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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 11, 2018
The Board of Commissioners met at 8:00 am on Tuesday, September 11, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Ian Hayes (water operator), Adam Leiser, Carol Rosenblith, Bill Dolan and Diana Dolan. 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 add a Non-Public session pursuant to RSA 91-A:3, II (a) employment matters and approve the agenda as amended. Mike Smith seconds. Motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

The first quotes for a replacement for the F-550 have been received. Kelly Robitaille outlines review with local departments. The Dodge 5500 is the preferred truck at this time; this truck has a better chassis and plow package available. In discussion with other towns, the Dodge is having a wing plow put on successfully. Additional quotes for trucks and outfitting will be submitted for review and discussion. Trade and/or sale of the F-550 will be worked on for inclusion in the pricing. A three-yard sander will be an option with the Dodge 5500 and that will be an additional benefit for the crew. Using a local shop for outfitting will also be beneficial when repairs are needed.
Jungfrau work is completed. The two culverts were placed crossing the road. Kelly Robitaille outlines that additional gravel was needed for this road and purchased.
Kelly Robitaille outlines that the culvert at the top of Salins can be replaced in kind without additional engineering to redesign the intersection.
Mike Smith makes a motion to have Kelly Robitaille complete a work
plan for the remaining fall weeks for next week’s meeting. Ralph Lutjen seconds. Motion passed 2-0.

3. Water

Discussion on locating a curb stop valve at the intersection of Rte. 113. CSV’s in need of repair will be estimated; approx. 4 hrs. per valve is needed. This will be scheduled with Kelly Robitaille. The State will be notified of the broken valve and need to dig at Rte. 113. Mike Smith motion to send a letter to the State notifying them of the need to dig at Rte. 113. Ralph Lutjen seconds. Motion passed 2-0.
Ian Hayes outlines that Muddy Beach is on line and the Summit is fully online. Water usage mid-week is down to around 55,000-gallons per day. Leak detection is discussed. Ian Hayes would like to watch the usage prior to scheduling Granite State Rural Water. Discussion on leak detection while usage is low is held. Mike Smith discusses using funds remaining on the curb stop repairs prior to engaging in additional leak detection.
New hook ups will need to be installed this fall on Lucerne, Huttwil, Burgdorf, and Bern. Habitat for Humanity will be using GT Burke for the line excavation on Burgdorf. Ian Hayes will be handling all inspections.
Investigation will be done on the valve that was located on West Bergamo.
Ian Hayes is informed the engineers are working on the bid package for replacing the Reinach tanks and complete the pressure zone. Phase 1 information for the pressure zone will be sent to Paul Fluet for inclusion in the Reinach tank project.
Mike Smith makes a motion to send a letter to Mike Hassey of 1 Bristenstock outlining the plan for the Reinach pressure zone. Ralph Lutjen seconds. Motion passed 2-0.
Discussion on high pressure on Oak Ridge Road is held. Pumping schedule for Oak and Chocorua stations being at night is discussed as a possible factor. Ian Hayes states it would increase some pressure in the lines but should not account for the full pressure issues. Additional discussion on the pumping being set to the pressure in the lines; the water lines increase from 130 psi to 150 psi. The data logger will be placed on Lakeview at Mr. Lynch’s property for charting of the pressure. Ian Hayes outlines that the highest pressure recorded on the prior datalogger placement at this property was around 110 psi.

4. Administration

Mike Smith will schedule a safety meeting.
Motion log is next week.
Financial reports are due in two weeks.
A follow up will be done with Tom Therrien of EII on the security panels for the pump houses.
Asset Management will meet tomorrow at 1 pm.
Additional curb stop locating is scheduled for the 13th.
Mike Smith makes a motion to approve payroll in the amount of $7,008.98. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Gloria Aspinall has noted that fill is needed at the parking lot of Boulder Beach and the bottom of Geneva hill. Motion passed 2-0.
The updated drawing for Little Loop has been received. Ralph Lutjen states that if consensus is reached, the easement document will be updated and re-sent to #4 and #6 Little Loop property owners. Ralph Lutjen motion to contact Bob Wirling once signed documentation is received. Mike Smith seconds. Motion passed 2-0. Ralph Lutjen motion to obtain 4 full-size copies of the drawings once agreement is reached. Mike Smith seconds. Motion passed 2-0. Mike Smith makes a motion contact lawyer for update of easement once consensus is reached. Ralph Lutjen seconds. Motion passed 2-0.
Ralph Lutjen makes a motion to put the updated water meter cost analysis on the website. Mike Smith seconds. Motion passed 2-0.

5. Accounts Payable
6. Minutes

Mike Smith makes a motion to approve the minutes of 8/28. Ralph Lutjen seconds. Motion passed 2-0.
Ralph Lutjen makes a motion to approve the minutes of 9/6. Mike Smith seconds. Motion passed 2-0.

7. Commissioners Reports

Ralph Lutjen discusses conversation with Paul Fluet yesterday. Dubois & King will now proceed with the bid documents and specifications for the 90,000-gallon concrete tank. Ralph Lutjen makes a motion to have Ralph Lutjen outline a long-term plan regarding financing water system needs. Mike Smith seconds. Ralph Lutjen states this will be a comprehensive analysis with alternatives for funding that will outline the water user fee going forward. The five-year history of water system operating costs will be used to project upcoming budget levels. The model will include all current known projects; PRV pit upgrades, electrical needs, tanks. Motion passed 2-0.

8. Signature Items

Mike Smith makes a motion to sign the electric agreement for a 4-month term. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the Driveway Permit for Construction for paving at 19 Jungfrau. Ralph Lutjen seconds. Kelly Robitaille outlines the steepness of this driveway and the requirement for a channel grate. A negative grade is also being attempted at the intersection with the road. Mike Smith outlines having the property owner include the grate information within the permit application. Kelly Robitaille would like to meet with the paving contractor to review pitch of the driveway to send water to the ditch. Ralph Lutjen makes a motion to have Kelly Robitaille talk with Perm-a-Pave and amend driveway application and hold permit approval. Mike Smith seconds. Motion passed 2-0.
Mike Smith makes a motion to sign Nancy Cole’s time off request. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the weekly beach testing results. All beaches are good.
BMSI has sent pricing for the accounting system reviewed last week.

10. Scheduled Appearances

A software demonstration is given over the computer by Edmunds & Associates personnel. Billing software and general fund software are reviewed.

11. Other Business

The meeting last Saturday is discussed. Good discussion on PRV needs around the District. Estimates exist for upgrades needed. Part of the issue deals with persons homes and residents were encouraged to contact their plumber for installation of a properly functioning PRV as required in the Water Ordinance.
Rick Skarinka of NH DES outlined that the VDOE must begin work on replacing the water system tanks or the State will mandate the VDOE take action.

At 8:25 Mike Smith makes a motion to continue the meeting when Ian Hayes arrives. Ralph Lutjen seconds. Motion passed 2-0.

At 8:25 am Mike Smith makes a motion to enter non-public session. Ralph Lutjen seconds. Motion passed by roll call vote Mike Smith yea, Ralph Lutjen yea - 2-0.

At 8:53 Mike Smith motion exit non-pub and resume public meeting. Ralph Lutjen seconds. Motion passed by roll call vote Mike Smith yea, Ralph Lutjen yea - 2-0.

At 9:34 Ralph Lutjen makes a motion to end taping. Mike Smith seconds. Motion passed 2-0.

At 10:38 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator