[gview file="https://vdoe-nh.org/wp-content/uploads/2017/09/CM080817.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
August 8, 2017

The Board of Commissioners met at 8:00 am on Tuesday, August 8, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance was resident Adam Leiser. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

Ralph Lutjen makes a motion to approve the agenda. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to handle scheduled appearances first. Ron Sandstrom seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

The crew is working on Grison Road today. Part timer Tony Eldridge is in as a third person for this grading operation. The road edges were cleared of vegetation last week in preparation of today’s grading.

3. Water

The Reinach meter is now reading on the office SCADA computer. This was updated by SCADA programmer Tom Therrien.

4. Administration

As the highway crew is busy, the safety meeting will be rescheduled to next week.
The map of the isolation valve locations will be updated by Chad Roberge of Avitar/Terra Map.
The next Asset Management meeting is scheduled for August 22.
Attorney Chris Boldt has reviewed and approved the contract with the Sherriff’s Department for use of the cabana as a repeater station with updating the dates only.
The EPOA has requested use of the lodge Saturday, August 12 and Saturday, August 19. Mike Smith discusses the status of the deck replacement; questioning secondary egress. The deck on the upper level of the lodge does not have stairs; it is not a way out of the building. Secondary egress from the lodge is on the lower level deck accessed from downstairs. Discussion ensues on closing the lodge to use during construction. Mike Smith discusses restricting use of the lodge after Aug 20 until construction is complete.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 15 checks for a total of $54,603.91. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. The property-liability payment to Primex of $41,814.00 is discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of July 25 are reviewed. Mike Smith makes a motion to approve the minutes of July 25 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.
The minutes of August 1 are reviewed. Mike Smith makes a motion to approve the minutes of August 1 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.
The minutes of the August 1 reconvened session of 1 pm are reviewed. Mike Smith makes a motion to approve the updated minutes of the reconvened session of August 1 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen has completed an update to the strategic financial plans for the District. Details and the impact to the tax rate and water usage fee are discussed. The base information for this document is from the Asset Management Capital Improvement Plan (CIP) that is being developed. The operational budgets, with inflation rate forecasted, are also included. Discussion is held on the projects outlined and forecasted needs for the VDOE. An attempt to level the tax rate for a number of years at a reasonable rate is being made. The impact to the water usage fee will also be watched when needs of the water system are addressed. A review of the proposed projects, by year, for all aspects of the CIP should be completed.
Ron Sandstrom states that the asset management database has been updated. The benefit of having all system information with the ability to update is discussed. Project planning via the CIP development is discussed further. Ron Sandstrom makes a motion to move Little Loop to second on the priority list. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith discusses property owners paving prior to obtaining a driveway permit. Mike Smith makes a motion to alter the driveway permit fee to $500 is permit being applied for after work has been completed. Ron Sandstrom seconds the motion. Discussion ensues on the rights of the VDOE when persons do not comply with ordinances. Separating the driveway from the road when driveway is not properly permitted is discussed as a possible option. Updating the Ordinance to include separating a driveway when paved without a permit is discussed. Mike Smith withdraws the motion. Mike Smith makes a motion to send options to the attorney for review and guidance. Ron Sandstrom seconds the motion. Discussion continues on VDOE road rights. Mike Smith withdraws the motion. A legal guidance on VDOE road rights that was created by Attorney Dan Crean a few years ago is outlined by Nancy Cole. The document will be distributed for review by the Board.

8. Signature Items

A driveway permit for construction application for 4 Bristenstock has been received. Inspection has been completed. Mike Smith makes a motion to approve the Driveway Permit for Construction for paving at 4 Bristenstock Drive. Ron Sandstrom seconds the motion and the motion passed 3-0.
A driveway permit for construction application for 26 Diessbach Drive has been received. Inspection has been completed. Mike Smith makes a motion to approve the Driveway Permit for Construction for creation of a second driveway at 26 Diessbach Drive. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase orders 204 and 205 are presented. Purchase order 204 is for inspection of one 30,000-gallon tank at Reinach. Purchase order 205 is for inspection of one 30,000-gallon tank at Reinach and the 5,000-gallon tank at Jungfrau. Ralph Lutjen makes a motion to approve purchase order 205 for inspection of one 30,000-gallon tank at Reinach and the 5,000-gallon tank at Jungfrau in the amount of $9,350. Ron Sandstrom seconds the motion. Discussion is held on the options for inspecting one or both tanks. Motion is called to a vote and the motion passed 3-0. Purchase order 205 is signed and will be sent to Mass Tank. Purchase order 204 is marked Void.
Purchase order 206 is presented. Mike Smith makes a motion to approve purchase order 206 for backhoe repairs in the amount of $390.50. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Electrical engineer Lee Carroll has sent the report on the electrical needs of the VDOE water system for lightning protection. Mike Smith makes a motion to obtain an estimate for the upgrades recommended by Lee Carroll. Ralph Lutjen seconds the motion and the motion passed 3-0.
Placement of a Free Little Library within the District has been requested. Mike Smith makes a motion to request a design for the box. Ralph Lutjen seconds the motion and the motion passed 3-0.
Construction for Class VI Alpenhof beyond the intersection with Lucerne has been questioned. Resident was informed the access is being created under an approved driveway permit with Class VI road waiver.
The water line at 28 Interlaken has been replaced. Water service to the property has been restored.
A question on Reinach Place road work has been received. The resident was informed that additional work will be done in the area to address the concern regarding the road edge.
NH Retirement System has sent a reminder notice that penalties will now be assessed on any late entry or payment due to the retirement system.
NH Municipal Association has sent the News Link.
The Madison Police have discussed the concern for speeding that was raised by the resident at 32 Oak Ridge with the resident. The speed RADAR sign could be used in the area for data collection on the speed of vehicles going up Oak Ridge Road. The posted speed limit of 20 mph is discussed; the lowest enforceable limit allowable under statute for the police is 25 mph.
A Madison resident has requested placement of a ‘loon lift’ near the dry hydrant on Big Loop Road. This would be a structure attached to a tree that would need to be removed for the winter months and installed each spring when the loons return to nest. Mike Smith makes a motion to have the resident approach the Loon Society with the idea. Ron Sandstrom seconds the motion and the motion passed 3-0.

10. Scheduled Appearances

Adam Leiser of 4 Little Loop has come to the meeting to discuss a proposed design for his driveway area. The driveway to his property is washed out regularly from water from the road during rain. He would like to make sure that the design for Little Loop, as it is developed, works with the design for his property. Mr. Leiser would like his engineer to be able to review the property design with the VDOE engineers designing Little Loop drainage reconstruction to avoid any potential conflicts with the designs when constructed. Mike Smith makes a motion to have the office contact engineer Nick Sceggell and Paul Fluet for coordination of design for Little Loop Road. Ralph Lutjen seconds the motion and the motion passed 3-0. Mike Smith outlines to Mr. Leiser that the design for Little Loop Road is expected from the VDOE engineers by December 1. Adam Leiser will send the design he has received from his engineer to the office for sending to the VDOE engineers. The need to bring the design and construction costs as a warrant article for approval by the voters at the VDOE Annual Meeting next February is discussed.

11. Other Business
12. Public Comments

At 9:31 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator