. Ralph Lutjen outlines the harm can be done to trees by cutting limbs. Ralph Lutjen questions the ability to sell the building. Demolition and replacement with a pavilion is outlined as an option. Mike Smith withdraws the motion.

8. Signature Items

Work order 1138 is presented. Mike Smith makes a motion to approve work order 1138 for electrical work at the Lodge not to exceed $2,600. Ralph Lutjen seconds the motion and the motion passed 3-0.
A letter to the petitioner for classification change for Grandval Way is presented. Mike Smith makes a motion to sign the letter to the petitioner for changing Grandval Way from Class VI to Class V with costs to be funded through a betterment assessment on the abutting properties outlining the need for advance funding of the required property title search in the amount of $4,000. Ron Sandstrom seconds the motion. Ralph Lutjen discusses meeting with the petitioning resident, Wesam Mahmoud, last Friday. Mr. Mahmoud was advised in person of all information, including the need for advance funding of the title search and notification mailing costs that is contained in the letter. Scheduling of a second informal meeting with the interested residents may be considered. Motion is called to a vote and the motion passed 3-0.

9. Correspondence

An email has been received from a resident who has stated that he has left his canoe on the ground next to the canoe racks as no spaces were available. Mike Smith makes a motion to inform the resident to remove the canoe; the designated area for storage of watercraft is in the racks. Ralph Lutjen seconds the motion and the motion passed 2-0-1 with Ron Sandstrom abstaining as he did not see the correspondence.
A 91-A request for the April water usage data has been received. The information has been sent.
Valley Pride day clean-up was completed and discussed previously.
Notice was received of a culvert header that has fallen into the ditch on Winnegon; this has been repaired.
A note was received with the water payment from resident Jill Bureau stating that residents are watching the spending of the appropriations which make up the water bill.
The monthly report from the third party electric provider has been received.
NH Retirement System has announced that penalties will be enforced after August 15, 2017 for payments not received by the 15th of the month; payments are currently considered on time if postmarked by the 15th.
NH Municipal Association has sent the Legislative Bulletin.

10. Scheduled Appearances
11. Other Business

The Board will meet at the Lodge at 8 am next week and begin the meeting with a review of the repairs completed and remaining.

12. Public Comments

At 10:40 am Ralph Lutjen makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator