VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Tuesday May 24, 2022
The Board of Commissioners met at 9:00am on Tuesday May 24, 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 & Kathy Koziell.
Meeting videotaped by Carol 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, Mike Smith 2nds, passes 3-0.
Mike Smith makes a motion to approve the Minutes of 5/10/22, Jay Buckley 2nds, passes 3-0.
Jay Buckley makes a motion to approve the 5/10/2022 sealed Non-Public Minutes RSA 91-A:3 II (c), Mike Smith 2nds, passes 3-0
Mike Smith makes a motion to approve the 5/10/2022 sealed Non-Public Minutes RSA 91-A:3 II (d), Jay Buckley 2nds, passes 3-0.
Mike Smith makes a motion to approve the 5/10/2022 Non-Public Minutes RSA 91-A:3 II (L), Jay Buckley 2nds, passes 3-0.
Jay Buckley makes a motion to approve the 5/14/2022 Public Hearing Minutes, Mike Smith 2nds makes amendment to multiple lines, amendment passes 3-0
Ralph Lutjen makes a motion to approve the 5/14/2022 Public Hearing Minutes with amendments, Jay Buckley 2nds, passes 3-0
Jay Buckley makes a motion to approve the 5/20/22 payroll manifest for $9,555.25, Mike Smith 2nds, passes 3-0
Mike Smith makes a motion to approve the 5/17/22 Operating Account manifest of $14,777.67, Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion to approve the 5/24/22 Operating Account manifest of $7,596.09, Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion to approve the 5/24/22 Water Assessment Fund manifest of $507.62, Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion to approve the 5/24/22 Water Project Account manifest of $843.55, Jay Buckley 2nds, passes 3-0
DPW
DPW overview: Been working on the beaches & replaced the toilet seats. The Backhoe is being repaired so it will be out for most of the week. The rafts will be back in the ponds by Friday. Painting white lines at the stop signs. All the beaches have had their initial rake done. Someone took it upon themselves last weekend to launch one of the rafts.
Discussion on Porridge Shore Beach storm runoff. Discussion on silt fence installed by the Gagnon’s that is on Eidelweiss property. Kelly Robitaille mentions that the berm needs to be removed to allow better water flow and to direct it away from the beach.
Ralph Lutjen makes a motion to remove the berm, Jay Buckley 2nds, passes 3-0
Discussion on removing picnic table this weekend for wedding on the Summit.
Kelly Robitaille mentions that he has another company coming to give a quote for paving Klausen.
Discussion on the pond level measurement process. There has been no change in the water levels, both are 7” below the zero point. Big Pea Pond is recording 22” higher than Middle Pea.
Discussion on the beaver dam. Kelly Robitaille asks if they want to wait until after the loon’s nest to do something or do something now. Concerns about possible damage if they wait to do something. Steve Doyon recommended again that the dam needed to be removed.
Ralph Lutjen makes a motion to have Kelly Robitaille approach a trapper to remove the beavers, Jay Buckley 2nds, passes 3-0
Discussion on culvert grants up to $400,000, no matching with a July 1st deadline. Kelly Robitaille will work with the office to get the application filled out. Discussion on the old design done by Fluet Engineering. Kathy Koziell suggests reaching out to Chris Albert that used to work for Jones & Beach. Dinah Reiss suggests Dubois & King Nick Sceggell did a good job on Oakridge Culvert. Ralph Lutjen mentions that they need an engineer that can work on a budget. Kelly Robitaille states that the Grison Road culvert would take up the entire grant. Jay Buckley adds how well of a job Kelly Robitaille did on the Burgdorf culvert.
Mike Smith makes a motion to reach out to Chris Albert first then Dubois & King second for the grant, Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion to pay for this out of the engineering budget of $5,000 and if we go over, use the Road Construction CRF, Jay Buckley 2nds, Mike Smith amends to add an engineering cap of $5,000, Jay Buckley 2nds, passes with amendment 3-0
Administration
Discussion on FEMA grant for the dam, seeking redesign of the dam
Mike Smith makes a motion to have Jay Buckley champion the FEMA grant application, Ralph Lutjen 2nds, passes 3-0
Discussion on DWSRF loan. Amount Jay Buckley originally provided was from the AMP draft. Ralph Lutjen discusses the AMP draft. Still a lot oof discrepancies throughout the entire report. Jay Buckley mentions that the Water Committee met last week to go through the draft and are also meeting tomorrow to work on it. Jay Buckley also states that the hydraulic model provided by Dubois & King had a lot of issues that need to be adjusted. Last week they reviewed Ian Hayes’ map which will contribute as well to Horizon’s map. Further discussion on the budget in the AMP draft and which number to use for the DWSRF loan application. Mike Smith and Ralph Lutjen comment on which parts of the water system are considered critical.
Ralph Lutjen makes a motion to have a meeting at 2:00pm on Thursday 5/26 at the office to go over the AMP final draft, Jay Buckley 2nds, passes 3-0
Donna MacKinnon questions when to pay the Horizon bill for $24,824.70. Instructed to pay after the project is complete.
Discussion again on the DWSRF pre-application loan. Mike Smith suggests asking for $500,000 which would get us abut 2,500 feet of piping at around $200 a foot.
Mike Smith makes a motion to modify the pre-application to $500,000 for up to 2,500 feet of piping, Jay Buckley 2nds, passes 3-0
Jay Buckley makes a motion to accept the June meeting schedule, Mike Smith 2nds, passes 3-0
Discussion on certified letter to 23 Huttwil Drive which was not received by the homeowner.
Jay Buckley makes a motion to issue a work order to Ian to shut off the water at 23 Huttwil Drive, Mike Smith 2nds, passes 3-0
Alexis Wagoner is going to post a notice on the door of 23 Huttwil informing them of the shut off.
Mike Smith makes a motion to sign the letter to landowners where the dam is located, Jay Buckley 2nds passes 3-0
Jay Buckley questions on the interest rate of the TAN loan and which bank it is going through.
Discussion on Mylar copy of the Lodge lot survey
Jay Buckley makes a motion to appropriate $26 for the Town of Madison Registry of Deeds, Ralph Lutjen 2nds, Jay Buckley amends to add that it can be signed out of session, Ralph Lutjen 2nds the amendment, passes with the amendment 2-1
Mike Smith asks when the appraiser is coming to the Lodge, Office to follow up.
Discussion on septic system at the Lodge. There is no septic design or information on the septic system. Going to let the buyers negotiate what the easements will be.
Discussion on Reinach Tank project. Ralph Lutjen met with Kathy Koziell to review the disbursement schedule and total amount spent on the project. Ralph Lutjen states that $954,000 was the total budget and Kathy Koziell states that the initial budget was $1,250,000.
Kathy Koziell wants on record that the project was not overspent and that there is still $55,000 in the CRF with money left for the PRV project.
Mike Smith makes a motion to approve the water hook-up application for 9 Blinden Drive, Jay Buckley 2nds, passes 3-0
Commissioner’s Concerns/Reports
Discussion on the Upper Lakeview/ Rigi PRV project.
Jay Buckley makes a motion to write up a change order to Jones & Beach with the state, Ralph Lutjen 2nds, passes 2-0-1
Change order is to change the location of the PRV.
Jay Buckley makes a motion to send 2 contractors the PRV plan, Motion tabled.
Office is to follow up with Rick Skarinka regarding bidding for the project.
Ralph Lutjen makes a motion to extend the meeting 30 minutes until 11:20am, Jay Buckley 2nds, passes 3-0
Discussion on the transfer switch, Dawson installed the switch on 5/19. The office is waiting on Jones & beach to send over paperwork to close out the contract.
Mike Smith makes a motion to have Ian Hayes change the code to the Reinach tank, Jay Buckley 2nds, passes 3-0
Discussion on DPW doing asphalt new water hook up connections, He suggests that Ian Hayes use an outside contractor for the asphalt water hook ups. Mike Smith thinks that we should be doing everything. Kelly Robitaille will take it job by job to see what the schedules look like.
Mike Smith makes a motion to get a cost for the excavator rental, no 2nd
Kelly Robitaille mentions that in the past it cost 500-600 a day for the excavator. Kelly Robitaille is going to talk with Ian Hayes and decide what to do going forward.
Jay Buckley makes a motion to get reimbursed $8.76 for sending out certified mail, Ralph Lutjen 2nds, passes 3-0
Jay Buckley is going to court today.
Jay Buckley makes a motion to approve the driveway and water ordinances, no 2nd
Mike Smith makes a motion to approve the water ordinance with the 2 changes, Jay Buckley 2nds, passes 3-0
Jay Buckley makes a motion to approve the driveway ordinance as presented at the hearing, Mike Smith 2nds, and makes an amendment to change lot to septic tank, Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion to approve the driveway ordinance with changes, Jay Buckley 2nds, passes 3-0
Jay Buckley mentions that the Madison Fire Department wants to put a smokey the bear fire sign at the entrance of Eidelweiss. Going to table until next week.
Review of the Granite State Analytical results
Review of the beaver dam emails
Review of the BPPWPA email, will be meeting with the Commissioner’s at the June 14th meeting.
Discussion on the EPOA request to have the Commissioners at their annual meeting, Office to post meeting for Commissioners to attend.
Discussion on EPOA completing the work in the Cabana, they left a key with the office. Review of email from the EPOA regarding access to the Cabana.
Mike Smith makes a motion to send Doug Prescott and the EPOA a letter that if we need access to the Cabana we will access without permission, Ralph Lutjen 2nds, passes 3-0
Review of emails from residents regarding the ordinances, will add to the public hearing file.
Discussion on Email from 24 Interlaken.
Mike Smith makes a motion to reach out to the homeowner to get more information, no 2nd, Kelly Robitaille is going to investigate this.
Discussion on 2020 Audit, Ralph Lutjen suggests the office reach out to NHMA regarding governmental activities adverse on the 2020 audit regarding healthcare and retirement.
NON-PUBLIC MEETING
Ralph Lutjen makes a motion at 11:24am to go into Non-Public for RSA 91-A:3, II (L). Mike Smith seconded. Motion Passed 3-0.
Ralph Lutjen makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (L) and return to public meeting at 11:50am. Jay Buckley seconded. Motion Passed 3-0.
Ralph Lutjen makes a motion to adjourn at 11:50am, Jay Buckley 2nds, passes 3-0
Respectfully submitted,
Alexis Wagoner, Administrator.