[gview file="https://vdoe-nh.org/wp-content/uploads/2017/12/CM110717.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
November 7, 2017

The Board of Commissioners met at 8:00 am on Tuesday, November 7, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Jeff DeMartino (hwy), Treasurer Dinah Reiss, Ian Hayes (water operator), Engineer Nick Sceggell and Moderator Mark Graffam. The meeting was taped for Madison TV by Carol Dandeneau.

At 8:00 am the meeting was called to order by Chairman Mike Smith.

1. Agenda

Ralph Lutjen makes a motion to approve the agenda. Ron Sandstrom seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that a culvert on Adelboden failed last Friday. The culvert was replaced yesterday with a pipe that was on hand. A large concrete chunk was removed from the top of the culvert; the weight of the concrete probably caused the failure. Other large rocks were also removed from around the pipe. 4 loads of gravel were used. The side dead¬-end section of Diessbach Drive will be worked on; gravel will be needed. Mike Smith makes a motion to approve up to $500 for gravel for Diessbach Drive. Motion fails for lack of a second. Ron Sandstrom makes a motion to approve up to $750 for gravel for Diessbach Drive. Mike Smith seconds the motion and the motion passed 3-0.
An updated quote for the brine system has been received in the amount of $6,726. Kelly Robitaille will obtain an estimate from S. A. MacLean’s.
Kelly Robitaille outlines that planned road work will be completed this week with the intent to move to winter operations.
Chains will be needed for the backhoe. Box style chains will cost $880. Other needs will be put together for a total to be approved next week.
The furniture pick up for the lodge has been tentatively set for November 16.
The meeting with Dr. Jaime Houle of UNH T2 Storm Water Program is discussed. A proposal for evaluating the slopes for ditching and drainage needs will be sent. Ralph Lutjen outlines that upon review of Geneva Beach area, a retainage pond was not recommended. Dr. Houle recommended knocking over a couple of trees to border the area and allow the wetlands that is already forming naturally to establish. This area will hold any silt or debris being washed down slope with road drainage naturally. Dr. Houle also stated that construction on Geneva Place and/or Middle Shore Drive is the probable cause of the sandbar visible off Geneva Beach. Dr. Houle also stated that the VDOE current practice for ditches appears to be effective; overall the District is in good shape containing storm water.
Two contacts were made for part time snow plow operators. Both contacts are former employees. Ron Sandstrom makes a motion to run the ad again. Ralph Lutjen seconds the motion and the motion passed 3-0.
The canoe racks will be cleared next week.
Dips in the road surface along Eidelweiss Drive and Presidential View have been reported. The property owner for the new house under construction on Eidelweiss Drive will be submitting a request to amend the driveway permit. The amendment will include altering the angle at which the driveway will meet the road and adding a culvert.
The road grader received a software update yesterday. The grader stayed outside overnight to finalize the upload via satellite.

3. Water
4. Administration

A safety meeting will be scheduled.
Water billing status is discussed. Mike Smith makes a motion to post the 10 houses with overdue water usage fees. Ron Sandstrom seconds the motion and the motion passed 3-0.
An Asset Management meeting will be scheduled.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,293.59. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
A proposal from the third party electric supplier is reviewed. Ron Sandstrom makes a motion to enter a three-month contract at a rate of $0.1166. Mike Smith seconds the motion and the motion passed 3-0. The option of entering into a multi-year contract is discussed. Mike Smith makes a motion to contact the Attorney for an opinion regarding multi-year electric contracts. Ron Sandstrom seconds the motion and the motion passed 3-0.
A positive opinion regarding the ability to enter a standard general obligation loan for a project intended to be paid by water usage fees has been received from the Attorney. The letter will be sent to Bank of NH for review.
year to date budget expenditures are reviewed and discussed. Adjustments will be needed between some line items. Treasurer Dinah Reiss states that she will begin the process for applying for the additional TAN loan.

5. Accounts Payable
6. Minutes
7. Commissioners Reports

Ralph Lutjen states that he is willing to work with Nancy Cole on completing the proposed 2018 budgets. Possible warrant articles are discussed. Estimates for construction for Burgdorf and Grison are being completed; Reinach Pressure Zone and Little Loop are also being worked on currently.
The Eidelweiss Property Owner’s Association has requested Neighborhood Watch signs be posted. 10 signs are proposed for within the District, including the entrance ways and beaches. Final locations will be determined with Chief Colby of the Madison Police.
The 91-A Policy for the VDOE is discussed. Ralph Lutjen outlines a misconception that all documents will only be released via flash drive. The flash drive policy is for larger documents only; smaller documents can still be emailed to the requester upon receipt of the signed request form. The exact policy wording will be checked.
Ron Sandstrom states that in a recent meeting in which many engineering firms were represented, there was discussion regarding the current extremely high demand of engineers.
Mike Smith reports that Mass Tank has been postponed. One week notice will be needed to reschedule the tank inspections.
Mike Smith makes a motion to cancel the proposed meeting December 9. Ralph Lutjen seconds the motion. Discussion is held on the low participation at these meetings; releasing information via the website and mailing is outlined. Use of the monthly Commissioner memo to focus on one topic at a time is also discussed. Motion is called to a vote and the motion passed 3-0.

8. Signature Items

Driveway permit application and permit for construction are presented. Mike Smith makes a motion to approve and sign the Driveway Permit for Construction for 3 Grimsel Road. Ralph Lutjen seconds the motion and the motion passed 3-0.

9. Correspondence

Mark Graffam has forwarded information on a dip in the road on Eidelweiss Drive and another on Presidential View Drive.
Eversource has sent a thank you to all customers for patience during the outages caused by the windstorm last week.

10. Scheduled Appearances

The meeting is called back to order by Chairman Mike Smith at 9:30 am.
Resident Adam Leiser, water operator Ian Hayes and engineer Nick Sceggell have joined the meeting.
Muddy Beach is discussed. The installed pump is not operating on the pump curve. The pump is only moving 38-43 gallons per minute when 65 is expected. The inlet and outlet pressures will be checked to rule out the piping as the cause for the low production. The electric connections, variable frequency drive and SCADA program have all been checked and ruled out as the cause. Replacement of the pump will need to be authorized by Maltz Sales. Ralph Lutjen makes a motion to have Nick Sceggell and Ian Hayes take action for obtaining a replacement for the Grundfos CR10-10 pump at Muddy Beach. Mike Smith seconds the motion and the motion passed 3-0. Ralph Lutjen makes a motion to purchase a second pump with a requirement for a credit for the first pump. Ron Sandstrom seconds the motion. Discussion ensues on allowing Maltz Sales to replace the existing pump prior to purchasing a second pump. Ralph Lutjen moves to amend to motion to include the action to first attempt replacement of the existing pump. Ron Sandstrom seconds. Motion, as amended, passed 3-0.
The bypass that will be needed to allow inspection of the Jungfrau tank is discussed; Ian Hayes estimate $500. Mike Smith makes a motion to approve up to $500 for the bypass of the Jungfrau tank to be established at the Winnegon PRV. Ralph Lutjen seconds the motion and the motion passed 3-0.
Little Loop Road is discussed. The survey and design for correcting the drainage on the road is reviewed and discussed. The drainage will be open in design; not culverts. The design will be updated to show the crown to be established on the road. Discussion on using the side line boundary between #4 and #6 Little Loop for the drainage so as to not place entirely on the property of #4 is discussed. The ability to use side boundaries for drainage and water lines is discussed; if the VDOE has the right to use side boundaries will be looked into.
Raising the grade of Little Loop would be beneficial and will be added to the plans.
A final plan will be targeted for November 28. Nick Sceggell will be sent the information regarding ability to use the boundary line as the location for the drainage. Though this would require removal of additional trees, it may be better if the District has an existing easement along the side line boundary.
Ron Sandstrom leaves the meeting at 10:50 am.
The drainage for the Thusis area is reviewed. Placing of culverts to bring water to the center of the circular driveway for Thusis Beach and then moving the water towards the pond via culvert to exposed swale at the property line for the house next to the beach is proposed. The sideline boundary question for easement rights for drainage will also affect this project. Mike Smith makes a motion to have Nick Sceggell update the drawing and, upon submission, have the office send to the abutting property owner for review and discussion. Ralph Lutjen seconds the motion and the motion passed 2-0. A survey of the lot at Thusis Beach is discussed; this may be needed to determine the actual lot boundary.
Reinach Pressure Zone is discussed. Connecting to the existing 2” water main is being designed. This should allow the pressure zone to be installed and functioning prior to the full update of the water mains within the area. The new pump house is discussed. Three pumps will be needed and two small 250-gallon tanks will be needed. The new pump house will have a long driveway; approximately 100 feet in length. An estimate will be created for building the new pump house. Some of the proposed connections can be done by Ian Hayes while working in those areas prior to completing the entire pressure zone. Nick Sceggell cautions the use of the existing 2” water mains; the new pressure may cause some failures. The construction estimate should be received by the District for November 28.

The option of an elliptical culvert instead of a box culvert for the Grison and Burgdorf projects is discussed. Nick Sceggell states that this option was looked into; the life span of an elliptical culvert is lower than the useful life of a concrete box culvert. Nick Sceggell will send the designs for review.

11. Other Business
12. Public Comments

At 9:15 am Mike Smith makes a motion to recess the meeting until 9:30 am. Ralph Lutjen seconds the motion and the motion passed 3-0.

At 11:55 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator