[gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/VDOE-Water-system-v3.2.xlsx"] Report as updated through September 30, 2018
Author Archives: support_c37f
2018-10-12 Commissioners Meeting
[gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/Agenda-10-12-18.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/CM101218.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
October 12, 2018
The Board of Commissioners met at 8:00 am on Friday, October 12, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), residents Gloria Aspinall 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 reports asphalt work completed last week. Old Town was worked and came out well. Culvert cleaning is being done, majority are over 80% cleaned. The rafts will be brought in next week. A request was received to remove a board from the dam. This will be done today. The second board removed for winter will be done later this month.
All equipment is in good condition. All inspections were completed on the trucks.
Removal of limbs and leaves will be done in the next two weeks.
Kelly Robitaille reports that some gravel is still available for pot holes as needed.
Sand and salt supplies are ok. One load of salt will be needed for the end of the year.
Mike Smith makes a motion to order one load of salt. Ralph Lutjen seconds. Motion passed 2-0.
An email received from Mark Graffam regarding the end of Forclaz is discussed. The pile does not block an area where a vehicle could travel and can be easily walked past. Pile will be removed prior to snow. Owner of 14 Forclaz will be placing a request for this fill.
The EPOA will not be mowing any VDOE properties next year. A lawnmower will be purchased.
Driveway permit for construction for 30 Bern Drive is reviewed and signed.
A quote has been received for a front runner rake. Quote is $4,180. Discussion on placing this on the 2019 Warrant is held. Mike Smith makes a motion to place on 2019 Warrant. Ralph Lutjen seconds. Motion passed 2-0.
Old Town Road is discussed. Placing of the asphalt has significantly improved the road for winter plow operations.
Aspen drive has also been worked on.
Budgets are reviewed and discussed. Line items are discussed. Gravel line item and asphalt line item are discussed; these lines are slightly over-expended. Any materials needed before year end will be brought to the Board.
The contractor will be met with for 19 Jungfrau.
A safety meeting will be held at the conclusion of this meeting.
3. Water
Ian Hayes will be in attendance 10/23.
Muddy Beach project is discussed. Mike Smith makes a motion to proceed with the siding as quoted by Norm Garside. Ralph Lutjen seconds. Motion passed 2-0.
Ralph Lutjen discusses the Reinach tank replacement project and Reinach pressure zone.
Draft for bid specifications is expected today. Rick Skarinka has stated the State needs two weeks to review and approve. Project will be bid November 6 with a bid due date of November 20. State revolving fund requirements will be included in the specifications. The State does not release funds until the latter part of the year; September or October. As this is late in the year, bank financing may be a better option. Bank loan rates will be looked into. A construction index will be included to account for the delay between bid and construction. Mike Smith makes a motion to apply for funding through the local bank. Ralph Lutjen seconds. Discussion on the project continues. Contract oversight cost has been quoted at $33,000. A contractor has already stated interest in this project. Concrete tanks are preferred over steel as it will last longer with less maintenance. Having two finance options, bank and State. Motion passed 2-0. Mike Smith makes a motion to begin the paperwork for the State Revolving Loan Fund application. Ralph Lutjen seconds. Motion passed 2-0. Establishing a meeting with Paul Fluet for the end of October is discussed. Mike Smith makes a motion to meet with Paul Fluet to discusses the project once State approval is received. Ralph Lutjen seconds. Motion passed 2-0.
Finalizing the security panels for the pump houses is discussed.
Asset Management meeting is scheduled for next week.
Completion of the curb stop valve locating is discussed. Contact will be made with the property owner of 1506 Conway Road for access to the house to check the valve.
3 Waldsbut is the other property with out a valve located. Granite State Rural Water will be contacted to run the line if necessary
4. Administration
Safety meeting will be held today.
Finance reports are due the end of the month.
Budgets are reviewed and discussed. Line items are reviewed and discussed.
Mike Smith makes a motion to approve payroll in the amount of $5,429.58. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Motion passed 2-0.
Mike Smith makes a motion to incorporate the updated wording for the water hook up application as proposed. Ralph Lutjen seconds. Motion passed 2-0.
September water usage report is reviewed and discussed. Pump house electric usage report for September is also discussed.
5. Accounts Payable
Mike Smith makes a motion to approve the manifest of 26 checks for a total of $31,994.46. Ralph Lutjen seconds. Checks and invoices are reviewed and discussed. Motion passed 2-0.
6. Minutes
Mike Smith motion approve the minutes of 9/25. Ralph Lutjen seconds. Motion passed 2-0.
7. Commissioners Reports
Ralph Lutjen discusses the storm water management project. Report has been delayed while UNH T2 reviews permit requirements with NH DES for the drainage pool being created across from Geneva Beach. Ralph Lutjen will do an additional follow up with UNH.
Ralph Lutjen discusses description of PRV and cost analysis for these updates. A detail report will be put together for review and discussion.
Mike Smith discusses replacement of the roof over the mailboxes. Jay Buckley had submitted an offer to replace the shingles as a volunteer. Mike Smith makes a motion to call off the volunteer project. Ralph Lutjen seconds. Discussion on allowing volunteers to do work within the District is held. Protecting the VDOE from liability exposure is discussed. Release of liability and/or proof of liability insurance is needed for all persons to participate. Schedule and proof of insurance for all persons to be involved is discussed. Mike Smith withdraws the motion. Mike Smith makes a motion to request proof of liability insurance for everyone involved in the project and the date the work is to be completed. Ralph Lutjen seconds. Motion passed 2-0.
A review of priorities for the water system has been completed with Ian Hayes. Mike Smith outlines the priorities as discussed with Ian.
8. Signature Items
Mike Smith makes a motion to sign the Driveway permit for Construction for 30 Bern Drive. Ralph Lutjen seconds. Motion passed 2-0.
Required posting for Worker’s Compensation Insurance has been received from Primex. Mike Smith makes a motion to sign and post the notice. Ralph Lutjen seconds. Motion passed 2-0.
9. Correspondence
Granite State Analytical has sent the monthly water system test results – system is clean.
Granite State Analytical has sent the monthly pH testing results – pH is at target range.
Third party electric provider has sent Augusts electric report showing a savings of $149.
The EPOA has sent information regarding mowing of District properties at the entrance and flag pole area. The EPOA will no longer provide this service to the District.
Resident Adam Leiser has distributed his tank analysis for the 5,000-gallon tanks. Analysis shows no details on any of the listed costs.
Resident Mark Graffam has sent a request to remove the debris at the end of Class V Forclaz. This will be done during October.
Resident Andrew Harteveldt has sent a request for a delivery of sand and was informed VDOE does not deliver sand to residents. Mr. Harteveldt was able to obtain the needed sand from Gilbert Block.
10. Scheduled Appearances
11. Other Business
At 9:03 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator
2018-09-25 Commissioners Meeting
[gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/Agenda-09-25-18.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/CM092518.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 25, 2018
The Board of Commissioners met at 8:00 am on Tuesday, September 25, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), residents Adam Leiser, Paula Doyle and Gloria Aspinall. 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 reports that the Reinach tanks have been backfilled.
Asphalt work will be done Thursday and Friday of this week. Old Town will be worked first; Chocorua View second and then to the hill on Aspen to work the shoulder area. Small potholes will be filled where possible next week until allocation for asphalt is used.
The International 7400 has been inspected. The Terra Star has also been inspected. The 550 needs a caliper to pass inspection. This will be changed in house.
The rafts will be removed this week.
Other equipment is in good condition.
Ditching and culvert cleaning will continue throughout the fall.
Kelly reports that he has been in contact with a possible vendor to clean the culvert pipes. This will be priced for next year. An estimate will be submitted.
Kelly Robitaille will also submit a list of needed items for next year for budget consideration.
Sand reclaiming will be done if time allows.
Salt may be needed prior to yearend. This will be looked at going forward.
Two classes are available in October – backhoe and chainsaw safety. Kelly Robitaille recommends attendance by both members. Ralph Lutjen makes a motion to allow up to $200 for classes. Mike Smith seconds. Motion passed 2-0.
Driveway permits are reviewed and discussed. Permit for 11 Blinden reviewed and signed. Permit for 7 Biasca reviewed and signed.
Discussion is held on engineering review of the culvert on Bristenstock at Salins. Kelly Robitaille will try to work the culvert to delay replacement to spring.
Home owner at 4 Barden has sent a request for review of his driveway. Kelly Robitaille recommends a driveway culvert. Mike Smith makes a motion to send a letter to the property owner stating place in spring. Ralph Lutjen seconds. Motion passed 2-0.
3. Water
Ian Hayes will be in attendance at the October 12 meeting.
Siding for Muddy Beach will be reviewed for when final bills are received.
Ralph Lutjen has discussed the Reinach Tank bid package with Paul Fluet. The bid package is due to the VDOE on October 15 with bids to be received in November.
4. Administration
Motion log is reviewed and discussed.
Cash flow report is reviewed and discussed. Funds will be tight through yearend. TAN proceeds will be needed for cash flow.
Asset Management meeting is scheduled for today at 2 pm.
Mike Smith makes a motion to send a letter to homeowner on Rte 113 to set up time to test the shut off valve that is believed to be for his property. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve payroll in the amount of $6,296.18. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Motion passed 2-0.
September newsletter has been completed. Newsletter will be sent out today.
Date for the Annual Meeting for 2019 is discussed. Mike Smith makes a motion to schedule the Annual Meeting for February 23, 2019. Ralph Lutjen seconds. Motion passed 2-0.
5. Accounts Payable
Mike Smith makes a motion to approve the manifest of 1 check in the amount of $9,855.00. Ralph Lutjen seconds. Check and invoice are reviewed and discussed. Motion passed 2-0.
6. Minutes
Mike Smith makes a motion to approve the minutes of 9/7. Ralph Lutjen seconds. Motion passed 2-0
Mike Smith makes a motion approve the minutes of 9/11. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve the revised minutes of 9/18. Ralph Lutjen seconds. Motion passed 2-0.
7. Commissioners Reports
Ralph Lutjen outlines financial analysis completed for the water system needs. The costs are broken down to show the difference between financing or pay as you go options. Impact to the water user fee is estimated for 10 years. State funding for the Reinach tank, if used, can be paid back over a 20-year period. Option of a bank loan is also calculated out. Highest rate if projects are financed is estimated to be $600. If paid as incurred, rate could go to $640. Anything that is removed from the list of proposed projects would alter the estimated rates.
Ralph Lutjen makes a motion to place on website. No second. Mike Smith recommends Asset Management Committee should review first.
Ralph Lutjen discusses applying for the State Revolving Loan Fund for financing of Reinach tank replacement. Authority to pursue financing will be on the Warrant next February. Requirements for the application are reviewed. Application will be worked on and completed as much as possible for submission to the State. Mike Smith makes a motion to begin the application paperwork for the State Revolving Loan Fund. Ralph Lutjen seconds. Motion passed 2-0. Mike Smith makes a motion to review the trust fund funding from DES. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to cancel Jay Buckley’s accepted offer for replacing the shingles on the roof over the mailbox. Ralph Lutjen seconds. Discussion on possible waiver being in place prior to work being completed. Mr. Buckley will be asked who will do the work and if a release will be signed. Mike Smith withdraws motion. Ralph Lutjen makes a motion to ask Jay Buckley who will be involved and if a release of liability will be signed. Mike Smith seconds. Motion passed 2-0.
Mike Smith makes a motion to place an ad for part time snow plow operators. Ralph Lutjen seconds. Discussion on Tony Eldridge as part time employee plowing for the winter; 4 persons is optimal. Motion passed 2-0.
8. Signature Items
Mike Smith makes a motion to sign the MS 434. Ralph Lutjen seconds. Report is reviewed and discussed. Motion passed 2-0.
Mike Smith makes a motion to sign PO 267 in the amount of $700 for rental of the roller. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the proposal for financial software from BMSI with funds to come from the Office Equipment CRF. Ralph Lutjen seconds. Discussion is held on the new software and benefits of moving to municipal software from QuickBooks. Motion passed 2-0.
Ralph Lutjen makes a motion to hold the Dubois & King Amendment to the Reinach Tank proposal. Mike Smith seconds. Discussion is held on the amendment. Ralph Lutjen will discuss with Paul Fluet. As the amendment covers project management oversight during construction of the proposed concrete tank at Reinach, the amendment does not have to be signed today. The cost will be included in the project estimate. Motion passed 2-0.
Mike Smith makes a motion to approve use of the lodge for Sept 29. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the fill agreement for 63 Huttwil. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to give 4 blank fill agreement forms for use by Kelly Robitaille. Ralph Lutjen seconds. Motion passed 2-0. Forms delivered.
Mike Smith makes a motion to sign the Driveway Permit for Construction for 11 Blinden. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the Driveway Permit for Construction for 7 Biasca. Ralph Lutjen seconds. Motion passed 2-0.
9. Correspondence
Granite State Analytical has sent the monthly water system test results – system is clean.
Granite State Analytical has sent the monthly pH testing results – pH is at target range.
Granite State Analytical has sent the weekly beach testing results – clean.
Engineer Chuck Goodling has sent an outline for review of the culvert on Bristenstock at Salins. Kelly Robitaille has reported the culvert will be replaced in kind.
The Coleman Tower site payment has been received.
Kevin Dorney has requested review of his driveway on Barden. Driveway may need a culvert.
Adam Leiser has sent a statement of disappointment with the Sept 18 draft minutes.
Paula Doyle has sent a statement requesting changes to the Sept 18 draft minutes.
Ralph Lutjen outlines that no changes will be made based on the comments.
Marcus Guerrero has questioned problem tree removal and was informed dead or damaged trees can be removed without a permit.
Edmunds & Associates has sent the pricing for their financial software.
10. Scheduled Appearances
Gloria Aspinall discusses improvements that can be made for the beach racks for 2019. Limiting to two craft per space is recommended with stickers for each one.
Repair of the racks should be done prior to spring.
Gloria recommends replacing the wooden rafts with the plastic ones. Three are recommended. Instructions for renters are recommended to be sent to property owners to place watercraft in appropriate places.
Discussion on persons leaving chairs on the beaches is held. Ordinance will be checked to verify that no personal items or debris is to be left on the beaches.
Welding is needed at the outhouse on Eidelweiss Beach.
Mike Smith outlines that Mr. Leiser should remain on topic for Chocorua water tank replacement only. Mr. Leiser highlights that he needs access to persons that would be involved. Mike Smith makes a motion that Adam Leiser has no access to any persons involved. Ralph Lutjen seconds. Ralph Lutjen discusses not incurring any costs, but all Mass Tank estimates are available. Motion passed 2-0.
11. Other Business
At 9:03 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator
2018-09-12 Capital Improvement Plan
[gview file="https://vdoe-nh.org/wp-content/uploads/2018/09/VDOE-CIP-091218r.pdf"]This document reflects understanding of the status of VDOE assets through 09-12-2018.
2018-09-06 Asset Management Meeting
[gview file="https://vdoe-nh.org/wp-content/uploads/2018/09/AssetMngmnt-09-06-18.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
September 6th, 2018
The Asset Management Committee met at 5:01 pm exactly on Thursday, September 6th, 2018. In attendance were Committee members Nancy Cole, Tommy Gunn, Mike Smith, Ralph Lutjen and Dinah Reiss. Also, guests in attendance were Kathy Koziell, Carol Rosenblith, Jay Buckley and Marya Doery. The meeting was filmed.
At 5:01 pm the meeting was called to order by Chairwomen Nancy Cole.
Chairwomen Nancy Cole passed out documents to include the Agenda, CIP plan and recent tank pricing analysis presented to the commissioners a few minutes before the meeting was to commence.
Mike Smith makes a motion to hold all public comment from the guests present until the planned content of the meeting is completed. Ralph Lutjen seconds and all members in attendance vote yes. Motion passes.
Mike Smith makes a motion to return meeting start time to 1:00 PM on agreed to dates. Ralph Lutjen seconds and all members in attendance vote yes. Motion passes.
Mike Smith makes a motion to accept the agenda as presented, Tommy Gunn seconds and all members in attendance vote yes. Motion passes.
Mike Smith makes a motion to accept the minutes from August 15th, 2018 as presented, Nancy Cole seconds, all members voted yes for approval.
Agenda Items:
1. Review CIP – Nancy Cole reviewed the specific updates to the CIP since August 15th, 2018 meeting, which included cumulative updates in all categories as appropriate. Although since the August 15th, 2018 meeting the focus has been on water storage (tanks) and preparation for the meeting with the State of New Hampshire on Saturday September 8th, 2018.
a. Roads – Note the annual road review will be conducted soon once the tank meeting with the State of New Hampshire is complete. Nancy, Tommy and Kelly will align schedules to review and validate the CIP schedule and priorities. Given the departments work load and vacations of late the meeting will be held late September. No update at this meeting.
b. Tanks – Much discussion took place on tanks.
i. Ralph Lutjen reviewed the just completed tank replacement analysis of replacement of the steel tanks with a concrete poured in-place tank. Of note to all the estimated best available pricing of $512,125, this is only an estimate and real cost estimates will happen only after a full scope is developed and the project is bid. And in all cases the scope will only be finalized after State of New Hampshire approval.
ii. Funding strategies were discussed for the tank once a final design is approved and competitively bid. Ralph Lutjen notes the structure of any loan will be very important, asking Dina is it would be possible to float one loan for all expenditures with different loan periods, one for 30 years and the remainder for 15 years.
iii. Diana asks about the priorities for the other tanks and needed funding. Mike Smith suggests we continue with the current thinking of placing funds into the CR fund and in two years’ funds will be available to start the process for other tanks.
iv. Diana also asks if the PRV’s are prioritized, yes they are and planned upgrades will be coordinated with other system upgrades.
v. The discussion also noted other costs identified in the CIP and funding needed to accomplish those initiatives, such as electrical upgrades to the office and piping distribution. Initial thought is two loans would be required but the question needs to be presented to the bank for a valid answer.
vi. Mike Smith notes current Muddy Beach upgrades will be complete in about two weeks and will be a critical part to addressing other areas of the water system.
c. Distribution – Nancy led a discussion on PRV pits and noted they are prioritized. Ralph suggests an edit on the distribution for Reinach given the cost will be covered under the tank replacement. Committee discussed the original thought of staging the PRV pits but given the resources we may need to revisit the timing of that schedule.
d. Water Meter Discussion – There was no further discussion on this topic.
2. Mapping Update – Ron Sandstrom has been working with Chad Roberge of Avitar on isolation valve maps now that the final information has been received final updates can be completed. No new update
3. CSV – Make and Simply Water have found all but three valves. The commissioners have authorized additional funding to complete the final three valves, should be finished by mid-fall. No new update.
4. Preparation for State of New Hampshire Rick Skarinka Meeting, Saturday September 8th, 2018 – Chairperson Nancy Cole notes a document package is drafted and will be finalized tomorrow and sent to Rick for his preparation for Saturdays meeting.
5. Next Meeting – See below for details.
Public Comments / Questions: After completion of the formal meeting content, Chairwomen Nancy Cole opened the meeting for questions and or comments from the guests in attendance.
1. Kathy Koziell asks about the requirement for 90,000 gallons of capacity on the Reinach replacement tank given the current capacity for the two steel tanks is 60,000 gallons? Response from the committee was the state requirement based on anticipated growth and the average usage per customer, question can be presented to the State of New Hampshire representative Rick Skarinka at Saturday.
2. Kathy Koziell asks if we are over calculating given the reported loss of water in the system? The committee response: loss is a complicated issue with many of the leaks having been corrected in the past two years. Other leaks and bleeders have been identified but given the limited resources they are not of the highest priorities given the current challenges with water storage.
3. Jay Buckley – asked about the proposed cast in place concrete tank, what is the proposed color and did the engineer consider energy required to operate the tank above ground in the winter months? The committee responded that today there is no engineering design, that will only occur after the state provides input on the proposed course of action, hopefully on Saturday, September 8th, 2018. The selected engineer will take into consideration all requirements during the design.
4. Jay Buckley comment – Jay Buckley made a comment that the “info-board” he manages has received a comment from a resident that the cost of the water system for improvements and operation should be included in the tax base and not handled as a separate fee to residents.
5. Jay Buckley – Asked a question regarding the potential of not replacing the auxiliary tank at the summit location given planned growth in the area. The committee responded that at this time no final decision has been made and will be evaluated as the system plan rolls out and at this time this tank is the lowest priority.
6. Kathy Koziell - ask why the state is coming? Ralph responds that the intent of the meeting is to get the blessing of the State of New Hampshire of the proposed course of action to replace the two 30,000 gallon tanks with a new cast in-place concrete tanks and that the sizing is correct/
7. Kathy Koziell - Comment – Kathy suggests that the annual meeting include a map, drawing, presentation as appropriate to the voters to fully explain where tanks, PRV’s, distribution and how they all interconnect. Mike Smith points out the Homeland Security dictates what information can be shared as water sources, distribution and storage are considered prime targets and information is distributed on a “need to know” basis. Ralph will look for existing information that may help explain the system to voters and that can be shared within the Homeland Security guidelines.
At 6:12 pm Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed unanimously with all members voting yes.
The next meetings will be held on Wednesday September 12th, 2018 @ 1:00 PM.
Respectfully submitted,
Tommy Gunn
Committee Member
2018-09-12 Asset Management Meeting
[gview file="https://vdoe-nh.org/wp-content/uploads/2018/09/AssetMngmnt-09-12-18.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
September 12th, 2018
The Asset Management Committee met at 1:06 pm exactly on Wednesday, September 12th, 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 1:06 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 updated hypothetical water meter analysis.
Mike Smith makes a motion to hold all public comment from the guests when present at all future Asset Management meetings until the planned content of the meeting is completed. Ralph Lutjen seconds and all members in attendance vote yes. Motion passes.
Mike Smith makes a motion to accept the agenda as presented, Tommy Gunn seconds and all members in attendance vote yes. Motion passes.
Nancy Cole makes a motion to accept the minutes from September 6th, 2018 as presented, Dinah Reiss seconds, all members voted yes for approval.
Agenda Items:
1. Water Meter Analysis – The committee reviewed the updated theoretical water meter analysis. All agreed the numbers were accurate as estimates to show the magnitude of a worst-case scenario. Some line items could be reduced if ever implemented, examples are buying a used vehicle over new, existing alternatives for program storage and others. But as presented the analysis gives the residents a directionally correct view of the program costs. Dinah asked if administrative costs were included, yes, they were. Once the document with narrative is updated it will be presented to commissioners for approval and placement on the VDOE website.
2. Review CIP – Nancy Cole reviewed the specific updates to the CIP since last weeks, September 6th, 2018 meeting, which included cumulative updates in all categories as appropriate, as well discussion commenced on preparation of warrant articles for the 2019 plan and meeting.
a. Equipment – Review of the plan and CRF was discussed with a focus on the scheduled replacement of the Ford F550. It has been recommended that the replacement vehicle will be a Dodge. Final specifications are being developed. The exact funding mechanism has yet to be developed. Various alternatives are being reviewed to insure the village district selects the most cost effective alternative for residents. Other future years were reviewed.
b. Roads – Note the annual road review is scheduled for September 17th @ 9:00. The meeting will commence at the VDOE headquarters on Rte. 113 in Madison NH. Nancy, Kelly and Tommy will physically review all roads and update the priority and develop next year’s recommendations. Later in the meeting the closing of Burgdorf was discussed the committee agreed to proceed with development of a recommendation and process to close the road.
c. Buildings - The committee reviewed the 2019 initiatives under review. Discussion around the two needs at the DPW garage drainage and rear entry gate, salt shed access control and the lodge building were discussed. Given the available funds planned for the Lodge the focus in 2019 will be to address the envelope and siding issues as they threaten the structural integrity of the building. The identified cosmetic project to paint the ceiling is not a high priority project for 2019. As part of the discussion the current tenant at the Cabana, the Sheriff Department, should be approached to donate to any upcoming projects. The committee agreed to recommend to the commissionaires to send a letter exploring such a donation.
d. Tanks – Limited discussion took place on tanks at this meeting as last week’s meeting and the state meeting on Saturday September 8th, 2018 have help clarified the next steps and direction. The Reinach tank will be a 90,000-gallon poured in place cement tank. Paul Fluent has been engaged and will develop specifications and prepare the bidding documents for perspective contractors. Ralph will be developing a model for the tank CIP section that will help analyze the plan and will be able to be used in other areas. Dinah engaged the committee on possible funding strategies, the committee will work once the bidding is complete to develop and recommend the best alternative for the village district.
e. Distribution –Limited discussion took place this week on distribution other than the tanks are top priority and need to be addressed first.
3. Mapping Update – Ron Sandstrom has been working with Chad Roberge of Avitar on isolation valve maps now that the final information has been received final updates can be completed. No new update
4. CSV – Mike and Simply Water have found all but three valves. The commissioners have authorized additional funding to complete the final three valves, should be finished by mid-fall. No new update.
5. Nancy Cole brought up the item from last meetings guest to develop a short presentation on the water systems and its needs. Although no final plan was developed the committee agreed existing information can be collected to be presented to residents, timing was not agreed to yet but will be prior to the annual meeting.
6. Next Meeting – See below for details.
Public Comments / Questions: None
At 2:21 pm Ralph Lutjen makes a motion to adjourn the meeting. Nancy Cole seconds. Motion passed unanimously with all members voting yes.
The next meetings will be held on Tuesday September 25th, 2018 @ 2:00 PM.
Respectfully submitted,
Tommy Gunn
Committee Member
2018-09-18 Commissioners Meeting
[gview file="https://vdoe-nh.org/wp-content/uploads/2018/09/Agenda-09-18-18.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/09/CM091818R.pdf"] VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 18, 2018
The Board of Commissioners met at 8:00 am on Tuesday, September 18, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), residents Adam Leiser, Gloria Aspinall, Kathy Koziell 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 work on West Bergamo to improve drainage. Forclaz is being ditched this week.
Kelly Robitaille outlines that a roller has been located for $700 for two days. A smaller roller could be rented from Coleman; however, the larger roller is more beneficial. Total cost for three days with delivery would be $1,125. Ralph Lutjen makes a motion to approve rental of the larger machine for two days at $275 per day – with delivery $700. Mike Smith seconds. Motion passed 2-0. Asphalt will be needed in the amount of $5,250.
Sand reclaiming will be done the first week of October. Limb removal along roads and at intersections will be done in October. When not on a project, culverts will be cleaned. Preparing trucks for winter operations will be done early November. Kelly Robitaille highlights that sand reclaiming can be moved to the end of October. Mike Smith states make it the last item to be worked. Roads and culverts are to be worked first.
Inspections are being done on all equipment.
Supplies of sand and salt are good should an early storm occur.
Discussion is held on a proposed review of drainage in the garage. A design would be needed from Dubois & King for the disposal tank.
The driveway permit request for 19 Jungfrau is discussed; the edges should be ditched to make sure water flows into the drainage. Kelly Robitaille is to meet with Perm-A-Pave prior to approval for the paving.
Review of the culvert at the top of Salins at Bristenstock is discussed. Engineer Chuck Goodling reviewed this intersection when in the District Sept 8. Kelly Robitaille outlines that the pipe can be replaced as is without any design. Two pipes will be needed to replace this pipe. The metal pipe is blocked and does not flow at this time.
Pricing for a Dodge 5500 is being compiled for review. Outfitting the truck is being quoted at this time and will be submitted for review.
3. Water
The roof at Muddy Beach has been replaced. Final costs for project will be put together.
Mike Smith did curb stop locating with Ian Hayes last week. One property owner will need to be contacted. There are three valves that have not been located for houses.
A follow up with DES will be done for the septic issue at 23 Huttwil.
4. Administration
Mike Smith makes a motion to send the water disconnect notices. Ralph Lutjen seconds. Motion passed 2-0.
August water usage is discussed. Usage is in line with prior years.
Motion log will be done for next week.
Asset Management will meet next week, 9/25 at 2 pm.
5. Accounts Payable
Mike Smith makes a motion to approve the manifest of 18 checks in the amount of $11,918.62. Ralph Lutjen seconds. Checks and invoices are reviewed and discussed. Motion passed 2-0.
6. Minutes
Mike Smith motion approve the minutes of 9/6. Ralph Lutjen seconds. Motion passed 2-0
Ralph Lutjen motion approve the minutes of 9/8. Mike Smith seconds. Motion passed 2-0.
7. Commissioners Reports
Ralph Lutjen is working on financial information for the water system needs. This analysis does not use any remaining proceeds from the current approved $204,900-dollar loan. In this “pay as you go” outline, the water bill projected increases go to $625.60 in 2021. The terms for State funding of the tank project are being looked into.
An additional outline will be done using the loan proceeds of the $204,900-dollar loan.
Mike Smith questions Paula Doyle on a statement of “trusting” the Commissioners. Paula Doyle states she does not trust that the Board can handle the projects facing the District. Paula outlines that she feels that the Little Loop design has taken too long and cost too much money; original design could have been used. Mike Smith informs Paula that the VDOE was not going to pay to move the property owner’s driveway or include his landscaping into the District drainage design. Paula responds that she was unaware this was included in the original design submitted by the property owner. Tanks are outlined; Paula highlights that she would inspect and line the existing tanks. Mike Smith outlines that the recommendation of Mass Tank is to replace the tanks and not expend the funds to inspect and line. Paula continues that the replacement should have been proposed on the 2018 Warrant. Mike Smith states that the best interest of the District is to replace. Paula adds that work approved has not been completed. Mike Smith outlines work of the Asset Management Committee that showed replacement as better option. Paula highlights that she does not feel that the Commissioners are doing anything illegal or not looking out for the District. Paula continues that additional persons being involved would be helpful. Mike Smith outlines that there has been no action by the Commissioners that would create distrust. Paula concludes that as a citizen, she feels she has the right to speak her mind. Mike Smith outlines that Adam Leiser interrupting during Commissioner meetings is the reason public comments was removed from the agenda.
8. Signature Items
Mike Smith makes a motion to sign PO 266 in the amount of $1,550 for culverts. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve use of the lodge for Oct 27. Ralph Lutjen seconds. Motion passed 2-0.
9. Correspondence
Granite State Analytical has sent the beach cleaning results. All clean.
The EPOA has sent a request to have the Commissioners attend a meeting 10/6. Ralph Lutjen will not be in town and Mike Smith is not available. EPOA will be notified.
NHRS has sent the employer rates for 2019-2020; rate will move from 11.38% to 11.17%.
A health insurance petition to have employees contribute to the plan has been received. Ralph Lutjen will work on this with Nancy Cole to check other local towns. Mike Smith makes a motion to have analysis completed including employee contribution percentages.
Electrical Installation has sent the renewal contract for SCADA service. Mike Smith makes a motion to sign the renewal. Ralph Lutjen seconds. Motion passed 2-0.
Mark Graffam has sent pictures of Old Town Road. This road is on the plan for this fall.
NHMA has sent the bi-weekly News Link. Nancy Cole will be attending the budget and finance seminar this Thursday.
10. Scheduled Appearances
Adam Leiser states he did not receive design for Little Loop and then corrects that he did receive it electronically. Prints have not yet been received. Update to the easement is questioned. Ralph Lutjen outlines that the design needs to be agreed upon prior to updating the easement. If agreement is reached; the District will proceed with the contractor. Ralph Lutjen discusses updating the easement. Adam Leiser states that the contractor should be engaged at this point. A bid and schedule will be requested. Easements will be needed prior to beginning construction.
Mike Smith and Adam Leiser will discuss project management at a different time.
Adam Leiser states that it is unfair to state he has any responsibility for removal of public comments. Mike Smith outlines outbreaks by Mr. Leiser at past minutes.
Adam Leiser reads a statement regarding the September 8 meeting. Mike Smith outlines that Mr. Skarinka is in support of the Board and has been for a number of years. Adam Leiser questions holding of a meeting to work with the public. Adam states that the Board has an opportunity to engage the public at this time to work on needed projects. An advisory committee is recommended by Adam. Mike Smith invites Adam Leiser to review the tank information. Mike Smith outlines recommendation of Mass Tank to replace the tanks. Adam questions taking the word of Mass Tank stating that they will make money either way. Adam highlights loosing of credibility by the Board. Working together is needed for progress. Discussion surrounding evening and/or weekend meetings was held.
11. Other Business
At 9:28 am Mike Smith makes a motion to enter non-public session pursuant to RSA 91-A:3, II (a) employment matters. Ralph Lutjen seconds. Motion via roll call vote Mike Smith yea, Ralph Lutjen yea. Motion passed 2-0.
At 10:12 am Ralph Lutjen makes a motion to exit non-public session and adjourn the meeting. Mike Smith seconds. Motion via roll call vote Mike Smith yea, Ralph Lutjen yea. Motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator
2018-09-11 Commissioners Meeting
[gview file="https://vdoe-nh.org/wp-content/uploads/2018/09/CM091118.pdf"]
[gview file="https://vdoe-nh.org/wp-content/uploads/2018/09/Agenda-09-11-18.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 11, 2018
The Board of Commissioners met at 8:00 am on Tuesday, September 11, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Ian Hayes (water operator), Adam Leiser, Carol Rosenblith, Bill Dolan and Diana Dolan. 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 add a Non-Public session pursuant to RSA 91-A:3, II (a) employment matters and approve the agenda as amended. Mike Smith seconds. Motion passed 2-0.
The action list is reviewed and discussed.
2. Highway Department Report
The first quotes for a replacement for the F-550 have been received. Kelly Robitaille outlines review with local departments. The Dodge 5500 is the preferred truck at this time; this truck has a better chassis and plow package available. In discussion with other towns, the Dodge is having a wing plow put on successfully. Additional quotes for trucks and outfitting will be submitted for review and discussion. Trade and/or sale of the F-550 will be worked on for inclusion in the pricing. A three-yard sander will be an option with the Dodge 5500 and that will be an additional benefit for the crew. Using a local shop for outfitting will also be beneficial when repairs are needed.
Jungfrau work is completed. The two culverts were placed crossing the road. Kelly Robitaille outlines that additional gravel was needed for this road and purchased.
Kelly Robitaille outlines that the culvert at the top of Salins can be replaced in kind without additional engineering to redesign the intersection.
Mike Smith makes a motion to have Kelly Robitaille complete a work
plan for the remaining fall weeks for next week’s meeting. Ralph Lutjen seconds. Motion passed 2-0.
3. Water
Discussion on locating a curb stop valve at the intersection of Rte. 113. CSV’s in need of repair will be estimated; approx. 4 hrs. per valve is needed. This will be scheduled with Kelly Robitaille. The State will be notified of the broken valve and need to dig at Rte. 113. Mike Smith motion to send a letter to the State notifying them of the need to dig at Rte. 113. Ralph Lutjen seconds. Motion passed 2-0.
Ian Hayes outlines that Muddy Beach is on line and the Summit is fully online. Water usage mid-week is down to around 55,000-gallons per day. Leak detection is discussed. Ian Hayes would like to watch the usage prior to scheduling Granite State Rural Water. Discussion on leak detection while usage is low is held. