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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
August 7, 2018

The Board of Commissioners met at 8:00 am on Tuesday, August 7, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Treasurer Dinah Reiss and residents Adam Leiser, Paula Doyle, Larry Sodano, Jay Buckley, and Marya Doery. 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

Kelly Robitaille reports basin across from 68 Eidelweiss Drive is planned for Friday. Tony Eldridge and TJ Eldridge will be in to set the basin.
15 Jungfrau will need 6 feet of pavement removed across the entire 20 feet. An estimate to replace the pavement has been requested. An excavator will be needed to move a large boulder on Jungfrau. Work will be planned when quote is received. Coordinating work with paving company is being looked into. Repair on Lugano is also potential work for paving company. Scheduling work on Lugano is discussed; Ian Hayes may have additional work to complete prior to repairing the pavement. Discussion on use of cold patch; cannot pave over cold patch, material would need to be removed. Ian Hayes will be asked for his intent for that water line repair.
Equipment is in good shape. International 7400 has a rear brake issue which has been repaired.
Gravel supplies are good as are sand and salt.
Discussion on a boulder being moved from the edge of Eidelweiss Drive at Boulder Beach. Two large rocks have been removed recently from this area. Will be corrected.
Culverts are being worked on as needed and being checked. Road ditches are being cleaned and maintained. Kelly Robitaille states focus on road damage created by blocked culverts and ditches; driveway issues are secondary.
Roads held well with recent heavy rains. Work on East Bergamo and Little Shore done recently held well.
Kelly Robitaille outlines requests recently received and asks that information be sent to the office.
Budget status is reviewed. Line items are discussed. Review of work to be completed and remaining funds is discussed. Culverts needed for remaining work are discussed. Budgets are tight; caution is recommended moving forward. Kelly Robitaille has reviewed renting a screen and sifter. Cost would be $1,200 per week. Sand can be reclaimed from yard and hill.
Discussion on limit of 2-person crew to handle the sifting. A recommendation for timing and overall cost will be discussed going forward. If this worked, a potential for an entire year of sand could be retrieved. Ralph Lutjen makes a motion reclaim sand at a schedule to not impede other work. Mike Smith seconds. Discussion on cost calculation; labor and equipment calculated. Discussion continues on benefit of doing this work. Could create substantial savings on budget line for sand. Review could be done following one week of sifting to calculate value. Motion passed 2-0.

3. Water

Ian Hayes will be in next week.
Curb stop valve locating is scheduled for Thursday with Mike Smith and Ian Hayes.
Discussion on tank project; inspection of 10,000-gallon tank at Summit is questioned. Costs will be analyzed for next week.
Analysis of replacement for the 5,000-gallon tanks within the system has been completed. Possible amendment to funding for project to include replacement is outlined.

4. Administration

Pump house security will be installed by Tom Therrien when on premises for Muddy Beach work.
Discussion on TAN loan proceeds as relates to funding needed for remainder of year is held.
Asset Management meeting is scheduled for Aug 15. Scheduling a meeting to review CIP is recommended.
Budget status is reviewed. Budgets are in line for 58% of year passed.
Initial review of water system storage needs shows that 90,000 gallons will be needed at Reinach.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 20 checks for a total of $57,879.91. Ralph Lutjen seconds. Checks and invoices are reviewed and discussed. Motion passed 2-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of 7/24. Ralph Lutjen seconds. Motion passed 2-0
Mike Smith makes a motion to approve the minutes of 7/31. Ralph Lutjen seconds. Motion passed 2-0.

7. Commissioners Reports

Ralph Lutjen discusses delay in having meeting with Rick Skarinka of DES. Recommends having a telephone conference or possible Commissioner trip to Concord to meet. Ralph Lutjen makes a motion to send email for proposed dates for telephone conference or visit. Mike Smith seconds. Motion passed 2-0.
Ralph Lutjen proposes establishing a new committee to focus on environmental issues and water quality of the ponds. Committee would examine VLAP reports; physical review of plants in and around the ponds; evaluation of storm water management report; conduct fact finding project on aquatic plants. One area would be the inlet of Middle Pea growth. Working group would be needed. Ralph Lutjen motion establish committee. Mike Smith seconds. Three to five members would be wanted. Ralph would be Commissioner representative. Jay Buckley outlines overgrowth at Middle Pea being visible; could paddle through that area in prior years; now shallow and grown over. Discussion on pond testing results and analysis needed to take protective action. Discussion continues on the ponds and quality; still good but need additional protection to avoid potential future problems. Motion passed 2-0. Mike Smith motion place on website for volunteers with background. Ralph Lutjen seconds. Motion passed 2-0.

Contact with engineer Paul Fluet will occur following this meeting.

8. Signature Items

Ralph Lutjen makes a motion to sign PO 263 in the amount of $3,000 for gravel. Mike Smith seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the letter to Jeff Tucker stating VDOE will continue with engineering services from Dubois & King. Ralph Lutjen seconds. Motion passed 2-0.
Boat parking through August 13 covered in correspondence.

9. Correspondence

Granite State Analytical has sent the weekly beach testing results; all clean. Highlight of numbers done.
Adam Leiser has sent input on the minutes of July 24.
Ford has sent notice of extension of warranty on the exhaust for the F-550.
Adam Leiser has sent a request the Board adopt a policy to not return to public session after a non-public session. No discussion as legal action by Board.
Resident has sent request to have a BBQ on the beach. This has been allowed before. Discussion on when and where the BBQ would occur is held. Request information from resident as to when the event would take place.
Resident has sent request to leave boat in Huttwil parking lot until moved to docks. Mike Smith motion approve through the 13th. Ralph Lutjen seconds. Motion passed 2-0.
Resident of 10 Upper Lakeview has reported low water pressure. Ian Hayes has been informed.
Resident of 1326 Conway Road has notified office of a leak before shut off valve in the house. Ian Hayes has been notified to shut down property at curb stop valve for repair.
Paul Fluet has sent analysis of recent data logger pressure readings; as well as a follow-up to Rick Skarinka of NH DES to schedule meeting with VDOE.

10. Scheduled Appearances

Adam Leiser asks for confirmation he stated intention to work with Board on Little Loop project; yes. Question on status of engineered project at meeting with Nick Sceggell during which Mr. Sceggell made changes to design as design was not fully prepared. Mr. Leiser questions working design and his stated unwillingness to approve. Mike Smith outlines need for VDOE to move forward with design in best interest of road drainage. Design approved by Board of Commissioners. Sign off requested from Mr. Leiser to proceed with project. Ralph Lutjen outlines option to use side-line easement on property if needed, preference is to have property owner grant the easement. Outlines update to removal of grass at resident’s request. Mr. Leiser outlines no formal response to his attorney on easement. Ralph Lutjen outlines response is in the updated drawing. Trees would be marked by contractor. Discussion continues on project and getting project completed this year. Adam requests formal response to his lawyer and engineer. Reiteration of drawings being updated as response. Mike Smith outlines property owner as stumbling block; approve or VDOE will pursue sideline easement over the winter. Adam responds that he has been working to get this done and has spent his own money to show that.
Ralph Lutjen requests Adam review letter and drawings. Letter read aloud by Adam Leiser. Question by Adam on reserve, Ralph Lutjen responds VDOE responsibility to maintain.
Discussion continues; Adam requests call with his engineer, states project could be done in more cost-effective manner.
Mike Smith states Board has approved design and is ready to move forward. Property owner approval needed at this time. Reiteration that contractor will mark the trees once engaged for the project.

Jay Buckley questions ability for VDOE to clean catch basins. Outline that Kelly Robitaille is on board with the design.

11. Other Business
12. Public Comments

Jay Buckley discusses the withdrawal from the Water System CRF for Muddy Beach. Reimbursement for the funds is pending Department of Revenue approval.
Discussion on 90,000-gallon water storage requirement calculated by the engineers. Information will be sent to DES for review.
Jay Buckley questions the 10,000-gallon tank at Summit previously discussed. Reiteration that the cost analysis will be done for inspection and lining vs. replacement.
Schedule for asphalt road maintenance is discussed. Capital Improvement Plan addresses these needs; commissioners are reviewing.
Paula Doyle states information on delays on Little Loop should not be placed on Mr. Leiser. Recommends move forward and get project completed. Mike Smith responds delays on both parts, mistakes on both parts.
As discussion continued; Board states that public comments are over. Objections stated.

At 9:52 am Ralph Lutjen motion adjourn. Mike Smith seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator