VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Tuesday August 9, 2022
The Board of Commissioners met at 9:00am on Tuesday August 9, 2022.
In attendance for the public meeting are Commissioner Jay Buckley, Commissioner Mike Smith, Commissioner Ralph Lutjen, Alexis Wagoner-Administrator, Kelly Robitaille-DPW Foreman, Paul McKenna, Larry Leonard, Larry Sodano, Doug Prescott, Ian Hayes, Kevin Flynn, Nick Borelli & Arthur Babineau.
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 8/2/22, Ralph Lutjen 2nds, passes with change 3-0.
Mike Smith makes a motion to approve the 8/2/22 Sealed Non-Public Minutes RSA 91-A:3 II (b), Ralph Lutjen 2nds, passes 3-0.
Mike Smith makes a motion to approve the 8/2/22 Non-Public Minutes RSA 91-A:3 II (d), Ralph Lutjen 2nds, passes 3-0.
Mike Smith makes a motion to approve the 8/3/22 Meeting Minutes, Ralph Lutjen 2nds, passes 2-0-1.
Mike Smith makes a motion to approve the 8/3/22 Sealed Non-Public Minutes RSA 91-A:3 II (d), Ralph Lutjen 2nds, passes 2-0-1.
Ralph Lutjen makes a motion to approve the Payroll Manifest for $8,506.00, Jay Buckley 2nds, passes 3-0
Ralph Lutjen makes a motion to approve the Operating Account manifest for $8,874.75, Jay Buckley 2nds, passes 3-0
DPW
Discussion on water hook-ups: didn’t go well last week one home had ledge and the other the road was too busy. Doing more hook-ups this week.
Discussion on 12 Dorfli driveway permit application.
Mike Smith makes a motion to approve the driveway permit for construction at 12 Dorfli Road with the recommendations, Ralph Lutjen 2nds, passes 3-0
Discussion on 71 Eidelweiss Drive culvert email. Homeowner is under the impression that the DPW is responsible for the maintenance and repairs. The DPW only cleans them out. Kelly Robitaille states that the culvert needs to be removed and reset. Jay Buckley suggests having the homeowner submit a driveway application to repair/reset the culvert and if any damage is done to the roads, it is their responsibility. Kelly Robitaille responds that he doesn’t believe they need a new application.
Ralph Lutjen makes a motion to send a letter to the homeowner that if they wish to repair or replace the culvert it is their responsibility, Jay Buckley 2nds, passes 3-0
Discussion on backhoe: it is currently failing. Kelly Robitaille spoke with Chadwick and there are no harnesses available they would need to manufacture a harness and they have no idea how long that would take. There are no loaner or rental backhoes right now. They could rent an excavator and a loader which would cost $3,200 a month for the excavator and $3,300 a month for the loader.
Ralph Lutjen makes a motion to rent an excavator and a loader for a month with an estimated cost of $7,000, Mike Smith 2nds, Ralph Lutjen makes an amendment to change amount to $7,500, Mike Smith 2nds amendment, passes 3-0
Discussion on where to take the money from Mike Smith suggests taking it out of the Equipment Repair CRF there is currently $41,756.57 in there. Going to revisit once final bills come in.
Kelly Robitaille is going to ship the backhoe to Chadwick for repair.
Ralph Lutjen sates that the VDOE bought a Volvo because at the time the state of NH was also buying Volvo’s. NH quickly learned that Volvo was not adequate and traded them in for John Deere. Volvo mostly focuses on the Asian countries.
Kelly Robitaille got a quote from John Deere for $155,433. Ralph Lutjen states that the highest priority is getting the backhoe replaced it is needed for winter. Going to explore having an emergency meeting (the office will investigate this).
Paul McKenna asks will the John Deere have a warranty guarantee that they will have parts in the future to prevent what is happening now to happen again? Ralph Lutjen answers him that yes, they have a warranty and that there is such a huge need and profit in the U.S for John Deere there should be no issues.
Nick Borelli states that an emergency meeting should be held for this matter, Ralph Lutjen explains that the office is going to investigate it and then get back to the BOC to move forward.
Discussion on 24 Appenvel Way Driveway. There is a cut out driveway, but the property owner has no intention of putting in a paved driveway or home anytime soon. Kelly Robitaille states that the property owner should be able to have access to his property. Jay Buckley raises concern that if we allow this now it could introduce problems down the road. Kelly Robitaille adds that the property owner is going to have to jump through hoops just to gain access, he should be able to get a waiver to access the property without having to get a home design and septic plan.
Larry Sodano states that the property owner should have to comply with VDOE regulations.
Mike Smith makes a motion to have the property owner obtain a driveway permit, Ralph Lutjen 2nds, passes 3-0
Jay Buckley asks about getting all the addresses for properties that have trailers on them, Kelly Robitaille is going to get that together.
Asset Management/Water Committee
Members of the Water Committee are Larry Leonard, Larry Sodano, Doug Prescott & Jay Buckley
Doug Prescott gives an overview of the Committee members.
Jay Buckley makes a motion to appoint Woea McNiven to the Water Committee, Ralph Lutjen 2nds, passes 3-0
The Water Committee gave a PowerPoint presentation to overview the work that has been completed by them and the work they hope to achieve in the future. Attached at the bottom you can find a copy of the PowerPoint manuscript.
Ralph Lutjen mentions that the outline of projects is in the 4 million dollars range and if that is accurate, we are only nicking away at it. The AMP is lacking information and context for future projects. Having difficulty defining something meaningful over the next 5 years, possibly need to substantially increase the water bill fee.
Larry Leonard responds to Ralph that the 3-4 million was stretched out over 15-20 years. If we get the 100k grant we could get a lot of projects done and dig deeper into the needs of the water system.
Ralph Lutjen mentions that the Highway Committee is attempting to put together a 5-year plan to build up the CRF accounts and putting together things that need to be done as well as cost and a timeline. For instance, we are going to need $320,000 for Eidelweiss drive which has been pushed out a few years. Ralph Lutjen would like the Water Committee to focus on a 5-year plan with the highest priority. There can also be an added line item for potential grants.
Doug Prescott mentions that this has already been started and the most important things are being explored. If grants do come in, then we can move up certain projects.
Discussion on grants for roads. The most recent grant awarded was only for Towns the VDOE was not eligible for it. We are looking into road grants but there are not many.
Mike Smith comments on the final AMP stating it was a crash to the finish line. The Water Committee needs to act as if we will not be getting any grant money. It would be great if we do get money, but we need to be prepared for the worst-case scenario. Start planning warrant articles for the upcoming year and plan small projects that can be started now.
Discussion on projects that were not completed with the last master plan.
A new engineer has been selected for the VDOE. They were a better fit than Horizons and once the contract is signed the new District Engineer will be disclosed.
Ralph Lutjen discusses the template designed in 2018 or future funding and projects. This could be a good template for the Water Committee to use going forward. We are currently in a good place to start planning for next year’s warrant articles and not cramming them in at the last minute.
Doug Prescott mentions that DES has now given 2 years for projects to be completed since it had been found that 1 year is not enough time to complete projects.
Ralph Lutjen adds that the old master plan did a good job outlining all projects and costs. As well as the water mains and size of the piping. The 2” lines that are supplying homes should be 4” lines due to growth in the District.
Discussion on cybersecurity grant. Andrew Harteveldt also sent in an email alerting the office of this grant. Ralph Lutjen suggests having a meeting with Ian Hayes, Andrew Harteveldt, Tom from EII and the Water Committee to go over the SCADA system and need for upgrades.
Ian Hayes gives his opinion on the Water Committee’s presentation: that the water system is complex and we need to move forward with an engineer that will be around long term. A lot of work needs to be done on all parties, very old water system 50+ years. Chocorua pump house was such a high priority because if it fails it would be a scramble to get it back up since it is on a slope and the location of the house. Need to set up a 50-year plan to move forward and determine costs moving forward and projects. Water usage is going to go up each year with new homes, people moving up fulltime and STR’s. Leak at Altdorf was fixed but the water usage remained. A lot going on, the Water Committee has worked hard. The new engineering firm will want to see the AMP plan. Also grant writing should be done through the engineers, they know how to write them and know people. Volunteer work is also critical. We need to find an engineer that we can keep for a long time and not keep relearning the wheel. Something is bound to happen with the water system, so it is critical to work on it. We need to prevent something bad from happening and get things replaced.
Mike Smith states that Horizons was only hired as the engineer for the AMP grant. They were not the engineer on record for the VDOE.
Discussion on a Master Plan verse the AMP. Ian Hayes believes they are very similar to one another, and that the AMP has more of what we need. An outline of the pipes, timelines, how long things will last, what are the priorities that are needed. The old master plan was very beneficial. A concrete list of assets and priorities is needed as well as better O & M ‘s that would be good for someone else to be able to come in and operate.
Larry Sodano speaks up and states that it seems everyone is on the same page and wants to accomplish the same goals.
Ralph Lutjen adds that when we start a project, we need to be sure to finish the project. Tank issues in the past: relined two tanks and stopped there.
Doug Prescott asks what is available in the Asset Management budget line. The report from Donna MacKinnon is showing only $975 was spent, is this correct? Alexis Wagoner is going to double check and get back to Doug Prescott.
Simply Water
Discussion on water hook-ups from last week. One home there was ledge going to have blasting done there. The two homes on Chocorua View Drive we needed to line up the homes to be done at the same time. The water main may possibly need to be extended at Chocorua. Jungfrau is being hooked up today. The backhoe is not working well for digging it has been hard to maneuver for the jobs.
Discussion on the water main at Thusis and Appenvel. There is about 900-100ft that needs to be added to connect the two lines. Might as well update the entire line if the project is going to be done. Discussion on if a bleeder would need to be added/removed for this water main. Ian Hayes suggests that looping the water main would be worth it if there are buildable lots in the area.
Discussion on email from Patricia Freysinger.
Ralph Lutjen makes a motion to send a letter to the homeowner that the VDOE is not financially responsible, and they need to pay the fee, Jay Buckley 2nds, passes 3-0
Administration
Mike Smith makes a motion to sign and approve the water hook-up application for 39 Interlaken Circle, Jay Buckley 2nds, passes 3-0.
Jay Buckley makes a motion to sign the fill request agreement for 4 Porridge Shore Drive, Ralph Lutjen 2nds, passes 3-0.
Discussion on POW MIA Flag at the bottom of Oak Ridge.
Jay Buckley makes a motion to get a price for a POW flag, Mike Smith 2nds, passes 3-0
Commissioner’s Concerns/Reports
Jay Buckley discusses the vault for the PRV. It is a custom designed vault. AJ Foss cannot do the job as they do not have an engineer. There is a request in with Gilbert Block. Mike Smith suggests getting it submitted and having Dubious & King sign off on it.
Mike Smith makes a motion to have the office get the price spent on the Lodge sale- Motion adjourned. The office already has the documents, so far $4,986.04 has been spent not including legal fees.
Mike Smith makes a motion to contact NHMA on parking lot liability, Ralph Lutjen 2nds, passes 3-0
Discussion on Freedom pulling their rafts out of the lakes
Mike Smith makes a motion to contact NHMA on the liability of the rafts in the ponds, Ralph Lutjen 2nds, passes 3-0 Jay Buckley adds that we should contact Primex as well.
Correspondence
Overlook of the VLAP testing going to wait for full report.
NON-PUBLIC MEETING
Mike Smith makes a motion at 11:25am to go into Non-Public for RSA 91-A:3, II (d). 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 (d) and return to public meeting at 11:47am. Ralph Lutjen seconded. Motion Passed 3-0.
Mike Smith makes a motion to adjourn at 11:47am, Jay Buckley 2nds, passes 3-0
Respectfully submitted,
Alexis Wagoner, Administrator.