[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