2022-05-05 Commissioner Meeting

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday May 5th, 2022

The Board of Commissioners met at 9:00am on Thursday May 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 & Dinah Reiss.  

Meeting videotaped by Carol of Madison TV

At 9:01 am Commissioner Ralph Lutjen calls the meeting to order

Public Meeting

Mike Smith makes a motion to approve the agenda, Jay Buckley 2nds, Jay Buckley makes an amendment to add a non-public at the end of the meeting RSA 91-A:3II(L), Mike Smith 2nds, passes 3-0.

Jay Buckley makes a motion to approve the Sealed Non-Public minutes of 4/26/22 & the Minutes of 4/26/22, Mike Smith 2nds, passes 3-0.

Mike Smith makes a motion to approve the Operating Accounts manifest of $18,763.05 which includes the Payroll manifest of $7,718.80 Jay Buckley 2nds, passes 3-0

DPW

Mike Smith makes a motion to sign the driveway permit for operations at 18 Bristenstock Drive, Jay Buckley 2nds, passes 3-0

Discussion on Klausen Road paving estimate of $48,740 which includes the intersection at the bottom. The Warrant Article is for $50,000. Kelly Robitaille asks if we can use the full $50,000 to extend the asphalt as far as possible without going over the $50,000.

Mike Smith makes a motion if no other estimates come by May 15th, then we go with Bryant Paving, Ralph Lutjen 2nds, passes 3-0.

Discussion on dock replacement. Possible relocation of the dock from Porridge Shore back to Boulder Beach.

Jay Buckley makes a motion to move the dock from Porridge Shore to Boulder Beach, Ralph Lutjen 2nds, passes 3-0.

Discussion on Backhoe. 2 Radiators had to be replaced there was rot between them. Cost around $3,800 for parts and it was repaired in house.

Discussion on the dry hydrant email. NFPA 1142: Not less than 2’ of water above the strainer and not less than 1’ below the strainer. NFPA was not approved for the Boulder Beach strainer. Mike Smith states the water levels are way too high right now. Also, the Madison Fire Department has not yet responded to our letter sent out a few weeks ago.

Ralph Lutjen makes a motion to make a request to the Madison Fire Department to respond to our previous request, Mike Smith 2nds, passes 3-0

Discussion on measurement sticks, possibly put one at Muddy beach instead of Thusis.

DPW has moved most of the things out of the Lodge, things should be completely removed by tomorrow.

Administration

Discussion on Norm Garside coming to do some carpentry work for the VDOE. Charges $50 and hour plus materials, he cannot start until after Memorial Day Weekend.

Discussion on temporarily fixing the canoe racks for the summer then having Norm come in the fall to fix them well.

Jay Buckley asks if the VDOE can donate the vinyl salt shed to the Madison Fire Department. Discussion on the matter.

Mike Smith makes a motion to have Kelly Robitaille evaluate the vinyl shed and see what condition it is in then decided if we keep or donate it, Jay Buckley 2nds, passes 3-0

Discussion on items for Norm to fix in the District, going to hold off on the racks and remove the raft.

Mike Smith makes a motion to hire Norm for $50 an hour to fix things in the District, Jay Buckley 2nds, passes 3-0

Discussion on a possible cleaner for the outhouses. A homeowner in the District called and said she would do it her normal rate is $55 and hour but she would do $15 per outhouse per day. So, $60 a day to do all 4 outhouses. Mike Smith suggests having the outhouses cleaned Mondays and Fridays.

Jay Buckley makes a motion to appropriate $1,200 for the cleaning of the outhouses Monday and Friday, Memorial Day through Labor Day, Mike Smith 2nds, Jay Buckley makes an amendment to change the amount to $1,500, Mike Smith 2nds, passes 3-0

Kelly Robitaille adds that the VDOE is going to need at least two picnic tables possibly more, they are around $140 a piece.

Mike Smith makes a motion to spend up to $600 for picnic tables if four are needed if not only get two, Jay Buckley 2nds, passes 3-0

Discussion on 23 Huttwil Drive still has not paid her water bill to date, sent a letter on April 12th.

Ralph Lutjen makes a motion to send a letter to 23 Huttwil Drive that the water will be shut off if the bill is not paid by June 15th, Jay Buckley 2nds, passes 3-0

Discussion on upcoming hearing on May 7th. Jay Buckley states that Luis Adorno will be running the meeting to discuss level of service. Ralph Lutjen requests an agenda be made ahead of time. Ralph Lutjen and Mike Smith express concerns regarding the meeting and the AMP Draft.

Discussion on the scheduling of Water Committee Meetings

Discussion on DWSRF pre-application grant, already submitted by Jay Buckley. Jay Buckley comments that the 2 grant programs cannot be run at the same time.

Discussion on water leak at Little Shore. Ian is on vacation the office will hear back tomorrow for a date to dig. Question on why someone else from his team couldn’t perform the work. Jay Buckley says that Ian said around 15 gallons a minute are being lost. Commissioners request a timeline once the office knows.

Discussion on monthly cash flow. Expenses are right on track with the budget overview.

Discussion on the Public Ordinance Hearing, going to add to the Beach Ordinance who proposed the change.

Mike Smith makes a motion to go with the Ordinance Hearing material the office provided and add the one change to the Beach Ordinance, Jay Buckley 2nds, passes   3-0

Discussion on sale of the Lodge. Mike Smith suggests the EPOA needs to be out of the Lodge sooner than June 11th. Ralph Lutjen suggests have them move the stuff in to the garage bay sooner.

Mike Smith makes a motion to have the EPOA remove all their stuff out of the Lodge by June 1st, Ralph Lutjen 2nds, passes 2-1

Jay Buckley asks about needing to put easements in place.

Mike Smith makes a motion to have the water turned on at the Lodge, Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion that once the EPOA is out of the Lodge we schedule the cleaner to come in and clean with a budget of up to $1,000, Ralph Lutjen 2nds, passes 3-0

Realtor from Pinkham will be sending over a CPA package soon and another realtor is coming Friday to view the property.

Discussion on Reinach tank project. Going to get everything in order by next week. Discussion on email exchange with Dawson.

Mike Smith makes a motion that if we don’t receive anything from Dawson by the 9th then we move ahead with the retainage, Jay Buckley 2nds, passes 3-0.

Discussion on the 2020 Audit

Ralph Lutjen makes a motion to have Jay Buckley sign the NASDA, Mike Smith 2nds, passes 3-0

Mike Smith makes a motion to sign the representation letter, Jay Buckley 2nds, passes 3-0

Started the 2021 Audit. Auditor is coming to the office on Monday May 9th.

Jay Buckley makes a motion to sign and approve the fill request for 10 Barden place, Mike Smith 2nds, passes 3-0

Mike Smith makes a motion to sign tax form 8821, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to sign the Eversource temporary access permit, Jay Buckley 2nds, passes 3-0

Jay Buckley makes a motion to sign the transfer of monies from the Operating account to the Water Assessment Fund for $9,410.03, Ralph Lutjen 2nds, passes 3-0

Jay Buckley makes a motion to extend the meeting until 11:30am, Ralph Lutjen 2nds, passes 3-0

Commissioner’s Concerns/Reports

Jay Buckley discusses the final PRV designed received by Nick Sceggell. Already sent the design to DES and is waiting for confirmation to pick a contractor.

Discussion on Dam EAP email regarding table 4-2 Emergency Situation.

Mike Smith discusses that all things need to go through the office and a Commissioner cannot make decisions on their own.

Discussion on DWSRF pre application grant: it should have been reviewed by the Board prior to being submitted

Discussion on tents at 4 Chocorua View Drive, Jay Buckley spoke with Bob Boyd.

Mike Smith makes a motion to send an official letter to the Town of Madison regarding the tents, Jay Buckley 2nds, passes 3-0

Jay Buckley makes a motion to have an auction on June 11th, Ralph Lutjen 2nds for discussion. Discussion on the abandoned boat. Ralph Lutjen suggests sending an email to NHMA on what to do. Also look at possible disposal options. Motion Denied

Mike Smith makes a motion to have the office send an email to NHMA, Jay Buckley 2nds, passes 3-0

Discussion on beaver dam, Jay Buckley asks if we are going to remove the beavers.

Jay Buckley makes a motion to trap the beavers and slowly remove the dam to release water, Ralph Lutjen 2nds for discussion. Motion Denied

Ralph Lutjen makes a motion to contact DES and Fish & Game on how to proceed, Jay Buckley 2nds, passes 3-0

Review of NHMA response on who can speak at a public hearing.

Mike Smith makes a motion to appoint an assistant Chairman when the Chairman is gone, Jay Buckley to be assistant chairman, Jay Buckley 2nds, passes 3-0

Mike Smith discussion on the water committee responding to his 91-A request.

Discussion on the pods for the loon’s nests. The water is way too high.

Ralph Lutjen questions the grant form 2014 where “money was left on the table”. Who was on the board at the time and what were the circumstances.

Discussion again on the NHMA response regarding who can speak at the public hearing. Mike Smith reads an excerpt from the email.

Review the of the daily water usage for April.

Ralph Lutjen makes a motion to pay $245 membership to GWRSA, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to notify Ian and GWRSA to coordinate the dowser to come in and find the main from Jungfrau to Reinach, Jay Buckley 2nds, passes 3-0.

Dinah Reiss comments on the leak at Little Shore.

NON-PUBLIC MEETING

Mike Smith makes a motion at 11:40am to go into Non-Public for RSA 91-A:3, II (L).  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (L) and return to public meeting at 12:08pm.  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion to adjourn at 12:08pm, Jay Buckley 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.