VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Thursday May 10th, 2022
The Board of Commissioners met at 9:00am on Thursday May 10th, 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, Dinah Reiss, Ian Hayes, Doug Prescott & John Cancelarich.
Meeting videotaped by Carol of Madison TV
At 9:00 am Commissioner Ralph Lutjen calls the meeting to order
Public Meeting
Mike Smith makes a motion to approve the agenda, Jay Buckley 2nds, passes 3-0.
Mike Smith makes a motion to approve the Minutes of 5/5/22, Jay Buckley 2nds, Mike Smith makes an amendment to some spelling errors, Jay Buckley 2nds amendment, passes with amendment 3-0.
Ralph Lutjen makes a motion to approve the sealed Non-Public Minutes of 5/5/2022, Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion to approve the Operating Account manifest of $7,809.89, Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion to approve the Water Assessment Fund manifest of $5,498.71, Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion to approve the Water Project Account manifest of $1,340.00, Jay Buckley 2nds, passes 3-0
DPW
DPW did the dig with Simply Water on 5/9/22, all day dig, not complete.
Purchased the Basin for the culvert on Little Shore Drive.
Kelly Robitaille comments there is a driveway going in on Appenvel Way but doesn’t recall a driveway permit being pulled. Office to investigate this.
Has a 2nd paving company coming out on Sunday to give a quote on Klausen.
Administration
Discussion on 2021 Audit, 2020 Audit is complete just waiting on the final binder to be sent.
Discussion on EPOA being out of the Lodge by June 1st. Doug Prescott comments that they have all the construction materials and will start construction in the next week. They have not started the move but will be out by June 1st. Need to find volunteers to help with the move.
Jay Buckley asks if Kelly Robitaille has looked at the vinyl shed yet, Kelly Robitaille responds that he has not had the time.
Kelly Robitaille mentions that everything will be out of the Lodge that belongs to the VDOE by tomorrow 5/11/22.
Discussion on beaver dam email from Steve Doyon from DES. Alexis Wagoner reads email response from Steve Doyon.
Mike Smith makes a motion to send a certified letter to the homeowner where the beaver dam is located, Jay Buckley 2nds, passes 3-0
John Cancelarich comments on the beaver dam, he does not feel that it is affecting shoreline structures. Ralph Lutjen reads an excerpt from the Loon Preservation letter. Ralph comments that the Commissioners will look at all aspects and correspond to the state.
Ralph Lutjen makes a motion to alter the letter and say we are considering removing the dam, Jay Buckley 2nds, passes 3-0
John Cancelarich comments that we need to look at all aspects and how it effects the environment and the people who live there.
Discussion on 4 Chocorua View Drive, Bob Boyd has been in touch and the tents have moved off the property.
Jay Buckley comments on how the Commissioners should be made aware of situations like that immediately.
Discussion on cleaner. Kelly Robitaille states he will remove the locks from the outhouses and the only key will be on the toilet paper holders. Alexis Wagoner asks if the cleaner can have flexibility and clean on Sunday and Thursday nights instead of Monday and Friday mornings. Board says that’s no problem. Agreed initial clean for the outhouses will be $35 per outhouse and the cleaning will be done on May 27th.
Discussion on leaving an outhouse open year-round.
Mike Smith makes a motion to bring up year-round outhouse after Labor Day, Ralph Lutjen 2nds, passes 3-0
Discussion on Dam EAP. Changes made to the EAP from Jay Buckley’s email to Nathan. Ralph Lutjen suggests Jay Buckley inform the Board when contacting contractors and incurring costs.
Ralph Lutjen makes a motion to approve the latest version of the Dam EAP, Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion at 9:38am to go into Non-Public for RSA 91-A:3, II (c). Jay Buckley seconded. Motion Passed 3-0.
Jay Buckley makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (c) and return to public meeting at 10:13am. Mike Smith seconded. Motion Passed 3-0.
Public session reconvened at 10:13am
Ian Hayes from Simply water explains that they excavated the supposed leak at the corner of Little Shore and Eidelweiss Drive, they found 2” pipe leading into 3” pipe and no water leak. Found another 3” old broken abandoned pipe under the 8” main running down Little Shore which had replaced the old 3” main. He believes the ground water got into the abandoned 3” pipe and pressure built up causing the water to come to surface. They dug 10’ of pipe and no water leak was detected. He suggests waiting until they do leak detection and have someone come in and listen at multiple points to determine where the water is coming from. In the past this has been the best course of action. If there is a leak that is damaging or detrimental to the system, then we will handle it but not go actively looking for water leaks. A water main replacement needs to be considered in the future if you would like a leak free system. Ralph Lutjen comments that the meeting on Saturday lacked a priority list. There was discussion on the 2005 Master Plan and the priority was replacing the 2” water lines. Ralph Lutjen suggests Ian Hayes participates in the next AMP draft to give input and possibly sit in on the Water Committee Meetings. Further discussion on the water system and need for repairs in the future.
