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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 8, 2018

The Board of Commissioners met at 9:00 am on Tuesday, May 8, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille, Treasurer Dinah Reiss, Communication Committee member Paula Doyle and water operator Ian Hayes. The meeting was taped for Madison TV by Tim Hughes.

At 9:00 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 reports that roads are being graded; more will be done this week.
Ditching and culvert cleaning will follow. Ditching efforts will focus on Oak Hill this summer.
Replacing the York rake is discussed. Kelly Robitaille will continue to review options; purchase of a front runner style rake may be a warrant article next year. The option of renting a front runner rake this summer is discussed. Kelly Robitaille will obtain rates.
Ron Sandstrom makes a motion to put the rafts in for the summer. Mike Smith seconds. Motion passed 3-0. Kelly Robitaille will handle before Memorial Day.
Discussion on the lack of location of a vendor to pump the outhouses is held. The company that handles the State campgrounds has looked at the outhouses three times and was unable to pump the holding tanks. Additional attempts will be made.
The mowing of the entry way and flagpole garden area is discussed. The EPOA has historically handled this task; this will be followed up on.
The basketball hoops will be checked to see if replacement is needed.
Mike Smith makes a motion to have the DPW move the large rocks along the road across from Boulder Beach. Ron Sandstrom seconds. Motion passed 3-0.
The driveway on Bern Drive reported to be disturbed during road grading is being repaired.
A question regarding the culvert to be placed on Little Shore at #16 has been received; this will be a driveway culvert. Mike Smith makes a motion to respond that the culvert cost is paid by the homeowner, the VDOE installs. The practice has been in place for many years and is an accommodation to the property owner for the mutual benefit of the property owner and the District. Ron Sandstrom seconds. Motion passed 3-0. Ron Sandstrom makes a motion to draft a policy if this practice is not clear in the Ordinance. Mike Smith seconds. Motion passed 3-0.
Driveway on Lugano is discussed. Report received of new entry being created. Kelly Robitaille outlines that in discussion with neighbor across the street, this house has had a circular driveway for years, but it was overgrown. Driveway has been re-worked, but is still a gravel driveway. During the work, some gravel was dumped by a contractor on Appenvel Way. Area was cleared with no issue for the District; less than ½ hour was spent.
3. Water

Ian Hayes discusses the photos from the pump returned to Grundfos. This repair will not be covered under warranty due to the iron deposits discovered when the pump was opened for evaluation at Grundfos. Cost for repair is unknown at this time. Adding a strainer screen to the outlet from the tank is discussed as a possible means to keep this from happening again. Ian Hayes outlines his intent to place a 3” Y screen at the outlet from the tank when the second pump is installed. The engineer will be asked to review this proposal.
Discussion is held on the option of leaving the two water tanks that will be inspected off line until the lining can be completed. Mike Smith makes a motion to question Mass Tank on completion timing for lining of tanks following inspection. Ron Sandstrom seconds. Motion passed 3-0.
Ian Hayes reports that leak detection is planned with Justin Shaw of Granite State Rural Water tomorrow. The Oak zone to the Como PRV will be checked followed by Middle Shore to Porridge Shore area. Ian Hayes states that current overnight usage is 25 gallons per minute. Overall, current usage is in line with historical averages. Determination of addressing any leak found will be made based on size of leak.
High water pressure complaints from Oak Ridge Road are discussed. Ian Hayes reports that the Upper Lakeview pressure reducing valve (PRV) is working properly; the setting is where it needs to be to keep the Upper Lakeview Drive houses at sufficient pressure. The correction for the high pressure at the lower portion of the gravity zone would be separation of the lines which will be achieved when the PRV pit upgrades are completed in the future as funding was not approved this year. Additional pressure testing will be done in this area.
Water budget review will be done next week.
Mike Smith makes a motion to have a cost estimate for in home meters completed. Ron Sandstrom seconds. Motion passed 3-0. Mike Smith will work on this.
Discussion on cost analysis of replacing 5,000 gallon tanks in lieu of inspecting and lining is held. The Asset Management Committee will be asked to look at this next week. Discussion on implementing a five year plan for inspection of all tanks is discussed.

4. Administration

A safety meeting will be scheduled for May.
The motion log and cash flow report will be reviewed next week.
$56,757.69 is due for water billing. $193,367 has been collected. $100,000 has been transferred to the operating account.
An Asset Management meeting is scheduled for May 15 at 1 pm.
Remaining seven curb stop valves will be looked for in June.
Mike Smith makes a motion to approve payroll in the amount of $5,229.58. Ron Sandstrom seconds. Report and time cards are reviewed and discussed. Motion passed 3-0.
The April water usage report is reviewed; usage is in line with historical data. The April pump house electricity usage report is reviewed. Mike Smith makes a motion to post the information on the website. Ralph Lutjen seconds. Motion passed 3-0. Ron Sandstrom makes a motion to include the pump house electric data in the usage spreadsheet. Mike Smith seconds. Motion passed 3-0.

5. Accounts Payable
6. Minutes
7. Commissioners Reports

Ralph Lutjen discusses the status of the easement agreements with #4 and #6 Little Loop. Mike Smith makes a motion to send a follow up to the property owners with a respond by date of next week. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to send a follow up to Paul Fluet regarding need for permits for the Little Loop project. Ron Sandstrom seconds. Motion passed 3-0.
Ralph Lutjen discusses the bid specification for the Reinach Pressure Zone. Some questions have been sent regarding need for a bond on the piping portion of the project; 5% deposit of total bid submitted with bid; timing for Engineer’s approval for substantial completion.
Ron Sandstrom discusses receipt of information regarding a leak at a property on Bern Drive. The emergency statement on the answering machine will be checked for clarity.

8. Signature Items

Mike Smith makes a motion to sign the letters to the property owners for the renumbering of Jungfrau Road. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to Stephan Hamilton, Director, Municipal Services, Department of Revenue. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the documents for the Bank of NH. Ralph Lutjen seconds. Treasurer Dinah Reiss reviews the documents; loan amount is $204,930 with a three year draw down period where interest only payments are made followed by a 12 year term repayment period. Motion passed 3-0. Dinah Reiss adds that the interest rate for the first three years while interest only is paid will be 4.09% and the first five years of payments will be 3.25%.

9. Correspondence

The Eidelweiss Property Owner’s Association has sent an invitation to the Commissioners to attend the EPOA Annual Meeting on May 26 at 10 am at the lodge. A presentation will be delivered on the neighborhood watch program. If two Commissioners will be in attendance, the meeting will be posted.
The NH Loon Preservation Committee has confirmed the presentation scheduled for 6 pm on May 26 at the lodge. This will be posted as the Board will be in attendance.
Jay Buckley has sent a thank you to the Commissioners for the meeting last Saturday. Mr. Buckley adds that tires were found at the entrance to the District from a different Valley Pride clean up group; these tires were moved to behind DPW II for storage.
Larry Sodano has sent a request to allow posting of draft minutes to the website. Mr. Sodano was in attendance at the Communication Committee meeting last Saturday where a vast majority of persons present were in support of posting draft minutes.
Dr. Jamie Houle of UNH Storm Water Management has sent information regarding the classification of the streams and wetland area leading to Geneva Beach. A site review is recommended for clarification of the information available. Ralph Lutjen makes a motion to approve a site review. Ron Sandstrom seconds. Motion passed 3-0.

10. Scheduled Appearances
11. Other Business

The Communications Committee meeting last Saturday is discussed; the meeting went well. Ralph Lutjen suggests topics for which information should be sent in newsletters; where to get information, 91-A, come to a meeting. Posting of draft minutes is discussed. Paula Doyle outlines the intent of posting draft minutes is to release information to the public quicker. Ralph Lutjen states that the Commissioners are not in favor of posting draft minutes; review by the Board prior to posting is wanted. Ron Sandstrom discusses creating an expanded list of categories for which information would be automatically sent out. Release of information to the public and the best manner in which to release the information is discussed.

12. Public Comments

At 11:28 am Ron Sandstrom makes a motion to enter Non-Public session pursuant to RSA 91 A-3: II (a) and (e). Ralph Lutjen seconds. Motion is voted via roll call Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea. Motion passed 3-0.

Motions and votes of non-public session:
Mike Smith makes a motion to have the office follow up on the meeting date for Paul Fluet and Jeff Tucker with the Board. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to pay the Terra Star repair bill to Liberty International with the funds to come from the Highway Equipment CRF. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to pay the grader service bill to Chadwick-BaRoss with the funds to come from the Heavy Equipment CRF. Ron Sandstrom seconds. Motion passed 3-0.

Ralph Lutjen makes a motion to seal the legal discussion minutes of the non-public session. Ron Sandstrom seconds. Motion is voted via roll call Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea. Motion passed 3-0.

At 12:30 pm Ralph Lutjen makes a motion to exit non-public session and adjourn the meeting. Ron Sandstrom seconds. Motion is voted via roll call Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea. Motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator