2018-07-31 Commissioners Meeting

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/08/CM073118.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/08/Agenda-073118.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/08/Action-Plan-updated-07-31-2018.xlsx"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
July 31, 2018

The Board of Commissioners met at 8:00 am on Tuesday, July 31, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy) residents Dorothy Wondolowski, Larry Leonard, Andrew Harteveldt and Adam Leiser. 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. Mike Smith seconds. Motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Driveway culvert on Little Shore was installed yesterday. Area will be worked today. Porridge Shore work will be continued. Gravel will be needed for this area. Kelly Robitaille states an additional PO is needed for gravel. Mike Smith makes a motion to approve up to $3,000.00 for gravel. Ralph Lutjen seconds. Motion passed 2-0.
Kelly Robitaille outlines recent question on the discussion in May regarding mowing of the lawn. Discussion at the time related to highway department doing the mowing with a one-time expense to EPOA to purchase the mower. No action was taken as the EPOA had hired someone to handle the mowing. Ralph Lutjen outlines that the EPOA could benefit from the long-term savings of not paying someone to mow each year. Mike Smith outlines that the discussion has morphed into a thought that the VDOE had ulterior motives. Compost and some grass seed were placed into the area outside the new containment for the tax payer sand pile. Stabilization of the slope next to the area was the goal and it is being achieved. General discussion on moving forward, not getting caught up in the side shows. Doing the best for the VDOE is the primary rationale of all persons involved.
DES came to the District to review a hydraulic hose break last week. Area was properly cleaned up.
Equipment is good. Kelly Robitaille will be working on specs for 2019 truck, review of Grandval and a replacement for the York rake.
Porridge Shore and West Bergamo will be worked on.
Jungfrau work is discussed. Resident at 15 will be notified amount of pavement to be removed. Mike Smith motion send letter response by Aug 31. Ralph Lutjen 2-0.

3. Water

Muddy Beach pump will be installed next week. Electrician and SCADA programmer are being scheduled.
Status of tank project is outlined.
Mike Smith outlines recommendation from Jay Buckley for purchase of leak detection equipment. Ian Hayes has stated that there are other areas where money is better spent on the water system.

4. Administration

Discussion on water billing status. Report next week.
Mike Smith makes a motion to approve and send the July newsletter. Ralph Lutjen seconds. Motion passed 2-0.
Next Asset Management meeting is August 15 at 1 pm.
Ron Sandstrom will continue working on the mapping of the isolation valves.
Mike Smith has scheduled curb stop valve finding next week with Ian Hayes.
Ralph Lutjen outlines review for storm-water management by UNH T2 and representatives from DES. A plan is expected to be received from UNH T2. Some permits may be needed from DES for work at the Geneva Beach area to improve drainage and retention for protection of the pond.
No upgrades for the cabana area have been received from the Sherriff’s Department.
Mike Smith makes a motion to approve payroll in the amount of $6,299.23. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Motion passed 2-0.
July newsletter has been approved.
DES has accepted the second quarter report for water usage.
The analysis for the water meter installation has been updated. Ralph Lutjen is working on finalizing the spreadsheet. First year costs would be in the area of $600 per property owner for going to a metered system. Second year costs would be over $300 per property; analysis shows increase to the water bills if meters were installed.

5. Accounts Payable
6. Minutes

7-17 Mike Smith makes a motion to approve the minutes of July 17. Ralph Lutjen seconds. Motion passed 2-0
Mike Smith has not yet reviewed 7-24. Hold for next week.

7. Commissioners Reports

Mike Smith discusses Little Loop project. Mike Smith makes a motion to move forward with Dubois & King design; Board will sign design and send to resident for signatures. Ralph Lutjen seconds. 2-0. Mike Smith makes a motion to include August 21 date for response and signed easement for project to be done this year. Ralph Lutjen seconds. Motion passed 2-0.
Discussion on notifying Treasurer that Nancy Cole cannot be Deputy Treasurer as it is a conflict of interest.

8. Signature Items
9. Correspondence

Granite State Analytical has sent the weekly beach testing results; all are clean.
The question regarding lawn mowing has been discussed.
Recommendation to purchase leak detection equipment has been received and discussed.
The Treasurer has sent the account balance information as stated last week.
Nancy Cole cannot be Deputy Treasurer as it is a conflict of interest. However, the office can be assigned to handle deposits should the Treasurer not be available.

10. Scheduled Appearances
11. Other Business

Discussion on the proposed locations for the exercise stations for the EPOA is held. Request to move location at Eidelweiss Beach to the right of current location so as to not interfere with the basketball court. Geneva Beach area will be looked at by the Commissioners. Discussion ensues with Andrew Harteveldt outlining the EPOA plan which is in preliminary stages. New area will be marked out.
Federal Piping will be reviewing pipes under the lodge for any updates needed.
Mike Smith makes a motion to have Federal Piping review Jungfrau for propane installation. Ralph Lutjen seconds. Motion passed 2-0.

12. Public Comments

Larry Leonard questions denial for parking at the Huttwil lot. Ralph Lutjen outlines seasonal as long-term parking over 4 months; not temporary. Inappropriate use of parking lot is outlined. Larry Leonard outlines VDOE parking lot for use by residents maintained by tax dollars. Larry Leonard states 8 – 10 week request is temporary. Mike Smith recommends an update to the Ordinance if resident wants to change parking restriction. Mr. Leonard looking for definition of temporary, has modified request.
Larry Leonard outlines issue at his driveway from water system flushing this spring. Culvert is blocked and needs to be cleaned.
Adam Leiser outlines definition of temporary as not permanent. Supports parking request. Paula Doyle adds that she also supports request to park in the lot.
Paula Doyle outlines issue with Ralph statement of not reading posts. States Board is not open to criticism or input from the residents. States that new people have different ideas. Suggests Board sit down with people who may be interested in meters prior to releasing analysis. Paula requests resignation of Ralph Lutjen for stating he doesn’t care or listen to the message boards. Ralph responds that he will not take his time to review information that is not factual – spends time handling items that are in best interest of VDOE. Paula iterates that dialogue needs to be open and Board should be responsive.
Mike Smith responds to water meter analysis comments. Paula states that information should be reviewed with residents prior to release. Mike Smith outlines information still being completed.
Jay Buckley recommendation for leak detection equipment purchase is discussed. Paula outlines communicating with residents; process should be improved.
Andrew Harteveldt outlines that the suggestion for EPOA purchase of a lawn mower and VDOE to handle the mowing is a good idea. Thanks Ralph Lutjen for outlining suggestion accurately and EPOA can look at this next year.
Andrew recommends that the office be notified of any canoes on the beaches at the time they are seen so DPW can post.
Andrew discusses merry-go-round. Ride is being sent for sand-blasting and cleaning. Andrew outlines that many people in Eidelweiss care and would like to contribute. Manners of how persons communicate and responding to that appropriately is outlined as way to succeed. Use the community for help and involve them. States including persons in the dialogue may change the outcome. Urges Board to include and enable two-way dialogue. Having residents review suggestions when they make them and deliver the results to the Board is outlined as a way to involve additional people. Empower the residents and tax-payers by delegating work to others.
Andrew outlines involvement by persons who want to help as having long term benefits.
Adam Leiser would like to know the amount of dollars spent on Little Loop this year. Adam questions if Paul Fluet discussed design with his engineer following July 6th email. Mike Smith states he assumes Paul Fluet did, was not confirmed.
Paula questions why VDOE did not use original design submitted by resident. States appearance that VDOE spent dollars unnecessarily.
Larry Leonard outlines inventory done a few years back did not include any leak detection equipment. Leak detection by the professionals of GSRWA is proper for the District as they have the most up to date equipment.
States involvement of new people is good.
Dorothy Wondolowski asks if access to EPOA site from VDOE website had changed; it has not.
Larry Leonard discusses completion of Little Loop project. States should be done by now.
States use of DPW could also be helpful.
Adam Leiser asks if concerned that the VDOE engineer did not reach out to the resident’s engineer. Mike Smith outlines difficulty of working between two engineers who did not agree on which manner of proceeding is best; VDOE choice is VDOE design. Adam would like to know how no consensus between the two engineers can be stated when Paul Fluet did not reach out to Mr. Rines. Adam Leiser claims that tax payer money has been wasted. Mike Smith states that if mistake was made, it is being corrected now by choice of VDOE plan.
Adam continues with statement that job could be done in less costly manner. Has tried to save money for the District.
Larry Leonard outlines that Little Loop should be on Action List. Also states that work orders should be used as a tool to eliminate items dropping through the cracks.

At 9:30 am Mike Smith motion non-pub 91-A:3, II (D) Property. Ralph Lutjen seconds. Motion by roll call vote Mike Smith yea, Ralph Lutjen yea. Motion passed 2-0.

Mike Smith makes a motion to seal the minutes of the non-public session. Ralph Lutjen seconds. Motion by roll call vote Mike Smith yea, Ralph Lutjen yea. Motion passed 2-0.

At 9:43 am Mike Smith makes a motion to exit non-public session and adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator