VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Tuesday March 29th, 2022
The Board of Commissioners met at 9:00am on Tuesday March 29th, 2022.
In attendance for the public meeting are Commissioner Jay Buckley, Commissioner Mike Smith, Commissioner Ralph Lutjen, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator, Kelly Robitaille-DPW Foreman, Doug Prescott, Dinah Reiss, Nick Borelli, Paul Mckenna, Tom Wondolowski, Robert Corazzini & Christina Aleman.
Meeting videotaped by Aysia of Madison TV
At 9:00 am Commissioner Ralph Lutjen calls the meeting to order
Public Meeting
Ralph Lutjen makes a motion to approve the agenda, Mike Smith 2nds, passes 3-0
Mike Smith makes a motion to approve the minutes of 3/22/22, Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion to approve the Operating Accounts manifest of $37,133.33 Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion to approve the Water Assessment Fund manifest of $42,650.62 Ralph Lutjen 2nds, passes 3-0
DPW
Discussion on Little Shore Drive tree cutting. Opened the road up now the DPW is working on opening the drainage ways.
Discussion on proposing to 15 Little Shore Drive a culvert project. Kelly Robitaille requested we ask the homeowner if they would be interested in splitting the costs to put in a culvert and help with drainage.
Ralph Lutjen makes a motion to contact the owner at 15 Little Shore Drive and propose a shared culvert cost project, Mike Smith 2nds, passes 2-0
Discussion on another location possibly adding a basin due to drainage issues.
DPW is going to be stump grinding and pulling small stumps at Little Shore Drive tomorrow
Discussion on 29 Oak Ridge Road driveway permit for operations.
Mike Smith makes a motion to send a letter to the homeowner that the Commissioners will not approve the permit for operations, Ralph Lutjen 2nds for discussion.
Kelly Robitaille suggests they either change back to the original plan or come to the board. Tom Wondolowski comments and states the cars are in the driveway and there is no issue with the current parking situation. Kelly Robitaille adds the house is so close to the road they should take it back to the original driveway.
Jay Buckley makes an amendment to add if they want to change the original, they can submit another permit application to make the changes, Ralph Lutjen 2nds, passes 3-0. Motion passes 3-0 on amendment.
Discussion on Dam water level. The DPW was able to modify and put a 5” cap board at 8:00am on 3-29-2022. The measurement from the top of the intake pipe to the top of the concrete is 39” but there is a perforated pipe under the water. The water at the top of the concrete is lower than the recommended dry hydrant of 36”. The water is currently at the red line.
Administration
Donna MacKinnon asks a question about a new property owner needing a driveway permit to access property. Can the new owner get access without a driveway permit that includes septic and home design? The new owner is not going to build for a few years just wants access to the property. Jay Buckley suggests possibly a temporary driveway permit application. He then adds at the end of the driveway application it states you can ask for a waiver for strict compliance. So, this new owner should apply and put in the application a letter stating they are requesting strict compliance for septic and plans.
Donna MacKinnon swore in Robert Ingram for Moderator in the office the other day.
Ralph Lutjen makes a motion to transfer $30,000 from the operating account into the Equipment Repair CRF, Jay Buckley 2nds, passes 3-0
Ralph Lutjen makes a motion to transfer $25,000 from the operating account into the Highway Equipment CRF, Jay Buckley 2nds, passes 3-0
Ralph Lutjen makes a motion to transfer $1 from the operating account into the Office/Meeting Building CRF, Jay Buckley 2nds, passes 3-0
Discussion on the sale of the Lodge, Jay Buckley is meeting with the Selectman next week to unmerge the two lots. Donna MacKinnon mentions that we were not able to get into the rooms at the Lodge that have the paperwork in them. Jay Buckley states he can open the door with some fire fighter tools. Mike Smith questions getting a trailer to store the paperwork so the office can work at their own pace.
Mike smith makes a motion to get pricing for renting a trailer to store the documents at the office, Ralph Lutjen 2nds, Jay Buckley amends motion to see if we can buy a trailer instead of rent one, No 2nd. Original motion passes 3-0
Discussion on Reinach project and payments. There are discrepancies between Kathy Koziell’s spreadsheet and what the office has on record. Jay Buckley discusses the price he found for landscaping of $415 (he felt this number is too low), the transfer switch $617.25 and the receptacle $1274.35. No price yet for shipping or labor.
Mike Smith makes a motion that once the final number is in for outstanding work to be done, we take it out of retainage, Jay Buckley 2nds, passes 3-0
Jay Buckley makes a motion to sign letter to Nancy Cole amending clause 5, Ralph Lutjen 2nds, passes 3-0
Mike Smith makes a motion to sign the letter to the LPC to restore a working relationship, Jay Buckley 2nds for discussion, passes 3-0
Jay Buckley makes a motion to sign the signature cards for the Northway Bank accounts, Mike Smith 2nds, passes 3-0
Jay Buckley makes a motion to sign the signature cards for the Bank of New Hampshire accounts, Mike Smith 2nds, passes 3-0
Jay Buckley makes a motion to approve the water hook-up application for 16 Huttwil Drive, Mike Smith 2nds, passes 3-0
Jay Buckley makes a motion to approve the water hook-up application for 2 Chocorua View Drive, Mike Smith 2nds, passes 3-0
Jay Buckley makes a motion to approve the water hook-up application for 5 Grandval Way, Ralph Lutjen 2nds, passes 3-0
Jay Buckley makes a motion to transfer $42,000 into the Water Line Extension CRF, Mike Smith 2nds, passes 3-0
Dinah Reiss discussion on which account the water hook up fees should be placed into.
Commissioner’s Concerns/Reports
Discussion on Dam EAP. Ralph Lutjen states the main contact should be the office and not Jay Buckley. Section 4.5 the contractors that should be available: need to add VDOE DPW and Simply Water. Kelly Robitaille states that DW Brooks lead time would be too long. The Madison DPW has 24hr service and would be able to assist the DPW. Going to table issue until next week.
Discussion on RSA 33-A:3 on the Retention Committee. Doug Prescott talked with Linda from the Madison Town Hall about the issue. The Committee is to be comprised of the town Clerk, treasurer, an assessor, tax collector and municipal officer designee. Ralph Lutjen recommends Alexis Wagoner (chair) to put together a plan for the following week.
Voting panels came in last week.
Water Committee meeting will be held on April 7, 2022, at 2:00pm. They meet once a month on the first Thursday of the month at 2:00pm.
Jay Buckley discussion on splitting up of tasks among the Commissioners. Requests being put back in charge of the water. Discussion on Commissioners acting out of their “zone”.
Mike Smith makes a motion on the separation agreement to void the entire thing, Ralph Lutjen 2nds for discussion. Ralph Lutjen suggests having Nancy Cole come to the Commissioners. Mike Smith is going to speak to Nancy. Ralph Lutjen makes an amendment to have Mike Smith speak to Nancy to see which aspects of the agreement she is ok with taking away, Mike Smith 2nds, passes 3-0
Ralph Lutjen discussion on his discussion with Steve Doyon from DES about the adding and removing of boards to maintain a specific water level. Ralph Lutjen is going to draft up a proposal and submit it to the board at next week’s meeting.
Office to post the following meetings:
April 7, 2022, Meeting at 9:00am VDOE office
April 7, 2022, Water Committee Meeting at 2:00pm Madison Town Hall
May 7, 2022, Asset Management Public Hearing
Correspondence
Review of Granite State results
Discussion on Dam board pulling emails. Ralph Lutjen states that Big Loop Culvert was reaching capacity at 70% so a board was removed, and debris removed to alleviate the water level. The culvert is now at 25% capacity which is a good level, too much water causes stress on the culvert. Kelly Robitaille states that as of today the water level is at the 4” red line and a 5” board was installed. Ralph Lutjen adds that the scientific issue is having high water level puts the culvert in jeopardy. Kelly Robitaille questions if he need to get permission from the Board of Commissioners to put a board back in. Should he wait to get permission to put a board back in or just put a board back in when the water level is sufficient. Ralph Lutjen states he gave all the Dam information we have from the past year to Steve Doyon to review.
Discussion on Nick Sceggell email. Mike Smith spoke with Ian from Simply Water to see if horizons can use the map and lot numbers from the water bills.
Review of the NHMA Bulletin
Review of the Neighborhood Energy March 2022 flyer
Public Appearance
Nick Borelli and Paul Mckenna discussed the VDOE having town stickers for parking at the beaches. Parking has gotten out of control with people parking on the street. The Madison P.D also thinks this is a good idea and would help to monitor the parking situation. They suggest putting the parking at the beach’s ordinance at the public hearing that is coming up in May to review the other ordinances.
Christina Aleman makes a comment that the taxpayers are paying for the beaches, and it is not fair that they cannot find parking because of the overcrowding. She states she sometimes cannot even get to the kayak rack because of the amount of people on the beach. There has been trash on the beaches, dogs on the beach and inappropriate behavior. Mike Smith suggests the VDOE have their own parking passes and not just use the Madison transfer station sticker. Ralph Lutjen suggests taking a paragraph from the Madison Ordinance on their beach at Silver Lake.
Doug Prescott makes a comment about the EOPA doing some volunteer work to fix the kayak racks. This leads to a discussion about the matter.
Nick Borelli brings up a discussion about putting somewhere in the deed that the Lodge cannot be used as an STR.
Christina Aleman goes back to the discussion about the kayak racks and how many can go on a single rack. The racks were made for canoes not kayaks so the kayaks fall through the gaps since they are smaller. The kayak portal opens on April 15th.
Mike Smith discussion on an email with John Cooley from the Loon Preservation Committee and a floating nest. Has data showing that the floating nest is only 25% effective in its first year and only 50% effective after 5 years. Christina Aleman adds that she has seen people in the past harassing the loons and maybe signs should be put up to protect them.
Discussion on 91-A request from Adam Leiser.
Mike Smith makes a motion to adjourn at 11:05am, Jay Buckley 2nds, passes 3-0
Respectfully submitted,
Alexis Wagoner, Administrator.