VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Tuesday June 14, 2022
The Board of Commissioners met at 8:56am on Tuesday June 14, 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, Arthur Babineau, Shauna Kondrat, Margaret Cugini & Jim Torpey.
Meeting videotaped by Carol of Madison TV
At 8:56 am Commissioner Ralph Lutjen calls the meeting to order
NON-PUBLIC MEETING
Jay Buckley makes a motion at 8:57am to go into Non-Public for RSA 91-A:3, II (L). 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 (L) and return to public meeting at 9:19am. Jay Buckley seconded. Motion Passed 3-0.
Re-entered Public Session at 9:20am
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 6/1/22, Jay Buckley 2nds, passes 3-0.
Jay Buckley makes a motion to approve the 6/1/2022 sealed Non-Public Minutes RSA 91-A:3 II (L), Ralph Lutjen 2nds, passes 3-0.
Mike Smith makes a motion to approve the payroll manifest for $9,655.00, Jay Buckley 2nds, passes 3-0
Ralph Lutjen makes a motion to approve the Operating Account manifest of $31,260.30, Mike Smith 2nds, passes 3-0
Ralph Lutjen makes a motion to approve the Water Assessment Fund manifest of $24,162.92, Mike Smith 2nds, passes 3-0
DPW
Discussion on Klausen paving got another quote from Perm-A-Pave. The two quotes were almost identical with a difference of $740.00.
Mike Smith makes a motion to accept the proposal from Perm-A-Pave for $48,000, Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion to cut the check for $14,400 for the deposit, Ralph Lutjen 2nds, passes 3-0
Backhoe is back and they are going to work on putting in the Basin at Little Shore as well as new water hook-ups.
Jay Buckley makes a motion to sign the driveway permits for operations out of session for 9 Reinach Place, 62 Bern Drive, 7 Biasca Place, 7 Little Loop, 44 Appenvel Way, 2 Appenvel Way, 22 Bristenstock, 8 Middle Shore Drive, 34 Interlaken Circle, 13 East Bergamo Road, 19 East Bergamo Road, 6 Lakeview Drive, 4 Lakeview Drive, 5 Lakeview Drive, 14 & 18 Forclaz Road and 51 Bern Drive, Ralph Lutjen 2nds, passes 3-0
Mike Smith makes a motion to sign the driveway permits for construction for 47 Huttwil Drive and 52 Bern Drive, Jay Buckley 2nds, passes 3-0
Administration
Discussion on Horizons Engineering bill, wait to pay bill until everything comes back completed.
Discussion on Brush Cutting Warrant Article. The DPW labor for the project needs to be part of the Article to use funds from the warrant article for labor pay.
Jay Buckley makes a motion for the 2021, Article #5, Brush Cutting Warrant Article to include DPW labor pay, Ralph Lutjen 2nds, passes 3-0
Discussion on Auditor. Coming into the office on 6/30 for an in person visit.
Discussion on RFP’s. Ralph Lutjen suggests we interview each of the engineering firms.
Mike Smith makes a motion to get a fee schedule from CMA Engineers, Jay Buckle 2nds, passes 3-0
Also going to get dates and times put together to schedule an interview.
Discussion on 24 Interlaken Quit Claim Deed request. Art Babineau spoke and discussed his use for the piece of property. The value of the property was discussed, the tax card has a value of $6,500. Art Babineau agreed to pay all filing and tax costs.
Jay Buckley makes a motion to transact the sale of the piece of property for $100, Mike Smith 2nds, passes 3-0
Discussion on parking ordinance. Mike Smith discusses how something must be done as it is out of control. Ralph Lutjen suggests charging $100 a month after the initial 30-day period is up. They would have to apply for a permit and show proof of residency in the District.
Ralph Lutjen makes a motion to consider the amendment drafted, Jay Buckley 2nds for discussion. Discussion on needing another public hearing and parking at the owner’s risk. Motion passes 3-0
Ralph Lutjen makes a motion to further review and investigate the fees and parking ordinance options, Jay Buckley 2nds, passes 3-0
Discussion on Dam EAP email, current draft is off from the template.
Ralph Lutjen makes a motion to email the engineer to see if the changes are implemented it would be at no cost to the District, Jay Buckley 2nds, passes 3-0
Discussion on Reinach Bond payment due 7-15-2022 for $64,745.00.
Jay Buckley makes a motion to have the treasurer activate the TAN Loan, No 2nd
Dinah Reiss is going to meet with the office to determine how much is needed.
Discussion on the Audit actuary and healthcare after retirement.
Discussion on May monthly cash flow. Dinah Reiss comments that $10,000 will be transferred from the Water Assessment Fund to the Water Line Extension CRF
Discussion on past due water bills, there are 22 unpaid bills. The office is to send out late bills again.
Jay Buckley mentions that the new AmeriGas community rate for the year is $2.35
Discussion on Lodge sale. The appraiser will have the appraisal this week. A plumber was at the Lodge on Friday and was unable to turn the water on due to underlying issues. A quote was given for $3,495.00 to replace the water heather, replace the 8 gate valves and to replace the 2 sink faucets.
Ralph Lutjen makes a motion to appropriate $3,500.00 to get the water fixed in the Lodge, Ralph Lutjen makes an amendment to make it $5,000.00, Jay Buckley 2nds, passes 3-0
Mike Smith asks if he can contact another plumber to see if they can get someone in sooner.
Ralph Lutjen makes a motion to allow Mike Smith to reach out to another plumber within the budget of $5,000.00 to get the work done sooner, Jay Buckley 2nds, passes 3-0
Jay Buckley makes a motion to appropriate 4 parking spots 20’ by 40’ and have it written up in the deed and have drawings done by Ron Briggs, No 2nd
Jay Buckley makes a motion to sign the letter to Dawson out of session, Mike Smith 2nds, passes 3-0
Mike Smith makes a motion to sign the Water System Ordinance, Jay Buckley 2nds passes 3-0
Jay Buckley makes a motion to transfer $10,000.00 from the Water Assessment Fund to the Water Extension Fund CRF, Ralph Lutjen 2nds, passes 3-0
Jay Buckley makes a motion to transfer $8,319.99 from the Water Assessment Fund to the Operating Account, Ralph Lutjen 2nds, passes 3-0
Mike Smith makes a motion to sign the letter to the Madison Board of Selectmen, Ralph Lutjen 2nds, passes 2-1
Commissioner’s Concerns/Reports
Discussion on Upper Lakeview/Rigi PRV project. Jay Buckley still has no written proof from Rick Skarinka regarding the no bidding. The change order was submitted to Jones and Beach. The project must be completed by 12/1/2022 to receive grant money for 25%
Jay Buckley makes a motion to solicit two qualified quotes from contractors for the project, Ralph Lutjen 2nds, passes 3-0
Mike Smith makes a motion to send a letter to Rick stating that if we do not hear back by 6/28 then it is acceptable for the VDOE to accept the contract, Jay Buckley 2nds, Ralph Lutjen makes an amendment to just make him aware that we are seeking out quotes, Jay Buckley 2nds, passes 3-0
Discussion on contractors to send the PRV project plans to: G.W Brooks, Gordon Burke & Bob Whirling. Also set a deadline of November 1st.
Discussion on 91-A request from Mike Smith to the Water Board.
Discussion on Jones & Beach bill.
Ralph Lutjen makes a motion to pay Jones and Beach the amount owed, Jay Buckle 2nds, passes 2-0-1
Ralph Lutjen makes a motion to extend the meeting until 11:30, Jay Buckley 2nds passes 3-0
Review of the May daily water usage
Review of the email from 108 Eidelweiss Drive
Review of the Loon email
Review of the May Eversource usage
Public Appearance
Big Pea Porridge Watershed Preservation Association:
Discussion on the runoff debris coming from the dirt roads going into the Big Pea Pond that is starting to cause problems. They are working with DES, RockHouse Mountain, FB Environmental, Madison and Conway. They are creating a Watershed plan with FB Environmental and once that is completed, they will be applying for a grant to help cover the cost of the watershed plan. Jay Buckley questions if the calcium chloride had any effect on the RockHouse roads and the amount of runoff and questions the District helping there. Mike Smith states that the VDOE cannot spend taxpayer money outside of the VDOE. Jim Torpey discusses the grant process. Discussion on the beaver dam. Discussion on the shoreline changing due to people having sand delivered to their private beaches. Discussion on RockHouse Mountain and their efforts to mitigate runoff.
NON-PUBLIC MEETING
Mike Smith makes a motion at 11:11am to go into Non-Public for RSA 91-A:3, II (L). Jay Buckley seconded. Motion Passed 3-0.
Ralph Lutjen makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (L) and return to public meeting at 11:29am. Jay Buckley seconded. Motion Passed 3-0.
Jay Buckley makes a motion to adjourn at 11:30am, Ralph Lutjen 2nds, passes 3-0
Respectfully submitted,
Alexis Wagoner, Administrator.