[gview file="https://vdoe-nh.org/wp-content/uploads/2018/06/CM061218.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
June 12, 2018

The Board of Commissioners met at 8:00 am on Tuesday, June 12, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille and resident Adam Leiser. The meeting was taped for Madison TV.

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

Float at Porridge Shore beach has been removed. The flotation devices were damaged. Flotation device replacements are $115 each. Two are needed. Can be picked up at vendor when going to retrieve crack sealing tar. Mike Smith makes a motion to approve up to $250 for float repair. Ralph Lutjen seconds. Motion passed 3-0.
All equipment is in good condition. Culverts and ditches are being cleaned. New culvert stakes are being picked up today.
Bern at Sarnen area has been smoothed following report of rippling in the area.
Both Boards will be added to the dam once the loon egg has hatched. Discussion on use of a float for a nest next year. Natural nest is best for the loons. A response to the resident questioning pond letters will be sent stating boards expected in dam within three weeks.
Quote has been obtained for culvert needed for driveway at 16 Little Shore. Cost is $223.20. Quote will be sent to the property owner.
Chipper quote has been requested. Cost is just under $300 per day. Adam Leiser questions if Madison has a chipper; Town Road agent will be asked. Mike Smith makes a motion to question Madison on a chipper. Ron Sandstrom seconds. Motion passed 3-0. Jon Cyr will be contacted.

3. Water

Ian Hayes reports that the tank at Reinach is being prepared for inspection.
Pressure issues continue on upper Oak Ridge and Lakeview Drive.
Discussion on water flow noted at Lugano. Possible water leak; being checked on. If there is a leak, it may be up hill and surfacing at the bottom of the hill. This zone will be walked with Granite State Rural Water leak detection next week. Discussion on lack of isolation valves in this area of the District. This area will be targeted for future isolation valve installations.
Big Loop and Middle Shore have been checked for leaks recently. Some small potential leaks were noted.
Ian Hayes reviews letter to property owners regarding high pressure statements on upper Oak Ridge Road and Lakeview Drive. Additional testing with data loggers will be done in area at residents homes. Discussion continues on water pressure. Minimum pressure requirements exist; maximum pressures do not exist for a water system. The current data logger information shows the pressure reducing valve functioning within parameters. Ian Hayes has discussed the issue with Rick Skarinka and Cynthia Klevens of NH Department of Environmental Services. The PRV pit cannot be upgraded due to the failure of the warrant article.
Ian Hayes informed that the roof replacement at Muddy Beach pump house is being scheduled. Funds will be checked prior to authorization for the siding. Pump will be installed upon receipt from Grundfos. Ian Hayes outlines that Muddy Beach had an issue with SCADA communications. Issue has been corrected and station is operational. Tank is being flushed prior to being put back on line.
Reinach Pressure Zone project is discussed. An update to the special provisions has been done by the engineers. Phase I and Phase II bid documents are ready. Both phases can be done concurrently; Phase I does not need to be fully completed to begin Phase II. Bids will be due October 30. The inspection of the second Reinach tank may alter this plan depending upon the condition of this tank. Opportunity for adding storage and including the pressure zone within new tank area may be reviewed if second tank fails.
SCADA programmer Tom Therrien will be installing security alarms at pump houses.
Discussion on blocking Reinach Place while inspection is completed is held. Should a homeowner enter the area, Ian Hayes will make sure proper distance is maintained.
Second tank will be ready for inspection next Monday as scheduled. An email blast will be done stating Reinach tank will be drained down and taken off line. Mike Smith makes a motion to confirm June 18 for inspection with Mass Tank. Ron Sandstrom seconds. Motion passed 3-0.
The bleeder on Klausen will be moved to the wood line to reduce chance of damage to the end of Klausen.
Year to date budget expenditures for the water system are reviewed. Line items are reviewed and discussed.
Ian Hayes outlines that some curb stop valves will need repair from winter damage. The blow off on Winnegon needs to be repaired. No other foreseen work at this time.
Ian Hayes will check Burgdorf in the area of #5 to check for existence of a water main. Engineer Nick Sceggell will be notified of the results.
Discussion on placing a data logger at the house at 51 Bern Drive over Fourth of July is held. Property owner has been contacted.

4. Administration

Monthly safety meeting will be scheduled following vacation scheduled next week.
Water billing status is discussed. $31,657.69 total due to the VDOE. $27, 870.00 collectible this year.
Discussion on Communication committee meeting yesterday. Meeting went well.
Discussion on Madison Road Funds on action list. Will be removed.
Asset Management Committee meeting is scheduled for Thursday of this week. Capital Improvement Planning spreadsheet will be reviewed for submission to Commissioners for publication.
Mapping projects of District assets are ongoing.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 20 checks for a total of $38,675.19. Ron Sandstrom seconds. Checks and invoices are reviewed and discussed. Motion passed 3-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of 6-05. Ralph Lutjen seconds. Motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen discusses the billing for Diessbach repairs. Invoice will be sent certified with Ian Hayes back up documentation. Bill will retain a net 30 due date.
Ralph Lutjen discusses site visit to Little Loop that was completed last week by engineers Paul Fluet and Jeff Tucker of Dubois & King. Paul Fluet has updated the drawing. Submitting to the property owner for response can be done. Ron Sandstrom discusses having property owner submit to his engineer and legal counsel for review with VDOE engineer. Adam Leiser states that his engineer has reviewed; issues within the easement document have been resolved. Mr. Leiser adds that some additional concerns are being raised. Submission of an agreed upon project between the engineers is discussed.
Adam sends a picture of Lugano. Issue has been discussed with Ian Hayes.

8. Signature Items

Mike Smith makes a motion to sign PO 256 in the amount of $6,850 for inspection of the second tank at Reinach. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to Mike & Jill Bureau regarding high water pressure. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to Jay Buckley regarding high water pressure. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to approve the requested parking of a motorcycle trailer at the Huttwil lot from 8-31 to 9-8. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to the Communication Committee regarding response to the Facts & Figures document distributed by three residents. Ron Sandstrom seconds. Discussion is held. Adding specific text from the audit document is recommended by Ralph Lutjen. Statements reinforce other information and add validation. Document will be updated for next week. Ron Sandstrom raises concern over 9 points in the document that are the responsibility of the Treasurer under NH State law. Mike Smith withdraws the motion.
Ron Sandstrom makes a motion to have the Treasurer submit a monthly report to the District Commissioners on all transfers to and from accounts in 2018 from her records. Ralph Lutjen seconds. Discussion on focusing for the future is held. Visiting North Conway Water Precinct for a review of the capabilities of their accounting system is discussed. This will be scheduled. Motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the weekly beach testing results. Geneva Beach tested positive for e-coli. A repeat test was taken yesterday. All other beaches good.
A resident of Bern Drive reported rippling at the intersection of Bern and Sarnen. Area has been smoothed by the DPW.
Mark Graffam was sent the response from Ian Hayes regarding the 2017 Muddy Beach water usage numbers.
Resident complaint regarding pond levels. Photos sent showing dry patches in the channel between Big Pea and Middle Pea. Response will be sent.
Mark Graffam has sent an email regarding lack of the date on the annual report as printed in the Town of Madison Annual report.

10. Scheduled Appearances
11. Other Business

Communication Committee has submitted a document that could be distributed to property owners with focus towards informing renters of local regulations. Discussion ensues on the document. Distribution through the EPOA is discussed. Discussion continues on benefit of using all means for distributing, including VDOE website. Mike Smith makes a motion to post the document and distribute to EPOA, info-board and next-door sites. Ralph Lutjen seconds. Motion passed 3-0.

12. Public Comments

At 9:45 am Mike Smith makes a motion to enter non-public session pursuant to RSA 91-A:3, II (e) legal. Ron Sandstrom seconds. Motion via roll-call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Motions & Votes of Non-Public Session:
Mike Smith makes a motion to seal the minutes. Ralph Lutjen seconds. Motion passed 3-0.

At 10:35 am Mike Smith makes a motion to exit Non-Public session. Ron Sandstrom seconds. Motion via roll-call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Ralph Lutjen recommends highlighting work of Asset Management Committee in upcoming newsletter. Focus on strategy of the Board for the future of the District. Delay Reinach Pressure Zone by one month.

At 10:38 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds. Motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator