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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/CM121217.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
December 12, 2017

The Board of Commissioners met at 8:00 am on Tuesday, December 12, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Sherriff Domenic Richardi and water operator Ian Hayes. The meeting was taped 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 as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

The Highway department is plowing the ongoing snowstorm.
The salt shed door appears to need attention.
The updated 2017 road work completed list is being finalized

3. Water

Ian Hayes states that the replacement pump for Muddy Beach has been installed and is producing 55 gallons per minute.
Tank inspections are discussed. Ian Hayes outlines risk to the system by taking the Jungfrau tank off-line without two operational pumps at Muddy Beach. Inspection timing and lining of tanks funding outlined on the Asset Management Capital Improvement Plan is reviewed. Ralph Lutjen makes a motion to schedule inspection of one tank at Reinach the second week of January. Mike Smith seconds the motion. Discussion ensues on other tanks that could be inspected now. Ralph Lutjen moves to amend the motion to one tank at Reinach and one tank at the Summit. Mike Smith seconds the motion to amend. Amendment passed 2-1 with Ron Sandstrom against due to possible risk of taking a Summit tank off-line. Motion, as amended, passed 2-1 with Ron Sandstrom against. Ian Hayes will advise of any problem taking the large Summit tank off-line.
Mike Smith makes a motion to shut the water off at the Lodge. Ralph Lutjen seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have the plumber drain and winterize the Lodge. Ralph Lutjen seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve installation of the heater at the Lodge. RL seconds the motion and the motion passed 3-0.
Ian Hayes discusses a high pressure claim from 3 Porridge View Drive. A data logger will be placed to record the pressure over a 24 hour period. The Upper Lakeview PRV may be failing; Ian Hayes will advise if replacement is needed.
Ron Sandstrom requests Ian Hayes send pictures one old cabinet and of the upgraded SCADA cabinets to show the improvements that have been made to the panels.

4. Administration

Water billing status is reviewed: three (3) houses are being shut off for non-pay.
Security of District buildings is discussed; an unauthorized entry into the lodge has been reported. The padlock that was on the lodge door will be put back up.
The Asset Management meeting scheduled for 1 pm today is being cancelled due to the storm and will be re-scheduled for Tuesday, December 19 at 1 pm.
91-A proposed policy update is reviewed; a log of all requests will be kept, no form required, documents over 20 pages via flash-drive. Mike Smith makes a motion to send the update to legal counsel for review. Ron Sandstrom seconds the motion and the motion passed 3-0.
Budget status is reviewed and discussed.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 30 checks in the amount of $38,640.10. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion passed 3-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of December 5 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen makes a motion to send a letter to Bill Ingram regarding parking of the box trailer at the Huttwil parking lot the last two weekends. Ron Sandstrom seconds the motion. Mike Smith states that Bill Ingram has informed him that he has obtained parking for the trailer and it will not be put back into the Huttwil lot. Ralph Lutjen withdraws the motion.
Ralph Lutjen makes a motion to place the Town of Madison Transfer Station regulations on the Huttwil bulletin board and the website. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ralph Lutjen will send information received from Dr. Houle of UNH T2 Storm water management center for review and discussion next week. Estimated cost is $5,000 and pursuing this work would put the District in a good position for storm water management going forward.
Mike Smith makes a motion to follow up with Chad Roberge on the isolation valve maps. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Mike Smith makes a motion to approve PO 227 in the amount of $1,387.25 for brakes and service on the Terra Star. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to approve PO 228 in the amount of $2,600 for Sodium Hydroxide for the water system. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to approve PO 229 in the amount of $300 for gravel for DPW II. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to approve PO 230 in the amount of $500 for grit for roads. Ralph Lutjen seconds the motion and the motion passed 3-0
Mike Smith makes a motion to sign the Thank you letter to Jerry Mosher of 11 Klausen. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign the letter to the property owner of 16 Little Shore regarding need for a driveway culvert. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign the letter to the property owner of 14 Little Shore regarding the intent to place a culvert at 16 and watch should this property also need a culvert. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to send the draft letter to the property owner of 3 Little Loop Road to Engineer Nick Sceggell for review. Ralph Lutjen seconds the motion and the motion passed 3-0.
MS makes a motion to sign the letter to the property owner of 6 Little Loop regarding use of the sideline for drainage. Ralph Lutjen seconds. Discussion ensues; use of sideline easement; detrimental effect to area if trees are removed; need for additional legal guidance to act upon a sideline easement. Keeping the drainage on the property of 4 Little Loop with no impact to 6 Little Loop is discussed. Ralph Lutjen makes a motion to send a letter to the property owner of 4 Little Loop requesting establishment of a drainage easement. Mike Smith seconds the motion. Additional discussion on enacting project in two phases is held; 2018 – elevate road, grade towards corner of existing driveway upon removal of existing tree, work with 3 Little Loop on driveway drainage entering road and 2019 – open drainage ditch on property of 4 Little Loop. Motion for easement letter passes 3-0. Motion for letter to 6 Little Loop fails 1-2 with Ron Sandstrom and Ralph Lutjen against using the sideline for this drainage project.
The Electrical Installation service contract renewal will be redistributed.
Mike Smith makes a motion to approve withdrawal from and sign the capital reserve fund withdrawal request from the Road Construction CRF for engineering for Thusis Beach area drainage. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign the Auditor’s agreement for years ending 2017, 2018 and 2019. Ron Sandstrom seconds the motion and the motion passed 3-0. A change of auditor will be pursued for calendar year 2020 audit.
Mike Smith makes a motion to approve Nancy Cole’s time off request. Ralph Lutjen seconds the motion and the motion passed 3-0.

9. Correspondence

Photos of a recently paved driveway at 86 Oak Ridge have been received. The Driveway Permit for Construction will be pulled for review.
Madison Postmaster has sent the requested information on placement of additional mailboxes at the Huttwil lot. Ron Sandstrom makes a motion to create a warrant article. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to obtain the budget number from Norm Garside for this article. Ron Sandstrom seconds the motion and the motion passed 3-0. Budget number will include the new concrete slab that will be needed, the mailboxes, a roof for over the new boxes, replacement of shingles over existing roof and rebuilding of the bulletin board.
The NH Municipal Association has sent the bi-weekly News Link.
10. Scheduled Appearances

Sherriff Richardi informs the Board that the Sherriff’s office has received a grant which will allow placement of two microwave dishes onto the Oak tower at the cabana. There is also a proposal being reviewed to move a portion of the Thompson Hill tower to the Oak tower site; should this occur the footprint of the tower at the cabana would be enlarged and a new bridge would be installed to the building. The Sherriff will send pictures of the proposed updates. Sherriff Richardi adds that construction would begin spring 2018 with a completion date of August 2020.

11. Other Business

G. W. Brooks has contacted Nick Sceggell with questions regarding the Grison and Burgdorf culvert projects. Estimates are expected this week.
Ralph Lutjen discusses the need for numbers for creation of the Reinach Pressure Zone for the Annual Meeting.
Mike Smith makes a motion to follow up with Thorne Surveyors requesting the information for the Thusis Beach area drainage survey by mid-January. Ralph Lutjen seconds the motion and the motion passed 3-0.

12. Public Comments

At 9:55 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/CM101618.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/Agenda-10-16-18.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
October 16, 2018

The Board of Commissioners met at 8:00 am on Tuesday, October 16, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), residents Adam Leiser, Kathy Koziell, Gloria Aspinall, Jay Buckley and Paula Doyle. The meeting was taped 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

Kelly Robitaille outlines that branches are being checked for this morning with the wind.
Three truck quotes have been received; quotes for outfitting are being obtained. Fairfield and Albany Service will be quoting. A third quote from Viking Cives will also be obtained. Quotes are anticipated for next week. The Dodge 5500 is the leading option for the truck.
Roads are in good shape.
Rafts will be removed from the ponds this week.
Culverts are being cleaned, approximately 20 remain for cleaning this week.
A final grade is needed on a few roads before roads freeze. Kelly Robitaille will do this.
Sand supplies are good. Processing of sand would need a permit from NH DES. If reclaiming sand next summer, the permit requests will be started now.
One load of salt has been approved last week.

3. Water

Ian Hayes will be in next week.
Muddy Beach has been completed, Norm Garside has been notified to work the siding.
Bid documents have been received for the cast in place concrete tank and submitted to Rick Skarinka of NH DES. Bids will go out November 6 with a November 20 due date.
Once documents have been approved by the State, a meeting with the engineers will be scheduled.
Two houses remain for clarification of csv. Mike Smith makes a motion to approve up to $300 for Ian Hayes to work on remaining csv locations. Ralph Lutjen seconds. Motion passed 2-0.
Mapping of isolation valves is being worked on.

4. Administration

The NH Department of Revenue has completed the final review of the MS 535, report of 2017 financials. Report had an error which the auditor has corrected.
The NH Department of Revenue has completed the review of the MS 434, revised revenue report for 2018. The DRA changed the amount of revenue to match the authority for the full $204,930 from the $64,000 actually taken. In 2019, no income will be reported for any additional funds used from this loan.
An initial review of requirements for reestablishing the drain in the garage floor has been completed. NH DES has specific requirements for these drains. A quote will be obtained. Ralph Lutjen makes a motion to determine cost from contractors. Mike Smith seconds. Motion passed 2-0.
Permits from NH Department of Environmental Services will be needed should sand from the back yard be re-claimed for road use. This has been discussed.

5. Accounts Payable
6. Minutes

Mike Smith motion approve the minutes of 10/12. Ralph Lutjen seconds. Motion passed 2-0.

7. Commissioners Reports

Ralph Lutjen has developed a form for use to submit proposals for projects. Form shows scope of work and all cost estimates. Form will be used for preparing the 2019 Warrant.
Ralph Lutjen makes a motion to adopt use of the form. Mike Smith seconds. Motion passed 2-0.
Mike Smith makes a motion to contact Carl Horstman of Mass Tank following this meeting. Ralph Lutjen seconds. Mike Smith outlines previous discussion to replace the tanks that have been in the ground over 40 years with no inspections that was held with Mr. Horstman. Motion passed 2-0.

8. Signature Items

Mike Smith makes a motion to sign the updated MS 535. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

Health Trust has sent the 2019 health insurance rates. Options will be looked into.
Adam Leiser has responded to an email regarding signing of the Little Loop drawings to show agreement with the proposed design stating he will not sign the design unless trees are marked at the property. Commissioners have explained that the contractor will mark the trees once the contractor is engaged for the project. Mike Smith states that the easement will be updated once the drawings are signed.
Jay Buckley has sent information that the volunteers who may work on the mailbox roof do not all have liability insurance that would cover them. Mike Smith makes a motion to cancel this project. Ralph Lutjen seconds. Discussion on notice by Mr. Buckley that the Commissioners have changed regulations, which they have not. Motion passed 2-0.
Mark Graffam sent information regarding a tree down on Appenvel Way. The highway department was informed and removed the tree.
NH Municipal Association has sent the biweekly News Link.

10. Scheduled Appearances

Kathy Koziell has questions on the accounting software that has been purchased by the District. Kathy Koziell outlines remaining with QuickBooks. Mike Smith outlines that primary issue is the inclusion of purchase orders in the software for better year end accounting and control of accounts payable. The new software fully integrates purchase orders and work orders. The new software will also integrate asset management options going forward. Kathy Koziell outlines that QuickBooks should be able to handle the VDOE needs. Ralph Lutjen outlines additional benefits of the system and reporting options available that are better than QuickBooks reports. Kathy Koziell outlines that saving this money would be beneficial. A petition to not move forward with this purchase is presented to the Board.
Kathy Koziell will be sent a form for applying for parking a camper at the Huttwil parking lot.
Adam Leiser states that he would like to see the easement for the Little Loop project. Mike Smith states to sign the drawings since they have been verbally agreed to. Adam requests the easement be released for review as was done in the spring. Ralph Lutjen questions signing the drawing. Adam states does not want to have repercussions should he sign the drawings. Ralph Lutjen states that signing the drawing indicates consensus on the project and is unsure it would have any legal implications. Ralph Lutjen requests an email from Adam that states that he is in agreement with design. Upon receipt, the easement will be released. Contractor RW Nelson may be able to handle this fall, Bob Wirling cannot.
Adam reads an email that will be entered into the public record. Mr. Leiser’s report highlights removal of public comments and 5,000-gallon tank replacement plan. Mr. Leiser requests that the 5,000-gallon tanks be inspected.
Camera is turned off at request of the Commissioners. Camera is turned back on after 3 minutes. Questions are submitted by Mr. Leiser. Mike Smith states that questions will not be answered today. Mike Smith outlines conversation with Carl Horstman earlier in the year to replace the tanks as they have been in the ground over 40 years with no inspections. Adam Leiser reviews lining and inspecting the tanks and his analysis of the costs for completing this project. Adam claims that the analysis the Commissioners put together is understated. Mike Smith reads a letter from Mass Tank stated that a 30,000-gallon tank cost $68,000 where Adam Leiser is claiming that a 5,000-gallon tank will cost $50,000 to $75,000. Discussion continues on the two options. Ralph Lutjen highlights that the Board will discuss with Carl Horstman. Adam Leiser makes a statement about installing a 2-inch water main on Burgdorf stating that this is undersized.

11. Other Business

At 9:33 am Ralph Lutjen makes a motion to enter non-public session pursuant to RSA 91-A:3, II (a) employment matters. Mike Smith seconds. Motion called via roll call vote Mike Smith yea, Ralph Lutjen yea. Motion passed 2-0.

At 10:44 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

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/AssetMngmnt-09-25-18v2.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
September 25th, 2018

The Asset Management Committee met at 2:00 pm exactly on Tuesday, September 25th, 2018. In attendance were Committee members Nancy Cole, Tommy Gunn, Mike Smith, Ralph Lutjen and Dinah Reiss. No guests were in attendance. The meeting was filmed.

At 2:00 pm the meeting was called to order by Chairwomen Nancy Cole.

Chairwomen Nancy Cole passed out documents to include the Agenda, Updated CIP plan and Tank replacement financial analysis and modeling developed by Committee Member Ralph Lutjen.

Dinah Reiss makes a motion to accept the agenda as presented, Nancy Cole seconds and all vote yes.

Mike Smith makes a motion to hold all public comment from the guests present at today’s Asset Management meeting until the planned content of the meeting is completed. Ralph Lutjen seconds and all members in attendance vote yes. Motion passes. There were no guests present at today’s meeting.

Dinah Reiss makes a motion to accept the minutes from September 12th, 2018 as presented, Nancy Cole seconds, all members voted yes for approval.

Nancy Cole suggests before reviewing the specific agenda items that the committee review the detailed analysis and financial modeling developed by Ralph Lutjen to look at all possible options to fund the replacement of the VDOE’s tanks, specifically focused on Reinach tank. The analysis has looked at all possible funding sources to offer to the voters for approval looking to minimize the impact on residents. Further, the model can be adjusted once actual bid pricing is received and vetted for accuracy by replacing the current best estimated costs from the engineer with actual bid costs.

The current estimated costs are $512,000 for the tank installation and $33,000 for engineering due diligence during the actual onsite pouring of the concrete and connections to the existing system. After walking the committee through the model and options Ralph Lutjen suggests and recommends the selection of option 1 to be presented to voters in 2019. The committee agrees.

Much discussion took place over the next thirty minutes on specifics of the developed options to include use of the existing loan of $205,000 which has a balance of $142,000 available and may be incorporated into the needs of the Village District with voter approval required to modify the language of the original bond, these funds must be used within the next two years. This will be vetted by the committee over the next few weeks to determine the best way forward to present to the voters in February of 2019.

As part of that preparation Mike Smith will work with the VDOE water operator to develop a list of water projects and prioritize the importance of each to be presented by next meeting.

The status of the 10,000-gallon summit tank remains in question of to replace or abandon, in all cases it is the last priority and will be addressed later.

Agenda Items:

1. Review CIP – Nancy Cole reviewed the specific updates to the CIP since last meeting on September 12th, 2018, which included cumulative updates in all categories as appropriate, as well discussion continued the preparation of warrant articles for the 2019 plan and meeting.
a. Equipment – Nothing new to report
b. Roads – The annual road review took place on Monday September 17th. The review took place with Kelly, Tommy and Nancy. Priorities were updated from 2017 and discussed with the commissioners early on this day. The public works team will focus this week on asphalt priorities and once a status is complete end of week the priorities will be updated and presented at the next meeting.
c. Buildings - Nothing to report.
d. Tanks – Limited discussion as today’s meeting focused on the discussion above on funding and financial analysis/modeling of the tanks and related projects.
e. Distribution –Nothing new to report
2. Mapping Update – Ron Sandstrom has the final updates and will deliver the final electronic file within the next few weeks.
3. CSV – Mike and Simply Water have found two of three valves. This should be complete by next meeting
4. Next Meeting – See below for details.

Public Comments / Questions: None

At 3:05 pm Ralph Lutjen makes a motion to adjourn the meeting. Mike Smith seconds. Motion passed unanimously with all members voting yes.

The next meetings will be held on Tuesday October 16th, 2018 @ 1:00 PM.

Respectfully submitted,

Tommy Gunn
Committee Member

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VILLAGE DISTRICT OF
EIDELWEISS
Board of Commissioners
WATER SYSTEM FLUSHING

Flushing of the Water System will begin on Monday, October 22, 2018. Some customers may experience short periods of low pressure and slight water discoloration. Should your water be discolored, please run a large faucet (outside spigot, tub, kitchen sink) for a period of 10 minutes. If the situation does not clear up, please contact the office at 603-367-9022.
The flushing program is implemented to ensure high quality drinking water, and to comply with the requirements of the NH Department of Environmental Services.