[gview file="https://vdoe-nh.org/wp-content/uploads/2017/09/CM082917.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
August 29, 2017

The Board of Commissioners met at 8:00 am on Tuesday, August 29, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille, Treasurer Dinah Reiss, residents Gloria Aspinall and Mark Graffam. 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. Ron Sandstrom makes a motion to add a non-public session for contract renewal. Ralph Lutjen seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the piles on Grison are being removed. Approximately ten (10) 20 MPH signs have been counted in the District. If new signs are ordered, 15 are recommended. A price will be obtained. Discussion is held on enforcement ability and the option of completing a road survey. Mike Smith makes a motion to contact Chief Colby for discussion on speed enforcement and a road survey in the District. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille discusses flying of the POW/MIA Flag. Protocol for the Flag is reviewed; you may choose to fly it all the time or fly it only on the listed dates. Mike Smith makes a motion to fly the POW/MIA flag daily. Ron Sandstrom seconds the motion. Ralph Lutjen discusses impact of the Flag when it is only flown during the specified periods. Kelly Robitaille reads an excerpt outlining a strong recommendation to fly the POW/MIA Flag at all times in support of those families whom are still waiting to learn the whereabouts of a family member. Motion is called to a vote and the motion passed 2-1 with Ralph Lutjen against flying the POW/MIA Flag daily. Kelly Robitaille states that the week of Sept 11 – 15 is scheduled for asphalt work. Aspen will be targeted for work. Shimming on Eidelweiss Drive and other patchwork will also be scheduled. Crack sealing will be scheduled for Sept and Oct. All work being done currently is a patch, not a full repair. Funding and the need for work on the VDOE roads are discussed. Renting of a compacting roller for asphalt work is discussed. The roller will cost $1,600 for one week; $1,275 for 3 days. Delivery fee is $375. Discussion on time owed to VDOE from MB Tractor for rental of a roller is held. Kelly Robitaille outlines that the roller quoted for asphalt work is a different size than the roller rented previously. The 2-weeks owed to the District from MB Tractor would be targeted for next year planned work on Upper Lakeview Drive. MB Tractor will be approached for use of the owed time with this rental. Mike Smith makes a motion to approve rental of the roller for 3 days using 3 of the 10 days owed to the District. Ron Sandstrom seconds the motion and the motion passed 3-0. The estimate for asphalt for the intended work is $3,000. The need for a purchase order is discussed. Kelly Robitaille adds that there is $4,250 remaining in the asphalt line item. Estimates will be finalized for next week.
A class on gravel roads, drainage, and watershed protection is available and Kelly Robitaille would like him and Jeff DeMartino to attend. Mike Smith makes a motion to approve up to $100 for attendance at the Gravel Roads, Drainage, and Watershed Protection class. Ralph Lutjen seconds the motion and the motion passed 3-0.
Kelly Robitaille outlines that the estimated cost for contracting the Aspen asphalt work is $3,000. The area to be paved is 60’ x 18’. Ralph Lutjen makes a motion to approve repair to Aspen asphalt not to exceed $3,000. Ron Sandstrom seconds the motion and the motion passed 3-0.
Kelly Robitaille adds that Little Loop Road is an issue for the DPW; the engineering being completed is needed.

3. Water

Ian Hayes next appearance will be September 12.
SCADA programmer Tom Therrien will be scheduled for a meeting with the Board.
Discussion is held on replacement of a service line and curb stop valve on Geneva.
A resident on Lakeview Drive has sent early notification for seasonal water shut off.
A single line drawing for Muddy Beach piping was received this morning and is distributed.
Discussion ensues regarding the need for conclusion on water leaks and checking the system.

4. Administration

The motion log is reviewed and discussed.
The Asset Management Committee met last week. The Capital Improvement Plan for roads was worked on; an update will be sent out. The next meeting will be focused on setting priorities for the water system and is scheduled for September 26 at 1 pm.
Mike Smith makes a motion to have Ian Hayes attend the Asset Management meeting September 26. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith states that three dates have been scheduled with Ian Hayes for locating curb stop valves. Dinah Reiss will schedule time for entering culvert information into the asset management database.
The Warrant Article list and status has been added to the action list.
The document created by Attorney Dan Crean regarding the VDOE’s rights as related to roads and the 10-foot right-of-way has been distributed. Ralph Lutjen discusses operating within the guidelines within the document. The document clarifies that the District does indeed have the authority to separate a driveway from a road when the driveway is not in compliance with the Driveway Ordinance and is causing road damage. Use of the memo by Attorney Crean as an educational outreach to property owners regarding the rights of the District is discussed. Ralph Lutjen states that he would be in favor of removal of 10 feet of pavement on any driveway which is paved without a permit for protection of the road. Updating of the Driveway Ordinance is discussed. Discussion on adding a penalty for paving prior to obtaining a permit is held. The need for a public hearing to update an Ordinance is outlined. Penalties and fines are assessed by the Court, not the municipality. Discussion continues on the right of the VDOE to protect the roads. Discussion with homeowners regarding the right to remove any non-permitted pavement within 10 feet of the road and exercising this right when needed should be held. Adding a cost if the permit is applied for after a driveway has been paved is discussed. Mike Smith makes a motion to have a draft of the Driveway Ordinance created which includes a $250 application fee if the permit is applied for after the work is completed. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to draft a letter to the three local paving companies regarding the Districts position that up to 10 feet of pavement may be removed when a driveway is paved without a permit. Ralph Lutjen seconds the motion and the motion passed 3-0.
The drafts for the proposed alternatives for changes to the Beach Ordinance are presented. Ralph Lutjen outlines that the Board should support one of the options but discuss all three at the public hearing. The adoption of a registration system for canoe rack spaces is discussed; this option is favored by Ralph Lutjen. Establishing a fee for registration is discussed. Ralph Lutjen makes a motion to recommend the registration option with a fee of $10. Ron Sandstrom seconds the motion. Discussion on the dollar amount for the fee is held. Mike Smith recommends $50, stating that $100 could be considered. A registration form will need to be developed. Ralph Lutjen moves to amend the motion to a fee of $25. Ron Sandstrom seconds the amendment. Amendment passed 3-0. Motion, as amended, is called to a vote and the motion passed 3-0. Ralph Lutjen makes a motion to bring all three options to the public hearing October 14 with recommendation for establishing a registration system form with fee. Ron Sandstrom 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 $5,659.78. Ralph Lutjen seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
The status of the 2017 water billing is reviewed. $7,998 remains uncollected.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 2 checks in the amount of $452.20. Ralph Lutjen 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 August 8 are reviewed. Mike Smith makes a motion to approve the minutes of August 8 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.
The minutes of August 15 are reviewed. Mike Smith makes a motion to approve the minutes of August 15 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.
The minutes of August 22 are reviewed. Mike Smith makes a motion to approve the minutes of August 22 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen outlines concerns with the amount of engineering work that is outstanding. The list of approved items is reviewed. A request for a delivery date of October 31 is discussed. A call will be made to the engineers at the end of this meeting.
Ralph Lutjen discusses funding for the capital improvements needed within the VDOE. Financing many projects with one, long term long is discussed. The concept was discussed with Bank of NH, who recommended a three-year draw down period with 12 year repayment. During the three-year draw down, the payment would be interest only on the disbursed funds. This would allow larger projects to be financed through the loan while smaller projects are funded within the budget or other warrant articles. A re-payment schedule is reviewed based on an original loan amount of $500,000 and $600,000. Loans of this size, with a three-year time period during which the larger dollar projects would be completed, would allow for major capital improvements to be done in an organized manner while leveling the tax rate. The benefit to the District is many-fold; complete needed improvements to roads, increase watershed management for protection of the ponds, level the tax rate, reduce future damage to plow equipment, reduce future repair costs. The other option for funding is to deposit funds into capital reserve funds annually and propose projects as funding is available as outlined within the capital improvement plan draft. A review of historic data for road expenditures from the VDOE asset database maintained for the annual audit is done. This data shows the large amount of funds spent on roads that are not yet correctly repaired. Continuing to proceed in this manner is not advisable. The project details will need to be put together; organizing projects so that the work being completed is manageable. Combining projects for reduced contractor activation and equipment moving charges will be done where appropriate.
The Lee Carroll report for lightning protection and electrical improvements for the water system is discussed. Report is detailed and combines recommendations with some needed upgrades. Creation of a ‘to do’ list from the report is discussed. Updates needed for items not up to code are to be listed separately from recommendations for other upgrades.
A boat in the Huttwil parking lot is discussed. The plate number will be turned over to Madison Police and the boat will be posted. Mike Smith makes a motion to create a form for requesting permission to use the Huttwil lot for parking that includes the registration number, description of vehicle/trailer, contact information and dates during which vehicle/trailer will be parked. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith discusses emails regarding trash dumps. The DPW workers may not see every chips bag in a bush. A call to action via email by a resident on Klausen to clean up a trash dump near the scenic overlook was made Saturday, residents cleaned the area and Jerry Mosher took the trash to the dump. Well done!

8. Signature Items

Purchase order 207 is presented. Mike Smith makes a motion to approve purchase order 207 in the amount of $800 for purchase of a catch basin for the new culvert on Eidelweiss Drive. Ralph Lutjen seconds the motion and the motion passed 3-0.
Purchase order 208 is presented. Mike Smith makes a motion to approve purchase order 208 in the amount of $275 for grader blades. Ralph Lutjen seconds the motion and the motion passed 3-0.
The permit applications for Grison and Burgdorf have been received from the engineers.*
Mike Smith makes a motion to sign the permit application for Grison Road as completed by the engineers. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign the permit application for Burgdorf Drive as completed by the engineers. Ron Sandstrom seconds the motion and the motion passed 3-0.
*as each permit application has 6 copies; the documents will be signed, as approved, after this meeting by Chair Mike Smith.

9. Correspondence

Granite State Analytical has sent the weekly beach bacteria testing results; all clean.
An occupancy survey highlighting water usage figures has been received. Survey counts cars in driveways to determine number of properties occupied during a given time such as Memorial Day weekend. Difficulty in basing any occupancy rate on car counts is discussed. Report summarizes a continued water loss within the system due to undetected leaks.
Discussion ensues on the addition of meters to each zone to determine standard usage within that area. This will allow identification of any increases in any given section of the water system and is the best means of identifying leaks versus usage.
The resident at 30 Saint Moritz has contacted the office and stated that water run-off from the road is washing out his septic system behind his house. Mike Smith makes a motion to have the engineer review the property with the Board of Commissioners. Ron Sandstrom seconds the motion. Discussion ensues on having the property owner supply additional information regarding the basis of the claim that the water behind his house is coming from the road. Discussion on having the engineer review when next in the District is held. Motion is called to a vote and the motion passed 3-0.

10. Scheduled Appearances

Gloria Aspinall discusses a Loon Society meeting that she and Commissioner Mike Smith attended last week. A portion of the presentation was focused on the damage caused to loons by monofilament fishing line, lures, hooks, nets and especially lead sinkers. The next day, while at Boulder Beach to clean the rest room, she found a line, net and sinkers that were left on the beach. Mike Smith makes a motion to invite the Loon Society to give a presentation in Eidelweiss regarding loons. Ralph Lutjen seconds the motion and the motion passed 3-0. Mike Smith discusses that another portion of the presentation dealt with the lack of loons on Squam Lake for five consecutive years. A study group has discovered that the lake is contaminated. The need to protect the ponds to keep the loons as well as protect the loons when they are here is discussed. Education on the damage that can be caused by lead sinkers, which are illegal to use, is needed. Gloria Aspinall highlights finding monofilament fishing line and hooks at three different beaches this summer.

11. Other Business

Mike Smith makes a motion to approve the ‘little library’ box design as submitted by resident Andrew Harteveldt with box to be mounted to the bus stop shed at Huttwil. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ron Sandstrom requests a quote be obtained for re-shingling the roof over the mailboxes.
Mike Smith requests obtaining a date for pouring of the concrete pad behind DPW II.
Ralph Lutjen discusses supporting the edge of the drive area of DPW II to protect the wetlands. Kelly Robitaille will be informed.

12. Public Comments

At 10:10 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (c) contract negotiations. Ron Sandstrom seconds the motion. Motion is called via roll call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Motions and votes of non-public session:

Ralph Lutjen makes a motion to send the renewal contract as amended to Ian Hayes. Mike Smith seconds the motion and the motion passed 3-0.

At 10:40 am Ralph Lutjen makes a motion to exit non-public session and adjourn the meeting. Mike Smith seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator