VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Wednesday July 6, 2022
The Board of Commissioners met at 9:00am on Wednesday July 6, 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.
Meeting videotaped by Carol of Madison TV
At 9:00am 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 6/28/22, Jay Buckley 2nds, passes 3-0.
Jay Buckley makes a motion to approve the 6/28/22 sealed Non-Public Minutes,
Mike Smith 2nds, passes 3-0.
Ralph Lutjen makes a motion to approve the Operating Account manifest of $16,775.93, Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion to approve the Water Assessment Fund manifest of $1,285.25, Ralph Lutjen 2nds, passes 3-0
DPW
Discussion on 13 Thusis driveway permit.
Ralph Lutjen makes a motion to sign and approve the driveway permit for construction at 13 Thusis Road with the corresponding paperwork on Road Construction and Maintenance, Mike Smith 2nds, passes 3-0.
Discussion on backhoe, it is repaired and running.
Discussion on Klausen, Kelly Robitaille found a small round hole in the middle of the road near the top of the road and another hole about 25’ up the road. He believes they are sink holes and these are usually caused by water, but no water can be found. Ian Hayes had told Kelly Robitaille the water main is off to the side of the road and not down the middle. Kelly Robitaille is going to explore the holes since they cannot pave over the road until the issue is resolved. Going to dig tomorrow and report back to the Commissioners.
Discussion on 23 Bristenstock Drive. They have an approved driveway permit for construction on file and the project looks good.
Discussion on erosion rocks and vandalism. The DPW has already taken care of the issue.
Discussion on rubber tracked excavator.
Discussion on an elected official trespassing behind the DPW 1 Garage on Monday July 4th when the office and DPW was closed. This was caught on camera, going into non-public to discuss the matter.
Discussion on the Highway & Roads Committee meeting that took place on 6/28/22. Ralph Lutjen mentions some points that came out of the meeting: Need to focus on putting money aside to replace Eidelweiss Drive. It will cost around $7,000 to re-shim it but it will be around $200,000 to repave the entire thing. The 7400 truck also needs to be replaced which will cost around $250,000. Dinah Reiss states that in 2023 the VDOE will make the last payment on the grader and on Oakridge. Jay Buckley discusses thinking about connecting the Bern Drive and Huttwil water mains while Eidelweiss is torn up for repaving. Kelly Robitaille is going to provide updated estimates, he estimates he will have them by the next Road Committee Meeting. The Water Accounts are doing much better financially than the Operations Accounts.
Administration
Discussion on 21 Diessbach variance, there is no plot plan on file as they filed for a plot plan waiver.
Ralph Lutjen makes a motion to send a letter to the Madison ZBA regarding our concern around the variance and that we object, Jay Buckley 2nds, to sign out of session, passes 3-0
Discussion on parking signs. Ralph Lutjen spoke with Chief King, and he doesn’t think the 30-day clock is feasible and he is going to try and think of an alternate plan.
Ralph Lutjen makes a motion to retract the parking recommendations that were put into place at last weeks meeting, Jay Buckley 2nds, passes 3-0
Alexis Wagoner spoke with the police chief, and they are working on getting the abandoned boat removed from the DPW lot.
Discussion on the Lodge, meeting with the realtor tomorrow July 7th at 9am at the office.
Nothing new with the Reinach project.
Discussion on hydroseeding, Madison has their own hydro seeder. Kelly Robitaille states that the DPW can seed in the fall if need be.
Discussion on Dawson and closing out the contract. Waiting on paperwork from Jones & Beach.
Ralph Lutjen makes a motion to transfer $175.98 from the Office Equipment CRF to the Operating Fund, Jay Buckley 2nds, passes 3-0
Jay Buckley makes a motion to sign the Dam EAP Acknowledgement Form, Ralph Lutjen 2nds, passes 3-0
Commissioner’s Concerns/Reports
Discussion on 4 Chocorua View Drive
Jay Buckley makes a motion to rescind the motion made last week regarding the camper and to send communication to the homeowner, Ralph Lutjen 2nds and makes an amendment to add correspondence from Bob Boyd as well, passes 3-0
Kelly Robitaille is going to gather a list of addresses with campers on them so the office can send the list to Bob Boyd for zoning violations.
Discussion on Mike Smith posting farmers market signs at the bulletin boards.
Mike Smith makes a motion to post farmer market signs at the bulletin boards as the Mount Washington Valley is a 501C non-profit, Ralph Lutjen 2nds, Motion failed 1-2
Mike Smith asks Jay Buckley if he brought the road map back to the office.
Mike Smith makes a motion to have Jay Buckley return the maps that the VDOE paid for somehow and were VDOE property, Ralph Lutjen 2nds for discussion, Motion failed 1-2
Ralph Lutjen makes a motion to acquire 2 new maps that are D size for the DPW, Jay Buckley 2nds, passes 3-0
Discussion on Mark Graffam email regarding the waterline ending at Parsons, there is not issue homeowner will have to cover the cost to extend the water line.
Review of email sent to Horizons requesting quotes.
Review of VLAP Testing
Review of daily and quarterly water usage
Review of Eversource usage, discussion on electric rates doubling come August, Eidelweiss is locked into a contract until November of 2022.
Discussion on Mark Graffam email regarding setback on Bristenstock home.
For unsleeved the requirements are 10’ from the tank and 25’ from the septic bed. For sleeved the requirements are 5’ from the tank and 10’ from the septic bed.
Simply Water
Ian Hayes discusses the need for a process to review the septic tank designs early on.
Discussion on Bristenstock water main that was put in during the Reinach Tank project. Need the as-builts for the it.
Ralph Lutjen makes a motion to request the as-builts from Jones & Beach for the waterline on Bristenstock, Jay Buckley 2nds, passes 3-0
Discussion on issues with septic tank designs and the distance from the waterlines. There are issues with DES approving septic systems that are too close to the water lines.
Ralph Lutjen makes a motion to have the driveway permit include a statement regarding setbacks with the waterline and septic system, Jay Buckley 2nds passes 3-0
Mike Smith makes a motion to also include in the driveway permit application that the homeowner must submit a plot plan with the septic system and water lines shown including the measurements for setbacks from the curb, Jay Buckley 2nds, passes 3-0
Ian Hayes mentions they just got a delivery to complete all the new water hook ups. In a couple weeks they will begin working on them again.
Discussion on Altdorf water leak. It was a 3.25” irrigation line that was leaking not a water main. The leak is repaired but they are going to replace the line at some point this summer. The water usage has gone down a bit since the leak was repaired.
Discussion on leak detection, Granite state will be in again at some point this summer probably closer to the end of the summer.
Discussion on waterline going on property of Bridal Path. Can possibly get a dozer to listen. Dinah Reiss mentions there is a folder in the office that has a bunch of information on the matter.
Discussion on Grachen extension and the gate vales near there.
Discussion on Transducers. Ian Hayes is going to work with Horizons on the matter. Gives his two cents on Horizons for an on-call engineer for the District. Mentions that he has worked well with them in the past the only downside may be that it is a bigger firm and staff changes happen frequently.
Kelly Robitaille questions Ian Hayes on the sink holes on Klausen. Going to fix temporarily until next week when they can dig with Ian Hayes there.
Discussion on Andrew Harteveldt and upgrading the office modem. When he did the upgrade, he took the SCADA system off remote access and Simply Water could no longer access the water system remotely they had to come into the office to view the system. Going forward there needs to be better communication between the office, Andrew, and Simply Water.
The SCADA computer is old and should considered being replaced soon.
Discussion on the Reinach Tank booster pump it has blown a few fuses recently. Ian Hayes recommends reaching out to Jones and Beach as the job is under warranty to see if they can get someone to look at it.
Jay Buckley makes a motion to relay the issues to Brad at Jones and Beach to start the warranty process, Ralph Lutjen 2nds, passes 3-0
Discussion on dehumidifier needed at the Muddy Beach pump house
Mike Smith makes a motion to spend up to $2,000 on a new dehumidifier, Ralph Lutjen 2nds, passes 3-0
Commissioner’s Concerns/Reports
Discussion on John Cancelarich email, lowering the water level at Big Pea will not affect the loons.
Ralph Lutjen makes a motion to respond to John that DES has advised us to remove the beaver dam and to send the DES correspondence, Jay Buckley 2nds, passes 3-0
Discussion on the audit actuary, auditor does not feel its necessary to have the audit actuary since we are such a small municipality.
Mike Smith makes a motion to have the auditor put in writing that this will not affect getting a loan in the future, No 2nd.
Dinah Reiss asks if we have received the $20,000 matching grant from the state for the AMP. We have received the statement waiting for the payment to come through.
NON-PUBLIC MEETING
Jay Buckley makes a motion at 11:02am to go into Non-Public for RSA 91-A:3, II (c). 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 (c) and return to public meeting at 11:14am. Mike Smith seconded. Motion Passed 3-0.
Jay Buckley makes a motion at 11:14am to go into Non-Public for RSA 91-A:3, II (d). Mike Smith 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 11:20am. Ralph Lutjen seconded. Motion Passed 3-0.
Mike Smith makes a motion to adjourn at 11:20am, Jay Buckley 2nds, passes 3-0
Respectfully submitted,
Alexis Wagoner, Administrator.