VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Wednesday September 7, 2022
The Board of Commissioners met at 9:00am on Wednesday September 7, 2022.
In attendance for the public meeting are Commissioner Mike Smith, Commissioner Ralph Lutjen, Commissioner Jay Buckley, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator, Kelly Robitaille-DPW Forman, Ian Hayes, Doug Prescott, Kathy Koziell & Ethan-Simply Water.
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 8/30/22, Ralph Lutjen 2nds, passes 2-0-1.
Mike Smith makes a motion to approve the 8/30/22 Sealed Non-Public Minutes RSA 91-A:3 II (a), Ralph Lutjen 2nds, passes 2-0-1.
Mike Smith makes a motion to approve the payroll manifest for $8,746.30, Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion to approve the Operating Account manifest for $11,734.71, Ralph Lutjen 2nds, passes 3-0
DPW
Discussion on 5 Chocorua View Drive driveway permit application
Mike Smith makes a motion to sign and approve the permit application for construction & operations at 5 Chocorua View Drive, Jay Buckley 2nds, passes 3-0
Kelly Robitaille is alone this week, Jeff DeMartino is out with an injury and Tony Eldridge is on vacation.
Discussion on the roads: Kelly Robitaille explains they have not been in the best condition due to excessive rain and a short, staffed department. People have been calling in complaining about their driveways washing out. Many people are down hill which is hard to prevent the water from running down their driveway. The DPW is constantly getting called to run out and fix people’s driveways. Homeowners should be responsible for the washout if it was not caused by a fault in the drainage system. Ralph Lutjen outlines what Kelly Robitaille said and adds that we are not responsible for issues with driveways due to rain fall unless it is due to a drainage issue on the District’s part.
Discussion on Maudsley email regarding driveway damage.
Ralph Lutjen makes a motion to communicate that we are not responsible for issues with driveways due to rain fall unless it is due to a drainage issue on the district’s part, Jay Buckley 2nds for discussion. Jay Buckley mentions that the DPW should not be going onto homeowners’ private property. If there is drainage failure, then the DPW will fix the drainage issue and evaluate the damage done to a driveway. If the damage done is directly related to the drainage it will be fixed. Kelly Robitaille mentions that in some instances the problems are due to drains and ditches being clogged but many times it is due to heavy rain fall. Kelly Robitaille requests that he have the permission to determine whether or not the damage done was due to drainage issues or if it was just from the heavy rain fall leaving the responsibility to fix the issue at the homeowner’s discretion. Jay Buckley questions Appenvel road being fixed. Kelly Robitaille informs Jay that it is already planned to be fixed next week and that we have communicated with the homeowner. Mike Smith adds to the conversation that we cannot be fixing all these driveways, it is not our responsibility to fix them. Kelly Robitaille states it needs to be determined case by case. Ralph Lutjen makes an amendment to the motion that if a drainage issue was due to a clogged District culvert then we will be responsible for the damage, Jay Buckley 2nds, passes 3-0
Further discussion on Maudsley email, office is to respond to her with the motion just made. Kelly Robitaille says the DPW will fix the road below where the water is running into the woods and created a ditch by the propane tank, but the driveway is their responsibility.
Ralph Lutjen brings up Jim Lyons property which in the past Jim has mentioned that the water from the road is running down his driveway and causing damage to his property and septic system. Ralph states that a potential solution would be to create a modest depression on the paved area in front of his driveway to allow the water to run down the road rather than onto Jim’s driveway.
Ralph Lutjen makes a motion to have Kelly Robitaille get a cost to put a modest depression in front of Jim Lyons driveway, Jay Buckley 2nds for discussion. Mike Smith brings up a concern about the insurance company coming out in the past and stating that we would be responsible for his driveway if we made any modifications. Kelly Robitaille adds that the DPW did not make any changes to the drainage in that area and did not create the problem. Water is falling onto his driveway from the sky not from the road. Ralph Lutjen makes an amendment that Jim Lyons can contract someone at his own expense with Kelly’s supervision to put a small indentation into the pavement at the top of his driveway, Jay Buckley 2nds, Mike Smith adds to the motion that ay legal costs to the VDOE will be the homeowners responsibility, Mike Smith rescinds his amendment. Motion passes 2-1 with first amendment.
Kathy Koziell questions if we would have the homeowners sign a waiver of liability. Ralph Lutjen responds that all liability would be on the homeowner and that if he wants to do this it needs to be done with the supervision of the DPW to ensure it does not affect the road.
Discussion on 3 Grimsel Road
Jay Buckley brings up that the driveway is up against the abutting property. They have a cut out in the driveway that pools the water and then dumps it into the woods which is on another owner’s property. The driveway has not been approved for operations and they may need to fix this. The office is to look for an approval for operations.
Kelly Robitaille asks Jay Buckley how he found out about the issue. Jay Buckley responds that the homeowner contacted him. Kelly Robitaille responds that it should have gone through the office not through you. Jay Buckley replies that he agrees but they requested him to look at it first.
Ralph Lutjen makes a motion that Jay Buckley should make inspections with Kelly Robitaille if he is going to be inspecting these things. Do it jointly, Mike Smith 2nds for discussion, Ralph Lutjen retracts his motion.
Simply Water
Discussion on 5 Grandval Way.
Ian Hayes states the inspection looked good just need to verify that the septic is placed where the design shows. The water will not be connected until the septic is installed and everything looks good. Ian Hayes adds that the contractor is not allowed on site when he is there.
Discussion on 2 Chocorua View Drive line extension
Ian Hayes mentions that there are two ways this could be done a service line is run directly from the existing water main or a water main is installed and extended of which the service line would come off that. Ian Hayes suggests the District extend the water main with a 2” pipe and add a blowoff to the end of it. In the ordinance it states that the homeowner is responsible for extending the water main to the end of their property line. Ian Hayes adds that he may add a bleeder to the end of the line to prevent the line from freezing as it is not buried the proper depth in some areas.
Ralph Lutjen makes a motion to share the cost of the water main extension. The homeowner is to pay for the water main and the VDOE will pay for the other work, Jay Buckley 2nds for discussion. Ian Hayes mentions that in the past the homeowner was responsible for all the costs. Ralph Lutjen makes an amendment that the homeowner would be responsible for all costs, Jay Buckley 2nds passes 3-0
Discussion on water hook-ups for the 2022 year. Jay Buckley questions Kelly Robitaille if he can do the water hook-ups with all he has going on with the roads. Kelly Robitaille responds that he cannot do both, he could dig once a week but twice a week is cutting into road work. Jay Buckley suggests that Ian Hayes reach out to another contractor to help with the hook-ups.
Ralph Lutjen makes a motion at 10:08am to go into Non-Public for RSA 91-A:3, II (c). Mike Smith 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 10:37am. Mike Smith seconded. Motion Passed 3-0.
Administration
Discussion on 5 Grimsel Road, the homeowner wants to put a garage on his property without having a house there first. The homeowner will need to submit a driveway application with the plot plan and septic design. He could also request a waiver if need be.
Discussion on the 2021 audit.
Discussion on the backhoe, Ralph Lutjen has had communication with the lawyer and how we can proceed.
Ralph Lutjen makes a motion to sign the letter to the DRA, Mike Smith 2nds, passes 2-1
Ralph Lutjen mentions that with the letter will include the lease agreement and the resolution stating that the Board of Commissioners can expend funds in the CRF accounts. The Volvo is still broken, Chadwick has not come out to fix it yet.
Mike Smith makes a motion to sign the DRA letter out of session, Ralph Lutjen 2nds, passes 3-0
Discussion on the CMA agreement.
Mike Smith makes a motion to allow Ralph Lutjen to contact CMA, Jay Buckley 2nds, passes 3-0
Discussion on the wetland extension for the Grison Culvert project.
Ralph Lutjen makes a motion to extend the meeting from 11:00am to 11:30am, Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion to sign the Wetland extension application, Jay Buckley 2nds passes 3-0
Discussion on the 5 Huttwil water hook-up application
Jay Buckley makes a motion to sign and approve the water hook-up application for 5 Huttwil Drive, Ralph Lutjen 2nds, passes 3-0
Commissioner’s Concerns/Reports
Jay Buckley states that there is no update on the PRV project he is still contacting contractors.
Jay Buckley makes a motion to rescind the no trespass order that was issued to Dinah Reiss, No 2nd
Ralph Lutjen reviews the DPW operating spending budget of 2022 which was $326,000.00. Going forward the budget doesn’t change much. We plan on pushing the truck loan out to 2027. Looking for around $65,000.00 for warrant articles in 2023. Eidelweiss Drive paving will start funding in 2023 and do the project in 2026 with a 10-year loan. The Grison Culvert will start in 2025 with a 15-year loan.
Jay Buckley mentions that Madison put together a spreadsheet of each vehicle they have and that possibly the Highway Committee could do something like this. Ralph Lutjen mentions that the VDOE already has these records with our budgets and in our books.
Next week we will reschedule our meeting with the Water committee and have them send the presentation to the office ahead of time.
Correspondence
Discussion on the Tower proposal email at the top of Oak Ridge.
Mike Smith makes a motion to contact them and invite them for a Non-Public, Jay Buckley 2nds, passes 3-0
Review of the August daily water usage
Ralph Lutjen makes a motion to adjourn at 11:19am, Mike Smith 2nds, passes 3-0
Respectfully submitted,
Alexis Wagoner, Administrator.