VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday July 12, 2022

The Board of Commissioners met at 9:00am on Tuesday July 12, 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, Gloria Aspinall & 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.

Jay Buckley makes a motion to add a non-public to the end of the meeting RSA 91-A:3 II (L), Mike Smith 2nds, passes 3-0

Jay Buckley makes a motion to approve the Minutes of 7/6/22, Ralph Lutjen 2nds, passes 3-0.

Jay Buckley makes a motion to approve the 7/6/22 sealed Non-Public Minutes RSA 91-A:3 II (d), Ralph Lutjen 2nds, passes 3-0.

Ralph Lutjen makes a motion to approve the 7/6/22 sealed Non-Public Minutes RSA 91-A:3 II (c), Mike Smith 2nds, passes 3-0

Mike Smith makes a motion to approve the 7/6/22 Sealed Non-Public Minutes RSA 91-A:3 II (b), Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the payroll manifest for $8,361.45, Jay Buckley 2nds passes 3-0

Mike Smith makes a motion to approve the Operating Account manifest for $6,803.64 (includes payroll), Jay Buckley 2nds, passes 3-0

DPW

DPW Overview: Madison PD came to the DPW lot and took the abandoned boat, not much going on this week Jeff is on vacation & the water levels on the ponds look good.

Discussion on beaver dam, homeowner never responded. There is a big hole in the dam currently and water is flowing out. Big Pea is still about 10” higher than Middle Pea.

Mike Smith makes a motion to start releasing the water from the beaver dam, Jay Buckley 2nds, for discussion, passes 3-0

DPW is keeping an eye on beaver activity and if need be, they can get a beaver trapper to come out.

Discussion on sink hole at Klausen. They filled the hole, and everything looks good for now. The DPW is still going to explore the area with Ian Hayes at the end of the week.

Administration

Review of the changes to the driveway application.

Mike Smith makes a motion to accept the driveway application with the changes, Ralph Lutjen 2nds, passes 3-0

Discussion on mold in the office split unit. Servpro will not come out to clean the unit need to find someone else. Jay Buckley states that he will provide the office with a licensed professionals number to come clean the unit. As for the boxes in the closet they just need to be removed and replaced.

Discussion on Reinach Tank Project. Jones and Beach have provided the change order and once completed they will send over the remaining paperwork to close out the contract. No as-builts were done for the waterline on Bristenstock Road. Need to get a surveyor to map the waterline and add it to the map.

Jay Buckley makes a motion to sign the change order to close out the contract with Dawson from Jones and Beach with the retainage minus the $416, Ralph Lutjen 2nds, passes 3-0

Further discussion to get the waterline on Bristenstock documented. Jay Buckley is going to take a map and mark the waterline on it.

Jay Buckley makes a motion to mark up an existing road map to show where the new Reinach Pressure waterline is on Reinach, Bristenstock and Aspen, Ralph Lutjen 2nds, passes 3-0

Discussion on NHRS check.

Jay Buckley makes a motion to reissue the NHRS check for the month of June for $2,546.66, Ralph Lutjen 2nds, passes 3-0

Commissioner’s Concerns/Reports

Discussion on PRV email with Nick Sceggell and Jay Buckley. Nick Sceggell from Dubois & King is going to over see the project as the engineer. He is going to submit the appropriate paperwork to get reimbursed for the grant. Mike Smith also requests that we have as-builts done for the project. The contractors (G.W Brooks, Wirling & Gordon T. Burke & Sons) that we have solicited have until 7/15 to respond with an offer.

Ralph Lutjen sent an email to Chief King on the parking issue and is waiting for his response on an alternative plan.

Discussion on the audit actuary, The NHRS report is sufficient for a portion of the actuary but there is another report required to complete the actuary and have the adverse opinion removed. Ralph Lutjen states he is willing to compile the additional report that is needed if that is acceptable to the auditors. He also adds that he needs to know what the requirements are for the formula to come up with an actual assumption.

Asset Management

They are working on a leak detection application which will be submitted shortly through the office. The water committee meeting minutes are posted and up to date on the VDOE website.

The Commissioners want to set up a meeting with the water committee next Tuesday during the Commissioners meeting at 10am.

Correspondence & Public Comment

Discussion on Andrew Harteveldt email

Jay Buckley makes a motion to allow Andrew Harteveldt, Ian Hayes, and Tom from EII to communicate with one another, Ralph Lutjen 2nds, passes 3-0

Discussion on having Andrew Harteveldt come to a meeting.

Review Granite State newsletter

Gloria Aspinall discusses the missing Eidelweiss Drive sign from the corner of Town Line Road and Eidelweiss Drive. Madison is responsible for replacing the sign, she has reached out to them multiple times and they have not responded on the matter.

Ralph Lutjen makes a motion to send a letter to the Madison Selectman and DPW regarding the sign on Eidelweiss Drive, Jay Buckley 2nds, passes 3-0

Discussion on pipe at the Little Pea Dam, should hear back about it within the next week.

Ralph Lutjen points out that the Madison Fire Department has still not responded to any of the letters even after the Selectman letter was sent.

NON-PUBLIC MEETING

Mike Smith makes a motion at 9:35am to go into Non-Public for RSA 91-A:3, II (L).  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 (L) and return to public meeting at 9:48am.  Mike Smith seconded.  Motion Passed 3-0.

Jay Buckley makes a motion at 9:49am to go into Non-Public for RSA 91-A:3, II (d).  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 (d) and return to public meeting at 10:07am.  Ralph Lutjen seconded.  Motion Passed 3-0.

Discussion on CMA Engineers and Horizons interviews. Need to start thinking about next year’s warrant articles. Ralph Lutjen mentions some of the bigger items are a new truck and the paving of Eidelweiss Drive. Oakridge and grader are coming off in 2023.

Discussion on the water system and needing to determine which projects are priority. The water committee should come up with a plan to present to the engineer and then determine the cost of the projects and which to do first. Also start looking at what we are going to spend on the next year regarding the water systems. The roads will be on a 5-year plan and once the new estimates are in, we will have a better idea on what projects will cost and their priority.

Mike Smith makes a motion to adjourn at 10:22am, Ralph Lutjen 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.