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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 10, 2018

The Board of Commissioners met at 8:00 am on Tuesday, April 10, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille, resident Adam Leiser, Water Operator Ian Hayes (8:30) and Treasurer Dinah Reiss (8:40). The meeting was taped for Madison TV by Tim Hughes.

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. Motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that tree limbs will be trimmed and brushwork along roads is planned for this week. The trimmer is not working. Ralph Lutjen makes a motion to approve purchase of a trimmer in the amount of $275. Ron Sandstrom seconds. Motion passed 3-0.
The York rake is discussed; axle is bent, rake does not hold the roads properly. Replacing the rake with a front-runner style is recommended by Kelly Robitaille for more efficient raking of dead ends. First estimate received is $4,000 from Allied Equipment, additional vendors will be checked with for pricing.
Pot holes are being filled where possible.
Repairs are beginning on the F-550
Service was completed last week on the road grader; batteries were changed and the computer reset.
Boards are out of the dam for run-off.
Ralph Lutjen discusses trees along roads that are being nicked by plow blades. Kelly Robitaille will mark and note the trees so that pricing for removal can be obtained. The option of removing trees by section of the District over a course of a couple of years is discussed; this will be dependent upon pricing for the removal of the trees.

3. Water

Ian Hayes reports that bleeders will be off this week. Flushing will be scheduled for the end of the month.
SCADA programmer Tom Therrien has delivered the Variable Frequency Drive for the second pump at Muddy Beach. Electrician Justin Montelin has been informed.
Mike Smith discusses shipping of the second pump. Mike Smith makes a motion that if no response to the request for shipment of the pump is received from Maltz Sales, another vendor will be chosen. Ralph Lutjen seconds. Motion passed 3-0.
Ian Hayes states tanks to be inspected will be opened mid-May. Once the tank at Reinach is exposed, the road will be blocked off for protection of the area. A hatch may need to be created at the summit pump house to allow access for the inspection equipment. If needed, this will be done.
Leak detection efforts will continue in the spring; zones will be isolated and checked. Areas of suspicion will be checked with leak detection devices by Granite State Rural Water as has been done in the past. Discussion of alternative options for leak detection is held. Ian Hayes outlines that the submitted options are invasive and used most effectively in large cities and areas with redundant pipes.
Electrician Justin Montelin is scheduling the work for the Muddy Beach pump house. Norm Garside will be informed of the dates upon receipt.
Ian Hayes will submit a list for spring work that is needed for the water system.

4. Administration

Mike Smith states that a safety meeting will be scheduled.
Avitar is working on extracting the original data for verification of the updated data; once completed the new maps can be created.
Mike Smith makes a motion to approve payroll in the amount of $5,378.88. Ron Sandstrom seconds. Report and time cards are reviewed and discussed. Motion passed 3-0.
The daily water usage report for March is reviewed and discussed.
The first quarter water usage report has been filed and accepted by NH Department of Environmental Services. The quarterly usage is in line with historical averages.

5. Accounts Payable
6. Minutes
7. Commissioners Reports

Ralph Lutjen discusses that he met with Bob Wirling to review the Little Loop construction design. Quote of $10,500 has been received; this does not include tree removal. Attorney Chris Boldt is working on the easements for #4 and #6 Little Loop. Mike Smith makes a motion to accept the quote from Bob Wirling for $10,050*. Ron Sandstrom seconds. Adam Leiser questions the plan; plan is as presented at Annual Meeting. Discussion ensues on the plan. The need for addition of a grate along the driveway at #3 Little Loop will be evaluated and pursued if needed once the remainder of the project is completed. Ron Sandstrom invites Adam Leiser to have his engineer submit any concerns he may have after review of the plans. Discussion on pursuing the plan as created by the VDOE engineers is held; if the crowning of the road and catch basin across the street does not stop the water crossing the road, a grate will be pursued for the driveway at #3. Mike Smith states intent to call the vote. Ron Sandstrom requests to allow 1 week for submission of any input from Mr. Leiser’s engineer. Motion passed 2-1 with Ron Sandstrom against approval without granting time for input.
Ralph Lutjen discusses the receipt of the engineering proposal for Saint Moritz at Basal. The proposal is costly; over $5,000 just for the drainage study – the design for the drainage would be additional.
*Typo corrected after publication(was $10,500); republished 4/27/18
8. Signature Items

Request for use of Huttwil parking lot for a 6-wheel dump truck until the first week of May has been received. Mike Smith makes a motion to approve use of the parking lot for the 6-wheel dump truck until the first week of May. Ron Sandstrom seconds. Discussion on limited time that truck will be in the lot is held. Motion passed 3-0.

9. Correspondence

Resident Adam Leiser has sent a question regarding establishment of the easement needed at his property. This is in process.
Avitar Associates has sent a statement that the extraction of data is being worked on and will be sent.
NH Municipal Association has sent the weekly Legislative Bulletin.

10. Scheduled Appearances
11. Other Business

Ron Sandstrom outlines yesterday’s Communication Committee meeting. Property owner Paula Doyle has stated interest in becoming the fifth member of the Committee. Discussion ensues on a 5 person board being beneficial as it allows for additional input and distribution of work efforts. The limits of a three person board are discussed. Ron Sandstrom makes a motion to set the Communication Committee as a five (5) person board. Ralph Lutjen seconds. Motion passed 3-0. Mike Smith makes a motion to withdraw last week’s motion to set the Communication Committee as a three (3) person board. Ralph Lutjen seconds. Motion passed 2-0-1 with Ron Sandstrom abstaining as he was not involved in the original vote. Ron Sandstrom makes a motion to appoint Paula Doyle to the Communications Committee. Ralph Lutjen seconds. Motion passed 3-0.
Ron Sandstrom discusses re-arranging the office set up to allow Nancy Cole to have access to a computer during meetings. Ron Sandstrom makes a motion to move the office desk area. Ralph Lutjen seconds. Motion passed 3-0.
Discussion is held on separating the VDOE logo from the Eidelweiss crest. An initial mock-up of an idea has been created and is reviewed. Ability to trade-mark the logo once developed is discussed as beneficial reason for changing. Offering a design a logo contest among residents is discussed as an option.
Posting of draft minutes has been requested from the Communications Committee as a means of quicker release of information. Mike Smith makes a motion to allow only approved minutes to be posted on the website. Ralph Lutjen seconds. Discussion ensues on getting information out to the public in a quicker manner. An option of creating a list of key topics for information that would be desirable for quickest release can be submitted to the Board for consideration. Adam Leiser outlines that other websites get some information out before the District; this creates challenges. Adam adds that the Communication Committee is attempting to help get information out, but needs support of the Commissioners to be effective. Verification of the accuracy of the minutes during review and approval process is sited as the reason for not posting drafts. Motion passed 3-0.

12. Public Comments

Treasurer Dinah Reiss outlines the collection of funds for the 2017 Muddy Beach project within the water bills and also from the Capital Reserve Fund (CRF). A deposit back to the CRF would be appropriate.
Treasurer Dinah Reiss questions taking of the loan authorized at the Annual Meeting and beginning of the application process for the loan. Ralph Lutjen will create a review of the funding needs for the portion of the project planned for 2018. Water tanks will be the primary topic at the next scheduled Asset Management Committee meeting (April 17).
Communications Committee member Adam Leiser discusses the vote of the Commissioners to limit the committee to 3 persons. Mike Smith outlines that no response had been received for a fifth member, thus the vote to set the committee at 3 persons occurred with Nancy Cole willing to step down and accept the role of alternate.
Adam Leiser discusses the plan for the drainage corrections on Little Loop, which will affect his property. Mr. Leiser is concerned that the project will not succeed as designed. Ron Sandstrom reiterates that the concern raised by Mr. Leiser’s engineer has been addressed by the contingency plan to install a channel grate at the driveway at #3 Little Loop if necessary once the primary portion of the project has been completed. Adam Leiser responds that he should be more involved in the plans.
The color charts for siding options and roofing for Muddy Beach pump house have been received. Mike Smith makes a motion to allow Nancy Cole to choose the colors. Ralph Lutjen seconds. Motion passed 3-0.

At 9:40 am Mike Smith makes a motion to enter non-public session pursuant to RSA 91-A:4 II (d) property. Ron Sandstrom seconds. Motion called via roll call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea. Motion passed 3-0.

Motions and votes of Non-Public session:
Ron Sandstrom makes a motion to have Ralph Lutjen and Kelly Robitaille review the intersection of Saint Moritz at Basal Street for low cost drainage corrections; such as road grading with slope towards odd number side of street drainage ditch.

At 10:05 am Ron Sandstrom makes a motion to exit non-public session. Ralph Lutjen seconds. Motion is called by roll call vote Mike Smith yea, Ron Sandstrom yea. Motion passed 3-0.

Public Session resumed:
Mike Smith makes a motion to sign the DRA Form MS 535. Ron Sandstrom seconds. Motion passed 3-0.

At 10:10 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator