VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Tuesday September 13, 2022
The Board of Commissioners met at 9:00am on Tuesday September 13, 2022.
In attendance for the public meeting are Commissioner Mike Smith, Commissioner Ralph Lutjen, Commissioner Jay Buckley, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator, Kelly Robitaille-DPW Forman, Doug Prescott & James Nyman.
Meeting videotaped by Carol of Madison TV
At 9:00am 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 9/7/22, Mike Smith 2nds, passes 3-0.
Mike Smith makes a motion to approve the 9/7/22 Non-Public Minutes RSA 91-A:3 II (c), Jay Buckley 2nds, passes 3-0.
Mike Smith makes a motion to approve the Operating Account manifest for $10,481.11, Ralph Lutjen 2nds, passes 3-0
Mike Smith makes a motion to approve the Water Assessment Fund Manifest for $5,077.04, Jay Buckley 2nds, passes 3-0
Ralph Lutjen makes a motion to approve the Water Project Fund Manifest for $289.50, Mike Smith 2nds, passes 3-0
DPW
Discussion on the backhoe. Kelly Robitaille spoke with Chadwick and the only way for them to source a harness was for them to have one made. The harness should be done by the end of October and then another two-week time frame before installation. The harness was $834.00, and it will be around $2,000.00 for labor and installation. He told them not to bother fixing the current harness since it may just fail again and to just order the new harness and install that. It would have cost about another $2,000 for them to fix the current harness which was not worth it. Kelly Robitaille then goes on to state that even though the harness will be fixed does not mean that something else won’t go. He recommends still going with the John Deere backhoe. He has been having a hard time getting a call back from Chadwick and issues with scheduling. They are already around $10,000 over budget for the repair line item and once the harness is installed another $3,000 will be added to that. Kelly Robitaille also mentions that they cannot modify the John Deere as it is just a rental so no radio can be installed or lights.
Ralph Lutjen suggests modifying the letter to the DRA to include the most recent information regarding the harness and having that sent out once the new lease agreement comes in.
Ralph Lutjen makes a motion to modify the DRA letter regarding the harness, Jay Buckley 2nds, Mike Smith makes an amendment to add the estimated time frame of 3 months to get it fixed, Jay Buckley 2nds the amendment motion passes 3-0
Ralph Lutjen makes a motion to submit the DRA letter, Jay Buckley 2nds, passes 3-0
The DPW is still short staffed with Jeff DeMartino being out. They have been working to get the roads patched but are not able to do it all with only two people. They will be working on the culvert across from Gloria’s house since it is the VDOE’s responsibility as they were the ones who installed it.
Administration
Discussion on the cybersecurity grant. The office has received the cybersecurity action plan based on the questionnaire that was completed last week. Alexis Wagoner is going to review it with Andrew Harteveldt and then work on submitting the grant application.
Public Appearance
James Nyman makes a statement that he had a new plot plan designed and submitted that to the office along with a photo of the rock that was removed from the path of the waterline. The septic is completed and installed, the state is coming out today to inspect it. Ralph Lutjen states that Ian Hayes can now hook-up the water at the property, the office is to reach out to him.
Administration
Jay Buckley makes a motion to sign the disbursement for the Reinach Tank project in the amount of $3,908.22, Ralph Lutjen 2nds, passes 3-0
Discussion on the Reinach project. Kelly Robitaille states that he just needs to get hay to put around the tank when seeding and then that will be complete. Jay Buckley adds that the PRV project will also come from the current amount of money left to be disbursed form the state.
Discussion on the 2021 audit. The MS-535 will be available by the end of the week for signature and there will be no adverse opinion on this year’s audit. Donna MacKinnon is going to go over the journal entries with Catherine Deyoe on Thursday.
Commissioner’s Concerns/Reports
Mike Smith asks where the Commissioners stand with CMA. Ralph Lutjen responds that we are just waiting for the final version of the contract there were a few items to be corrected.
Ralph Lutjen makes a motion to sign the CMA agreement out of session, Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion to sell the rafts that were pulled out of the ponds, Ralph Lutjen 2nds for discussion. Motion passes 2-1
Jay Buckley states that he objected because there have always been rafts and they are a benefit to the people. Possibly if we anchor them better and add signage, we will have less liability. Ralph Lutjen adds to that, that he is not happy to remove them either but after what happened this year and people taking it upon themselves to move them, it is not ideal. We could find out if there is a way to reduce liability.
Ralph Lutjen makes a motion to reach out to Primex and see if there is a way to reduce liability with the rafts and evaluate next week, Jay Buckley 2nds, passes 3-0
Jay Buckley states that he reached out to Jake Dawson with the PRV project design, and they are working on a quote. He also heard back from T & D Excavating, and they are working on finalizing their quote. Spoke with three vault companies and only two responded, one cannot do it and the other is going to reach out to Shea Concrete to see if they can get one from them.
Ralph Lutjen mentions that we need to review the potential addition of dental insurance for the 2023 year. The Madison health plan is around $600 more a month, we currently have done a good job dealing with the deductible. It may be best to leave the current health plan and just add dental, but we can discuss next week.
Discussion on the sale of the Lodge and creating an office building.
Ralph Lutjen makes a motion to create a committee to evaluate the potential to construct a new office/meeting space. Jay Buckley 2nds and makes an amendment to have people submit their qualifications, Ralph Lutjen 2nds the amendment for discussion. Mike Smith brings up the idea of selling some of the District lots to help fund the new building. Anything that is not green space could be sold. Ralph Lutjen responds that the cap for the new building should be what the proceeds from the Lodge were. The new committee would also determine a location for the building. Ralph Lutjen also adds that we do not want to see the District maxed out by selling District lots. Mike Smith brings up that the green space is off limits and selling of other lots would bring revenue in taxes, water hook-ups and driveway permits to the District. Motion passes 3-0
Ralph Lutjen makes a motion to evaluate properties for potential sale, Jay Buckley 2nds, Ralph Lutjen adds this would be done by the same committee, Jay Buckley 2nds amendment, passes 3-0
Correspondence
Review of NH Paid Family Leave flyer. Going to review after getting pricing.
Discussion on 108 Eidelweiss Drive. Kelly Robitaille states that the DPW did not change or do anything to the road. This is the homeowner’s responsibility to fix it. The homeowner recently modified their driveway and added new gravel which washes easily. Ralph Lutjen says to reiterate to the homeowner that it is their responsibility.
Discussion on 2 Chocorua View Drive. Homeowner is asking the VDOE to help with costs for the extension of the water main. The Commissioners agree that it is still the homeowner’s responsibility per the District Ordinance, and we need to set precedent.
Ralph Lutjen makes a motion to require the homeowner to pay for the full amount of the extension, Jay Buckley 2nds, passes 3-0
Review of VLAP testing, going to wait for the annual report to discuss.
Discussion on the Eversource usage for 2022 verse 2021. Usage has drastically gone up in the past year.
Water Committee
Doug Prescott speaks on behalf of the Water Committee to present their plan for capital improvement over the next six years. (Attached is the spreadsheet he presented to the Commissioners outlining the projects they plan to do over the next six years and the cost and budgeting of these projects) The spreadsheet is ranked from highest priority and spread out over 6 years. It also outlines possible inflation and material cost increases over that time period and what the estimated current project cost is. Doug Prescott mentions that the Water Committee will be having a walkthrough of the pump houses with Ian Hayes sometime in October. He also requests that the office provides the cybersecurity action plan, Eversource water usage, Daily water usage and the leak detection application that was submitted. Alexis Wagoner responds that the daily water usage is on the VDOE website and that there has been no further information on the leak detection grant. Jay Buckley requests the office reach out to Simply Water and ask if they plan on having Granite State come out for the leak detection program this year.
Discussion on the Eidelweiss paving project and the water work to be done on Eidelweiss Drive.
Ralph Lutjen mentions that the maps should be included in future planning. Work should be done to upgrade the maps; a lot of data is still missing from the maps system that was provided by Horizons. There is also lots of data in card file format that has not been incorporated.
Discussion on 2023 warrant articles being Interlaken Circle and the Bern/Huttwil Connector.
Discussion on item #10 on the spreadsheet the electrical at the Oak Pump House. Jay Buckley states that a flood occurred in the pump house some years back and flooded everything. It is still running but the flood reduced the life expectancy of the equipment. He also adds that he believes there is only one functioning pump there now.
Jay Buckley mentions that the Chocorua Pump House was the #1 item in the AMP, but the Water Committee did not feel that was accurate. Ian Hayes had stated that if the tank failed, we would be in a bad place. Ralph Lutjen mentions that we should have a review of all the tanks and determine which ones need relining. Doug Prescott states that the Water Committee had reached out to Mass Tanks for an inspection, and they told them that it is just as expensive to do the inspection as it is to reline the tank. Ralph Lutjen adds that doing the tanks is more important than doing the piping.
Mike Smith comments that the new engineer should be given these plans and information to give their input. He also gives kudos to the Water Committee on what they have presented as it was more than he expected. Mike Smith suggests we look at doing test pits and getting as built for water lines. Jay Buckley responds to that, that we could investigate a ground penetrating radar which is less intrusive and can give the same information. The first priority would be dead ends and the second would be important waterlines that are questionable. The Water Committee is working on getting a price for this. Mike Smith adds that we need to start putting money aside for this. Also need to check with the new engineers and find out the current price per foot. Ralph Lutjen mentions that we need to keep in mind the pipes may not be deep enough and there may be ledge under them. Mike Smith adds that $123,914 may not be enough, we need to spend at least $250,000 a year which would equivalate 1 million every four years. Ralph Lutjen states that we should look into financing the project and take a long-term bond to spread out payments and also move the time frames of projects up. Doug Prescott mentions that the Committee is working on including all the other projects into the spreadsheet. Mike Smith suggest the Water Committee come up with a number that the VDOE should spend each year and a timeline of 20-25 years. He also suggests the District seek out two contractors to do all the projects. The projects need to be done in the fall and spring as the summers are too busy. Doug Prescott adds that the Committee talked about setting a budget of around $200,000 but felt that was too high and left room for other projects that may come up. He also adds that the district should think about having a back up plan for the what ifs.
Ralph Lutjen states to have the Water Committee set a target of $200,000 for next year.
Discussion on having meetings with the Water Committee and Commissioners. Going to plan on having a meeting on October 12th to focus on warrant articles.
NON-PUBLIC MEETING
Ralph Lutjen makes a motion at 10:57am to go into Non-Public for RSA 91-A:3, II (a). 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 (a) and return to public meeting at 11:21am. Jay Buckley seconded. Motion Passed 3-0.
Jay Buckley makes a motion at 11:21am to go into Non-Public for RSA 91-A:3, II (e). Ralph Lutjen seconded. Motion Passed 3-0.
Ralph Lutjen makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (e) and return to public meeting at 11:36am. Jay Buckley seconded. Motion Passed 3-0.
Mike Smith makes a motion at 11:36am to go into Non-Public for RSA 91-A:3, II (c). 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 (c) and return to public meeting at 11:58am. Ralph Lutjen seconded. Motion Passed 3-0.
Mike Smith makes a motion at 11:58am to go into Non-Public for RSA 91-A:3, II (a). 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 (a) and return to public meeting at 12:00pm. Jay Buckley seconded. Motion Passed 3-0.
Mike Smith makes a motion to seal the minutes from 9/13/2022 under RSA 91-A:3, II (c), Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion to seal the minutes from 9/13/2022 under RSA 91-A:3, II (a), Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion to adjourn at 12:02pm, Jay Buckley 2nds, passes 3-0
Respectfully submitted,
Alexis Wagoner, Administrator.