VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Tuesday April 19th, 2022
The Board of Commissioners met at 9:00am on Tuesday April 19th, 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 & Larry Sodano.
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, Mike Smith 2nds, Jay Buckley makes an amendment to add a non-public at the end of the meeting, Ralph Lutjen 2nds, passes 3-0
Ralph Lutjen makes a motion to approve the minutes of 4/12/22, Mike Smith 2nds with an amendment on pg. 4 the spelling of Lodge, Jay Buckley makes an amendment on pg. 2 changing a motion vote. Mike Smith makes amendment to approve changes, Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion to approve the payroll of $9,515.75 Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion to approve the Operating Accounts manifest of $14,244.37 Jay Buckley 2nds, passes 3-0
DPW
Week overview: Had to cancel dig with Ian Hayes due to the weather, DPW is still working on brush cutting, Snow came and the DPW was ready for it
Jay Buckley questions if Kelly Robitaille is attending the brine information session and why he hasn’t been using brine. Kelly Robitaille responds that brine is not cost effective for the VDOE. It has some pros, but it costs 95 cents a gallon. Jay Buckley asks if we could borrow from Madison and then give back at the end? Kelly Robitaille states there is only 3 miles of asphalt in the VDOE so it’s not worth it. Kelly Robitaille goes through his brine qualifications and how between the 3 DPW workers there is over 50 years’ experience with brine, and it just doesn’t work for the VDOE. Jay Buckley mentions that the ponds have increased salinity over the years. Kelly Robitaille responds that brine is just a liquid form of salt, brine has a time and place, but it is not here.
Administration
Acknowledgment of VDOE property inventory at the Lodge.
Review of monthly cash flow and operating account budget & profit vs. actual. Going to wait until the water account QuickBooks report to discuss in full. Going to transfer money from the water account to the operating account $42,000 and some.
Discussion on Dam EAP, Draft is finalized. Mike Smith has a concern where it says Kelly Robitaille is to leave the site if he has no cell service.
Jay Buckley brings up 46 Bern Drive. There was a water break over the weekend and the neighbor called Jay. The office answering service says call 911 if emergency or leave a message. Old recording from Ron Sandstrom had options if it was water related or road related.
Jay Buckley makes a motion to modify the phone answering message to say if road emergency dial 1 for 911, if a water emergency dial 2 for 911, Ralph Lutjen 2nds, passes 3-0
Discussion on sale of the Lodge. 5/2/22 realtor is meeting at the Lodge for a walk through (Jay Buckley, Alexis Wagoner & Donna MacKinnon will be there) Appraiser will reach out closer to June to set up an appointment.
Jay Buckley is meeting with the selectman today 4/19/2022 to unmerge the Lodge and Cabana lots.
Discussion on Reinach project. Review of letter from Dawson. Ralph Lutjen questions what the date is the transfer switch will be delivered and installed. Around the tank was grubbed but not seeded. If they do these items, the retainage will be returned to them. Office is to follow up.
Discussion on 2020 audit. Going to omit management discussion and analysis. Auditor is coming on 5/4/22 to the office to start the 2021 audit.
Jay Buckley makes a motion to sign the water level measurement process, Ralph Lutjen 2nds, passes 3-0
Discussion on water level measurement process
Discussion on letter to 2 Clemens Place
Ralph Lutjen makes a motion to sign the letter to 2 Clemens Place, Jay Buckley 2nds, passes 3-0
Discussion on letter to RockHouse Mountain
Ralph Lutjen makes a motion to sign letter to RockHouse Mountain, Jay Buckley 2nds, passes 3-0
Mike Smith goes back to the Dam EAP section 2-1 #4, suggests it be taken out
Mike Smith makes a motion to approve Dam EAP with table 2-1 item #4 taken out, Jay Buckley 2nds, passes 3-0
Jay Buckley makes a motion to approve fill request for 10 Barden Nick Cage, no 2nd Kelly Robitaille is going to talk to him about how much fill and when.
Commissioner’s Concerns/Reports
Jay Buckley discussion on draft RFP, going to table until next week. Mike Smith mentions that he spoke with Dinah Reiss, and she suggested adding DuBois & King to the list as they have done a lot with the District.
