VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Tuesday September 27, 2022
The Board of Commissioners met at 9:00am on Tuesday September 27, 2022.
In attendance for the public meeting are Commissioner Mike Smith, Commissioner Ralph Lutjen, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator, Kelly Robitaille-DPW Forman, Doug Prescott, Gloria Aspinall & Dave Cribbie.
Meeting videotaped by Carol of Madison TV
At 9:00am Commissioner Ralph Lutjen calls the meeting to order
Public Meeting
Ralph Lutjen makes a motion to approve the agenda, Mike Smith 2nds, passes 2-0.
Mike Smith makes a motion to approve the Minutes of 9/20/22, Ralph Lutjen 2nds, passes 2-0.
Mike Smith makes a motion to approve the 9/20/22 Sealed Non-Public Minutes RSA 91-A:3 II (a), Ralph Lutjen 2nds, passes 2-0
Mike Smith makes a motion to approve the 9/20/22 Sealed Non-Public Minutes RSA 91-A:3 II (d), Ralph Lutjen 2nds, passes 2-0
Mike Smith makes a motion to approve the 9/20/22 Sealed Non-Public Minutes RSA 91-A:3 II (e), Ralph Lutjen 2nds, passes 2-0.
Ralph Lutjen makes a motion to approve the Operating Account manifest for $11,094.80, Mike Smith 2nds, passes 2-0
Ralph Lutjen makes a motion to approve the Water Assessment Fund Manifest for $10,003.00, Mike Smith 2nds, passes 2-0
DPW
Discussion on salt quote from Eastern Minerals, price went up quite a bit from last year.
Ralph Lutjen makes a motion to approve the agreement with Eastern Minerals, Mike Smith 2nds, passes 2-0
Dave Cribbie from G.W Brooks came in to talk about the dry hydrants on the ponds
Dave Cribbie discusses if the VDOE is wanting a bid or a budgetary estimate. The last time G.W Brooks did work was for the Grison & Bergdorf Culvert. He then gives an overview of the dry hydrant designs. The last hydrant they did was for Freedom, but they also did 2 in Madison. He also mentions that DES prefers you de-water the area that is having the work done, you can either drain the area or do a coffin dam.
Ralph Lutjen- could we just extend the pipe to add water height above the hydrant
Dave Cribbie- There is an air leak somewhere in the hydrant line, it loses prime frequently.
Ralph Lutjen- What about just replacing and extending the line, would it need to be de-watered for that?
Dave Cribbie- Yes, I would suggest just replacing and extending the line, but it would still need to be de-watered. It would cost around $2,000 give or take for the consultation which includes talking with DES.
Mike Smith- Would the $2,000 cover the paperwork as well or just the conversation?
Dave Cribbie- I would give you a letter explaining what DES requires, no paperwork just a conversation. I would do all the paperwork and permitting if you decide to go with us for the project.
Ralph Lutjen- So there is something wrong with the pipe and it needs to be replaced. What about the hydrant at Big Loop?
Dave Cribbie- There is nothing wrong with the Big Loop hydrant. The dam hydrant doesn’t work properly, when there was a fire at Jungfrau, we had issues and were only pumping air at times. Engine 3 at the time was the only engine that could defeat the air issue when I was on board the Madison FD 3-4 years ago.
Ralph Lutjen makes a motion to engage G.W Brooks for a consultation on the dry hydrant with a cap of $2,000, Mike Smith 2nds for discussion.
Dave Cribbie- The budgetary consultation would be done hopefully within in a month.
Mike Smith- There was a PBN pulled before that was not completed, will this cause any issues? Also, when would be the best time to have the work done.
Dave Cribbie- No there should be no issue. The best time to do the work would be right after Labor Day before the fall rain.
Kelly Robitaille- My only concern would be with draining the pond. The people are not going to be ok with that, I have concerns we will spend all this money and then the people will vote it down.
Dave Cribbie- We could potentially put a dam at Middle Pea to keep the water in Middle and Big Pea and only drain Little Pea.
Kelly Robitaille- Could we stay closer to the shore to prevent draining the pond as much?
Dave Cribbie- Doing that would not gain much, I can look at the other options and we can possibly do the coffin dam.
Ralph Lutjen- Can we get a quote for the project so that we have something to put together for the annual meeting?
Dave Cribbie- I can prepare a proposal for you to have next week. As for talking with DES and getting all the information I should have that by the end of the year.
Motion passes 2-0
Discussion on Driveway Permits
Ralph Lutjen makes a motion to approve the Driveway permit for construction at 5 Grimsel Road, Mike Smith 2nds, passes 2-0
Mike Smith makes a motion to approve the Driveway permit for construction at 41 Bristenstock Drive, Ralph Lutjen 2nds, passes 2-0
Discussion on Lugano Paving
Kelly Robitaille states that it would be $5,580 to shim the left side only but next year we would still need to do an overlay. To do the whole road full shim and overlay it would by $15,8000.
Mike Smith raises concern about the operating budget being over around 7% for this time of the year. Ralph Lutjen suggests doing the smaller project this year and having a warrant article to do the whole road next year.
Ralph Lutjen makes a motion to shim the left side of Lugano, Mike Smith 2nds, passes 2-0
Discussion on the Dam.
Kelly Robitaille mentions that an 11” board was pulled on 9/23/22. The water was about 5” over the concrete. Talks about the fall draw down.
Ralph Lutjen makes a motion to pull a 2nd board out just before the October 15th drawdown deadline, Mike Smith 2nds, passes 2-0
Mike Smith thanks Kelly Robitaille on his work with maintaining the pond levels and doing a great job of it.
Administration
Discussion on the Annual Meeting date and time
Ralph Lutjen makes a motion to accept the budget hearing for Friday February 3rd and the annual meeting for Saturday March 11th, Mike Smith 2nds, passes 2-0
Discussion on the dental plan, only one plan can be picked. Review of the difference between plan 15C and plan 1. Cost wise it is only about $1,151 difference a year.
Ralph Lutjen makes a motion that at the renewal they put through dental plan 1, Mike Smith 2nds, passes 2-0
Donna MacKinnon mentions that there is only one water shut off, all the other bills are paid and there is only $232.50 outstanding in water fees.
Ralph Lutjen makes a motion to transfer $10,000 from the water assessment fund to the water line extension CRF, Mike Smith 2nds, passes 2-0
Commissioner’s Concerns/Reports
Discussion on the PRV project. Ralph Lutjen reads the email from Jay Buckley regarding the matter. He has requested that DES extend the deadline from December 1st to December 20th.
The estimate from Dawson was for $69,480.00. Ralph Lutjen Questions if the grant expires do, we still follow through with the project.
Ralph Lutjen makes a motion to fund the project for $69,480.00 and take funds out of the waterline extension CRF, Mike Smith 2nds for discussion.
The water project account has around $19,000 in it which will reduce the amount taken from the CRF to about $50,000. The grant will reimburse 24% which will be around $17,000.
Motion passes 2-0 Office is to reach out to Dawson that we accept his bid.
Mike Smith spoke with Ian Hayes, and he will be doing water hook-ups next week.
Mike Smith was approached by a homeowner who wanted to buy a raft, but he didn’t have a price point. Spoke with Kelly Robitaille and they determined between $1,500 and $2,000 per raft.
Mike Smith makes a motion to sell the raft for $2,000, no 2nd
Mike Smith makes a motion to contact NHMA to find out if we must have an auction or if we can just sell the rafts, Ralph Lutjen 2nds, passes 2-0
Ralph Lutjen mentions that the highway committee will be meeting soon to go over warrant articles.
Discussion on the backhoe, No word back from the DRA. The office is to reach out to them.
Overview of Granite State Analytical results
Neighborhood Energy overview, contract ends in November.
Mike Smith makes a motion to look at other energy companies, Ralph Lutjen 2nds, passes 2-0
Public Comment
Doug Prescott discusses that the EPOA held a meeting on 9/15/22 and the discussion of the rafts being a quality-of-life issue came up. They decided to inform homeowners about the rafts being sold and they made a motion to send a letter to the Commissioners.
Gloria Aspinall questions if there is any update on replacing the sign at Eidelweiss Drive and Town Line Road. Donna MacKinnon informs her that she saw a Madison Selectman’s meeting and they mentioned that the signs were on order.
NON-PUBLIC MEETING
Ralph Lutjen makes a motion at 10:13am to go into Non-Public for RSA 91-A:3, II (a). Mike Smith seconded. Motion Passed unanimously 2-0.
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 10:30am. Ralph Lutjen seconded. Motion Passed unanimously 2-0.
Mike Smith makes a motion at 10:30am to go into Non-Public for RSA 91-A:3, II (d). Ralph Lutjen seconded. Motion Passed unanimously 2-0.
Ralph Lutjen makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (d) and return to public meeting at 11:05am. Mike Smith seconded. Motion Passed unanimously 2-0.
Public Session
Mike Smith makes a motion to seal the minutes from 9/27/2022 under RSA 91-A:3, II (a), Ralph Lutjen 2nds, passes unanimously 2-0
Mike Smith makes a motion to seal the minutes from 9/27/2022 under RSA 91-A:3, II (d), Ralph Lutjen 2nds, passes unanimously 2-0
Discussion on 2 Chocorua View Drive water hook-up and water line extension.
Mike Smith makes a motion to send a letter to the homeowner informing him that if he does not want to have the water line extension done than we can refund him his money minus what was spent to find the water line and he can get a well, Ralph Lutjen 2nds, passes 2-0
Mike Smith makes a motion to adjourn at 11:22am, Ralph Lutjen 2nds, passes 2-0
Respectfully submitted,
Alexis Wagoner, Administrator.