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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
June 5, 2018

The Board of Commissioners met at 8:00 am on Tuesday, June 5, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille, Treasurer Dinah Reiss, resident Adam Leiser and Engineers Paul Fluet and Jeff Tucker of Dubois & King. 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 reports the bottom portion of Klausen Road has been worked on.
Weekly price of $1,000 has been received for rental of a chipper. There is a full weeks’ worth of work. Limbs could be cut in advance to be ready. Ron Sandstrom discusses cutting limbs first to determine amount of time chipper would be needed. Discussion on sending notice to residents that limbs will be piled roadside until chipper is rented. This could be set up as a two-phase project. Discussion on best process for completing this task. With only two persons, piling the brush and then returning to do the chipping will be best. Some smaller trees will be removed as the crew works around the District. Timing for this work is discussed. Holding until the end of August may be most beneficial for traffic purposes. Target for removing limbs will be early August.
Culvert placing near 68 Eidelweiss Drive will be done once part time help is available.
Placing culvert at 16 Little Shore is discussed. Written estimate will be obtained for sending to the property owner.
Placing culvert on Salins is being scheduled.
Placing culvert(s) on Jungfrau will be held for available third person.
Marker stakes for culverts are being obtained to replace as needed while cleaning culverts.
Ron Sandstrom discusses employee spending authorization of $200 per day. Questions if a limit should be added on a monthly basis to control costs. Kelly Robitaille outlines purchases are items of need. Ralph Lutjen highlights part of normal operations, unnecessary mechanics to add this limit.
The 550 has been returned. Repairs done well, truck looks good. Saddle bags for brining roads were not damaged. Discussion on estimating reduction in salt usage by adding brine is discussed.
All equipment in good shape.
Trees have been marked on 1324 Conway Road. Two trees are large and old; many dead limbs. Property owner of 1324 has requested permission to remove these trees. Certificate of insurance for tree company will be requested prior to grating approval.
Budgets are reviewed. Line items discussed. Part time and overtime lines are discussed. Repair and supply line discussed; 63% expended.
Cost of fuel raising is discussed; this line is at 57%.
Sand and salt lines are discussed; no open PO’s exist.
Gravel line item is discussed; PO has $3,236 remaining.
Dust control has been authorized.
Remaining line items reviewed.
Crack sealing is discussed.
Asphalt road work this year is discussed; Old Town needs to be shimmed. Open hole on Chocorua View Drive and edge of road will be looked at for repair. These two roads, with some shimming on Eidelweiss Drive will use up remaining budget line.
Future asphalt needs will be reviewed for planning.
Discussion on cash flow and work processes.

3. Water

Ian Hayes will be in attendance next week.

