[gview file="https://vdoe-nh.org/wp-content/uploads/2018/02/CM010918.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
January 9, 2018

The Board of Commissioners met at 8:00 am on Wednesday, January 3, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Ian Hayes (water operator) and resident Adam Leiser. Engineers Nick Sceggell and Paul Fluet are contacted via telephone during the meeting. 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

Salt and sand have been ordered. Equipment is ready for the next storm. Use of brine is discussed; works well, reduces active temperature range for the salt and reduces the bouncing of salt when applied so that it remains on the road. Supply will continue to be purchased from Coleman’s as needed.
Roads are in good shape; a good job was done with the recent storm. The benefits of the ditch work and road widening of the last two years shows in the ability to keep the roads clear.
Budget line items for the proposed 2018 budget are discussed. Kelly Robitaille requests a non-public session for salary discussion. Mike Smith states that he believes the line items are low; 3% is not much for a raise. Increasing the lines to allow for a 5% raise is recommended by Mike Smith.
The ability to increase sand and salt lines at the Annual Meeting if needed is outlined.
The highway repair line item will be reviewed.

3. Water

Mass Tank is scheduled to inspect the tanks on January 17. Water operator Ian Hayes will have the tanks drained and open prior to the arrival of the Mass Tank personnel. An inspection observation will be requested. Weather will be a factor for the inspection.
The wet area on Grison is discussed. Ian Hayes states he has shut the area down and not had a substantial drop in water flow; a large leak would be expected to drop the flow 10 or more gallons per minute. Based on this result, it does not appear that this is a water system leak. Known issues with groundwater exist in this area. The area will be watched. The DPW will fill the pothole as needed and the area will be investigated in the spring.
The water budget is reviewed.
Projects for the water system are discussed. The need to obtain bids on some projects is discussed. The estimates requested are discussed; objective is to get appropriate costs for the projects. Ian Hayes outlines the differences in size of the projects and scope of each parties’ involvement as factors that can be difficult to estimate; time allowed for each project will be established to allow for extras that may be needed. If projects are done with current vendors on time and material construction basis, the total costs will most likely be below the estimates. When a contract exists through a bid process; the cost is set.
The expectations of the Board are outlined; best effort for most reasonable project cost.

4. Administration

A safety meeting was held last Friday.
Water shut offs for non-payment have been done.
Mapping information for the isolation valve map update is being worked on.
The 2018 proposed budget is reviewed. No additional changes at this time.
The draft 2018 Warrant is reviewed. Final numbers are being compiled for updating estimates used in the draft. All details will be needed for the Annual Meeting. The estimate for building the new pump house needed for the Reinach Pressure Zone is being worked on. Mike Smith makes a motion to have engineer Nick Sceggell produce an estimate for Reinach Pressure Zone phase 2. Ron Sandstrom seconds the motion and the motion passed 3-0.
The wording for the bond article for the water system is to be reviewed by the Department of Revenue and legal counsel prior to being finalized.
The article for reconstruction of Chocorua View Drive will be updated to Old Town Road.
The estimates for Little Loop and Thusis projects are being worked on.
The water articles will be arranged to group those articles that would be included in the bond together at the end of the warrant.
The tax impact and estimated water impact will be put together for review. Concern for the impact of the warrant is discussed. The ability to level the water rate with the bond option is discussed. The challenge of getting the information to the voters is outlined; low participation at meetings is discussed. Discussion is held on the impact to the water rate should the bond fail and the projects be voted individually.

5. Accounts Payable

Mike Smith makes a motion to approve 1 check for a total of $2,175.92. Ron Sandstrom seconds the motion. Check and invoice are reviewed and discussed. Motion passed 3-0.

6. Minutes
7. Commissioners Reports

Ralph Lutjen discusses an encounter with a snowmobile that was being used on Saint Moritz Drive. Discussion is held on signage; it is posted on the bulletin board at the mailboxes that recreational vehicles, OHRV’s and ATV’s are not allowed on public roads. Madison Police will be notified of the snowmobile on the roads.

8. Signature Items
9. Correspondence

Residents have sent questions regarding the recent posting of the Neighborhood Watch signs. An informational sheet has been developed. Ralph Lutjen makes a motion to put the information on the website. Ron Sandstrom seconds the motion. Discussion is held on the lack of notification to property owners regarding the program from the Eidelweiss Property Owner’s Association, who proposed and paid for the signage. Motion passed 3-0.

10. Scheduled Appearances

Resident Adam Leiser has attended the meeting to join in the discussion with engineer Nick Sceggell regarding the proposed Little Loop drainage corrections. Mr. Leiser states that the two-foot increments on the updated drawings are too big; original drawing by Mr. Leiser’s engineer used a one foot increment scale. Adam Leiser questions the impact to trees on his property as the design moves the driveway closer to the house. The slope of the property is also discussed. Ralph Lutjen outlines that the design needs to be finalized to obtain a number for the Annual Meeting. Specifications on the easement, including size and distance from property line, are needed to draft the needed drainage easement.
Engineer Nick Sceggell is contacted by phone. Engineer Paul Fluet is conferenced into the call.
Engineer Nick Sceggell is asked if a budget number can be created for phase 2 of the proposed Reinach Pressure Zone project by next week.
The Thusis project is discussed. Nick Sceggell states that he is waiting for final delineation marking on a map from Thorne Surveyors for the boundary line along Thusis Beach driveway/parking area. The existing drawing can be used for obtaining a quote.
Little Loop is discussed. The need to finalize the plans is outlined. Draft is reviewed. Slope will be matched to add cover over the culvert pipe proposed. Additional elevation information will be added to areas within the design for added reference. The culvert outlet will have a headwall added to the design as well as a spot elevation mark. Nick Sceggell will discuss the updates with Adam Leiser’s engineer, Jim Rines. Potential impact to trees near the house with the updated location of the driveway is discussed. The number of trees that will be impacted is unknown at this time. A limit of grading impact will be shown for the driveway; any trees within the area will need to be removed. Ralph Lutjen makes a motion to have Ralph Lutjen work with Kelly Robitaille to check the impact area. Mike Smith seconds the motion and the motion passed 3-0. Estimates for the project will be obtained using Barry’s Tree Service and contractor Bob Wirling. The driveway specifics are in the plan; 12” base with 6” top gravel. Ralph Lutjen requests the updated drawings by Friday. Nick Sceggell agrees with the requested time line.

11. Other Business

Ron Sandstrom makes a motion to request Attorney Chris Boldt to come to the Annual Meeting. Mike Smith seconds the motion and the motion passed 3-0.
Quotes have been received from Federal Piping for various needs within the District.
Ralph Lutjen makes a motion to approve job 1 and job 2 for a total of $1,500. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to approve job 3 for a total of $2,240 to be paid for by encumbered funds for Muddy Beach upgrades. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to approve job 4 and job 5 with the lodge portion to be paid for by encumbered funds for the lodge repairs. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to accept and sign the Federal Piping quote. Ralph Lutjen seconds the motion and the motion passed 3-0.
The estimates for the road projects for Grison and Burgdorf are discussed. Alternate solutions are desired. Mike Smith makes a motion to review these projects in March. Ron Sandstrom seconds the motion and the motion passed 3-0.

12. Public Comments

At 9:05 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (d) legal. Ralph Lutjen seconds the motion. Motion 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:
Mike Smith makes a motion to seal the minutes of this session until the matter is resolved. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 9:10 am Mike Smith makes a motion to exit Non-Public session and resume public meeting. Ron Sandstrom seconds the motion. Motion called via roll call Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

At 10:50 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters and (e) property. Ron Sandstrom seconds the motion. Motion 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
Mike Smith makes a motion to add a warrant article for upgrades to water system security. Ralph Lutjen seconds the motion and the motion passed 3-0.

At 11:40 am Mike Smith makes a motion to exit non-public session and adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator