VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Tuesday June 1, 2022
The Board of Commissioners met at 9:00am on Tuesday June 1, 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, Dinah Reiss, Kathy Koziell & Randy Knowlton.
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 makes an amendment to add a non-public at the end of the meeting, Mike Smith 2nds, passes 3-0.
Mike Smith makes a motion to approve the Minutes of 5/24/22, Jay Buckley 2nds, passes 3-0.
Mike Smith makes a motion to approve the Minutes of 5/27/22, Jay Buckley 2nds, Ralph Lutjen makes an amendment to add an excerpt to the minutes, Jay Buckley 2nds amendment, passes 3-0.
Jay Buckley makes a motion to approve the Minutes of 5/27/22 with amendment, Mike Smith 2nds, passes 3-0
Mike Smith makes a motion to approve the 5/24/2022 sealed Non-Public Minutes RSA 91-A:3 II (L), Jay Buckley 2nds, passes 3-0.
Mike Smith makes a motion to approve the 6/3/22 payroll manifest for $7,882.50, Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion to approve the Operating Account manifest of $9,396.33, Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion to approve the Water Assessment Fund manifest of $2,769.26, Jay Buckley 2nds, passes 3-0
DPW
Two of the rafts are in the ponds the other two need ladders installed should be in by this weekend.
Backhoe is still out the piston needed to be repacked.
Discussion on culvert grants. Kelly Robitaille is going to work with the office to write the grant.
The water levels on Big and Middle Pea have not changed. There is a loon nesting on Middle Pea. There is also a call into the beaver trapper, no word yet but with the loons nesting we cannot change the water levels now.
Ralph Lutjen comments that we have not heard back from the Madison Fire Department yet and probably will not.
Ralph Lutjen makes a motion to determine the cost to add 6 feet to the pipe to increase the water level at the dry hydrant, Mike Smith 2nds, passes 3-0
Discussion on the dry hydrants and adding on to the piping. Kelly Robitaille is not sure the DPW can do the job since it is under water. Ralph states the goal is to add a foot or more of water above the dry hydrant.
Mike Smith makes a motion to send a letter to the Selectman asking why the Madison Fire Department hasn’t responded to the two letters we have sent, Ralph Lutjen 2nds, passes 2-1
Discussion on 6 Aspen, there was damage done to the road from a construction vehicle. The DPW applied a cold patch and will monitor to see if it needs to be redone in the future. Randy Knowlton the homeowner spoke on the matter and mentioned rain comes down the road and washes the dirt and gravel away.
Ralph Lutjen makes a motion to provide a bucket load of gravel to 6 Aspen, Jay Buckley 2nds, passes 3-0
Discussion on email from 18 Blinden Drive
Ralph Lutjen makes a motion to send an email stating the homeowner cease all work being done to the culvert and if there is an issue the DPW will handle it, Jay Buckley 2nds, passes 3-0
Simply Water
Discussion on new water hook ups and waiting on the backhoe to be back to begin work.
Discussion on cost of materials and the materials needed to keep in stock and use for new water connections.
Mike Smith makes a motion to approve the material cost of $12,371.44, Ralph Lutjen makes an amendment to change amount to $15,000, Mike Smith 2nds amendment, passes 3-0
Discussion on Tom from EII coming in to do some work on the SCADA system.
Discussion on water usage, there were big fluctuations over the weekend. It would be a good idea to determine what properties are being used either full time, part time or STR.
Discussion on priority list, Ian Hayes recommends possibly getting another well installed. If something were to happen to DPW 1 well Muddy Beach would only be able to supply water for 2 days.
Kathy Koziell comments that she has compiled a list of properties that have been advertised as STR’s online. Will provide list to the office.
Ian Hayes says that best case scenario is to install another well at the DPW 1 well since there is an abundance of water there. Going to review the past 3-5 years of water usage.
Discussion on 23 Huttwil Drive
Jay Buckley makes a motion to sign the final water shut off notice letter to 23 Huttwil Drive and the date will be determined when Ian and Kelly can do it, Mike Smith 2nds and makes amendment to date if for June 15th, Jay Buckley 2nds amendment, Passes 3-0
Jay Buckley makes a motion to sign the lien for 23 Huttwil Drive to be sent to the Carrol County Registry of deeds, Mike Smith 2nds, passes 3-0
Discussion on 16 Huttwil Drive and what happens if the property is sold, will the water hook-up application transfer to the new owners. This would be up to the seller and buyer.
Discussion on 5 Porridge Shore Drive. There was a water service charge from Simply Water for a call from the DPW. Who would cover the cost the VDOE or the homeowner?
Ralph Lutjen makes a motion to have the VDOE pay the $65 fee, Mike smith 2nds, passes 3-0
Discussion on CCR reporting, Ian Hayes is going to get us the draft and the office can fill in any other information.
Discussion on Horizons mapping being provided to Simply Water. Ian Hayes recommends continuing the work on the mapping to get a better mapping system. The mapping being provided has no ties and needs to include the pole #’s in the mapping. Paper copies the map from Horizons need to be printed out and every year going forward we should be adding to the map any work that has been done.
Discussion on the PRV pits, Jay Buckley put in a change order with Jones and Beach along with the drawings. Going to pick a few contractors for bidding and then set it up with Ian.
Mike Smith makes a motion to have Jay Buckley contact Rick Skarinka to get letter regarding contractors, Jay Buckley 2nds, passes 3-0
Administration
Discussion on District Ordinances
Ralph Lutjen makes a motion to sign the Driveway Ordinance, Jay Buckley 2nds, passes 3-0
Discussion on Water Ordinance Section 6.1
Discussion on Parking Ordinance. Ralph Lutjen recommends an ordinance stating “The VDOE may install No Parking signs at locations requiring traffic control pursuant to RSA 265:69.” He then recommends no ordinance proposed by the Board of Commissioners for beach parking. Jay Buckley states that we already have the authority to post no parking signs.
Mike Smith makes a motion to contact NHMA if we have questions, No 2nd.
Mike Smith makes a motion to take the beach parking ordinance to the voters at the annual meeting, Jay Buckley 2nds for discussion. Heard from some at the public hearing that some would like a placard system 1-2 per home in the Eidelweiss District. Passes 2-1
Kathy Koziell discusses the issue that all people can access the beach currently and it would be good to decrease that number. She then questions what is happening with the RockHouse Mountain homes. Ralph Lutjen states that a prior board did sign something, but we would need a lawyer to view if action were to be taken. Further discussion on beach parking and the use of placards.
Ralph Lutjen makes a motion to remove section 6.1 from the Water Ordinance, Jay Buckley 2nds, passes 3-0
Discussion on the parking lots. Ralph Lutjen recommends that after 30 days of parking in the VDOE lots, the VDOE is entitled to a parking fee. The office is going to investigate charging a fee for long term parking. Jay Buckley states that the Highway and Parking ordinance is suiting the District currently as it is written. Donna MacKinnon says the only issue for the office is when there is an abandoned vehicle or an emergency, we have no contact information since they do not have to report to the office. Mike Smith wants to go back to the original proposed parking ordinance and monitor the parking lots closely. Kelly Robitaille states that there are not many issues during the summer but in the winter, it has become an issue for plowing.
Ralph Lutjen makes a motion to see if we can charge for long term parking, Jay Buckley 2nds, passes 3-0
Ralph Lutjen makes a motion to extend the meeting to 11:30am, Jay Buckley 2nds, passes 3-0
Discussion on DWSRF loan application, it was submitted by the office.
Discussion on Norm, he is going to fix the roof and do the office partition in July. He found the bridge does not need any work done to it.
Discussion on the RFP responses from Horizons and CMA Engineers. 2 out of 5 firms responded.
Ralph Lutjen makes a motion to review the two responding engineers and close out the other three, Jay Buckley 2nds passes 3-0 Going to table till next week.
Discussion on the Lodge: EPOA is all moved out, the appraiser is coming today, and the cleaner is coming on Friday.
Discussion on the Reinach tank project: Jay Buckley is to draft something to send to Dawson regarding the seeding around the tank. This will then close out the contract and the warranty will begin one year after the close of the contract.
Mike Smith makes a motion to sign the release of lien for 21 Appenvel Way, Jay Buckley 2nds, passes 3-0
Jay Buckley makes a motion to sign the notice of lien for 23 Huttwil Drive, Ralph Lutjen 2nds, passes 3-0
Jay Buckley makes a motion to sign the transfer of monies from the Water Assessment Fund to the Operating Account in the amount of $0.40, Ralph Lutjen 2nds, passes 3-0
Commissioner’s Concerns/Reports
Jay Buckley makes a motion to grant permission for the forest fire sign to be put in front of the Eidelweiss opening off 113, Ralph Lutjen 2nds, Motion Denied 1-2
Discussion on FEMA hazard grant
Discussion on EPOA meeting on 5/28, Jay Buckley states that most of the voters wanted the STR’s to be regulated.
Jay Buckley mentions the Ted foley case is closed and the ruling will be rendered by the judge.
Mike Smith discussion on the 91-A request sent to the Water Committee. Ralph Lutjen suggests he send another request to the Water Committee.
Discussion on the AMP. Mike Smith questions how we are going proceed with projects and costs, will they be outsourced or done in house? Ralph Lutjen’s concerns are that the projects are listed but not outlined. We need to take the report and evaluate the projects and look at a 2–3-year term for spending and execution.
Discussion on drafts and the process of the AMP grant. The projects were spread out from 5 to 13 years but possibly need to be spread out to 20 years.
Discussion on the need to raise the water usage bills
Mike Smith mentions that the loons have nested and the LPC did come out and rope off the area.
Discussion on 24 Interlaken quit claim request. The office is to gather more information and bring it back to the Board next week.
Discussion on EPOA email.
Ralph Lutjen makes a motion to have the office to respond and say “an effort was made to remove items that were viewed as trash. No judgement was made in respect to ownership. As such we do not take any ownership to the list that was provided. Also, the items thrown out were not on the list, Jay Buckley 2nds, passes 3-0
Review of Mark Graffam email
NON-PUBLIC MEETING
Mike Smith makes a motion at 11:27am 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 11:43am. Jay Buckley seconded. Motion Passed 3-0.
Mike Smith makes a motion to adjourn at 11:44am, Jay Buckley 2nds, passes 3-0
Respectfully submitted,
Alexis Wagoner, Administrator.