4. Administration

Little Loop project is discussed. Two trees at edge of driveway need to be removed. No other trees planned for removal at this time. Easements from property owners are needed prior to proceeding. Sending conditions included in easement documentation to Attorney Boldt for review discussed. Issues highlighted in property owners’ easement review include maintaining the grass (mowing), encumbering funds in case additional work is needed and marking of the trees. Adam Leiser discusses adding trees to the project at his cost, using VDOE tree vendor. Having Paul Fluet mark the two trees are discussed. Ralph Lutjen discusses having contractor review and mark any additional trees based on drawings for project. Bob Wirling will be contacted for this review once easement is finalized. Ron Sandstrom makes a motion to send the easement response from property owners to Attorney Chris Boldt for review and additional discussion next week. Ralph Lutjen seconds. Motion passed 2-0-1 with Mike Smith abstaining as he believes next week is too soon.
Inspecting the second Reinach tank can be scheduled for next Monday, June 11.
Tom Therrien has been contacted for cost of moving electronics on the second Reinach tank. Receiving the reports following the inspection will be needed prior to scheduling lining.
Discussion on reducing costs by scheduling lining of more than one tank is held. Mike Smith makes a motion to have the office send an email to Mass Tank following up on the status of the inspection report and lead time needed for scheduling an inspection. Ralph Lutjen seconds. Motion passed 3-0. Scheduling a Commissioners meeting for later this week for approval of final numbers is discussed.
Mike Smith makes a motion to approve payroll in the amount of $5,580.93. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to withdraw $2,000 from water system CRF for the engineering of the PRV pit design. Ralph Lutjen seconds. Motion passed 3-0.
Ralph Lutjen makes a motion to withdraw $1,989.04 from Road Construction CRF for Grison & Burgdorf Engineering. Mike Smith seconds. Motion passed 3-0.
Reinach pressure zone engineering funding will be discussed going forward.
Ron Sandstrom discusses having an accountant familiar with municipal expenditures to review the books for the District. Expense for hiring an accountant are discussed. Receipt of a clean audit is outlined. No material qualifications or issues were raised. Updating the accounting system could be handled first. Discussion will be held going forward. Updating to a new software is discussed. Discussion on visiting North Conway to review their system is discussed. Mike Smith makes a motion to have Nancy Cole, Ralph Lutjen, Ron Sandstrom and Dinah Reiss visit North Conway to review the software. Ralph Lutjen seconds. Motion passed 3-0.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 2 checks for a total of $2,735.59. Checks and invoices are reviewed and discussed. Motion passed 3-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of 5-29. Ralph Lutjen seconds. Motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen makes a motion to produce a bill and send detail from Ian Hayes to property owner on Diessbach. Ron Sandstrom seconds. Motion passed 3-0.
Ralph Lutjen discusses proposal received from HEB for engineering services. Not encouraged to give proposal high consideration. No hourly rate is included in proposal.
Ron Sandstrom discusses having an engineer that can review the sites easily. A price sheet could be requested from HEB. Value engineering and ability to respond to needs of the District is discussed. Travel expense is not determining factor; having a partner to review projects is discussed. Mike Smith makes a motion pursue additional options for road engineering. Ralph Lutjen seconds. Discussion on engineering services used by Madison, Freedom and Conway is held. Motion passed 3-0. Ron Sandstrom makes a motion to request a price sheet from HEB. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to send a donation to Loon Preservation Committee in the amount of $200. Ralph Lutjen seconds. Motion passed 3-0.

8. Signature Items

Mike Smith Makes a motion to approve and sign the Driveway Permit for Construction for 18 Little Shore. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith Makes a motion to sign the use of the Lodge for the EPOA on July 12, 2018 at 9 am. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to approve Kelly Robitaille time off request. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to approve Nancy Cole time off request. Ralph Lutjen seconds. Motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the monthly water pH results; good.
Jay Buckley has sent an offer to volunteer time and materials to re-shingle the roof over the mailboxes. Mike Smith questions insurance and expertise to complete the task. Discussion ensues on liability, experience, and ability. Ralph Lutjen makes a motion to accept the proposal provided he is able to be classified as a part time employee for duration of the project at a payrate of $1.00. Ron Sandstrom seconds. Motion passed 3-0.
Michael Wronski sent information regarding a leaning canoe rack. This was corrected.
Josh McAllister of Bergeron Engineering has sent the proposal for use of Bergeron for road engineering services as discussed earlier.
Jay Buckley has sent a request for changing of the PRV valve at the Upper Lakeview pit due to the increased water pressure to some houses at the end of this zone.
Mark Graffam has sent questions regarding 2017 water usage. Ian Hayes has outlined response.
Ted Foley has sent information regarding creation of a bridge over the brook behind his house by resident Larry Leonard on the opposing side of the brook. Mike Smith makes a motion to forward the information to NH DES. No second. Ron Sandstrom makes a motion to send the new document with photos from last year to property owner Larry Leonard. Ralph Lutjen seconds. Motion passed 3-0.

