VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Tuesday April 12th, 2022
The Board of Commissioners met at 9:00am on Tuesday April 12th, 2022.
In attendance for the public meeting are Commissioner Jay Buckley (phone), Commissioner Mike Smith, Commissioner Ralph Lutjen, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator, Kelly Robitaille-DPW Foreman, Doug Prescott, Dinah Reiss & Bob Ingram.
Meeting videotaped by Carol 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, Jay Buckley 2nds, Mike Smith makes an amendment to add a non-public at the end of the meeting, Ralph Lutjen 2nds, passes 3-0
Mike Smith makes a motion to approve the minutes of 4/5/22 with an amendment on the 2nd page changing senate to selectman, Ralph Lutjen 2nds, passes 3-0
Mike Smith makes a motion to approve the minutes of 4/7/22 with amendments made by Jay Buckley, Jay Buckley 2nds, passes 3-0
Discussion on meeting on 4/7/22. CAD Data will be transferred to Horizons from Nick Sceggell. Jay Buckley state he is unsure if there are any added costs. Nick Sceggell is supposed to have the model completed by 4/15. Ralph Lutjen questions what happened in the field as there were no minutes produced. Jay Buckley states they just went on a tour, no decisions were made.
Mike Smith makes a motion to approve the Operating Accounts manifest of $11,379.09 Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion to approve the Water Assessment Fund manifest of $2,003.56 Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion to approve the Water Project Account manifest of $5,255.00 Jay Buckley 2nds, passes 3-0
Discussion on the Water Project Account Manifest. Check is for Nick Sceggell for a portion of the total payment for the completion of the hydraulic model. There is no reimbursement for this from the Reinach project grant.
DPW
DPW has been doing roadside brush cutting with a brush cutting tractor they rented. Kelly Robitaille asks if they go over the warrant article can he use money from the subcontract equipment account which has $3,000 in it.
Ralph Lutjen makes a motion to allow Kelly to use $1,000 out of the subcontract equipment account to continue brush cutting, Mike Smith 2nds, passes 3-0
Discussion on 2 Clemens Place. Kelly Robitaille took a measurement from the ditch line to the rocks, and it was 37 feet. The DPW is continuing to maintain their driveway. Ralph Lutjen states there are two options, one is to contact our lawyer and the other is to send a letter back stating their measurements are incorrect and going forward cars parked there in the winter will be towed. Jay Buckley questions how many cars there has been parked there when having issues with plowing. Kelly Robitaille responds that even when there is 1 car parked it still causes issues. Jay Buckley suggests having the property owner get a survey done to determine the boundary line. Mike Smith mentions we need to try and resolve this before winter comes again. Try and resolve it without a lawyer but if that doesn’t work, we will get the lawyer involved. Ralph Lutjen requests a letter is drafted stating they are parking in the road and that their measurements are incorrect. Come winter months cars parked in the road will be towed.
Administration
Mike Smith makes a motion to have Alexis Wagoner’s hours changed to 7am-3pm starting next Monday, Ralph Lutjen 2nds, passes 3-0
Jay Buckley is concerned about the hours not matching surrounding towns. Kelly Robitaille mentions it would be helpful to the DPW since they also start at 7am.
Discussion on TAN Loan, need to contact lawyer regarding loan.
Discussion on water ordinance change proposed by Ian Hayes to add a section stating that a listed of certified contractors are to be used. Commissioners will not be adding this in.
Sale of the Lodge will be discussed in a Non-public
Discussion on Reinach project, going through all payments and contracts. Will have more for next weeks meeting. Jay Buckley states Kathy Koziell will be back May 13th and can answer any questions.
Discussion on 2020 audit. Office has reached out multiple times. Ralph Lutjen suggests he will draft a letter to send to the auditor.
Ralph Lutjen makes a motion to draft a letter to the auditor and sign it out of session, Mike Smith 2nds, passes 3-0
Ralph Lutjen makes a motion to sign and approve the water hook-up application for 4 Chocorua View Drive, Jay Buckley 2nds, passes 3-0
Ralph Lutjen makes a motion to sign the letter to 23 Huttwil Drive for later water bills, Jay Buckley 2nds, passes 3-0
Ralph Lutjen makes a motion sign and approve the water hook-up application for 3 Reinach Place, Mike Smith 2nds, passes 3-0
Ralph Lutjen Makes a motion to sign the letter to Jake Dawson, Mike Smith 2nds, passes 3-0
Discussion on contract. The contract has not ended yet and the warranty is not completed until the contract is closed out. Mike Smith suggests sending a follow up letter with date that the warranty expires. Ralph Lutjen states this will be resolved when the contract is closed out.
Mike Smith makes a motion to sign the letter to the Madison Fire Department, Jay Buckley 2nds, passes 2-0-1
Commissioner’s Concerns/Reports
Jay Buckley comments on the meeting from 4/7/2022. Nick Sceggell has acknowledged he doesn’t have the total number of homes built since the last time he did the model and how many homes are now on the water system. He also doesn’t have place in the hydraulic model to account for future homes. Donna MacKinnon sent a list of all water connections to Horizons and will also send to Nick Sceggell.