Mike Smith makes a motion to add DuBois & King to the RFP send out list, Ralph Lutjen 2nds, passes 3-0
Mike Smith wants Kelly Robitaille to get pricing on a fiberglass dock. Kelly Robitaille suggests not getting another fiberglass dock since they can’t just fix it, the wooden docks can be easily fixed. They have also secured the wooden docks to reduce the risk of it flipping.
Mike Smith makes a motion to get pricing for a wooden and fiberglass dock, Jay Buckley 2nds, passes 3-0
Discussion on bridge
Mike Smith makes a motion to get boards replaced and bridge painted, Ralph Lutjen 2nds, passes 3-0
Office to contact a person to work on the bridge. Jay Buckley mentions the bridge is beginning to sag.
Mike Smith makes a motion to get the bridge repaired and painted up to safe working standards, Jay Buckley 2nds passes 3-0
Discussion on kayak racks needing to be repaired/replaced.
Mike Smith makes a motion to repair kayak racks that are in rough shape, Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion to have the office send an email blast that the kayak racks will be open on May 15th, Jay Buckley 2nds passes 3-0
Mike Smith makes a motion to have the office reach back out to the welder to get a time frame for the bathrooms, Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion to get cleaning done to the outhouses after the toilets are fixed, Jay Buckley 2nds, passes 3-0
Office to get pricing for cleaning
Mike Smith discusses the EPOA going into the Lodge without prior notice/permission or someone accompanying them. Mike Smith mentions how the EPOA doesn’t pay a water bill. Further discussion on this.
Jay Buckley makes a motion to allow water hook-up to exist at 1 Eidelweiss Drive without water bill payment, Ralph Lutjen 2nds, passes 2-1
Discussion on getting records out of the Lodge.
Kelly Robitaille discusses the EPOA requesting access to the DPW garage years ago, Ralph Lutjen elaborates on the EPOA history.
Discussion on the AMP Draft, Ralph Lutjen states the draft is inadequate and that the current master plan is still valid just needs some updates.
Ralph Lutjen makes a motion to have the public hearing on May 7th be cancelled, Mike Smith 2nds for discussion
Discussion on May 7th public hearing meeting. Larry Sodano mentions that the May 7th meeting is a requirement for the grant program. Jay Buckley adds that the figures in the draft are if there are unlimited funds, Larry Sodano adds to that comment that it states this is what is needed but it will be dictated by the budget. Ralph Lutjen states the document does not have a realistic approach and there so no plan or discussion on leak detection. Doug Prescott speaks up to say that this is a 1st draft from a template and has a lot of work to be done to it. Larry Sodano mentions that there was a prior asset management grant that did not go well, and this is the states way of giving the VDOE a 2nd chance.
Ralph Lutjen amends his original motion to have the meeting on May 7th, Jay Buckley 2nds, passes 3-0
Discussion on CAD Data files.
Discussion on how much of the asset management money has been spend. Around $5,000 has been spent out of the account.
Jay Buckley mentions that we are waiting on Nick Sceggell to send final design for the new PRV Pit at the intersection of Upper Lakeview Drive and Rigi Drive. We have $25,000 to spend on the project. He should have it to us by the end of this week.
Public Appearance
Doug Prescott discusses the old equipment in the Lodge and ways to dispose of it.
Discussion on moving the EPOA equipment out of the Lodge. Doug Prescott presents 2 options to the Board of Commissioners. Option 1 is in the smaller garage bay and option 2 is in the center of the Cabana room.
Discussion on the VDOE records storage and disposal of the items in the Lodge.
Doug Prescott questions if he can ask the EPOA Board if they can use the 7’ x 11’ room in the cabana? Doug Prescott is going to bring both options to the EPOA Board this weekend and give the Board of Commissioners an answer next week.
Kelly Robitaille asks if they EPOA is still planning on putting an additional speed bump between Little Shore and Oak Ridge.
Discussion on moving the May 14th public hearing to the Madison Library.
NON-PUBLIC MEETING
Jay Buckley makes a motion at 11:16 AM to go into Non-Public for RSA 91-A:3, II (a). Ralph Lutjen seconded. Motion Passed 3-0.
Jay Buckley makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (a) and return to public meeting at 11:21 AM. Ralph Lutjen seconded. Motion Passed 3-0.
Mike Smith makes a motion to adjourn at 11:22am, Ralph Lutjen 2nds, passes 3-0
Respectfully submitted,
Alexis Wagoner, Administrator.