[gview file="https://vdoe-nh.org/wp-content/uploads/2017/08/CM071817.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
July 18, 2017

The Board of Commissioners met at 8:00 am on Tuesday, July 18, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Jeff DeMartino (hwy) and Treasurer Dinah Reiss. 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 reviews options for replacement of the speed bumps. A new version, which attaches to the pavement in a more effective manner, has been priced at $293 for each 10-foot span. Four sections would be needed. Mike Smith makes a motion to approve up to $1,200 for speed bumps. Ron Sandstrom seconds the motion. Discussion ensues on holding purchase for next year. Jeff DeMartino adds that each time the current speed bumps have a bolt come loose; the entire strip has to be re-installed. Motion is called to a vote and the motion passed 3-0.
Kelly Robitaille reports that work on Grachen continues. A belt has broken on the backhoe; repair is being done.
The F-550 is at Macdonald Motors for a recall correction.
Grison and Burgdorf are holding at this time with the recent rains.
Jungfrau is discussed. The proposed culvert outlet onto the vacant lot at #10 has been discussed with the property owner of #8 and #12. Kelly Robitaille has taken a picture of the proposed outlet location that will be sent in correspondence to the abutting property owners.
The meeting with Dan Harris of RealGreen Services held last week is discussed. Kelly Robitaille outlines that the visit with Dan Harris was not as productive as it could have been due to a prior visit to the District by Mr Harris for a road review that was completed with Mark Graffam. Dan Harris was prepared to demonstrate the spraying equipment for treating salt prior to storing in the salt tent. Lack of an area where salt could be spread to be sprayed was outlined to Dan Harris. Mr. Harris was not prepared with information on the option of the saddle bag delivery system for brine as that was not within the discussion with Mark Graffam. Discussion is held on the Eidelweiss Property Owner’s Association (EPOA) looking into options that could reduce total salt usage on VDOE roads for protection of the ponds. Any resident would have the right to contact any company for information that could be beneficial. Overall, the meeting was productive. Dan Harris will send the cost for 2-ton of pre-treated salt that the VDOE could use to test effectiveness. Ralph Lutjen adds that the EPOA is interested in protecting the ponds; they are not a decision-making body for District business. Mike Smith states that Ralph Lutjen should have disclosed the meeting between Dan Harris and Mr. Graffam prior to the meeting with Mr. Harris by the Board. Mike Smith makes a motion to have two (2) Commissioners be in attendance at any meeting with a VDOE vendor. Ron Sandstrom seconds the motion. Discussion ensues on the ability of one Commissioner to meet with a vendor while initialing reviewing a project. Mike Smith withdraws the motion. Ralph Lutjen discusses giving the treated salt a try; if effective a Warrant Article could be proposed to purchase the appropriate delivery system for the brine. Cost estimates for all options will be pursued.
Kelly Robitaille adds that Tony Eldridge will be in tomorrow night to grade Grachen. The culverts have been installed.
Ron Sandstrom makes a motion to add a Non-Public Session to the agenda pursuant to RSA 91A for reputation and property to the agenda. Ralph Lutjen seconds the motion and the motion passed 3-0.

3. Water

The information received from Mass Tank is discussed. Ian Hayes is questioning ability to use a 5,000-gallon temporary tank at Chocorua – there is not enough level ground available. Verifying the DPW pump will be able to supply the temporary tank at the higher elevation of the driveway to the station has also been recommended. Ian Hayes also questioned if the engineers would recommend a 5,000-gallon tank for the replacement at Muddy Beach or if a larger tank would be recommended to increase total storage capacity. Additional input from both Ian Hayes and the engineers is needed prior to ordering the new tank. Ralph Lutjen outlines that a full proposal for inspection of the remaining tanks and lining, if recommended, of all tanks for the 2018 Warrant is also needed. Mike Smith makes a motion to have Nancy Cole follow up with Mass Tank regarding engineering review of proposal and tank design. Ralph Lutjen seconds the motion and the motion passed 3-0.
Water Interruptions have been posted for placing of the new meters at Reinach this week and leak detection for the next two weeks. The notices were emailed through the website. Dinah Reiss states she did not receive an email. This will be checked on.

