VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Tuesday August 23, 2022
The Board of Commissioners met at 9:00am on Tuesday August 23, 2022.
In attendance for the public meeting are Commissioner Jay Buckley, Commissioner Mike Smith, Commissioner Ralph Lutjen, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator, Doug Prescott, Larry Leonard, Ian Hayes, Andrew Harteveldt, Kathy Koziell & Wooda McNiven.
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 8/16/22, Ralph Lutjen 2nds, passes 3-0.
Jay Buckley makes a motion to approve the 8/16/22 Non-Public Minutes RSA 91-A:3 II (b), Ralph Lutjen 2nds, passes 3-0.
Mike Smith makes a motion to approve the 8/16/22 Non-Public Minutes RSA 91-A:3 II (c), Jay Buckley 2nds, passes 3-0.
Mike Smith makes a motion to approve the payroll manifest for $9,685.50, Jay Buckley 2nds, passes 3-0
Jay Buckley makes a motion to approve the Operating Account manifest for $10,093.43, Ralph Lutjen 2nds, passes 3-0
Ralph Lutjen makes a motion to approve the Water Project Fund manifest for $907.50, Jay Buckley 2nds, passes 3-0
Administration
Discussion on Alexis Wagoner & Donna MacKinnon becoming notaries.
Mike Smith makes a motion to have Alexis Wagoner & Donna MacKinnon apply for notary status paid for by the VDOE, Jay Buckley 2nds, passes 3-0
Discussion on parking lot signs and the current ordinance. The parking lot signs need to reflect the current ordinance stating that you need to notify the office after 30 days for longer parking.
Ralph Lutjen reads the parking sign “Welcome to the Village District of Eidelweiss Huttwil Parking lot. Please Park at your own risk, there is no surveillance at this lot. Please contact the office to fill out a parking request form when parking more than 30 nights. Maximum of 30 consecutive days allowed for parking at this lot. Please notify the Madison Police directly at 603-367-8334 to report any violation or suspicious activity. Thank you! Your cooperation is greatly appreciated!”
Ralph Lutjen makes a motion to approve the parking lot sign with the updated wording, Jay Buckley 2nds, passes 2-1
Discussion on proposed beach signs. Ralph Lutjen reads beach sign “Welcome to the Village District of Eidelweiss Beaches Please Help Keep Our Property Safe, Clean, And Enjoyable by Following These Regulations: No Lifeguard on Duty – Swim at Your Own Risk Trash Receptacles Are Not Provided – Carry In, Carry Out. Do Not Dump Trash in The Outhouses. Children Under 10 Years of Age Must Be Accompanied by An Adult No Smoking, Open Fires or Fireworks Allowed. Alcoholic Beverages and Glass Containers are Not Allowed. Dogs Are Not Permitted on The Beaches at Any Time. Please Be Respectful of the Wildlife. Do Not Feed the Ducks. Do Not Approach or Chase the Loons. Canoes, Kayaks and Other Watercraft Cannot be Stored or Tied on District Property Unless in an Assigned Rack Space Beaches Are Closed From 10 pm to 6 am. Camping is Not Permitted, Except with Permission from the Board of Commissioners Please Notify the Madison Police Directly at 603-367-8334 to Report Any Violation of These Regulations. Thank You! Your Cooperation is Greatly Appreciated! You Are at Eidelweiss Beach; 78 Eidelweiss Drive”
Ralph Lutjen makes a motion to approve the beach sign wording, Jay Buckley 2nds, Ralph Lutjen makes an amendment to run it by Primex before having the signs made, Jay Buckley 2nds amendment, passes 3-0
Discussion on 2021 audit. The draft will be here in 2 weeks. Ralph Lutjen asks Donna MacKinnon to reach out about the adverse opinion.
Discussion on September Meeting Schedule.
Ralph Lutjen makes a motion to approve the September meeting schedule, Jay Buckley 2nds, passes 3-0
Discussion on backhoe. Spoke with the DRA and we do not need to have a special meeting since it does not go over the budget or bind the VDOE to spend in the future. Going to sign the rental agreement to rent for 1 month.
Ralph Lutjen makes a motion to sign a 1-month rental agreement with John Deere for the backhoe, Mike Smith 2nds, passes 3-0
Ralph Lutjen explains the backhoe situation again: Going to lease for 1 year that has an escape clause. At the March meeting we will present it to the voters to either buy the backhoe or get out of the lease. Jay Buckley comments that he thinks the VDOE should fix the Volvo and continue to use it until the annual meeting where the voters can decide what to do next.
Jay Buckley makes a motion to continue using the Volvo until the March Annual Meeting, No 2nd.
Ralph Lutjen states that there is a high risk if we do not have the John Deere and rely on the Volvo. What if the Volvo breaks in the winter, how long until that can get fixed. If it breaks again in the winter, then we will not have the equipment to deal with the snow thus putting us in an emergency situation. With the John Deere the voters will have the ability to end the lease and not move forward but ensure we have something to get us through the winter. To move forward the office needs to get an updated lease agreement and permission from the DRA to move forward in this manner. We did reach out to get three quotes, Caterpillar did not answer our request, Case came in $16,531 above what John Deere is asking. John Deere is the best that we can do and is an American made company that will not have a shortage in parts.
It would cost $9,820 a year to lease the backhoe from John Deere. They also gave a trade in value of $28,000 for the Volvo backhoe.
Ralph Lutjen makes a motion to transfer $416.00 from the Dawson’s Excavation & Utility Services Retainage Account to the Operating Account, Jay Buckley 2nds, passes 3-0.
Sale of the Lodge
Jay Buckley opens the Lodge conversation mentioning that we spoke with the lawyer this morning regarding Ron Briggs installing the property markers which will not be done until October. The VDOE will pay the $1,200 for the work to be completed and the lawyer is going to write up paperwork for the Commissioners to sign stating that we will be responsible for the fee.
Ralph Lutjen explains that the gross sale of the Lodge was for $375,000 after closing costs the net proceeds came to $357,010.80.
Ralph Lutjen makes a motion to sign the closing documents for the sale of the Lodge, Jay Buckley 2nds, passes 3-0
Jay Buckley discusses the vaults for the PRV project and that he has reached out to other concrete companies.
The Commissioners signed the closing documents for the Lodge with Linda Shackford as the Notary.
Jay Buckley makes a motion to resign CD-575 out of session, Ralph Lutjen 2nds, passes 3-0
The commissioners thank Alexis Wagoner & Donna MacKinnon on all the work they have done to get the Lodge ready for sale and for making all of this happen.
Ralph Lutjen mentions that the buyer had waived the inspection and bought it with a failed septic system. It is going to cost them probably another $30,000 to do the septic. The new buyer will most likely make improvements.
Commissioner’s Concerns/Reports
Jay Buckley goes back to his conversation about the PRV project concrete vaults. He reached out to three companies, and one was completely bided out and couldn’t do the work. Another we could buy directly from and the third was booked out but could purchase the vault for us from the 2nd company as well. Jay Buckley spoke with Rick Skarinka and noted that if we were to do the project in house then we would need to get two quotes for everything needed which would be hard going forward since we only have one quote for the vault.
Jay Buckley discusses Kelly Robitaille getting his water operator license. He doesn’t think that it is necessary, and that Kelly already has enough on his plate.
Mike Smith makes a motion to move the question since it was already voted on, No 2nd.
Mike Smith asks Jay Buckley if he is going to run for Commissioner next year. Jay Buckley responds no comment. Mike Smith thinks that the VDOE shouldn’t be paying for milage for Jay Buckley to attend the water rate setting seminar if he isn’t going to be setting the rates next year. He suggests the office go instead.
Mike Smith makes a motion to send the girls in the office and to see if there is a zoom version, and if not have them go in person, Ralph Lutjen 2nds for discussion, Ralph Lutjen makes an amendment to include the Board of Commissioners and the Office for attending, Jay Buckley 2nds the amendment, passes 3-0
Water System
Discussion on the SCADA system and the cybersecurity grant. Andrew Harteveldt discusses the SCADA computer and suggests doing interval replacement and replacing the computer prior to it dying. The computer is from at least 2012 and the recommended age to be replaced is every 7 years. The software also needs to be updated. With the grant that is available right now we will need to have a free cybersecurity assessment done. Andrew Harteveldt suggests getting a rack computer with no mouse, keyboard or monitor and having remote access only which would increase security and take up less room in the office. The first step to the grant is getting the free assessment done.
Jay Buckley makes a motion to apply for the free cybersecurity assessment, Ralph Lutjen 2nds, passes 3-0
Andrew Harteveldt also adds that he is not sure if the grant will cover the cost of a new computer, but we will have to wait for the assessment to come back. The software is pricy but that would be covered under the grant. Ian Hayes mentions that this is something that has been talked about for a while now and needs to be done. Andrew Harteveldt states that we need to make sure that there’s a backup and everything is recorded. Ian Hayes responds that Tom from EII maintains all the PLC’s and has the backups and there should be documentation in the office on where the backups are. Andrew Harteveldt state that he can help the office fill out the application. Mike Smith has a question for Tom which is do the pump houses need any upgrades to their systems. Ian Hayes answers that Tom has gone through the pumphouses and upgraded about half the PLC’s and some of the other hardware. Mike Smith requests we reach out to Tom to ensure nothing needs to be upgraded in the pump houses that this grant could cover.
Ralph Lutjen mentions that the Highway & Roads Committee is meeting next week to go over the 5-year plan for roads and which projects we will do and how they will be paid for.
Jay Buckley mentions that the Water Committee met and there is conflict with the paving of Eidelweiss Drive since the two projects would go hand and hand.
Correspondence
Review of Neighborhood Energy August Report
Jay Buckley adds that he spoke with Shauna Kondrat from the BPPWPA, and she had told him that someone had removed the man-made dam but then someone had put the dam back. Ralph Lutjen states that he reached out to the state, and they fully support the VDOE removing the man-made dam.
NON-PUBLIC MEETING
Ralph Lutjen makes a motion at 10:20am to go into Non-Public for RSA 91-A:3, II (c). 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 (c) and return to public meeting at 10:58am. Jay Buckley seconded. Motion Passed 3-0.
Mike Smith makes a motion to adjourn at 10:59am, Jay Buckley 2nds, passes 3-0
Respectfully submitted,
Alexis Wagoner, Administrator.