Mike Smith makes a motion to address an emergency action repair CRF for the next annual meeting, Ralph Lutjen 2nds, passes 2-1.
Ian Hayes suggests going back to the plan regarding the gate valves.
Discussion on the bleeders and waiting/watching wet spots.
Ian Hayes is going to coordinate leak detection with Granite State and let the office know when that will be taking place.
Discussion on Reinach Project email exchange with Dawson.
Ralph Lutjen makes a motion to send a response to Dawson that they have not provided reasonable evidence regarding the transfer switch and that we will be purchasing it on our own, Mike Smith 2nds, passes 3-0
Further communication with DES and Jones & Beech to inform them we are ending the contract.
Mike smith makes a motion to sign the Letter to Dawson out of session once feedback comes in, Ralph Lutjen 2nds, passes 3-0
Ralph Lutjen states he is meeting with the office to discuss the Reinach tank project tomorrow. Discussion on the item #’s that went through the Operating account.
Ralph Lutjen makes a motion to sign the letter to the Madison Fire Department, Mike Smith 2nds, passes 3-0
Mike Smith makes a motion to sign the letter to 23 Huttwil Drive, Ralph Lutjen 2nds, passes 3-0
Ralph Lutjen makes a motion for a TAN Loan in the amount of $250,000, Mike Smith 2nds, passes 3-0
Ralph Lutjen makes a motion to sign the TAN Loan documents, Mike Smith 2nds, passes 3-0
Commissioner’s Concerns/Reports
Discussion on public hearing on 5/7/22, Jay Buckley states there were 9 people in attendance and that the meeting went well. Dinah Reiss comments that she felt that Luis Adorno’s loan presentation was not appropriate for the meeting. Ralph Lutjen discusses the grants. Jay Buckley discusses growth within the district. Mike Smith discusses that the water committees need for roads to be included in the water main repairs.
Mike Smith discusses the ordinance hearing coming up on 5/14/22.
Discussion on the 91-A request from Mike Smith to the Water Committee.
Discussion on how long a public comment can be at a public hearing, up to the Commissioners but NHMA recommends between 3-5 minutes. Board agrees on 2-minute speaking time.
Discussion on the DWSRF grant. Mike Smith requests Jay Buckley sends the office the backup information.
Ralph Lutjen makes a motion to extend the meeting until 12pm, Mike Smith 2nds, passes 3-0
Continued discussion on the DWSRF Grant.
Ralph Lutjen makes a motion to modify the loan amount to $500,000, Mike Smith 2nds, wants to see back up and amounts for specific projects. Only have 2 years to complete the project. Ralph Lutjen rescinds his motion.
Mike Smith makes a motion to contact the state and withdraw the application for review, No 2nd.
Ralph Lutjen makes a motion to have the office sign up for a portal account, Mike Smith 2nds, passes 3-0
Mike Smith comments on the water level at Little Pea Pond and how it is too high for the loons to nest.
Mike Smith makes a motion to pull 10” board and replace it with a 5.5” board, Ralph Lutjen 2nds, passes 2-1
Jay Buckley states “The VDOE is taking on liability for loss or property and life by not listening to the recommendation by the fire chief Richard Clark”
Ralph Lutjen discusses the draft AMP plan. Questions where the priority list is and what practice should be employed, SMART or BMP?
Mike Smith makes a motion to sign the transfer request of $385.75 from the Water Assessment Fund to the operating Account, Ralph Lutjen 2nds, passes 3-0
Review of the NHWWA Spring Journal, Eversource April electric usage & beaver dam emails.
Discussion on the FEMA hazard Mitigation Grants for the dam at Little Pea. Doug Prescott mention that they are paying up to 90% of costs on grants.
John Cancelarich comments on the beaver dam once more.
NON-PUBLIC MEETING
Mike Smith makes a motion at 11:52am to go into Non-Public for RSA 91-A:3, II (d). Ralph Lutjen seconded. Motion Passed 3-0.
Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (d) and return to public meeting at 12:14pm. Ralph Lutjen seconded. Motion Passed 3-0.
Mike Smith makes a motion at 12:14pm to go into Non-Public for RSA 91-A:3, II (L). Jay Buckley seconded. Motion Passed 3-0.
Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (L) and return to public meeting at 12:22pm. Jay Buckley seconded. Motion Passed 3-0.
Mike Smith makes a motion to have Donna and Alexis attend Saturday’s meeting, Ralph Lutjen 2nds, passes 2-1
Ralph Lutjen makes a motion to adjourn at 12:25pm, Mike Smith 2nds, passes 3-0
Respectfully submitted,
Alexis Wagoner, Administrator.