4. Administration

The motion log has been distributed and is reviewed.
Review of the updated highway department job descriptions has been completed by the Attorney. Mike Smith makes a motion to adopt the updated Highway Foreman job description. Ralph Lutjen seconds the motion and the motion passed 3-0. Mike Smith makes a motion to adopt the updated Highway Laborer job description. Ralph Lutjen seconds the motion and the motion passed 3-0.
Treasurer Dinah Reiss discusses the monthly cash flow report. Dinah Reiss states she has moved $42,000 from the water usage account to the operating account for the Muddy Beach Warrant Article. $55,000 remains available on the TAN loan. $352 has been accrued in interest. An increase in the TAN interest budget line for 2018 may be needed. Increasing the retained amount of unassigned fund balance is recommended for consideration. Updating the Unassigned Fund Balance Policy to $200,000 is suggested. Not using unassigned funds to offset the tax rate or on warrant articles until the $200,000 level is reached is also recommended.
The proposal for the Reinach Pressure Zone has been received from the engineers. The survey cost is $2,000. The engineering and design will be $16,500 as approved. Ralph Lutjen makes a motion to accept the engineering proposal for the survey for the Reinach Pressure Zone. Mike Smith seconds the motion. Ralph Lutjen moves to add funding to come from the Water Extension fund to the motion. Mike Smith seconds the amendment and the amendment passed 3-0. Motion, as amended, is called to a vote and the motion passed 3-0.
Water billing status is reviewed. Total outstanding is $11,648.00. The 90-day overdue late fee of $100 will be charged August 1. Total collected through July 14 is $215,619.
Jay Buckley has located three curb stop valves from the remaining no find list; now at 11.
The Asset Management Committee will meet this afternoon.
Dinah Reiss requests information on new valves installed for entry into the asset management database and for addresses of any curb stop valves that have been repaired. Mike Smith makes a motion to notify Ian Hayes to submit paperwork on the valves with his next invoice or payment may be withheld. Ralph Lutjen seconds the motion and the motion passed 3-0.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,524.78. 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.

5. Accounts Payable
6. Minutes
7. Commissioners Reports

Ralph Lutjen discusses the Lodge stairwell. Ron Sandstrom makes a motion to get a quote from Norm Garside for placement of a railing on the interior of the stairs. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith discusses completing the paneling around the main room if funds are available within the Lodge Warrant Article.
The septic at the lodge is discussed. Location, last pumped date and other information regarding the septic is unknown. Mike Smith makes a motion to approve up to $1,000 to locate and inspect the septic tank at the lodge. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith requests follow up on removal of the old phone lines from the pole at Oak station and have the lines removed from Muddy Beach also.
Mike Smith makes a motion to send a letter to the property owner of 26 Diessbach to either apply for a driveway permit for construction or close the second driveway as was stated as the intent when questioned last year. Ralph Lutjen seconds the motion and the motion passed 3-0.

8. Signature Items

Driveway permit for construction for 1Lucerne is presented. Mike Smith makes a motion to approve the Driveway Permit for Construction for 1 Lucerne Drive. Ralph Lutjen seconds the motion and the motion passed 3-0.
Driveway permit for construction for 15 Lucerne is presented. Mike Smith makes a motion to approve the Driveway Permit for Construction for 15 Lucerne Drive. Ralph Lutjen seconds the motion and the motion passed 3-0.
Work order 1140 is presented. Mike Smith makes a motion to approve work order 1140 for placement of culverts on Jungfrau Road. Ralph Lutjen seconds the motion and the motion passed 3-0.
Purchase order 198 is presented. Mike Smith makes a motion to approve purchase order 198 in the amount of $1,500 for purchase of culverts for Jungfrau Road. Ron Sandstrom seconds the motion and the motion passed 3-0.
The job descriptions previously approved are signed.
Draft letter to Madison Fire is presented. Mike Smith makes a motion to sign the letter to the Fire Department regarding access to VDOE buildings in case of emergency. Ralph Lutjen seconds the motion and the motion passed 3-0.
Draft letter to Electrical Installation is presented. Mike Smith makes a motion to sign the letter to the EII office regarding the overdue status of the chemical injection room drawing. Ron Sandstrom seconds the motion and the motion passed 3-0.
Draft letter to Mark Graffam is presented. Mike Smith makes a motion to sign the letter to resident Mark Graffam responding to his email regarding drainage. Ron Sandstrom seconds the motion and the motion passed 3-0.
Draft letter regarding Amden Place is presented. Mike Smith makes a motion to sign the letter regarding the undeveloped status of Amden Place as an existing road. Ron Sandstrom seconds the motion and the motion passed 3-0.
Draft letter to the property owner of 14 Blinden is presented. Mike Smith makes a motion to sign the letter to the property owner of 14 Blinden regarding need for filed easement documentation regarding discharge of the owner installed culvert towards neighboring property. Ralph Lutjen seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the pH and bacteria test results for July; clean and in compliance.
Granite State Analytical has sent the beach testing results; all below limits.
Electrical Installation Inc has sent the service technician hours to date under the existing contract. 32 hours of service are included in the contract; 33 hours to date have been accrued.
NH Department of Environmental Services (DES) has sent information regarding beach testing, advisory postings and closing of beaches based on bacteria test results.

10. Scheduled Appearances

Dinah Reiss requests follow up with the Attorney regarding the ability to take a general obligation loan for a water system project.

11. Other Business

An email to the Madison Police is reviewed. Mike Smith makes a motion to approve sending of the email regarding the removal of the POW flag to the Madison Police. Ralph Lutjen seconds the motion and the motion passed 3-0

12. Public Comments

At 9:31 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91 A-3, II (d) property and (c) reputation. Ron Sandstrom seconds the motion. Motion is called 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:

Ron Sandstrom makes a motion to send a letter to Mark Graffam stating that due to budget reasons, the District will not pursue purchase of the lot this year. If lot is put on market and does not sell, District will consider purchase next year. Mike Smith seconds the motion and the motion passed 3-0.

At 9:58 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion is called via roll call Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/08/CM071117.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
July 11, 2017

The Board of Commissioners met at 8:00 am on Tuesday, July 11, 2017. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Gloria Aspinall, water operator Ian Hayes (8:30 am) and Carl Horstmann of Mass Tank (9 am).

At 8:01 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 the motion and the motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the roads held well during the 4.5”-5” rain storm over the weekend. Some rippling and minor shoulder washouts occurred and will be addressed. No major washouts occurred. Most areas that sustain damage are on the Reinach side and are roads that are targeted for ditch work this summer. Discussion is held on the DPW continuing to work the roads as they have been doing the last two years – the results of the work show.
Kelly Robitaille states that work is continuing on Grachen. Ditching and cutting back of slopes has been done. The culvert at Winnegon was cleaned. Two additional culverts will be installed and the culvert at Grachen Extension replaced prior to final grading and graveling of the road. Mike Smith makes a motion to approve a purchase order in the amount of $5,000 for gravel. Ralph Lutjen seconds the motion and the motion passed 2-0.
Discussion is held on Jungfrau Road. The property owner at #8 has reviewed the proposed culvert changes at his property and given verbal approval. A picture will be taken of the proposed outlet for the new culvert on the vacant lot that would be #10 which will be sent to the property owners of both #8 and #12 Jungfrau prior to installation.
Kelly Robitaille adds that Grison Road will be ditched and graded following Grachen. Jungfrau will be scheduled for the fall.
Kelly Robitaille reports that the backhoe needed a new front tire. A purchase order will be created once the cost is known.
Two estimates, one for shimming and one for reclaiming, have been received for Chocorua View Drive. Reclaiming of this road is recommended. The cost between the two options is less than $25,000; it would not be cost effective to patch and shim.
The removal of the POW Flag by a resident is discussed. The flag unfortunately did not fly on July 4th as a result of the unauthorized removal. Kelly Robitaille reported the removal to the Madison Police; a possible charge of criminal trespassing could be filed. Mike Smith makes a motion to turn the matter over to the Madison Police for action. Ralph Lutjen seconds the motion. Discussion ensues on sending of a letter from the Board with a copy to the police. Motion is called to a vote and the motion failed 1-1 with Ralph Lutjen against police action in this matter. Ralph Lutjen makes a motion to request the police send a letter or visit the resident stating the seriousness of the matter. Mike Smith seconds the motion and the motion passed 2-0.
Discussion is held on locks for the buildings. Nancy Cole reports that the locksmith stated the locks would be in next week.

