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2019 Warrant draft
2019-01-29 Commissioners Meeting
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
January 29, 2019
The Board of Commissioners met at 8:00 am on Tuesday, January 29, 2019. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also present were Kelly Robitaille (hwy) and resident Paula Doyle. The meeting was filmed for Madison TV by Tim Hughes.
At 8:00 am the meeting was called to order by Chairman Mike Smith.
1. Agenda
Ralph Lutjen makes a motion to approve the agenda. Mike Smith seconds. Ralph Lutjen add non-pub for legal matters. Motion passed 2-0.
The action list is reviewed and discussed.
2. Highway Department Report
Kelly Robitaille highlights recent ice storms and need for sand. Mike Smith makes a motion to approve up to $5,000 for sand. Ralph Lutjen seconds. Motion passed 2-0.
Salt supplies are good for now. Placing order is discussed. Mike Smith makes a motion to allow up to $4,000 for salt. Ralph Lutjen seconds. Motion passed 2-0.
The road grader has a steering issue; articulation is not working. Chadwick Ba-Ross has been contacted for diagnosis. Chadwick Ba-Ross representative is expected to be here tomorrow. Grader is still being used, it is just difficult to maneuver.
Snow is being pushed back along all roads.
Plan for tonight’s predicted storm will be to use the 550 and the road grader for plowing. Discussion is being held with Madison to have a sander available for the District to use if needed.
Once storm is over, the F-550 will need to be sent to the shop as the check engine light has come on.
Kelly Robitaille thanks the Board for quick action on the fire and stated concern for employee Jeff DeMartino. The insurance company will be picking up the Terra Star to be brought for salvage. Mike Smith makes a motion to have Nancy Cole obtain an estimate of the truck’s value with the 12,000 miles. Ralph Lutjen seconds. Ralph Lutjen discusses replacement value of the truck being covered under insurance. International no longer produces the Terra Star line. Replacement of the truck is discussed. Motion passed 2-0. Mike Smith makes a motion to obtain a replacement cost from International. Ralph Lutjen seconds. Motion passed 2-0. Kelly Robitaille discusses quotes being obtained for a replacement truck. Ability to support a wing and larger sander were the benefits. Jackson and Bartlett have both moved to the Dodge 5500 line with good results. Kelly Robitaille has received a verbal statement that outfitting can be done in two weeks once all supplies are received. Fire Inspector was here yesterday to view the damage. No determination was made.
Quality Fire will be contacted for replacing the fire extinguishers used.
3. Water
Ian will be in Feb 12th.
Ralph Lutjen discusses conversation with Paul Fluet regarding the engineering estimate for the Reinach Tank replacement. Paul recommended verification of the number by an independent contract estimator. Obtaining this estimate will cost $3,200. Ralph Lutjen makes a motion to approve the hiring of Kevin Hayes for creation of an estimate at $3,200 with funding from Water System CRF. Mike Smith seconds. Mike Smith discusses covering all alternatives and completing due diligence for the best result of the project. Motion passed 2-0. Paul Fluet will be notified.
4. Administration
A safety meeting will be held today after this meeting.
Motion log is reviewed and discussed.
Cash flow report will be done in February as there will be
Mike Smith makes a motion to shut down the non-pay customers for water billing. Ralph Lutjen seconds. Motion passed 2-0.
Ralph Lutjen has completed the monthly communication email blast. He will submit to the office today. Once reviewed, newsletter will be sent.
Mike Smith makes a motion to submit the 2018 Annual report to Madison. Ralph Lutjen seconds Motion passed 2-0.
Project sheets for all proposed warrant articles are reviewed. Ralph Lutjen makes a motion to post the updated sheets. Mike Smith seconds. Motion passed 2-0.
Next Asset Management meeting will be Feb 14.
Mike Smith makes a motion to approve payroll in the amount of $7,673.43. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Motion passed 2-0.
The Warrant is discussed and reviewed. Mike Smith makes a motion that the Board recommends articles 1 – 19. Ralph Lutjen seconds. Discussion on obtaining votes for articles from Ron Sandstrom. Mike Smith withdraws the motion. Ralph Lutjen makes a motion to approve articles 1-19 with a request to Ron Sandstrom on participating in vote. Mike Smith seconds. Motion passed 2-0. Mike Smith makes a motion that the Board does not recommend articles 20- 27. Ralph Lutjen seconds. Motion passed 2-0.
Ralph Lutjen makes a motion to approve the DRA MS 636. Mike Smith seconds. Motion passed 2-0.
Proposal for third party electric are reviewed. Mike Smith makes a motion to approve seven months at a rate of $0.08175. Ralph Lutjen seconds. Motion passed 2-0.
5. Accounts Payable
6. Minutes
7. Commissioners Reports
Ralph Lutjen discusses the water rate projection. The bank rate for the 20-year proposed loan for Reinach tank replacement and creation of pressure zone is a very favorable 3.13%. Projected rate for 2019 is $616.37. Ralph Lutjen makes a motion to post on the website. Mike Smith seconds. Motion passed 2-0.
Mike Smith makes a motion to contact Bob Boyd, Madison Code Enforcement, to have the District copied in on all information from 23 Huttwil DES Administrative order. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith discusses office closing for inclement weather as needed.
8. Signature Items
Mike Smith makes a motion to approve the time off request for Nancy Cole. Ralph Lutjen seconds. Motion passed 2-0.
9. Correspondence
Coleman Tower rent check for November and December 2018 has been received.
Third party electricity supplier report has been received; a loss of $231.
Notice from the owner of the X-finity truck that was in the Huttwil parking lot was received; truck had broken down. Truck has been removed.
NH Municipal Association has sent the weekly Legislative Bulletin.
Habitat for Humanity has sent a request for a $4,000 refund of the water hook up fee for 5 Burgdorf siting additional expenses incurred as a result of down time and installation of the curb stop valve. Mike Smith discusses input from Ian Hayes to determine if any refund is due to the customer. Ralph Lutjen makes a motion to have the office contact Ian Hayes for response. Mike Smith seconds. Motion passed 2-0. Discussion on the size of the water line installed is discussed. Increasing the size of the line would not benefit the property owner.
10. Scheduled Appearances
11. Other Business
At 8:50 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II, (e) legal matters. Ralph Lutjen seconds. Motion via roll call vote Mike Smith yea, Ralph Lutjen yea. Motion passed 2-0.
At 9:40 am Ralph Lutjen makes a motion to exit Non-Public session and adjourn the meeting. Mike Smith seconds. Motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator
2019-01-22 Commissioners Meeting
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
January 22, 2019
The Board of Commissioners met at 8:00 am on Tuesday, January 22, 2019. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also present were Kelly Robitaille (hwy) and resident Kathy Koziell. The meeting was filmed for Madison TV by Tim Hughes.
At 8:00 am the meeting was called to order by Chairman Mike Smith.
1. Agenda
Ralph Lutjen makes a motion to approve the agenda. Mike Smith seconds. Motion passed 2-0.
The action list is reviewed and discussed.
2. Highway Department Report
Crew will be pushing back snow today.
The plow on the F-550 is not working. Electronic issue. Repair estimated at $350 plus labor. The road grader has an articulation issue, the back end will not turn to the left. Diesel Works will be contacted.
Blower has failed in the backhoe, heat is not working. Diesel Works will be asked to look at this also. Cost estimate for repair will be sent when received.
Punch outs will be done for the predicted rain.
Ralph Lutjen discusses the public hearing last Friday. Concern was raised over the purchase of the new truck. Kelly Robitaille highlights that if the truck is kept and goes down, snow plow operations would be significantly impacted. Repair history on the F-550 will be put together. Down time for the truck will also be compiled. Kelly Robitaille will obtain a written assessment of the truck to illustrate the risk associated with keeping the F-550. Reliability of snow plow operations should not be put at risk. Mike Smith highlights the need to maintain public safety.
Mike Smith highlights that the engineering article for Grandval and Burgdorf was also contested. Kelly Robitaille outlines that the highway budget cannot support the work needed on this road.
Kelly Robitaille outlines work to be done within the budget does not support reconstruction of any road.
Kelly Robitaille highlights the one complaint received was related to a driveway.
Discussion on calls received with a request for a call back. Kelly Robitaille questions if he is required to return calls. Ralph Lutjen recommends that any calls be made after the storm is over.
3. Water
No report.
4. Administration
Monthly safety meeting will be scheduled.
Cash flow report is reviewed and discussed. Receipt of the tax check in December is outlined, this has a significant impact on cash flow. Treasurer Dinah Reiss will continue working on the Treasurer’s report for the Commissioners.
Ralph Lutjen will handle the Annual Report for the Town of Madison.
Water usage reports for December are reviewed and discussed. Ralph Lutjen outlines that the VDOE water system was able to supply water during the down time of the DPW well due to the capital improvements at Muddy Beach station.
Pump House electric report is reviewed and discussed. The proposed improvements to the DPW electrical will provide additional savings on the electric usage at this site.
The 2019 Warrant is reviewed for any changes that may be wanted by the Board prior to signing the documents. No changes outlined. Mike Smith makes a motion to approve the warrant for signing as is. Ralph Lutjen seconds. Motion passed 2-0.
Project sheets will be updated to reflect significant impacts to the water system that are proposed. Risk evaluation has been done and these projects are high priority for the water system. Continuing to defer capital improvements is not in the best interest of the water system.
5. Accounts Payable
Mike Smith makes a motion to approve 18 checks for a total of $23,361.35. Ralph Lutjen seconds. Checks and invoices reviewed and discussed. Motion passed 2-0.
6. Minutes
Mike Smith makes a motion to approve the minutes of 1-15. Ralph Lutjen seconds. Motion passed 2-0. Ron Sandstrom has sent his approval of the minutes.
7. Commissioners Reports
Ralph Lutjen makes a motion to request the Attorney begin enacting the sideline easements for 4 and 6 Little Loop. Mike Smith seconds. Motion passed 2-0.
Mike Smith highlights the Annual Meeting will be held on Saturday, Feb 23, 2019.
8. Signature Items
Mike Smith makes a motion to sign PO 274 in the amount of $3,000 for salt. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign PO 275 in the amount of $5,000 for sand. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign PO 276 in the amount of $925 for chains for the 7400. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign PO 277 in the amount of $825 for chains for the grader. Ralph Lutjen seconds. Motion passed 2-0.
9. Correspondence
Granite State Analytical has sent the January bacteria testing results for the water system, results are clean.
Granite State Analytical has sent the January pH readings, readings are in target range.
A statement of low pH at a home on Jungfrau has been received.
NH Department of Environmental Services has issued an administrative order regarding the septic failure at 23 Huttwil.
A water leak was located in the house at 48 Oak Ridge Road. Curb stop valve was shut down, property owner has been notified.
Resident Adam Leiser has sent a 91-A request regarding employee bonuses. 91-A does not require answering questions. Though not specifically requested, the document with the information was released.
NH Municipal Association has sent the Legislative Bulletin.
NH Municipal Association has sent the bi-weekly News Link. The office has enrolled in the webinar on 91-A scheduled March 13.
The Trustees of the Trust Funds have notified the office that the next meeting will be February 14, 2019.
10. Scheduled Appearances
11. Other Business
The auditors will be in next week.
Mike Smith makes a motion to formally close the office during the audit process. Ralph Lutjen seconds. Motion passed 2-0.
At 8:46 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator
2019-01-18 Commissioners Public Hearing
VILLAGE DISTRICT OF EIDELWEISS
Public Hearing on the Budget
January 18, 2019
The Board of Commissioners held a public hearing on the 2019 budget at 7:00 pm on Friday, January 18, 2019. In attendance were Commissioners Mike Smith, Ralph Lutjen and Ron Sandstrom.
At 7:00 pm the meeting was called to order by Chairman Mike Smith.
Ralph Lutjen makes a motion to open the public hearing. Ron Sandstrom seconds. Motion passed 2-0.
Mike Smith outlines the rules for the meeting. All comments and questions are to be related to the article discussed.
Commissioners overview of the 2019 Warrant is highlighted by Ralph Lutjen.
At 7:07 pm Ron Sandstrom makes a motion to open the bond hearing on the proposed bond for a new truck. Ralph Lutjen seconds. Motion passed 3-0.
Review of need for new truck. F-550 at end of useful life.
Question on outfitting of new truck. Included in quote.
Question on repairing the truck instead of replacing.
Question on warranty for new truck – 3 years.
Discussion on increase in ability with purchase of heavier duty truck.
Concern stated for cost of truck.
Discussion on running equipment into the ground prior to replacing is held. Need for reliable equipment during a snow storm is outlined.
Wear and tear on the truck is outlined.
Number of days out of service are questioned – will be looked into.
At 7:31 pm Ralph Lutjen makes a motion to close the hearing on truck bond for Article 2. Ron Sandstrom seconds. Motion passed 3-0.
At 7:31 pm Ralph Lutjen makes a motion to open the bond hearing on the proposed bond for replacing the Reinach tanks. Ron Sandstrom seconds. Motion passed 3-0.
Review of need for replacing two 30,000-gallon tanks at Reinach; both tanks failed inspection in 2018 and are not candidates for lining.
Highlight and review of replacement plan with one 90,000-gallon concrete tank. Storage needs outlined. Inclusion of Reinach Pressure Zone with this project is outlined.
Discussion on cost is held.
Highlight of lack of approval of funding as an impact on bid process.
Question on Board having faith in Fluet Engineering. Outline that financing was major hold up for contractors.
Outline that Paul Fluet will be at Annual Meeting.
Discussion on engineering for the District and possible use of other engineers going forward.
Question on access to Reinach Place during construction. Will be open. Steel tanks will be removed after construction of the new tank.
Discussion on re-opening bid process prior to proposing project is held.
At 7:56 pm Mike Smith makes a motion to close the hearing on water bond for Article 3. Ralph Lutjen seconds. Motion passed 3-0.
Article 4 – DPW electrical upgrades
Review of need for upgrading electrical system at DPW and correct code violations.
Discussion on code violations.
Discussion on need for upgrades.
Highlight of importance of DPW well reliability for proper functioning of the water system.
Review of electrical upgrades including lightening protection, meters, VFD addition and code corrections including proper grounding and surge protection.
Question on funding. Discussion on use of approved bond funds from last year.
Article 5 – Summit pump house electrical upgrades
Review of need for upgrading electrical system at Summit Pump House.
Discussion on code violations.
Discussion on need for upgrades.
Highlight of impact to the water system users should this pump house go down for electrical issues.
Question on funding. Discussion on use of approved bond funds from last year.
Article 6 – Chocorua Pump House upgrades
Review of need for project to be completed.
Discussion on code violations.
Discussion on need for upgrades.
Highlight of impact to the water system users should this pump house be out of service.
Question on funding. Discussion on use of approved bond funds from last year.
Article 7 – Highway/Operation budget reviewed and discussed. Operational budget for the water system is also reviewed.
Line items reviewed and discussed.
Ralph Lutjen outlines self-insurance of deductible/full exposure is budgeted.
Discussion on impact of bonds on the budget.
Question on self-insuring the deductible and savings it has created.
Questions reviewed.
Discussion on capital reserve fund expenditures.
Article 8 – York Rake Replacement
Review of article.
Current rake is not operational. Rake is used regularly during spring and summer by the DPW to smooth roads. Rake is also used after road grading to remove rocks brought to surface during grading.
Article 9 – Asphalt road repairs
Review of need to keep roads in travelable condition until rebuilt.
Specific work to be done through this article includes Aspen, Klausen, Chocorua View and Eidelweiss Drive from entrance to DPW II.
Discussion on putting these articles into the budget is held
Article 10 – Gravel road repairs
Review of need to keep roads in travelable condition.
Specific work to be done through this article includes Klausen, Upper Lakeview and Aspen.
Article 11 – Thusis culvert replacement
Review of work to be completed, project to maintain 100% on VDOE property.
Discussion on amendment to proposed project at 2018 Annual Meeting. Project was not able to be completed as amended. Engineering required to review the amendment and then to amend the project.
Comment on project cost versus engineering costs is made.
Reduced construction cost with DPW doing the work is outlined.
Article 12 – Grandval and Burgdorf engineering
Review of article and engineering needed to update the roads to Class V standards.
Discussion on Class V standard for VDOE. Document is available on the website.
Recommendation for removal of this article is made.
Article 13 – Water Budget
Line items reviewed and discussed.
Article 14 – Muddy Beach Tank Replacement
Article reviewed.
Replacement of 5,000-gallon tank for water storage.
Comment that concrete 5,000-gallon tank available for $10,000 less than this quote is made.
Article 15 – Upper Lakeview/Rigi
Article reviewed.
Question on if this project was included in proposed updates under Article 2 – this will be checked.
Article 16 – Water tank CRF deposit
Statement on funding CRF.
Comment on use of fund for Article 14
Article 17 – Water System Pipe CRF deposit
Statement on funding CRF
Article 18 – Water System CRF withdrawal
Replacing the $42,000 withdrawn during the 2017 audit process.
Commissioners intent to re-deposit the funds in 2018 was denied by the NH Department of Revenue (DRA) as voter approval is required for deposits to a CRF.
Received petition articles are reviewed.
Petition to appropriate $6 for executive salaries. This is a budget line item and should be addressed during the operational budget discussion.
Petition to have employees pay 10% of health insurance premiums in 2019 and 20% in all subsequent years. Petition is advisory as employee matters are under control of the Commissioners; not the Legislative Body.
Petition to transfer unspent $141,695.14 from 2018 Article #2 to the water system CRF. Petition will require a 2/3 majority to pass.
Petition to limit number of Commissioners as voting members of any committee to not greater than 1/3 of committee. Petition is advisory as committee size and members are determined by the Commissioners, not the Legislative Body.
Petition to name voters as agents to expend on all CRF except Water Line Extension Fund.
Petition to place $42,000 in the Water System CRF from Unassigned Fund Balance. Petition is a duplicate of Article 18.
Petition to have draft minutes posted within 5 days of a meeting and approved minutes posted within 24 hours. Petition is advisory as no requirement exists to post minutes.
Petition to place $250,000 in the Water System CRF with funds to be raised by taxation. Outline that this petition will add more than $2.50 per thousand valuation to the tax rate is made; the 2018 tax rate would have been over $8.60 per thousand with this petition.
Ralph Lutjen makes a motion to close the public hearing and adjourn the meeting. Ron Sandstrom seconds. Motion passed 3-0.
Respectfully submitted,
Nancy E. Cole
Administrator
6 – Grandval and Burgdorf Engineering 1/25/19
Engineering for upgrading Grandval and Burgdorf to Class V standards 01/25/19
Project Description and Cost Detail
Scope Described
Engineering to design needed upgrades to Grandval Way and Burgdorf Drive from Grandval to Konstanz to bring the newly adopted roads to Class V standards. Area currently does not have proper drainage, is only 10-feet wide in places vs the VDOE 18-foot standard and has boulders in the travel surface.
The DPW crew is not able to design a full road upgrade; engineering is required for protection of the District.
Cost Detail
$25,000
Figure from estimate of cost by Dubois & King Engineering.
5 – Thusis Culvert Replacement 1/25/19
Thusis culvert replacement 01/25/19
Project Description and Cost Detail
Scope Described
Project incorporates new engineered design. Project revised so project is 100% on VDOE property. Project consists of the total replacement of malfunctioning culvert under Eidelweiss Drive and directs the water flow onto VDOE property at Thusis Beach. Construction cost of project is reduced as the result of all work being done by the VDOE DPW.
Cost Detail
24-inch Culvert $614.00
Culvert header $800.00
2 18-inch culverts for outlet $500.00
Gravel and erosion stone $500.00
Excavator rental $540.00 per day
Total costs $2,854.00
Contingency $571.00
Total $3,425.00
Remaining balance 2018 article* -$2,010.00
Total to be raised $1,415.00
*Of the $7,000 approved at 2018 Annual Meeting, $4,990 was spent in 2018 on updating the engineering.
All figures based on current prices and equipment rental price from the supplier
4 – Asphalt Road Preservation 1/25/19
Asphalt road shimming 01/25/19
Project Description and Cost Detail
Scope Described
To place a shim coat on the following asphalt roads for protection and extended useful life of the road:
Aspen $6,000 82 Ton from Grachen access to summit
Chocorua View $4,000 55 Ton at curve above berm
Klausen $5,000 68 Ton all
Eidelweiss Drive $3,000 41 Ton from entrance to DPW II
Current road conditions vary between these roads, but all need protection to increase useful life and reduce further damage.
Application of a shim coat will delay the need for complete reclamation of these roads, improve the travel surface for residents and visitors as well as reduce wear & tear on highway equipment caused by uneven asphalt.
Cost Detail
Aspen $6,000 82 Ton
Chocorua View $4,000 55 Ton
Klausen $5,000 68 Ton
Eidelweiss Drive $3,000 41 Ton
1-week roller rental $1,750
Total $19,750
Contingency $2,000
Total to be raised $21,750
All figures are based on current cost per ton of asphalt and equipment rental price from supplier
3 – Gravel Road Preservation 1/25/19
Gravel road repairs 01/25/19
Project Description and Cost Detail
Scope Described
Project proposed to complete specific projects for road work that cannot be completed within the annual budget for all roads. The three roads proposed are in very poor condition. Upgrades will allow residents to have a proper road and reduce wear & tear on highway equipment.
To maintain and repair gravel roads with grading and ditch work for protection and extended useful life of the road:
Klausen – 1,195 feet at 18 feet width and 3 inches gravel plus one culvert
Upper Lakeview – 677 feet at 18 feet width and 6 inches of gravel plus one culvert
Aspen – 1,095 feet at 18 feet width and 3 inches gravel
Cost Detail
Klausen $2,550 300 ton plus one culvert at $300
Upper Lakeview $2,850 340 ton plus one culvert at $300
Aspen $1,875 250 ton
Total $7,275
All figures are based on current price per ton of gravel and current price for culverts
2 – York Rake Replacement 1/25/19
Front runner rake 01/25/19
Project Description and Cost Detail
Scope Described
This warrant article proposes to replace the existing York rake used for gravel road maintenance. The existing unit is no longer operable and replacement parts are no longer available. The new proposed front runner rake will be front mounted for better control and to allow more accurate sculpting of the road crown and sides.
Proposed replacement is a front mount York rake with 8-foot standard rake head and 3-foot extension complete with Fisher A-frame Minute Mount 2.
Cost Detail
$4,180.00
Equipment price from the supplier