Discussion on AMP Draft. Meeting with public is scheduled for May 7th, need to have another meeting with Horizons to have them present the final plan & presentation before they submit it to DES. Possible meeting on May 17th after the Commissioners meeting. Ralph Lutjen discusses table 6-1, money schedule projection for the next 5 years. Not a realistic projection, the public will not be ok with this.
Discussion on list of engineers from DES, Jay Buckley felt that CMA, Wright & Pierce, and Underwood would be the best ones to pursue.
Ralph Lutjen makes a motion to send and RFP to the three engineering firms suggested by Jay Buckley and to Horizons, Mike Smith 2nds, passes 3-0
Discussion on Horizons being a possible district engineer. Jay Buckley is to construct an RFP and present it to the board next week for review.
Discussion on NHMA training
Jay Buckley makes a motion to have Donna & Alexis attend the 91-A webinar, Mike Smith 2nds, passes 3-0
Discussion on Water Level Measurement Process. Dam would be the zero-point water level and the other points would be + or – that zero point. Measurements would be taken once a week, after a storm and after a board is removed or replaced. Readings will be kept in a log and the office will also record data from a local rain gauge.
Ralph Lutjen makes a motion to accept the water level measurement process, Mike Smith 2nds, passes 3-0
The three locations will be the Little Pea Dam, inflow of the Big Loop Culvert and Thusis beach. The grate at the Big Loop Culvert was also removed. Jay Buckley asks if the beavers are still building their dam higher? Kelly Robitaille says yes, they are. Mike Smith mentions the water going down the side of the road on Big Loop and that Kelly Robitaille needs to make sure it doesn’t cross the road. Alexis Wagoner ordered measurement sticks already. Kelly Robitaille is concerned that we can’t measure Big Pea accurately because the beaver dam is causing artificial levels. Ralph Lutjen state we set a zero point at Big Pea regardless of the beaver dam. Kelly Robitaille mentions the water is 2” over the concrete right now since the rainstorms. They are not going to pull a board but let nature take its course and naturally regress the water. Doug Prescott speaks to ask if one of the goals is to see the water levels at Big Pea. Ralph Lutjen responds yes, but also the plan doesn’t include water quality but there is about 24 years of data recorded for the water quality. Doug Prescott asks why are we measuring Big Pea if the beaver dam is preventing the water level from changing based on the dam at Little Pea? Kelly Robitaille states this will give justification that the dam at Little Pea may or may not be affecting Big Pea. It will show that when a board is pulled or replaced does it have an affect on Big Pea. This will give us data we are looking for, what affect does the dam have on Big Pea.
Correspondence
Discussion on yard sale email. Mike Smith thinks if the EPOA can have a yard sale at the Huttwil parking lot why can’t this woman. Bob Ingram states that the EPOA yard sale included all people of the District to participate not just 1 individual. Ralph Lutjen suggests saying no as we cannot have people constantly in the parking lot for different events. Jay Buckley agrees with Ralph and Bob, he also state that Village Pride Day brings in a lot of people to clean the streets, but they have adequate insurance and advertising.
Ralph Lutjen makes a motion to send an email that the yard sale is not available, Jay Buckley 2nds, passes 2-1
Discussion on RockHouse email. Donna MacKinnon asks if they have deeded right to boat ramp beach. Ralph Lutjen requests the deeds that prove this claim.
Discussion on March Water Electric Usage
Discussion on DES loan fud. Jay Buckley to write up pre-application to get a foot in the door.
Review of Granite State Results
Public Appearance
Discussion on EPOA. Doug Prescott states that him and Bob Ingram separated things in the Lodge. He is going to send over an inventory list. Discussion on varies options to store the EPOA things going forward. Doug Prescott asks if the Cabana is accessible? Kelly Robitaille states he cannot give access unless the Commissioners grant you access. Doug Prescott says he needs to get in to take measurements and have someone look at it to see if it is worth fixing up. Doug and Kelly will arrange a time for this to happen.
Ralph Lutjen makes a motion to have Kelly Robitaille schedule a time with Doug Prescott to go see the Lodge, No 2nd.
Bob Ingram reads a statement regarding the EPOA on behalf of himself. He is disappointed in how the Board of Commissioners are proceeding with the sale of the Lodge. The EPOA has been around for over 50 years. The EPOA has done so much for the VDOE over the years. He gives examples of the many instances the EPOA uses the Lodge and how it has been the home of the EPOA. The EPOA has done so much financially and maintenance wise to the Lodge. The Board of Commissioners did not communicate with the EPOA at all about the sale of the Lodge, they did not work together to figure the future out. The EPOA should not be paying for the fixing of the Cabana. The EPOA has donated 10’s of thousands of dollars to the VDOE and the VDOE has not given back to the EPOA. Bob Ingram requests that the Board of Commissioners help with the new placement of the EOPA equipment.
NON-PUBLIC MEETING
Jay Buckley makes a motion at 11:05 AM to go into Non-Public for RSA 91-A:3, II (d). Mike Smith seconded. Motion Passed 3-0.
Ralph Lutjen makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (d) and return to public meeting at 11:27 AM. Jay Buckley seconded. Motion Passed 3-0.
Mike Smith makes a motion to adjourn at 11:28am, Ralph Lutjen 2nds, passes 3-0
Respectfully submitted,
Alexis Wagoner, Administrator.