10. Scheduled Appearances

Paul Fluet and Jeff Tucker of Dubois & King join the meeting to discuss value engineering. Ralph Lutjen outlines need to receive drawings that can be constructed; Grison and Burgdorf designs cannot be implemented at the proposed costs. Dialogue and team work needed on road projects. Projects must be able to be constructed. Second issue is timing; delay in receipt of information created difficulty last year. Containing projects so that they are executable is discussed. Review of priorities is discussed. Review and updates of Capital Improvement projects are discussed. Ability to look at a project is expensive with travel from Laconia. Discussion on Little Loop project is held. Drawing does not include any notation of what trees need to be removed. Jeff Tucker agrees that the timeliness of service was slow, Paul Fluet is resuming project management for all VDOE projects. Ron Sandstrom highlights cost for review of street issues. Jeff Tucker outlines that a project has been bid by Dubois & King at $210,000 for a 67-foot aluminum culvert; less than half the quote received by the VDOE for the concrete box culvert. Jeff Tucker reviews spreadsheet and photos of aluminum culvert installation. Cost expected for Grison would be $209,000. Mr. Tucker recommends bidding of project with aluminum culvert and option of concrete box culvert. Putting out to bid state-wide could yield different results. Statement of positives for water system needs.
Water hook up for Bern Drive reviewed. Completion of the closing of the Bern-Huttwil water main loop would benefit this hook up.
Discussion on creating bids for Burgdorf and Grison and intended years for construction are discussed. 2020 and 2021 for construction will be targeted.
Discussion on travel costs are outlined; reduction to hourly rate for travel hours is outlined. Agreement of a travel rate with the VDOE will be done.
Thusis culvert project is discussed. Amendment at Annual Meeting is discussed. Intention not clear as to where the catch basin would be placed. Lack of ability to clean out catch basin is discussed. Paul Fluet outlines can be done manually, if needed. Discussion continues on amendment, may not be in best interest of VDOE to install. Mike Smith discusses holding on project and proposing again next year. Simple solution to replace damaged length of pipe only.
Reinach Pressure Zone discussed. Bid specification and contract documents are discussed. Updated draft received yesterday; does not include recent updates. Paul Fluet outlines Special Conditions item includes the modifications to the standard documents. Timing of the project is discussed. Both phases could be done at same time or independently. Intent is to build at same time if financing approved at 2019 Annual Meeting. Paul Fluet will review the Special Conditions. Obtaining bids for project is discussed. Intent is to complete both projects in 2019, both phases will be bid October 1st with bid opening October 30 at 10 am in the office.
Complexity of the engineering documents is discussed. Jeff Tucker highlights that options for other base contracts are available. This could be reviewed at an upcoming meeting.
Discussion on water storage tanks is held. First tank at Reinach has failed due to dent on seam. Summit tank appears to have passed. Second Reinach tank to be inspected next week. Information will be sent to Paul Fluet upon receipt for inspection of second tank. Additional discussion will be held after inspection is completed. Discussion is held on replacing 5,000-gallon tanks instead of inspecting and lining.
Little Loop project is discussed. Review done by property owners is discussed. Paul Fluet will send any comments on property owners review.
Bern Drive water hook up discussed. Pressure is questioned for new construction. Placing a data logger over the fourth of July holiday weekend to measure the pressure is discussed. Two-week period will be used. Ian Hayes will be notified to place data logger. Property owner of house next door will be requested for use for placement of data logger.

11. Other Business

Ron Sandstrom discusses Communication Committee meeting last Saturday. 17 persons present. Board consideration for holding of a Saturday public meeting this summer is discussed. Review of financial data in detail has been requested. Ralph Lutjen highlights un-qualified audit with no material issues. No additional detail is needed. Not in favor of spending time re-hashing immaterial issues. Document includes statements that are not correct, no time to correct persons making accusations. Voters can vote down articles, replace Commissioners annually, and have the control. Ron Sandstrom highlights having a public meeting to outline and discuss projects; could be beneficial going forward. Ralph Lutjen not in favor of separate meeting. Mike Smith states he is not available on Saturday’s this summer. Focus on 2018 and going forward should be kept. Stop reviewing closed issues. Ron Sandstrom outlines ability to gain support for future needs of the District. Incorrect information included in documents that are posted should not be countered. Yes, mistake was made, but corrected and moving forward. Not constructive effort recycling 2017 audit. Attempt to generate support for future projects is outlined.

12. Public Comments

At 11:45 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds. Motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator