VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Tuesday April 5th, 2022
The Board of Commissioners met at 9:00am on Tuesday April 5th, 2022.
In attendance for the public meeting are Commissioner Jay Buckley, Commissioner Mike Smith, Commissioner Ralph Lutjen, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator, Kelly Robitaille-DPW Foreman, Doug Prescott, Dinah Reiss, Nick Borelli, Robert Corazzini, John Cancelarich, Dorothy Wondolowski, Gloria Aspinall & Steve Doyon (phone).
Meeting videotaped by Aysia of Madison TV
At 9:00 am Commissioner Ralph Lutjen calls the meeting to order
Public Meeting
Jay Buckley makes a motion to approve the agenda, Ralph Lutjen 2nds, passes 3-0
Jay Buckley makes a motion to approve the minutes of 3/29/22, Ralph Lutjen 2nds, passes 3-0
Mike Smith makes a motion to approve the payroll manifest of $8,370.50 Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion to approve the Operating Accounts manifest of $12,193.88 Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion to approve the Water Assessment Fund manifest of $9,230.68 Jay Buckley 2nds, passes 3-0
DPW
Discussion on 4 Chocorua View Drive driveway permit application
Jay Buckley makes a motion to approve 4 Chocorua View Drive driveway permit for construction, Ralph Lutjen 2nds, passes 3-0
Jay Buckley makes a motion to approve 29 Oak Ridge Road driveway permit for operations, Ralph Lutjen 2nds, passes 3-0
Administration
Discussion on storage for retention records, going to put records in the DPW garage
Mike Smith makes a motion to transfer $9,140.33 from the Water Assessment Fund to the Operating Account, Jay Buckley 2nds, passes 3-0
Donna MacKinnon makes a comment that the water bills went out and we are already receiving payments. Discussion on reporting for water bill payments. Jay Buckley questions outstanding bill of 3 years not paid. If they do not pay by May first, then turn the water off.
Mike Smith makes a motion to send a letter to the homeowner requesting payment for the last 2 years water bills to be paid in full by May 1st and if not, their water will be turned off. To be sent by certified mail. Jay Buckley 2nds, passes 3-0
Discussion on sale of the Lodge: someone is already possibly interested in the Lodge. Going to have a non-public next week to further discuss the real estate.
Mike Smith makes a motion to have Alexis reach out and get prices on an appraisal for the Lodge, Jay Buckley 2nds, passes 3-0
Discussion on Reinach Tank & invoices. Based on Kathy’s spreadsheet and what is in QuickBooks the $25,921.07 doesn’t exist. Need to close out the project and payments. There is $13,431.73 remaining in the retainage account that will be used for the work needing to be finished. The retainage amount was 10% but is now only 2%.
Ralph Lutjen makes a motion to provide notice to Dawson that we are taking the remaining retainage of $13,431.73 and using it for the transfer switch and other items not completed, Mike Smith 2nds, passes 3-0
Jay Buckley has another landscaper coming today 4/5/22 to give a quote for the seeding around the tank. Donna MacKinnon mentions that Dawson went $2,992.68 over their contract amount. The Board of Commissioners did approve all payments being made at that time. Retainage to also cover the time and money the DPW spent fixing the roads. Mike Smith suggests the letter to Dawson come from the lawyer and not the office. Further discussion on the matter.
Ralph Lutjen makes a motion to have the letter to Dawson come from the office and not a lawyer, Jay Buckley 2nds, passes 2-1
Discussion on the 2020 Audit. Office to follow up again with Scott Eagan. The lawyer sent over his paperwork on March 15th.
Discussion on DPW costs and time spent on the roads pertaining to the Reinach project.
Ralph Lutjen makes a motion to have the $8,000 in expenditures spent on the roads be put back into the operating account. Motion not 2nd as it would not make any effect on the current budget.
Commissioner’s Concerns/Reports
Ralph Lutjen makes a motion to have the Dam EAP submitted with the changes made by Mike Smith, Mike Smith 2nds, discussion on the Dam EAP, have Kelly Robitaille the immediate point of contact and then have Kelly Robitaille contact a commissioner. Jay Buckley makes an amendment to add Commissioner to the flow chart, Ralph Lutjen 2nds, Motion passes with amendment 3-0.
Jay Buckley makes a motion to approve the Dam EAP with the amendments, Ralph Lutjen 2nds, passes 3-0
Discussion on the Lodge merge/unmerge. Holding off another 2 weeks before going in front of the selectman so that Linda at Madison Town Hall and investigate the matter more.
Saturday May 7th is the annual valley pride cleanup day.
Discussion on work orders.
Discussion on motion action log.
Discussion on office layout. Kelly Robitaille is going to help the office rearrange and remove the metal desks. Office to reach out to contractors to get pricing for the partition.
Ralph Lutjen discussion on RFP’s for getting a District engineer for both water and roads. Discussion on Wright Peirce, Dubois & King and HEB as possibilities. Jay Buckley is going to send out a list from DES that shows the engineers with strength ratings in water and roads. Kelly Robitaille is going to look at surrounding towns to see who they use for engineers.
Discussion on pond water levels. On 4/1/22 the water was 4” below the top of the concrete. Going to request information from the fire department on operability needs of the dry hydrants. Kelly Robitaille states the dry hydrant pipe at Big Loop is low enough, but the surrounding vegetation is not. Further discussion on the proposed changes to the pond level management plan. Ralph Lutjen states that in December when a board was removed it was not classified as an emergency which ultimately didn’t follow the plan in place. Ralph Lutjen states that past minutes reflect “All 4 boards are in as of October 17th” This is an issue as the state recommends a board be pulled by October 15th to prepare for the winter months. Steve Doyon from DES is involved in all things related to the dam at this time.
Discussion on the floating nest for the loons. According to John Cooley from the LPC the floating nest only has a 20%-25% successes rate in June.
Mike Smith makes a motion to null and void the existing dam policy, Ralph Lutjen 2nds, passes 2-1
Discussion on previous public hearing in August of 2021. Old policy was to always keep water levels as high as possible. Keeping the water at the 4” level below the concrete will allow the loons to nest. In 2021 that water level worked, John Cooley also felt this level was adequate. Beaver dam on Big Pea Pond not allowing water to flow, the water is 12”-14” higher in the pond than in the stream. Kelly Robitaille suggests putting in a 10” board at the Little Pea dam and removing the 5” board.
Mike Smith makes a motion to have Kelly Robitaille maintain the day to day for the dam and have the water level maintained at the red line, Ralph Lutjen 2nds, Passes 3-0
Discussion on the gate at Big Loop, not serving any purpose since it had to be opened due to the beavers.
Ralph Lutjen makes a motion to remove the grate at Big Loop, Mike Smith 2nds, passes 3-0
Discussion on 3 Reinach Place water hook up application.
Mike smith makes a motion to have data loggers set up at 5 Reinach place and at either Bristenstock or Aspen, Jay Buckley 2nds, passes 3-0
Public Appearance
John Cancelarich comes for public appearance regarding the dam.
Discussion on request proposal draft for water level measurements. DPW to take measurements out on the ponds and the office is to record rain measurements from a local rain gauge. John Cancelarich questions if Fish & Game is informed on this matter. Ralph Lutjen states Steve Doyon is involved in everything but at the end of the day the Board of Commissioners oversee the dam.
Steve Doyon joins by phone.
John Cancelarich questions Steve Doyon on the current pond level management plan, Commissioners just null and voided the current plan. John Cancelarich has concerns about the proposed changes, Steve Doyon doesn’t see much change between the two policies. John Cancelarich has concerns about a spring draw down and effect on all life in the pond. Mike Smith says that if the water goes above the concrete a board needs to be pulled, it is causing damage to the structural integrity of the dam. Steve Doyon’s response is that the water can go above the concrete and water is to be managed. 100-year integrity of the dam if no board was ever pulled, DES did a study. Ralph Lutjen says the water level is to be maintained at 4” below the concrete and Mr. Cooley says it will be ok for loon nesting. The beaver dam on Big Pea is causing the water level to be artificially high. Steve Doyon comments on the water level naturally going down over the summer due to evaporation. John Cancelarich is adamant on all boards being put back in. Steve Doyon reiterates that the dam management plan is to be followed as closely as possible by the dam owner. But the plan that is chosen is not going to please everyone and it is up to the dam owner to make a plan.
Discussion on water level measurements. They have nothing to do with the pulling of boards it is just to take measurements at different locations and times as well as monitor the rain fall. John Cancelarich comments that you cannot make the water level higher in the summer and that the boards must be replaced to ensure high water levels for the summer season. Ralph Lutjen responds that we should let nature take its course and on average the water levels with fluctuate. Steve Doyon states that it is up to the dam owner to make these decisions and if they choose to manage the water level 4” below the concrete that is their prerogative. Ralph Lutjen states that he had previously mentioned that the VDOE will be working with the Madison Fire Department to establish a level that is safe for the dry hydrants to operate. Steve Doyon gives Diane Timmons name as a point of contact at NH Fish and Game.
Correspondence
Discussion on beach ordinance. Going to deal with the situation and take all public comments at the public hearing on May 14th. Jay Buckley states there are currently 41 parking spots for the beaches.
Nick Sceggell is coming on April 7th for a field meeting
Discussion on Non-Public RSA email. Office is to start a log
Discussion on March daily water usage
Doug Prescott makes public comment: EPOA has items in the lodge to be moved and needs a place to put the stuff, discussion on possible options.
Jay Buckley makes a motion to make the Cabana useable for the EPOA to use for storage. The EPOA is responsible for all costs, Ralph Lutjen 2nds, passes 3-0
Ralph Lutjen makes a motion to adjourn at 11:08am, Jay Buckley 2nds, passes 3-0
Respectfully submitted,
Alexis Wagoner, Administrator.