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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 1, 2018

The Board of Commissioners met at 8:00 am on Tuesday, May 1, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille, Treasurer Dinah Reiss, Josh McAllister of HEB Engineering and resident Gloria Aspinall. 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. Motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille recommends removal of the spring road weight limitation. Ron Sandstrom makes a motion to remove the road weight limit postings. Mike Smith seconds. Motion passed 3-0.
Kelly Robitaille discusses obtaining Calcium Chloride (CaCl) for use on roads this summer. Mike Smith makes a motion to approve purchase of up to $1,500 for CaCl. Ron Sandstrom seconds. Discussion is held on use for dust control and following grading of a road. Motion passed 3-0.
Kelly Robitaille reports that some work was done on canoe racks. Many of the racks didn’t have a bottom board; boards were added as needed. Work is still needed on the racks at Eidelweiss Beach; they are currently under water and not accessible.
Gravel is being hauled for roads and pot holes are being filled as needed. The edges of the roads are still soft; full grading will wait.
Culverts will be cleaned; Eidelweiss Drive at #68 and Winnegon Road at #13 included.
The budgets are reviewed. General Government heating is at 92%; $4,300 remains between part time and overtime highway salary lines when combined. Discussion is held on the need for part time personnel. Highway repair line item is high; $6,600 is due to Liberty. Discussion is held on establishing a work plan for the summer with a focus on cleaning culverts and ditches to protect the budget lines. Crack sealing on asphalt roads will also be planned. Increasing budgets for winter portions; sand, salt, fuel, heat next year is discussed.
Congratulations to Jeff DeMartino for completion of the NH Department of Environmental Services Culvert Maintainer and Certified Installer course. Both members of the crew are now certified.
At 8:25 am the camera is requested to be turned off for protection of Loon Preservation Committee equipment; at 8:27 am filming resumes.
Mike Smith makes a motion to allow Mike Smith to regulate the water level of the ponds by instructing the DPW on the installation and removal of boards from the dam for loon nesting. Ron Sandstrom seconds. Motion passed 3-0.
A non-public session will be scheduled for next week.

3. Water

Ian Hayes will be in attendance next week.
The electrical work at Muddy Beach has been completed with all wiring run and variable frequency drive installed.
Ralph Lutjen discusses the completion of the draft bid documents and maps for the Reinach Pressure Zone by Paul Fluet. Ralph will review the documents and submit recommendations to the Board and Paul Fluet.
The status of the loan application for the tank inspection is discussed by Treasurer Dinah Reiss. The interest rate on the loan will be reviewed for adjustment every five (5) years of the loan repayment. Notice of an interest change will be received by the VDOE 120 days in advance. Closing of the loan can be set by the Commissioners. Mike Smith recommends next week. Dinah Reiss will work on obtaining the necessary documents for signing. Mike Smith makes a motion to contact Mass Tank for confirmation of May 14th as the scheduled date for the inspection of one of the Reinach tanks and the large tank at the Summit. Ralph Lutjen seconds. Motion passed 3-0.
Discussion is held on high pressure complaint from resident on Oak Ridge Road. This will be discussed with Ian Hayes next week. The billing to the resident on Diessbach for emergency services will also be discussed.

4. Administration

A safety meeting will be scheduled.
$154,000 has been collected to date for water usage.
An Asset Management meeting was held last week. The Capital Improvement Plan is being updated to reflect proposed expenditures and an accumulated total of recommended funding for each project.

5. Accounts Payable

Mike Smith makes a motion to approve 9 checks for a total of $16,957.12. Ron Sandstrom seconds. Checks and invoices are reviewed and discussed. Motion passed 3-0.
The check held last week to Chadwick-BaRoss for road grader service is discussed. Itemization of the bill received will be discussed with Kelly Robitaille.

6. Minutes

Mike Smith makes a motion to approve the minutes of April 20 as presented. Ralph Lutjen seconds. Motion passed 2-0-1 with Ron Sandstrom abstaining as he was not present.

7. Commissioners Reports

Ron Sandstrom congratulates the Kennett High Robotics team on their appearance in the Robotics World Championship; the girls won the Excellence in Programming award.
The Muddy Beach statement posted last week regarding the withdrawal of $42,000 from the Water System Capital Reserve Fund is held. Ron Sandstrom outlines the review of the statement by the Auditor and recommendation of wording changes suggested by her resulting in the titling of the document as a joint statement and then removing that title at her request. Ralph Lutjen outlines the audit as a stand-alone document and that the auditor will not issue a statement regarding the intention to return the $42,000 to the reserve fund.
The resident meeting planned for May 5th is discussed. Ron Sandstrom reviews the history of distrust within the District regardless of who the Commissioners are as evidenced by review of postings on resident sites. Changing the environment is discussed.
Mike Smith discusses having an engineer review Grandval Way and Burgdorf for creation of a 2019 article for the warrant for updating the roads to Class V standards. Mike Smith makes a motion to have the engineer review the roads with Kelly Robitaille for creation of an estimate. Ron Sandstrom seconds. Discussion is held on the road; it’s narrow, has rocks, needs drainage and the warrant did not include the dead end section. The dead end could be beneficial for putting snow from the area. The reclassification will cost money; do the analysis this year. Motion passed 3-0. Ralph Lutjen discusses being mindful of the engineering budget. Mike Smith makes a motion to have Kelly Robitaille begin the review of Grandval and Burgdorf. Ron Sandstrom seconds. Discussion on focus of review being protection of equipment and safety for employees is held. Motion passed 3-0.

8. Signature Items

Mike Smith makes a motion to sign the five (5) recommended letters to neighbors who abut the aquifer included in the recently completed Source Water Protection Plan. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the requests for use of the lodge on May 26 and July 14 submitted by the EPOA. Ron Sandstrom seconds. Motion passed 3-0.
Discussion is held on the EPOA Annual meeting agenda for this year; no report from the Commissioners is requested as the EPOA will be having an Eidelweiss Neighborhood Watch Program discussion with the Police.

9. Correspondence

Bank of New Hampshire has sent the loan information discussed earlier.
Bill Copeland of Oak Ridge Road has sent a complaint about high water pressure. This will be discussed with Ian Hayes next week.
Jay Buckley has forwarded a post regarding the VDOE capital reserve funds that is posted on Mark Graffam’s Fans of Eidelweiss Facebook page. The information does not match the records of the District as supplied by the Trustees for January 1, 2018.
Rick LaTouch of Little Shore has sent a thank you to Ron Sandstrom for clarification of the name change on the Muddy Beach finance information.
Adam Leiser has sent an email regarding the monthly communication bulletin and posting of draft minutes. Ralph Lutjen discusses the lack of information in the monthly communication bulletin regarding any VDOE project status. Ralph Lutjen makes a motion to disband the Communication Committee. Mike Smith seconds. Discussion ensues with Ron Sandstrom requesting the Board give this new committee a chance; it was the first bulletin. Ralph Lutjen discusses real information that should be included; bleeders off, flushing, equipment status, etc. Ron Sandstrom outlines the inclusion of three new persons from the District that have not served on a committee before. It’s important to keep the new people involved to change the attitude towards the officials. Mike Smith adds that the chair is acting on his own; this email is not from the committee. The meeting scheduled for 8:45 am Saturday is questioned; a 15 minute meeting is planned? Ron Sandstrom continues discussion on giving the committee a chance to give meaningful input. Ralph Lutjen withdraws the motion.
Larry Leonard has sent notice that the culvert under his driveway is blocked with a request to clean prior to flushing of the valves near his property to keep the water in the ditch.
Lynn Kalinowski has sent a message regarding ability to specify a rack level when registering for a canoe rack space.
Derek Way of Bern Drive reported a trash dump at the Bern-Huttwil loop. The DPW has cleared the area.
NH Municipal Association has sent the bi-weekly News Link and the weekly Legislative Bulletin.

10. Scheduled Appearances

Josh McAllister of HEB Engineering has joined the meeting to discuss engineering for road projects. The Commissioners outline the desire to have an engineer that is locally based for road projects. Receipt of plans that cannot be implemented due to cost is discussed; this is expensive and yields no return for the District. Moving forward with a partnership to not spend engineering dollars on multiple versions of the same project is discussed. Josh McAllister highlights the benefit of a local engineer is the ability to view and review a site location during the design phase of a project. The ability to interact with and respond to clients is much greater when the client is close; HEB Engineering limits the distance for which they will contract with a client for this reason. Mr. McAllister outlines that HEB works with many municipalities in the area; they are aware of budget constraints and annual meeting time line needs. Meeting on site during design and having a clear understanding of what is practical and realistic to install/create is easier and can be more spontaneous with a local engineer. Practical solutions versus strict technical solutions are discussed. Ralph Lutjen outlines a recent recommendation to increase a culvert under Eidelweiss Drive to a large culvert that would be deeper than the current road bed as an example of a technical design solution that is not practical; the culvert being replaced has not overflowed in 40 years. Josh McAllister states that ability to do site review and familiarity with underlying surfaces within the Mt. Washington Valley area is a benefit to working with HEB.
Mr. McAllister will send a price sheet outlining annual services available with associated hourly charges. Each project would then receive its own Scope of Services agreement. Mr. McAllister adds that working with another engineering firm for any water related items effecting a road project is not an issue; general standing practice for the firm.

Mike Smith leaves the meeting at 9:45 am.

11. Other Business
12. Public Comments

Treasurer Dinah Reiss discusses the classification change to Class V for Grandval Way and the lower portion of Burgdorf Drive. If the roads are costly to bring to up to Class V status, a 2019 Warrant Article will be used.
Treasurer Dinah Reiss discusses the Muddy Beach funding posting; recommending a correction of the word “or” to the word “and” as it appears in the amendment to the 2017 Warrant.
Treasurer Dinah Reiss recommends the Board meet annually with the Auditor.
Ralph Lutjen makes a motion to develop a policy for transfer of water hook-up charges from the Water Extension Fund upon receipt of the expense. Ron Sandstrom seconds. Motion passed 2-0.
Treasurer Dinah Reiss outlines that $87,000 will need to be transferred from the operating account to Capital Reserve Funds prior to the end of the year.
Discussion is held on budget status, expenditures, review of fund levels and accounting practices.
Resident Gloria Aspinall discusses a tree that is leaning out over the water near #41 Eidelweiss Drive and some stumps that are in the area. The DPW will be informed.

At 10:05 am Ron Sandstrom makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator