VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Tuesday June 28, 2022
The Board of Commissioners met at 9:00am on Tuesday June 28, 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 9:00am Commissioner Ralph Lutjen calls the meeting to order
Public Meeting
Mike Smith makes a motion to approve the agenda, Jay Buckley 2nds, passes 3-0.
Jay Buckley makes a motion to approve the Minutes of 6/22/22, Mike Smith 2nds, passes 3-0.
Mike Smith makes a motion to approve the 6/22/22 sealed Non-Public Minutes,
Jay Buckley 2nds, passes 3-0.
Ralph Lutjen makes a motion to approve the Payroll Manifest of $8,187.30, Jay Buckley 2nds, passes 3-0
Ralph Lutjen makes a motion to approve the Operating Account manifest of $74,156.21, Jay Buckley 2nds, passes 3-0
Ralph Lutjen makes a motion to approve the Water Project Fund manifest of $1,401.25, Jay Buckley 2nds, passes 3-0
DPW
Discussion on backhoe, had issues on Friday 6/24 with bad wiring on the harness. Chadwick came out on Saturday 6/25 and was able to get it back up and running. Kelly Robitaille called John Deere and Caterpillar; they are coming out to look at the backhoe for a possible future trade. Need the backhoe running as it is the number one used machine. Jay Buckley suggests possibly doing a package deal with the grader and backhoe.
Discussion on water main leak on Altdorf, crew is digging today with Ian.
Discussion on 70 Appenvel Way. Homeowner filed driveway permit application with the 70 Appenvel Way address but the driveway will be coming off Thusis, so it needs to be changed to 13 Thusis. Homeowner is going to use 13 Thusis for both the driveway and water applications.
Kelly Robitaille spoke with G.W. Brooks regarding the dry hydrant, and he said that it can either be extended or replaced. They are coming out in 2 weeks to look at it. A permit will need to be pulled through DES which may take a while.
Jay Buckley asks the cost of the backhoe repair. Kelly Robitaille states that we have not received an invoice yet since they just came but it will be an hourly rate for 2 hours.
Administration
Review of water application change.
Jay Buckley makes a motion to accept the modification to the water hook-up application to include the D size drawings, Ralph Lutjen 2nds, passes 3-0
RFP interviews are scheduled for July 6th and July 13th at 1:00pm with horizons Engineering and CMA Engineers.
Discussion on Madison Zoning Letter. 21 Diessbach is looking for a variance for a shed.
Jay Buckley makes a motion to object to the variance and send a letter to the Madison Zoning board regarding 21 Diessbach, Ralph Lutjen 2nds for discussion. Ralph Lutjen makes an amendment to the motion that one Commissioner should attend the public hearing to see what the actual set back is and if it is within 10 feet we will accept the variance, Jay Buckley 2nds the amendment, passes 3-0
Discussion on Grachen Drive variance, this should be grandfathered in being less than 2 acres.
Discussion on Audit Actuary, information can be found on the NHRS website and has already been sent to the auditors for review.
Mike smith makes a motion to rescind the $2,000 that was allocated for the audit actuary, Jay Buckley 2nds, passes 3-0
Discussion on Lodge. The water is up and running and the heaters have been checked. The cleaner is going to finish cleaning now that there is water.
Discussion on hydroseeding around the Reinach tank. Need to find someone to do the seeding, Jay Buckley mentions that Home Advisor gave a quote of $416 and that we could reach out to them. Once this is completed the contract can be closed out. Kelly Robitaille states the reason for seeding was for erosion control but the only place that needs it now would be where the tank is buried as it is just a pile of sand.
Ralph Lutjen makes a motion to take $416 out of the retainage for grubbing, Jay Buckley 2nds, passes 3-0
Discussion on closing out the Reinach tank project. Alexis Wagoner spoke with Rick Skarinka, and he mentioned that Jones & Beach has the paperwork, and we are just waiting for him to send it over. Also, the office is now responsible for the disbursements. As for the PRV project we will have to get Dubois and King to sign off on the completed project.
Jay Buckley makes a motion to transfer $10,000 from the Water Line Extension CRF to the Water Assessment Fund, Mike Smith 2nds, passes 3-0
Commissioner’s Concerns/Reports
Jay Buckley mentions that the 3 RFP’s have been sent out to the contractors for the PRV project and that they have until July 15th to respond with a quote.
Discussion on small claims case, the VDOE won the case and does not have to pay back the money that was paid by the homeowner. Kathy Koziell mentions that the judge did state that the District should have put a lien on the property sooner.
Jay Buckley talks about reviewing the remaining outstanding water bills and to be on top of the water shut offs come September 1st.
Mike Smith states that the Madison Police Department need to have the abandoned boat removed from the DPW parking lot.
Mike Smith makes a motion to send a letter to the Madison PD to get the boat removed, Ralph Lutjen 2nds, passes 3-0
Mike Smith makes a motion to stick an advertisement for the farmers market on the bulletin board, Ralph Lutjen 2nds, Motion tabled till next week.
Mike Smith discusses Jay Buckley taking a map out of the office to give to the Madison Fire Department. Jay Buckley states that it was at no additional cost to the VDOE and that the 2nd map was made for the Madison FD. Further discussion followed.
Discussion on the parking ordinance.
Mike Smith makes a motion to approve what was brought up at the ordinance hearing “Personal trailers, recreational vehicles, snowmobiles, and boats may not be parked in any of the Village District parking lots. No construction vehicles or trailers are permitted in the parking lots unless owner is having construction done. In which a building permit must be presented at the time of obtaining a parking permit. The Parking lots can be used for temporary overnight parking for residents and their guests. If a vehicle will be parked for more than 3 days a parking permit is required. A parking permit may be issued with a maximum of two continuous weeks during a given month and a minimum of one week between the two-week permit period. Parking for more than 3 days without authorization will result in a fine and the vehicle will be towed.”, Ralph Lutjen 2nds for discussion. Ralph Lutjen states that the current ordinance states 30 days parking at a time but this is being abused since people remove the vehicle for a day and then bring it back to restart the 30 days. Ralph Lutjen makes an amendment to have the ordinance say you can park for 30 days total per a year, consecutive or nonconsecutive, Jay Buckley 2nds the amendment for discussion. Ralph Lutjen states that he is willing to take pictures and document the parking situation. Kathy Koziell mentions that she is concerned about people who park in the lot for work. She also adds that Mike Smith cannot seek help writing a petitioned warrant article from the office. Motion passes 2-1
Ralph Lutjen adds that the 30-day clock will begin after the signs are in place. The office is to get signage pricing and wording for next week’s meeting.
Discussion on horizons correspondence, everything should be going through the office.
Discussion on beaver dam correspondence with Steve Doyon. Steve said he would send a letter to the homeowner and alert them that they would be responsible for damages caused by the sudden failure of the beaver dam. Kelly Robitaille mentions that there should be a time restraint on the letter for them to respond by. The loons have finished nesting. Kelly Robitaille suggests capping the dam at Little Pea and then release the beaver dam slowly to preserve the water levels in the other ponds.
Ralph Lutjen makes a motion to send another letter to the property owner asking for consent to enter onto their property to remove the beaver dam and if they do not respond by July 15th then we will act and remove the dam, Mike Smith 2nds, makes amendment to change date to July 10th, Jay Buckley 2nds amendment, passes 3-0
Jay Buckley makes a motion to restore all boards to the little dam, No 2nd.
Mike Smith makes a motion to restore two 11-inch boards to the dam, jay Buckley 2nds, passes 3-0
Discussion on Horizons email regarding the updating of mapping and water cards for the new water hook ups. Mike Smith questions if we are comfortable with what we currently have or do we need to have the locations retaken. Ralph Lutjen asks how much it is for updating the mapping. Mike Smith asks if we should find out how much to do all the curb stops.
Mike Smith makes a motion to have the office get pricing from Horizons to survey and GPS all the other curb stops they didn’t do, Ralph Lutjen 2nds, passes 3-0
Kathy Koziell suggests having a volunteer group dig and mark the curb stops then have Horizons come in and just GPS mark the locations.
Jay Buckley makes a motion to get a quote from Horizons on updating the mapping yearly with the new water hook-ups, Ralph Lutjen 2nds, passes 3-0
Alexis Wagoner suggests using the water hook-up fees to cover the cost of adding the new hook up to the maps.
Review of the loon email.
Review of the email from the Town of Madison regarding the dry hydrant.
Review of the Neighborhood Energy June report.
Discussion on 4 Chocorua View Drive email requesting to camp on property until their house is built.
Jay Buckley makes a motion to not permit the camper on the property, Ralph Lutjen 2nds, Jay Buckley withdraws his motion, Ralph Lutjen 2nds, passes 3-0
Ralph Lutjen makes a motion to accept the camper provided all services are connected and approved which include water, septic, electricity, and internet. They also must be out by October 31st, Jay Buckley 2nds, passes 2-1
Discussion on Mark Graffam email regarding Bristenstock, Jay Buckley measured, and it is 15 feet from the water line which is not in violation.
Ralph Lutjen makes a motion to do a GPS reading for the new Reinach Place pressure line, Jay Buckley 2nds, passes 3-0
Ralph Lutjen Makes a motion to approve the EPOA events, Jay Buckley 2nds, passes 3-0
Discussion on leak at Altdorf, Kelly Robitaille states the crew is digging now not sure if it is a water main leak or ground water.
Dinah Reiss mentions that $150,000 was transferred into the Operating account from the TAN Loan and there is currently $100,000 remaining in the TAN Loan for use if need be.
NON-PUBLIC MEETING
Ralph Lutjen makes a motion at 10:57am to go into Non-Public for RSA 91-A:3, II (d). Mike Smith seconded. Motion Passed 3-0.
Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (d) and return to public meeting at 11:19am. Jay Buckley seconded. Motion Passed 3-0.
Mike Smith makes a motion to adjourn at 11:19am, Jay Buckley 2nds, passes 3-0
Respectfully submitted,
Alexis Wagoner, Administrator.