[gview file="https://vdoe-nh.org/wp-content/uploads/2018/08/Action-Plan-updated-08-14-2018.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/08/Agenda-08-14-18.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/08/CM081418.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
August 14, 2018
The Board of Commissioners met at 8:00 am on Tuesday, August 14, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), water operator Ian Hayes, Treasurer Dinah Reiss and residents Andrew Harteveldt, Paula Doyle, Gloria Aspinall, Carol Rosenblith, Michael Dolan and Diana Dolan. 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 amends agenda to delete public comments. Ralph Lutjen seconds amendment. Motion passed 2-0.
The action list is reviewed and discussed.
2. Highway Department Report
Catch basin has been placed across from 68 Eidelweiss Drive.
Kelly Robitaille states intent to begin work on Jungfrau Road next week. Mike Smith makes a motion to send a letter to property owner via registered mail. Ralph Lutjen seconds. Motion passed 2-0.
A permit for paving a driveway at 19 Jungfrau is under review.
Discussion on a fence that is being placed on Lugano. A neighbor has complained that the fence may not meet setbacks – Madison would be enforcement for that complaint.
Equipment is in good shape.
Compliments have been received for work at the intersection of Big Loop.
Mike Smith compliments the work on Little Shore at #16.
Ralph Lutjen makes a motion to adopt a policy for compensatory time. Mike Smith seconds. Proposed policy is reviewed and discussed. Kelly Robitaille states that 40 hours would be preferred, policy draft states up to 24 hours. Comp time would have to be used in same calendar year. Mike Smith makes a motion to amend draft to reflect compensatory time maximum of up to 40 hours. Ralph Lutjen seconds amendment. Motion, as amended, passed 2-0.
Ralph Lutjen makes a motion to approve Jeff DeMartino’s comp time. Mike Smith seconds. Motion passed 2-0.
3. Water
Water operator Ian Hayes joins the meeting. Discussion on the 10,000-gallon tank at Summit is held. Value of a back-up tank is discussed. If 5-year inspection and cleaning schedule is followed, the back-up tank would eliminate the need for a temporary set up for inspection and cleaning. Benefit of having a temporary tank in house that could be used for any tank that is being worked on is held. Cost estimate for inspecting and lining the 10,000-gallon tank is over $27,300. Purchase of a replacement tank is estimated at $27,950. Allowing the tank to continue in service until tank fails is discussed as an option. Ralph Lutjen makes a motion to have Ian Hayes write up and send recommendation to Paul Fluet for review. Mike Smith seconds. Motion passed 2-0.
Ian Hayes reports that the Muddy Beach pump will be installed Thursday.
Mike Smith and Ian Hayes will set date for locating remaining curb stop valves.
Tom Therrien will be in the District next Tuesday to install the pump house security panels and complete Muddy Beach work.
The 30,000-gallon Summit tank will be flushed and tested prior to being put back on line.
Granite State Rural Water Association will be in next week for leak detection on two zones in the District.
Ian Hayes is informed of meeting September 8 at 10 am.
Discussion is held on repairing the connection at the bottom of Lugano. A new line would require pavement to be cut on Lugano as well as digging on Eidelweiss Drive to connect the house to the proper line under Lugano. Mike Smith motion Ian Hayes submit quote for excavation and repair of this line. Discussion on possible need to shut down the water system to isolate the area to allow the repair is held. Isolation could be limited to Eidelweiss Drive from Big Loop to the playground.
Ian Hayes reports that the highway crew uncovered a 3-inch line under Eidelweiss Drive when digging for the catch basin at 71 Eidelweiss Drive. Unknown if pipe is in use or abandoned; records show an 8-inch pipe under Eidelweiss Drive in that area. Discussion on locating the ends of the 8-inch main is held; test pits could be done in select areas to determine where 3-inch and 8-inch pipes meet. Mike Smith makes a motion to have Ian Hayes obtain & submit price for digging test pits to check water main sizes in 3 locations. Ralph Lutjen seconds. Ian Hayes outlines that a recent water main replacement project came in at a lower price per foot than historic values; costs may be lower than anticipated. Motion passed 2-0.
Mike Smith discusses locating a valve at the top of Lugano; this area will also be excavated for checking valve and main.
Water budget line items are reviewed with Ian Hayes. Discussion on establishing additional isolation valve cluster placement on the Reinach side of the District is held. Ian Hayes recommends one or two isolation valve clusters be added on this side of the VDOE. Funding will be checked later in the fall. Salins/Bristenstock intersection is recommended for valve placement. Placement of valves is outlined in the Water System Master Plan and needs to be worked on. The need to complete the maps is highlighted. The benefit of proper isolation valve for system work, including pipe replacement, is outlined.
4. Administration
A monthly safety meeting will be scheduled.
Water billing status is reviewed. $24,807.69 is outstanding at this time. Open invoice report is reviewed. Two properties are pending shut off; tenant notification is being sent.
Mike Smith reports that three curb stop valves are left for final verification. One house will need the property owner present to verify that the valve works. Requests 4 additional hours for locating remaining. Mike Smith makes a motion to approve up to $200 for locating curb stop valves. Ralph Lutjen seconds. Motion passed 2-0.
Asset Management meeting is scheduled for tomorrow at 1 pm.
Rick Skarinka of NH DES has tentatively scheduled a visit to the District. Mike Smith makes a motion to confirm meeting schedule for 9-8 at 10 am with Rick Skarinka, Paul Fluet and Ian Hayes. Ralph Lutjen seconds. Motion passed 2-0.
Budgets are reviewed and discussed. Year to date percentages are reviewed by line item. Heating costs may go over budget. Part time and overtime line items are reviewed and discussed within Highway. Water services line items are reviewed and discussed. Retirement account will be reviewed. No major issues noted at this time. Discussion on difficult spring weather; ice was particularly challenging
Mike Smith makes a motion to approve payroll in the amount of $7,448.18. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Motion passed 2-0.
Kelly Robitaille will be asked to repair the outhouse at Eidelweiss Beach.
The proposal for electric supplier renewal is reviewed. Mike Smith makes a motion to contract for 4 months. Ralph Lutjen seconds. Motion passed 2-0.
A cost analysis is being completed to determine if best to inspect and line versus replacement of the 10,000-gallon tank at Summit. Discussion on expending funds on the 10,000-gallon tank is held; this tank is a back-up to the newly lined 30,000-gallon tank.
The July daily water usage reports are reviewed and discussed. July daily data and summary are in line with the historical values. Comparison of the cost savings between Jungfrau with the VFD and DPW without a VFD is done.
Proposal is reviewed for repair of piping under the lodge. Funding is not available to do this.
Volunteer Lake Assessment Program (VLAP) reports are reviewed and discussed. pH of the ponds is discussed; pH is rising in the ponds. Clarity has also declined over the past years. Storm-water management is being pursued with UNH; a committee is being formed to review the VLAP data for additional protection of the ponds.
5. Accounts Payable
6. Minutes
Mike Smith makes a motion to approve the minutes of 8/07. Ralph Lutjen seconds. Motion passed 2-0
7. Commissioners Reports
Ralph Lutjen discusses the boat in the Huttwil parking lot. Boat is beyond approved parking limit. Ralph Lutjen motion communicate with owner for removal. Mike Smith seconds. Motion passed 2-0.
Ralph Lutjen outlines email received from Paul Fluet highlighting the differences between the drawings on Little Loop in response to an email received from Adam Leiser. The preferred design of the proper owner would require a larger drainage ditch at the driveway; ditch would be deep and wide. Proposed VDOE design using pipe allows ditch to be more narrow and shallow. Additional review completed at request of resident by a CT engineer named Mr. Hulk does not incorporate water flow from other side of road.
Ralph Lutjen outlines request that drawing approved by VDOE be signed and construction completed.
Mike Smith makes a motion to post any canoe out of a canoe rack space for removal. Ralph Lutjen seconds. Discussion is held on canoes on the ground near the racks. Motion passed 2-0. Canoe rack spaces have been registered and second spaces were allowed; no reason for watercraft on the beach. The impound fine for removal is outlined; fine is $100.
8. Signature Items
The principal and interest have been separated on the MS 535 as required by NH Department of Revenue. Mike Smith makes a motion to sign the revised MS 535. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the letter to the property owner of 15 Jungfrau regarding placement of a driveway culvert. Ralph Lutjen seconds. Motion passed 2-0.
9. Correspondence
Granite State Analytical has sent the weekly beach testing results. Eidelweiss Beach has been posted with a swim advisory due to high bacteria count. Testing has been done for this week and results will be sent when received.
Primex has sent notice of workplace violence coverage that is now part of the P&L insurance for all policyholders.
Resident Adam Leiser has sent notice of a resident petition with requests for the Board of Commissioners.
10. Scheduled Appearances
Andrew Harteveldt discusses fitness stations proposed by the EPOA. Discussion is held on moving the proposed location at Eidelweiss Beach. Update is to move fitness station back so that 12 feet of space will exist between the edge of the basketball court and the fitness station. Andrew Harteveldt will update the marked locations and send photos.
11. Other Business
12. Public Comments
At 9:18 am Mike Smith makes a motion adjourn. Ralph Lutjen seconds. Motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator