VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Tuesday August 30, 2022
The Board of Commissioners met at 9:00am on Tuesday August 30, 2022.
In attendance for the public meeting are Commissioner Mike Smith, Commissioner Ralph Lutjen, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator, Kelly Robitaille-DPW Forman, Kathy Koziell, Gloria Aspinall, James Nyman & John DeYoung.
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, Ralph Lutjen 2nds, passes 2-0.
Mike Smith makes a motion to approve the Minutes of 8/23/22 Change “push” on pg. 3 to “move”, Ralph Lutjen 2nds, passes 2-0.
Ralph Lutjen makes a motion to approve the 8/23/22 Non-Public Minutes RSA 91-A:3 II (c), Mike Smith 2nds, passes 2-0.
Mike Smith makes a motion to approve the Operating Account manifest for $63,603.40, Ralph Lutjen 2nds, passes 2-0
Mike Smith makes a motion to approve the Water Assessment Fund manifest for $10,103.17, Ralph Lutjen 2nds, passes 2-0
DPW
There was major rain last week, the DPW has been busy repairing washouts to the roads and ditches. Jeff DeMartino is off this week due to injury and Tony Eldridge is off next week. The DPW is not digging with Simply Water this week since each crew has a man out. Kelly Robitaille mentions he spoke with Ian Hayes and Ian was under the impression that he was to use Dawson for all future digs not just the PRV project. Ian was also concerned about Kelly getting his water operator license and trying to push Ian out. Kelly Robitaille states that is not the case and that also it was decided to use Dawson when needed for supplementing.
Mike Smith makes a motion to contact Ian Hayes and have a conversation with him to clear the air on these matters, Ralph Lutjen 2nds, passes 2-0
Kelly Robitaille mentions that digging for the water has started to interfere with the DPW work and that it is not a bad idea to start supplementing with Dawson so that all the work can get done on both sides.
Discussion on 33 Saint Moritz driveway permit, Kelly Robitaille mentions the driveway is already complete and looks good.
Ralph Lutjen makes a motion to sign the driveway permit for construction and for operations at 33 Saint Moritz Drive, Mike Smith 2nds, passes 2-0
Discussion on the Backhoe. Ralph Lutjen mentions that a letter was sent to the DRA regarding the matter. Also spoke with the attorney who suggested getting the DRA’s approval and have a public hearing and court appearance to move forward. The purchase price without a trade in would be $136,360 for a 7-year lease to purchase. That would be $24,644 a year. If we were to rent it for 6-7 months, it would cost $22,800 to $26,600. The lease agreement has a 1-year escape clause. There are currently no parts available for the Volvo and economically the damage would be the same to rent or purchase.
Ralph Lutjen makes a motion to send a letter to the DRA for review of the lease agreement, Mike Smith 2nds, going to prepare a letter and review it with the attorney first, passes 2-0
Mike Smith mentions that a few years ago they had similar issues with a truck and the BOC at the time did not want to get a new truck. They ended up spending more on repairs then they would have if they got a new truck.
Kelly Robitaille adds that the Volvo has very limited use right now. Ralph Lutjen adds that we could come into trouble come winter and their repair times for the Volvo are long and unpredictable. We could do a monthly rental for the Backhoe but if John Deere decides to sell then the vehicle is out of here. Kelly Robitaille mentions that he watched last weeks meeting and Jay Buckley raised some concerns that were false. Jay Buckley should have waited until Kelly was there to speak on the matter. The Volvo needs many repairs, its 8 years old and the repairs are going to be costly. The “demo” came brand new, still had the plastic on the seats. Ralph Lutjen states that the vehicle was bought at a lower price schedule and if we were to buy another one today it would be about $20,000 more.
Administration
Discussion on the outhouses, back in the spring it was voted on that we would talk come the fall to decide whether we leave an outhouse open for the winter for the ice skaters and other traffic.
Ralph Lutjen makes a motion to leave the Boulder beach outhouse open year-round and have it cleaned once every other week, Mike Smith 2nds, passes 2-0
Mike Smith makes a motion to close the outhouses after Columbus Day weekend except for the outhouse at Boulder Beach, Ralph Lutjen 2nds, passes 2-0
Discussion on 2 Chocorua View Drive, water main does not extend up to the property. They need to have it extended but since it is a dead end do they have to extend it to the end of their property or not. Kathy Koziell states that she believes in the ordinance it says that it only has to be extended to the end of the property line if there are buildable lots past the property which isn’t the case here.
Ralph Lutjen makes a motion to not extend the water main to the end of the property, only extend it as far as Ian Hayes sees fit, Mike Smith 2nds, passes 2-0
Ralph Lutjen makes a motion to sign the fill request for 4 Grachen Road, Mike Smith 2nds, passes 2-0
Mike Smith makes a motion to sign the transfer request from the Dawson Retainage Account to the Water Project Fund for $416, Ralph Lutjen 2nds, passes 2-0
Ralph Lutjen makes a motion to sign the transfer request from the Water Assessment Fund to the Water Extension CRF for $10,000, Mike Smith 2nds, passes 2-0
Ralph Lutjen makes a motion to sign all the water turn off Certified mail letters, Mike Smith 2nds, passes 2-0
Commissioner’s Concerns/Reports
Mike Smith makes a motion to have the office review VDOE owned lots and formulate a list of sellable lots, Ralph Lutjen 2nds for discussion. Mike Smith states that we should see which lots are sellable so we can put that money towards a new office building. Put to vote at the annual meeting where the money from the Lodge goes. Ralph Lutjen reiterates just getting a list put together, passes 2-0
Discussion on a new office building, Ralph Lutjen mentions that the current office is not fit for the VDOE anymore, we have outgrown it. The office is also not handicap accessible. We need a new place that has office space, a meeting area and storage. There are a lot of places the $357,000 could go: The water system needs 4 million in upgrades and the roads also need work done. It is up to the voters to determine where the funds are distributed.
Discussion on the parking lot ordinance. Ralph Lutjen reads his proposed changes to the current ordinance:
“Vehicles, trailers and recreational vehicles may not be left in any of the Village District parking lots for more than seven days.
The Huttwil Parking lot can be used for temporary parking for a seven-day time period. Parking in excess of seven days requires a permit issued by the VDOE office. In no event parking will be permitted for a term of greater than 30 days per year.
Long term parking will be permitted at the Bern Road parking area for as many as six vehicles. A parking permit is required for any vehicle or trailer to be parked in this lot. A fee of $200 a month (adjusted for shorter time periods on a pro-rata basis) is the required fee for parking. Availability is on a first come first served basis. In order to obtain a permit, the following information is required:
- Tax bill showing Eidelweiss home ownership
- Vehicle registration
Parking is excess of the time periods stated above or without a permit will result in a fine and/ or the vehicle being towed.”
Kelly Robitaille needs to verify that 6 spots are doable at the Bern Road lot. We will also need to hold another public hearing.
Ralph Lutjen makes a motion to bring this to the public hearing as the new parking ordinance wording, Mike Smith 2nds and adds to the ordinance proof of insurance is needed, Ralph Lutjen 2nds amendment, passes 2-0
Kathy Koziell states that the Bern parking lot is tucked away in the woods and hard to maneuver with big vehicles/trailers.
Ralph Lutjen responds that Kelly Robitaille is going to check it out. We also need to set a public hearing dates 30 days from now. The hearing will be held on October 15th at 9:00am.
There is a Highway & Roads Committee Meeting tomorrow, the goal is to get some warrant articles put together for the annual meeting.
Correspondence
Review of the Maudsley email, the DPW is going to check it out
Review of the email from the homeowner who had a bear enter her home. Fish & Game gave recommendations to deter bears.
Review of the Mark Graffam email
Public Appearance
James Nyman speaks out about his water hook up; he missed the cut off last year by 2 days. He installed the waterline on his property back in October/November of last year 2021. He reissued a new check in January for the $8,000 since it would have been past the time frame to cash it. James Nyman states that they dug up the waterline and sleeved the entire water line. Also made sure that the water line is 6 feet deep. The waterline needs to be exactly where it is shown on the drawing. There is no other way to put the septic and waterline.
Ralph Lutjen makes a motion to have Ian Hayes review the site plans and do a site visit, Mike Smith 2nds, passes 2-0
John DeYoung comments that Ian Hayes came out and where he checked the waterline it was shallow due to no fill being put in yet. The waterline is now 6 feet or more in all places. Mike Smith comments that he did not appreciate James Nyman going to the farmers market and telling a different story. James Nyman states that everything is good to go now, and he has followed all the guidelines. Ian Hayes just needs to inspect the line.
Gloria Aspinall discusses how the green space through out the VDOE is what makes Eidelweiss special. Also questions the money from the sale of the Lodge and if it can go to the people and some of it towards the office depending on what warrant articles are written.
NON-PUBLIC MEETING
Mike Smith makes a motion at 10:02am to go into Non-Public for RSA 91-A:3, II (a). Ralph Lutjen seconded. Motion Passed 2-0.
Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (a) and return to public meeting at 10:53am. Ralph Lutjen seconded. Motion Passed 2-0.
Public Meeting
Discussion on EPOA yard sale, they are charging a $10 fee for non-members to participate in the yard sale.
Mike Smith makes a motion to send notice to the EPOA that they either need to cancel the yard sale or refund the $10 fee to non-members. They cannot make a profit on District property, Ralph Lutjen 2nds, passes 2-0
Discussion on the office building
Discussion on the Annual Meeting
Mike Smith makes a motion to seal the minutes from 8/30/2022 under RSA 91-A:3, II (a), Ralph Lutjen 2nds passes 2-0
Mike Smith makes a motion to adjourn at 11:07am, Ralph Lutjen 2nds, passes 2-0
Respectfully submitted,
Alexis Wagoner, Administrator.