[gview file="https://vdoe-nh.org/wp-content/uploads/2018/11/Agenda-11-13-18.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/11/CM111318.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
November 13, 2018

The Board of Commissioners met at 8:00 am on Tuesday, November 13, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance was resident Adam Leiser. The meeting was filmed for Madison TV by Tim Hughes beginning at 8:10 am.

At 8:00 am the meeting was called to order by Chairman Mike Smith. A call to Paul Fluet had been handled by Ralph Lutjen prior to the meeting. Mike Smith entered room while call was in session.

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

The Highway crew is plowing roads this morning.

3. Water

Muddy Beach siding will be done the week of Thanksgiving.
Ralph Lutjen outlines the site review and meeting for the Reinach Tank project. The bid due date was moved to December 4. Discussion was held on the carve out for the SCADA equipment. A number has been received from Electrical Installation Inc and sent to Paul Fluet for inclusion in the Addendum.
An Asset Management meeting is scheduled for this afternoon at 1 pm.

4. Administration

Budget sheets for preparation of the workshop to establish the 2019 proposed budget are distributed.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 21 checks for a total of $24,840.26. Ralph Lutjen seconds. Checks and invoices are reviewed and discussed. Motion passed 2-0.

6. Minutes

Ralph Lutjen motion approve the minutes of 11/06. Mike Smith seconds. Motion passed 2-0.

7. Commissioners Reports

Mike Smith questions the Ordinance updates and scheduling of Public Hearing. This is scheduled for December 11th.

8. Signature Items

Mike Smith makes a motion to sign the Health Trust web access authorization for the office. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the renewal form indicating the plan change. RL seconds. Ralph Lutjen discusses the new plan having a deductible and resulting in substantial reduction. Current plan renewal is $11,000 additional. Motion passed 2-0.

9. Correspondence

Resident Adam Leiser has sent his opinion on correcting drainage on Little Loop. The governing body does not have authority to force a property owner to place gutters on a house as recommended by Adam. Mr. Leiser also states he is not pleased that the VDOE will not pay his mortgage fee for review of an easement.
The radio tower rent has been received.
NH Municipal Association has sent the bi-weekly News Link.

10. Scheduled Appearances
11. Other Business

The Addendum is expected to be sent to the contractors for the Reinach Tank project today.
The travel route to be planned for the construction trucks will be clarified with Kelly Robitaille.
An allowance for any road damage that may be created by the cement truck traffic is being worked on. This will not affect a contractors’ bid.
Discussion is held on the request for parking of a snowmobile trailer. This will be held for next week.
Budget workshop for establishing the 2019 budgets is held. Line items are discussed for proposed 2019 funding level.

At 9:54 am Ralph Lutjen makes a motion to adjourn the meeting. Mike Smith seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/11/Agenda-11-06-18.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/11/CM110618.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
November 6, 2018

The Board of Commissioners met at 8:00 am on Tuesday, November 6, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were residents Adam Leiser, Paula Doyle, Gloria Aspinall, and 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. Mike Smith motion to add non-public. Motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille is out today.
The illegal dam created at the outlet of Big Pea has been removed. A second board has been removed from the actual dam.

3. Water

Pre-bid meeting for the new Reinach tank will be held at 10 am this morning.

4. Administration

An update has been completed on the CIP for the Asset Management Team.
Mike Smith makes a motion to approve payroll in the amount of $5,274.38. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Motion passed 2-0.
Budget is reviewed and discussed. Expenditures for 2018 will be close to the budgeted amounts. A budget workshop for 2019 proposal will be held next week.
Water usage for October is reviewed. Usage by month and historic usage is discussed. Usage shows benefit of leak detection work.
Pump house electric usage and cost is reviewed and discussed. VFD placement has improved electric usage.
Quarterly water usage for third quarter has been submitted to and accepted by DES.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 1 check in the amount of $1,951.20. Ralph Lutjen seconds. Check and invoice are reviewed and discussed. Motion passed 2-0.

6. Minutes

Mike Smith motion approve the minutes of 10/30. Ralph Lutjen seconds. Motion passed 2-0.

7. Commissioners Reports

Ralph Lutjen has updated the 3- and 5-year average spend reports for the District. Report is reviewed and discussed. This will be used during the budget preparation for 2019 that will be held next week. Variances between the years are discussed and reviewed. Continued improvements going forward will need to be budgeted.
A follow up will be done on the cancelation of the billing software.

8. Signature Items

Mike Smith makes a motion to sign PO 272 in the amount of $600 for replacing pavement at the driveway of 15 Jungfrau. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

Adam Leiser has sent a 91-A request for financial information stating he intends to do work on a long term plan.
Health Trust has sent the nominee listing for officers to be voted on at their upcoming annual meeting.
Adam Leiser has sent a request that the VDOE cover a charge his mortgage company Mike Smith states he is not in favor of paying the fee for review/signing of the easement that will be charged to Mr. Leiser by his morgage company, adding that he will not make or second a motion to pay this charge. Ralph Lutjen states agreement.
Ralph Lutjen makes a motion to have the VDOE Attorney review the sideline easement information previously reviewed and ask for his opinion. Mike Smith seconds. Both the title company and previous attorney have stated the sideline easement can be used. Additional discussion on need for easements to complete this project. Motion passed 2-0.
Mike Smith motion send to NHMA Legal Inquiries. Ralph Lutjen seconds. Motion passed 2-0.

10. Scheduled Appearances
11. Other Business

At 8:25 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters and (e) legal matters. Ralph Lutjen seconds. Motion via roll call Mike Smith yea, Ralph Lutjen yea. Motion passed 2-0.

No motions or votes made during non-public session.

At 8:56 am Ralph Lutjen makes a motion to exit non-public session and recess the meeting until 10 am. Mike Smith seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

Mike Smith and Ralph Lutjen reconvene the meeting at 10 am for the scheduled Pre-bid meeting for Reinach tank project. Mike Smith limits comments and questions to contractors, Board and water operator.
Five contractors present as well as Nick Sceggell from D&K, water operator Ian Hayes and resident Paula Doyle.

Nick Scegell outlines the project. 90,000-gallon twin cell cast in place concrete storage tank to be built to replace the existing steel tanks.

Bids are due 10 am Tuesday, November 20. A bid bond is required to be submitted with the bid. Concrete company must submit proof of completion of three potable water tanks in last ten years.
All questions due by November 14th; should an addendum be created, it will be available November 15th. Questions received to date will be reviewed during this meeting; an addendum will be issued if needed. Special conditions are reviewed.
Discussion ensues on escalation of bid cost based on notice to proceed. National average index is outlined and questioned as valid. A cost review of any schedule of values received from the successful bidder will be reviewed and updated prior to the notice to proceed. Increases in the Davis Bacon wage will also be considered prior to issuance of notice to proceed.
Ralph Lutjen outlines the importance of the deduct alternate for use of bank funds and not State/Federal funds as this is a factor that VDOE will use to determine which financing to pursue.
Discussion is held on the existing tanks and possible removal as part of this project.
The tank inspections completed by Mass Tank will be made available to the contractors. No as built is available for any connections to the existing tanks.
Nick Sceggell outlines ability to have all cost specifics reviewed and approved prior to issuance of the notice to proceed.
Testing is discussed, question if this is on the VDOE or the contractor is raised. Item 7 of supplemental conditions state that testing is responsibility of contractor.
Discussion on weight limit for roads is held. This project will need multiple trips of very heavy loads to Reinach.

10:40 am meeting is recessed for travel and review of the project site.

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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
October 30, 2018

The Board of Commissioners met at 8:00 am on Tuesday, October 30, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), residents Adam Leiser, Carol Rosenblith and Gloria Aspinall. 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

