VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday March 29^th, 2022

The Board of Commissioners met at 9:00am on Tuesday March 29^th, 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, Doug Prescott, Dinah Reiss, Nick Borelli, Paul Mckenna, Tom Wondolowski, Robert Corazzini & Christina Aleman.  

Meeting videotaped by Aysia of Madison TV

At 9:00 am Commissioner Ralph Lutjen calls the meeting to order

Public Meeting

Ralph Lutjen makes a motion to approve the agenda, Mike Smith 2nds, passes 3-0

Mike Smith makes a motion to approve the minutes of 3/22/22, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the Operating Accounts manifest of $37,133.33 Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the Water Assessment Fund manifest of $42,650.62 Ralph Lutjen 2nds, passes 3-0

DPW

Discussion on Little Shore Drive tree cutting. Opened the road up now the DPW is working on opening the drainage ways.

Discussion on proposing to 15 Little Shore Drive a culvert project. Kelly Robitaille requested we ask the homeowner if they would be interested in splitting the costs to put in a culvert and help with drainage.

Ralph Lutjen makes a motion to contact the owner at 15 Little Shore Drive and propose a shared culvert cost project, Mike Smith 2nds, passes 2-0

Discussion on another location possibly adding a basin due to drainage issues.

DPW is going to be stump grinding and pulling small stumps at Little Shore Drive tomorrow

Discussion on 29 Oak Ridge Road driveway permit for operations.

Mike Smith makes a motion to send a letter to the homeowner that the Commissioners will not approve the permit for operations, Ralph Lutjen 2nds for discussion.

Kelly Robitaille suggests they either change back to the original plan or come to the board. Tom Wondolowski comments and states the cars are in the driveway and there is no issue with the current parking situation. Kelly Robitaille adds the house is so close to the road they should take it back to the original driveway.

Jay Buckley makes an amendment to add if they want to change the original, they can submit another permit application to make the changes, Ralph Lutjen 2nds, passes 3-0. Motion passes 3-0 on amendment.

Discussion on Dam water level. The DPW was able to modify and put a 5” cap board at 8:00am on 3-29-2022. The measurement from the top of the intake pipe to the top of the concrete is 39” but there is a perforated pipe under the water. The water at the top of the concrete is lower than the recommended dry hydrant of 36”. The water is currently at the red line.

Administration

Donna MacKinnon asks a question about a new property owner needing a driveway permit to access property. Can the new owner get access without a driveway permit that includes septic and home design? The new owner is not going to build for a few years just wants access to the property. Jay Buckley suggests possibly a temporary driveway permit application. He then adds at the end of the driveway application it states you can ask for a waiver for strict compliance. So, this new owner should apply and put in the application a letter stating they are requesting strict compliance for septic and plans.

Donna MacKinnon swore in Robert Ingram for Moderator in the office the other day.

Ralph Lutjen makes a motion to transfer $30,000 from the operating account into the Equipment Repair CRF, Jay Buckley 2nds, passes 3-0

Ralph Lutjen makes a motion to transfer $25,000 from the operating account into the Highway Equipment CRF, Jay Buckley 2nds, passes 3-0

Ralph Lutjen makes a motion to transfer $1 from the operating account into the Office/Meeting Building CRF, Jay Buckley 2nds, passes 3-0

Discussion on the sale of the Lodge, Jay Buckley is meeting with the Selectman next week to unmerge the two lots. Donna MacKinnon mentions that we were not able to get into the rooms at the Lodge that have the paperwork in them. Jay Buckley states he can open the door with some fire fighter tools. Mike Smith questions getting a trailer to store the paperwork so the office can work at their own pace.

Mike smith makes a motion to get pricing for renting a trailer to store the documents at the office, Ralph Lutjen 2nds, Jay Buckley amends motion to see if we can buy a trailer instead of rent one, No 2nd. Original motion passes 3-0

Discussion on Reinach project and payments. There are discrepancies between Kathy Koziell’s spreadsheet and what the office has on record. Jay Buckley discusses the price he found for landscaping of $415 (he felt this number is too low), the transfer switch $617.25 and the receptacle $1274.35. No price yet for shipping or labor.

Mike Smith makes a motion that once the final number is in for outstanding work to be done, we take it out of retainage, Jay Buckley 2nds, passes 3-0

Jay Buckley makes a motion to sign letter to Nancy Cole amending clause 5, Ralph Lutjen 2nds, passes 3-0

Mike Smith makes a motion to sign the letter to the LPC to restore a working relationship, Jay Buckley 2nds for discussion, passes 3-0

Jay Buckley makes a motion to sign the signature cards for the Northway Bank accounts, Mike Smith 2nds, passes 3-0

Jay Buckley makes a motion to sign the signature cards for the Bank of New Hampshire accounts, Mike Smith 2nds, passes 3-0

Jay Buckley makes a motion to approve the water hook-up application for 16 Huttwil Drive, Mike Smith 2nds, passes 3-0

Jay Buckley makes a motion to approve the water hook-up application for 2 Chocorua View Drive, Mike Smith 2nds, passes 3-0

Jay Buckley makes a motion to approve the water hook-up application for 5 Grandval Way, Ralph Lutjen 2nds, passes 3-0

Jay Buckley makes a motion to transfer $42,000 into the Water Line Extension CRF, Mike Smith 2nds, passes 3-0

Dinah Reiss discussion on which account the water hook up fees should be placed into.

Commissioner’s Concerns/Reports

Discussion on Dam EAP. Ralph Lutjen states the main contact should be the office and not Jay Buckley. Section 4.5 the contractors that should be available: need to add VDOE DPW and Simply Water. Kelly Robitaille states that DW Brooks lead time would be too long. The Madison DPW has 24hr service and would be able to assist the DPW. Going to table issue until next week.

Discussion on RSA 33-A:3 on the Retention Committee. Doug Prescott talked with Linda from the Madison Town Hall about the issue. The Committee is to be comprised of the town Clerk, treasurer, an assessor, tax collector and municipal officer designee. Ralph Lutjen recommends Alexis Wagoner (chair) to put together a plan for the following week.

Voting panels came in last week.

Water Committee meeting will be held on April 7, 2022, at 2:00pm. They meet once a month on the first Thursday of the month at 2:00pm.

Jay Buckley discussion on splitting up of tasks among the Commissioners. Requests being put back in charge of the water. Discussion on Commissioners acting out of their “zone”.

Mike Smith makes a motion on the separation agreement to void the entire thing, Ralph Lutjen 2nds for discussion. Ralph Lutjen suggests having Nancy Cole come to the Commissioners. Mike Smith is going to speak to Nancy. Ralph Lutjen makes an amendment to have Mike Smith speak to Nancy to see which aspects of the agreement she is ok with taking away, Mike Smith 2nds, passes 3-0

Ralph Lutjen discussion on his discussion with Steve Doyon from DES about the adding and removing of boards to maintain a specific water level. Ralph Lutjen is going to draft up a proposal and submit it to the board at next week’s meeting.

Office to post the following meetings:

           April 7, 2022, Meeting at 9:00am VDOE office

           April 7, 2022, Water Committee Meeting at 2:00pm Madison Town Hall

           May 7, 2022, Asset Management Public Hearing

Correspondence

Review of Granite State results

Discussion on Dam board pulling emails. Ralph Lutjen states that Big Loop Culvert was reaching capacity at 70% so a board was removed, and debris removed to alleviate the water level. The culvert is now at 25% capacity which is a good level, too much water causes stress on the culvert. Kelly Robitaille states that as of today the water level is at the 4” red line and a 5” board was installed. Ralph Lutjen adds that the scientific issue is having high water level puts the culvert in jeopardy. Kelly Robitaille questions if he need to get permission from the Board of Commissioners to put a board back in. Should he wait to get permission to put a board back in or just put a board back in when the water level is sufficient. Ralph Lutjen states he gave all the Dam information we have from the past year to Steve Doyon to review.

Discussion on Nick Sceggell email. Mike Smith spoke with Ian from Simply Water to see if horizons can use the map and lot numbers from the water bills.

Review of the NHMA Bulletin

Review of the Neighborhood Energy March 2022 flyer

Public Appearance

Nick Borelli and Paul Mckenna discussed the VDOE having town stickers for parking at the beaches. Parking has gotten out of control with people parking on the street. The Madison P.D also thinks this is a good idea and would help to monitor the parking situation. They suggest putting the parking at the beach’s ordinance at the public hearing that is coming up in May to review the other ordinances.

Christina Aleman makes a comment that the taxpayers are paying for the beaches, and it is not fair that they cannot find parking because of the overcrowding. She states she sometimes cannot even get to the kayak rack because of the amount of people on the beach. There has been trash on the beaches, dogs on the beach and inappropriate behavior. Mike Smith suggests the VDOE have their own parking passes and not just use the Madison transfer station sticker. Ralph Lutjen suggests taking a paragraph from the Madison Ordinance on their beach at Silver Lake.

Doug Prescott makes a comment about the EOPA doing some volunteer work to fix the kayak racks. This leads to a discussion about the matter.

Nick Borelli brings up a discussion about putting somewhere in the deed that the Lodge cannot be used as an STR.

Christina Aleman goes back to the discussion about the kayak racks and how many can go on a single rack. The racks were made for canoes not kayaks so the kayaks fall through the gaps since they are smaller. The kayak portal opens on April 15^th.

Mike Smith discussion on an email with John Cooley from the Loon Preservation Committee and a floating nest. Has data showing that the floating nest is only 25% effective in its first year and only 50% effective after 5 years. Christina Aleman adds that she has seen people in the past harassing the loons and maybe signs should be put up to protect them.

Discussion on 91-A request from Adam Leiser.

Mike Smith makes a motion to adjourn at 11:05am, Jay Buckley 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Friday March 4^th, 2022

The Board of Commissioners met at 9:10am on Friday March 4^th, 2022.

In attendance for the public meeting are Commissioner Jay Buckley (JB), Commissioner Kathy Koziell (KK), Alexis Wagoner (AW)-Administrator, Doug Prescott (DP) & Robert Ingram (RI).

At 9:10 am Commissioner JB calls the meeting to order

PUBLIC MEETING

Discussion on slides given to RI from Mark Graffam. Discussion on the discrepancy between the CRF balances presented at the Budget hearing and the balances Mark presented to RI.

The Water Extension Fund balance was different one sheet had a balance of $84,960.26 and the other sheet had a balance of $90,295.00. The Water System balance was different one sheet had a balance of $66,045.30 and the other sheet had a balance of $46,056.12.

Discussion on Unassigned Fund Balance. The number is always moving. In 2021 $115,000 was taken out of the Unassigned Fund, $30,000 was added to the Unassigned Fund due to an adjustment by the DRA on a warrant article. Another approximately $20,000 will be put into the Unassigned Fund that was left over from the 2021 budget. This brings the approximate pre audit estimate to $248,000 in the Unassigned Fund.

Discussion on keeping the Unassigned Fund balance at the last tax check from the Town of Madison which was $274,847.

Discussion on proposed Warrant Articles that would take money from the Unassigned Fund. These articles are #6, #7, #8, #19 and #21. The money would be moved from the Unassigned Fund into a specific CRF and not necessarily spent right away.

Discussion on Warrant Articles relating to the Lodge and creating a CRF for a future office/meeting place. JB adds a comment about residents questioning of the office had all of the Lodge information. Ron Briggs completed the boundary survey and sent the plans over to the office. Ron is going to stake out the boundary lines and write up an easement to add parking spots for the Lodge sale. Also discussed adding a septic design to the Lodge plan.

Discussion on Petitioned Warrant Article #15 the Water Master Plan. Water Committee meet with Horizons on 3/3/2022. Going forward would be a good idea to just adjust the Master plan from 2005 rather than start a whole new plan.

Discussion on increase in operations budget.

Discussion on Reinach project payments.

Discussion on placement of slides on slideshow. KK asks DP opinion on whether to put the Funding Summary & Anticipated Tax Impact at the beginning or end of the slide show. IT was decided the Funding Summary would be at the beginning and the Anticipated Tax Impact would be at the end.

Discussion on separation agreement Petitioned Warrant Article #19.

Discussion on Petitioned Warrant Article #22 Health Care Account. Ralph to make amendments to article on the floor at the meeting.

Discussion on CRF account balances.

Discussion again on Unassigned Fund Balance. The policy as of 2017 is that a minimum of $200,000 is to be in the account. In 2021 $115,000 was taken out of the Unassigned Fund, $30,000 was added to the Unassigned Fund due to an adjustment by the DRA on a warrant article. Approximately another $20,000 will be put into the Unassigned Fund that was left over from the 2021 budget. Another $25,400 was added to the Unassigned Fund in 2021 from the sale of the Ford F550 on 4/5/2021. This brings the approximate pre audit estimate to $273,400 in the Unassigned Fund.

Discussion on Warrant Article #19 Mailboxes. Stacey from the Post Office sent over information on adding mailboxes to the VDOE. She will be at the annual meeting to discuss the matter.

Discussion on rules and procedures of ordering and rearranging Warrants during the annual meeting. A vote of 2/3 needed to change ordering.

Discussion on meeting times and past meetings.

Discussion on DPW being at the annual meeting, KK & JB did not feel DPW needed to be there.

Discussion on Commissioner’s authority to deiced where money is spent. If money is raised based on a warrant article, that money doesn’t have to be used for that article if the Board later feels it would not be in the best interest of the VDOE.

JB makes a motion to adjourn at 10:46, KK 2nds, passes 2-0

Respectfully submitted,

Alexis Wagoner, Administrator.