3. Water

Ian Hayes requests access to the garage side of DPW II. This is where the cones and signage are being stored that the water department also uses. Ralph Lutjen makes a motion to allow Ian Hayes access to the DPW II garage. Mike Smith seconds the motion and the motion passed 2-0.
Ian Hayes reports the meters for the Reinach station have been received. The meters will be installed next week. An interruption of water service will be posted. All attempts will be made to minimize the outage time. Tom Therrien will be in to program the meters to the SCADA system.
Beginning the week of July 24, leak detection will be done on the water system. Outages will be posted. Leak detection will be done beginning in dead end sections of the water system. Granite State Rural Water is scheduled to be in to check water mains in suspect zones July 26. The order of isolation valves to be turned is reviewed. Smaller zones will be tested first. All valves that will be turned have been used in that last two years.
Mike Smith makes a motion to send the list to Paul Fluet and Nick Sceggell. Ralph Lutjen seconds the motion and the motion passed 2-0.
Tanks are discussed with Mass Tank representative Carl Horstmann. Inspection of tanks includes analysis of thickness, pitting, and corrosion. The tanks are cleaned prior to inspection. Lining of a tank is a separate schedule from inspection. Carl Horstmann recommends cleaning and inspection of tanks be done every five (5) years. Lining of a tank has been shown to add an average of 30 years to the tanks useful life. Discussion is held on the intent to inspect two tanks this year, one 30,000-gallon tank at Reinach and the 5,000-gallon tank at Jungfrau. Carl Horstmann outlines that the tank would be cleaned and inspected in one day. The tank would then be chlorinated and tested prior to being put back in service. Three days is the average time that a tank would be off line for this process. Cost would be estimated at $3,500 - $6,000 per tank.
Discussion is held on the need for a temporary water tank to be installed at Jungfrau prior to taking the tank off line. Carl Horstmann outlines that supplying of a temporary tank increases all estimated prices.
Scheduling of inspection of one Reinach tank and the Jungfrau tank for September is discussed.
Ian Hayes discusses the need to have Muddy Beach on line prior to taking Jungfrau out of service. Purchase of a 5,000-gallon tank that could be used as the temporary tank at Jungfrau, possible use at Chocorua station and then installing the tank at Muddy Beach to replace the existing tank is discussed as an option. Carl Horstmann advises a tank order would be 6-8 weeks for delivery. Cost is estimated at $17,000 depending upon fittings needed. Ralph Lutjen makes a motion to appropriate $38,000 for inspection of two tanks and purchase of a 5,000-gallon temporary tank. Mike Smith seconds the motion. Discussion on funding is held. Ralph Lutjen moves to amend the motion to include funding from the Water Extension Fund. Mike Smith seconds the amendment and the amendment passed 2-0. Motion, as amended, is called to a vote and the motion passed 2-0.
Discussion on specific set up of the 5,000-gallon tank is held. Carl Horstmann states that Mass Tank has saddles available that the VDOE could use while the temporary tank is in service at Jungfrau. Replacement of the Muddy Beach tank with the new tank upon completion of need for a temporary while tanks are being inspected, cleaned and/or lined is discussed.
Carl Horstmann of Mass Tank will send a proposal for the items discussed.

4. Administration

June water usage report is reviewed. Water usage is still high.
Norm Garside of Garside Construction has quoted the work needed on the decks at the lodge. Ralph Lutjen makes a motion to approve the proposal for the work on the decks at the lodge in the amount of $7,800 with all deck boards to be replaced. Mike Smith seconds the motion and the motion passed 2-0.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 11 checks in the amount of $2,108.06. Ralph Lutjen seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

6. Minutes

The minutes of June 13 are reviewed. Mike Smith makes a motion to approve the minutes of June 13 as presented. Ralph Lutjen seconds the motion and the motion passed 2-0.
The minutes of June 19 are reviewed. Mike Smith makes a motion to approve the minutes of June 19 as presented. Ralph Lutjen seconds the motion and the motion passed 2-0.
The minutes of July 5are reviewed. Mike Smith makes a motion to approve the minutes of July 5 as presented. Ralph Lutjen seconds the motion and the motion passed 2-0.

7. Commissioners Reports
8. Signature Items
9. Correspondence

Granite State Analytical has sent the results of the re-test for Muddy Beach Well #2. The well is clean.
A request for use of the Lodge on July 29 has been received from Jay Buckley. Intent is to hold an open session regarding property and personal safety with the Madison Police Chief Ted Colby. Mike Smith makes a motion to approve Jay Buckley’s request for use of the Lodge on July 29. Ralph Lutjen seconds the motion and the motion passed 2-0.
The Loon Society has sent status information on NH loons – 9 chicks this year with 10 nests remaining.
July 3 and 4 as official holidays for the District was questioned by resident Mark Graffam.
Discussion is ongoing with Town of Madison Code Enforcement and Health Officer Bob Boyd regarding a failed septic on Huttwil Drive.
NH Municipal Association has sent the Legislative Bulletin and News Link report.

10. Scheduled Appearances

Gloria Aspinall discusses the speed bumps. Request to consider replacing the current speed bumps with newer ones available which adhere to the road better is made. Kelly Robitaille will price for consideration.
Discussion is held on purchasing locking toilet paper roll holders for the outhouses. Rolls of toilet paper have been taken recently. These will be priced for consideration.
Ralph Lutjen asks Gloria Aspinall to work on a history of the VDOE that could be put on the website. Gloria Aspinall states that she is working on a history of the area for the Madison Historical Society which she will share with the VDOE.

11. Other Business

Contact from Sheriff Domenic Richardi regarding renewal of the agreement for use of the room in the cabana as a station for emergency services has been received. Mike Smith makes a motion to send the updated agreement to Attorney Chris Boldt. Ralph Lutjen seconds the motion and the motion passed 2-0.

Residents came to retrieve two kayaks that were left on the rack last fall. Only one kayak remained; a red kayak had been retrieved by another resident in April. That was the only red kayak the VDOE had removed last fall. The possibility that the resident who claimed the red kayak received a craft that was not his is discussed. The residents had a check made out for retrieving two kayaks and were only retrieving one. The check was pre-made out and in the incorrect amount. The residents were allowed to retrieve the kayak without paying a fine. Discussion is held on waiving the fine in this instance for the residents. Ralph Lutjen makes a motion to waive the fine for retrieval of the one kayak. Mike Smith seconds the motion and the motion passed 2-0.

12. Public Comments

At 9:56 am Mike Smith makes a motion to recess the meeting until 11 am for meeting with Dan Harris of RealGreen Services of Moultonborough. Ralph Lutjen seconds the motion and the motion passed 2-0.

At 11:00 am the meeting was not reconvened secondary to lack of a quorum of Commissioners present. Meeting is adjourned.

Respectfully submitted,

Nancy E. Cole
Administrator