G.W. Brooks has sent an estimate to create an estimate for updating Grandval and Burgdorf. Kelly Robitaille reports that the highway department would be out of scope to attempt to bring these newly adopted Class V roads up to standards. The cost to create the estimate is up to $1,530. Mike Smith makes a motion to ask Dubois & King to give a cost to create the estimate. Ralph Lutjen seconds. Discussion is held on the passage of the petitioned article at the 2018 Annual Meeting. Kelly Robitaille outlines that the highway budget cannot support this work. Motion passed 2-0.
Kelly Robitaille has reviewed the design for placing the new culvert under Eidelweiss Drive at Thusis. The highway department can handle this work. A cost estimate sheet will be created for review. Funds will be encumbered from the 2018 article.
Kelly Robitaille reports that Viking Cives is preparing a cost estimate for outfitting the proposed truck to be purchased in 2019. Ralph Lutjen discusses offsets; a trade value for the F-550 will be requested. Sander for the F-550 which was damaged last year has not been repaired but is operational. The proposed Dodge truck will take a larger sander. Estimates are expected for next week.
Tire chains were purchased last week in the amount of $250.00.
All equipment is in good shape. The blower for the backhoe heater will need to be checked.
The Terra Star was used Saturday for the plowing that was needed.
Kelly Robitaille reports that winter prep is being completed. A blower will be rented when leaves dry from the current rain.
The load of salt has been delivered and should be good for the remaining of the year; weather depending, of course.
The proposed update to the Driveway Ordinance is discussed – update increases the fine for working without obtaining a permit to $500.
Saturday’s plowing is discussed. On Call has worked well. One call was not forwarded from the answering service this past Saturday. Roads were handled appropriately and timely.
Ralph Lutjen recommends reviewing road projects with Kelly Robitaille for the 2019 Warrant. This will be done at 9 am Thursday.

3. Water

The bid has been released for the Reinach tank project. The pre-bid meeting is scheduled for next week; November 6.
Ian Hayes will be looking into additional leak detection to be completed this fall.

4. Administration

The motion log is reviewed and discussed.
Open invoices remaining on the water system are reviewed. All property owners have received certified notice for shut off in November if bill remains unpaid.
Proposed update to the Water Ordinance is reviewed and discussed. Update alters the dates during which a seasonal shut off will be performed at no charge to April 15 and November 15.
Proposed update to the Driveway Ordinance is reviewed and discussed. Update increases the daily fine for violation of the Ordinance to $500.
The bid package for the Reinach tank has been released. A pre-bid meeting is scheduled for November 6. The application for the State Revolving Loan Fund will not be available until April of 2019.
Ralph Lutjen makes a motion to have AmeriGas bring a propane tank to Jungfrau and coordinate placement with Federal Piping. Mike Smith seconds. Motion passed 2-0.
The newsletter for October has been completed. The date for the Annual Meeting and budget hearings will be added. Ralph Lutjen recommends sending the document if no other changes are received once Mike Smith has a chance to review.
Water Ordinance proposed update and Driveway Ordinance proposed update are discussed. Mike Smith makes a motion to schedule the public hearing for December 11. Ralph Lutjen seconds. Motion passed 2-0.
Ralph Lutjen reviews the difference calculated between the State loan and a bank loan. The total difference is $95,982, annually this is $6,273.43 or $13.21 per user. Using State loan funds may also delay the project until 2020 as funds would not be available until later in the year. Using a 3% inflation for the State loan with a 2020 start for the project results in a $16,350 added cost for the State loan making the difference $79,632 or $8.38 per user.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 12 checks in the amount of $12,435.44. Ralph Lutjen seconds. Checks and invoices are reviewed and discussed. Motion passed 2-0.

6. Minutes

Mike Smith motion approve the minutes of 10/23. Ralph Lutjen seconds. Motion passed 2-0.

7. Commissioners Reports

Mike Smith reviews the project sheets completed yesterday for water system projects. Lee Carroll’s report on the water system electrical needs will be added to the cost sheets completed for the projects to be proposed.
Mike Smith makes a motion to send the dialogue between Mass Tank and the District regarding the 5,000-gallon tanks to Rick Skarinka for review. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to post the dialogue on the website. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith discusses creating a time & material number with a not to exceed for excavation costs. This would limit the exposure of the District should problems with the excavation, such as ledge, arise during construction of any proposed cost.

8. Signature Items

Mike Smith makes a motion to sign the CRF withdrawal in the amount of $2,900 from the Land Acquisition fund. Ralph Lutjen seconds. Motion passed 2-0.
PO 270 is corrected to $200.00. Mike Smith makes a motion to sign PO 270 as updated for additional curb stop valve locating. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign PO 271 in the amount of $250 for tire chains. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the monthly pH readings; readings are good.
Madison Code Enforcement has forwarded an email from NH DES regarding the failed septic at 23 Huttwil. NH DES is looking to place an administrative order which would be attached to the deed to the property should the property owners not correct the issue.
Jay Buckley has sent information regarding a call he placed to the answering service Saturday. The call was not noted as an emergency and the need to plow Oak Ridge was not delivered to the highway foreman.
The third-party electric provider has sent the monthly electric cost report; $102 was saved in October.
Adam Leiser has sent an email stating his attorney has reviewed the easement and his intent is to sign the document.
The auditor will be in the District to begin the field work for the 2018 audit on December 12.
NH Municipal Association has sent the biweekly News Link.

