VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Wednesday June 22, 2022
The Board of Commissioners met at 9:00am on Wednesday June 22, 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 & Kevin Flynn.
Meeting videotaped by Carol of Madison TV
At 9:00am Commissioner Ralph Lutjen calls the meeting to order
Public Meeting
Jay Buckley makes a motion to approve the agenda, Mike Smith 2nds, passes 3-0.
Mike Smith makes a motion to approve the Minutes of 6/14/22, Jay Buckley 2nds, passes 3-0.
Jay Buckley makes a motion to approve the 6/14/22 sealed Non-Public Minutes,
Mike Smith 2nds, passes 3-0.
Mike Smith makes a motion to approve the 6/14/22 sealed Non-Public Minutes, Jay Buckley 2nds, passes 3-0.
Mike Smith makes a motion to approve the Operating Account manifest of $19,593.62, Jay Buckley 2nds, passes 3-0
Ralph Lutjen makes a motion to approve the Water Assessment Fund manifest of $10,098.30, Mike Smith 2nds, passes 3-0
DPW
Discussion on Klausen paving, paving company estimates they will be able to do it at the end of July.
Discussion on 108 Eidelweiss Drive email. No apparent damage or issues can be seen. A berm was added to the edge of the property by the property owner.
Mike Smith makes a motion to take no action at this time and send an email stating that at this time no action will be taken by the VDOE, Jay Buckley 2nds, passes 3-0
Ralph Lutjen states that it should also be noted in the email that there are no issues with the road, drainage, or culverts, they are all working properly.
Discussion on 5 Grandval Way. The DPW and Simply Water dug for the new waterline hook up on 6/21/22. They discovered that the septic is possibly too close to the waterline and that the waterline is not deep enough. These problems need to be corrected. Kelly Robitaille mentioned that the plot plan with the septic design should be part of the water application and not the driveway application. He also states that the homeowner may need to redo the entire waterline if it is less than 10’ from the septic tank. There was no inspection done for the waterline installed by the homeowner.
Ralph Lutjen makes a motion that the waterline need to be inspected, Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion to contact DES to have better communication between towns, No 2nd.
Jay Buckley makes a motion to give Ian Hayes permission that if there is less than 10’ between the waterline and septic he has the right to deny the waterline, No 2nd.
Ralph Lutjen makes a motion to add to the water ordinance that a certified plot plan with septic showing waterlines be added to the application, Mike Smith 2nds and adds that it needs to be a stamped engineer plot plan, Ralph Lutjen 2nds amendment, Passes 3-0 with amendment.
Donna Mackinnon asks if we should be requesting a full-size plot plan.
Mike Smith makes a motion that the drawing submitted must be D size, Jay Buckley 2nds, passes 3-0
Ralph Lutjen states that the Madison Fire Department never responded to our multiple letters. Ralph Lutjen asks about getting the line at the dam extended. Kelly Robitaille states he cannot find anyone to dive and do the work, but he could possibly find someone to redo the entire line.
Administration
Ralph Lutjen makes a motion to approve $2,250 for the audit actuary, Jay Buckley 2nds for discussion. Ralph Lutjen mentions how the adverse opinion doesn’t look good on the audit and that this is just to determine the potential amount of money that the District might have to pay in the future, passes 3-0.
Jay Buckley makes a motion to sign the GASB 75 Report Actuarial Valuation, Mike Smith 2nds, passes 3-0.
Review of the 2022 CCR Report
Discussion on Dam EAP
Ralph Lutjen makes a motion to use the original Dam EAP and to not modify it, Jay Buckley 2nds, passes 3-0
Review dates to set up RFP interviews with Horizons and CMA Engineers.
Mike Smith mentions that Wayne Luoma is coming this week to get the water running in the Lodge. He recommends not replacing the water tank as the new owners will probably do so, he is also going to check the heaters. His rate is $105 per hour.
Discussion on Reinach Tank project. Dawson requested payment for the remaining retainage. Commissioners are going to get the seeding done before sending the remaining retainage.
Discussion on Jones and Beach email. No contract amendment proposal is needed, going to send out the check for them next week.
Mike Smith makes a motion to sign the transfer of $10,000 from the Water Assessment Fund to the Water Line Extension CRF, Jay Buckley 2nds, passes 3-0
Jay Buckley makes a motion to sign the letters to the 3 contractors mentioned last week, Mike Smith 2nds, passes 3-0
Commissioner’s Concerns/Reports
Jay Buckley discusses the AMP Grant. The $20,000 was awarded to the District and will be dispersed on July 1st.
Discussion on beaver dam.
Mike Smith makes a motion to send another letter to the property owners regarding access to the beaver dam to remove it. If no response by July 1st, then it will be removed, Jay Buckley 2nds for discussion. Ralph Lutjen is talking with Steve Doyon later today to discuss the matter. Mike Smith withdraws motion.
Dead Loon was found on Middle Pea over the weekend. Loon was taken to be studied to determine cause of death.
Kelly Robitaille states that the beavers appear to be gone and the dam is eroding away. The issue may resolve itself.
Discussion on parking ordinance. Ralph Lutjen is communicating with the chief of police to see if what he has proposed is enforceable. Jay Buckley asks if another hearing is needed, Ralph mentions he is not changing the entirety of the ordinance. Office is to check with NHMA to see if a public hearing is needed.
Ralph Lutjen is going to set up a meeting with the Highway and Roads Committee.
Discussion on insurance policies. Ralph Lutjen is going to review different plan options and compare plans with what Madison offers. The new plan options should be out by October 1st.
Mike Smith makes a motion to have Ralph Lutjen champion the insurance, Jay Buckley 2nds, passes 3-0
Discussion on Asset Management. Going to have a meeting sometime next week and fill out the application for the leak detection grant. Horizons will be coming in to calibrate the hydro model. Ralph Lutjen questions if the GIS Mapping will be provided? Jay Buckley is going to check on the mapping and updating future maps. Ralph Lutjen suggests the water board review specifics as to recommendations.
Review of the July meeting schedule
Discussion on the mailbox letter. The issue was shot down twice at annual meetings. We will not pay for mailbox reimbursement. The VDOE needs to start funding for the mailboxes to be installed to fix the issue.
Discussion on Maudsley email. Bills paid in 2022 from 2021 will be credited back to the 2021 budget with a journal entry. The auditors are aware of this and are the ones who do this for us. It has been this way for many years.
Discussion on 15 Chocorua View Drive email on water bill late fee. Ralph Lutjen states we will waive the late fee if she can substantiate the phone payment. If not, you need to pay the late fee.
NON-PUBLIC MEETING
Ralph Lutjen makes a motion at 10:29am to go into Non-Public for RSA 91-A:3, II (d). 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 (d) and return to public meeting at 10:50am. Jay Buckley seconded. Motion Passed 3-0.
Public Meeting
Discussion on an office shredder
Mike Smith makes a motion to spend up to $500 on an office shredder, funds to be taken from the Office Equipment CRF, Ralph Lutjen 2nds, passes 3-0
Mike Smith makes a motion to adjourn at 10:54am, Jay Buckley 2nds, passes 3-0
Respectfully submitted,
Alexis Wagoner, Administrator.