10. Scheduled Appearances
11. Other Business

The ad for part time plow operators has been placed.
Discussion is held on input requested from the engineers for the updates to the Upper Lakeview PRV pit.
The 2019 proposed budget will be worked on November 13. A workshop will be scheduled.

At 8:52 am Mike Smith makes a motion adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/CM102318.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/Agenda-10-23-18.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
October 23, 2018

The Board of Commissioners met at 8:00 am on Tuesday, October 23, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), water operator Ian Hayes, Treasurer Dinah Reiss, residents Adam Leiser, Kathy Koziell, Gloria Aspinall, Carol Rosenblith and Paula Doyle. The meeting was filmed for Madison TV by Tim Hughes with filming beginning at 8:08 am.

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. Mike Smith motion to amend the agenda to reflect no scheduled appearances unless invited by Board. Ralph Lutjen seconds the amendment. Agenda approved as amended 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that all culverts have been inspected and cleaned. Some culverts will still need to be flushed. All outlets have been cleared to allow for any debris to be cleaned through the pipe. Leaf blowing will be worked on.
The Terra Star is being outfitted for winter operations.
Kelly Robitaille has borrowed a tire stud machine to re-stud the winter tires. Some chains have also been worked on and repaired for protection of the budget.
All equipment is in good condition.
Jeff DeMartino is removing the pile of debris from the end of Forclaz.
Discussion on possible snow is held.
A load of salt has been ordered.
Sand is ok for now.
Kelly Robitaille has replaced the circulation pump on the furnace for this building. Heat is now working in the building.
NH DES has notified the VDOE that someone has built a dam at the outlet of Big Pea Porridge Pond. Mike Smith makes a motion to have the Madison Police investigate the building of the dam. Ralph Lutjen seconds. Discussion is held on the structure that has been built. Motion passed 2-0.
An updated drawing has been received for the culvert at Thusis Beach area under Eidelweiss Drive. All drainage will be directed to VDOE property to remove any use of the neighboring property. Kelly Robitaille will review the drawings. Some of this work may be able to be done in house. One large tree and a boulder that need to be removed may need a contractor. This project will be placed on the 2019 Warrant.
UNH T2 is conducting a survey around the State regarding winter plow budgets. Information will be sent to the Board as Town’s respond to the survey.

3. Water

Ian Hayes joins the meeting. Water system flushing is being done this week.
Granite State Rural Water may be able to be in for a couple of hours next week or the week after to help locate water lines for the remaining two curb stop valves to be located. Mike Smith makes a motion to approve up to 4 hours of Ian Hayes time for located CSV’s. Ralph Lutjen seconds. Motion passed 2-0.
Repairs for bent curb stop valves are being scheduled.
PRV pits will be pumped down next week; information will be sent to Engineer Paul Fluet.
Water system bleeders will be turned on within the next few weeks.
Mike Smith informs Ian Hayes that Norm Garside has been approved to do the siding on the Muddy Beach pump house.
Reinach cast in place tank and pressure zone specifications are being advertised this week.
A pre-bid meeting is being scheduled for November 6 with a bid-due date of November 20. Specifications do not include the cross connections quoted by Ian Hayes last year. Depending on the chosen contractor, this may be part of the project or done in house. The longer line on Bristenstock is the biggest portion of the cross connections needed. SCADA controls may also be handled outside the contract. The plans will be sent to Ian Hayes for review.
Ian Hayes will be unavailable 11-26 through 12-3. Coverage will be in place.
Scheduling a meeting for the tax payers regarding the Reinach tank project is discussed, a date will be scheduled.
Ian Hayes will meet with Mike Smith and Nancy Cole to review projects for the 2019 Warrant – Monday, October 29th at 11 am.
Ian’s priority list for the water system is reviewed. Updated electrical is top priority. A rehab of the Chocorua pump house is also high priority for electrical, meters, SCADA, and piping. The pumps will not need to be replaced at this time. Isolation valves are an issue within the system and lack of valves on the Reinach side limits the ability to isolate a leak on this side. Three priority intersections have been identified. Placing the pressure reducing valve pits as the fourth priority is outlined. Ian states that many areas of the District have high pressure. Making these corrections can be handled over a period of years if needed based on budgetary concerns. As water operator, reducing interruptions in the distribution system is highest priority.
Replacing the Muddy Beach tank is a high priority. Scheduling replacements for Jungfrau and Chocorua going forward is discussed.
Ralph Lutjen discusses allocating the remaining funds within the authorized loan to cover many of the water system projects. Discussion continues on the projects. Ian Hayes outlines that excavation is the most difficult number to establish as costs can change annually and there are always unknowns when digging. Pipe replacement is a future and continuous project for the VDOE. Funds should be saved annually for this project.
Adding a VFD to the Summit hydro system is discussed when that tank is replaced going forward.
Water system budget is reviewed and discussed. Line items are reviewed.

4. Administration

Mike Smith makes a motion to approve payroll in the amount of $6,405.38. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Motion passed 2-0.
The monthly cash flow report is reviewed and discussed. Treasurer Dinah Reiss outlines the deposits made from the water usage to the operating account cover the water budget for this year. No additional funds are due to the operating account. One loan payment is due the end of October. Review of fund balances is completed. Dinah Reiss outlines that remaining funds available in the TAN loan is $100,000.
A safety meeting will be scheduled for November.
Water billing status will be updated for next week.
The monthly email newsletter will be reviewed for next week.

5. Accounts Payable
6. Minutes

Mike Smith motion approve the minutes of 10/16. Ralph Lutjen seconds. Motion passed 2-0.

7. Commissioners Reports

Ralph Lutjen has updated the water calculation spreadsheet to show that the bank can approve a loan for the Reinach water tanks for a 20-year term. The interest rate for use of State funds has been updated to reflect the rate of 2.7%. The difference between using State funds and using bank loan funds is negligible at $13 per year. Given potential cost increases on the project if using State funds, the bank loan could be more beneficial. Indication is that the water bill will be in the high $500 range for the term of the loan.
Review of the 5,000-gallon tanks is done. All information regarding the proposal for replacing the tanks has been reviewed by Carl Horstmann of Mass Tank. Carl Horstmann has stated that the VDOE plan to replace the tanks is reasonable and the replacement analysis appears complete.
Mike Smith has covered his work in other areas.

8. Signature Items

Mike Smith makes a motion to sign PO 268 for one load of salt in the amount of $2,000. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign PO 269 for a circulator pump for the boiler in the amount of $290.00. Ralph Lutjen seconds. Motion passed 2-0.
Ralph Lutjen makes a motion to sign the cancelation of the software order letter. Mike Smith seconds. Motion passed 2-0.

9. Correspondence

Information from Mass Tank has been reviewed.
The dam at Big Pea has been discussed.
Granite State Analytical has sent the monthly bacteria test results; system is clean.
Larry Sodano has sent the waiver used by Habitat for Humanity volunteers for review and possible adoption by the District for use in projects to be completed by volunteers. Mike Smith makes a motion to update the volunteer waiver and send to LGC for review. Ralph Lutjen seconds. Motion passed 2-0.
Engineer Paul Fluet has sent the Reinach Tank specifications.
Engineer Paul Fluet has sent the updated drawings for the Thusis area culvert replacement under Eidelweiss Drive. Drawings will be sent to Kelly Robitaille.
Eversource has sent notice that construction crews will be using drones to inspect the lines.
DES has sent information regarding a cyber attack in North Carolina on a water system.
Third party electric provider has sent the monthly utility report.
UNH T2 center is doing a survey of municipalities regarding establishment of winter plow budgets and overtime.
Adam Leiser has sent information that he would like to see included in the minutes. Mike Smith reports that no updates were made.
Adam Leiser has requested a scheduled appearance regarding the tank information previously discussed. Mr. Leiser is informed that the information is available through a 91-A request.
Lee Loyer has requested a viewing of the lodge as she would like to use the building for her wedding next summer. An appointment has been set for 6 pm.

10. Scheduled Appearances
11. Other Business

Project review with Ian Hayes has been scheduled for next Monday at 11 am.
Discussion on the 2019 Warrant list is held. List is updated.

At 9:27 am Ralph Lutjen makes a motion adjourn the meeting. Mike Smith seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator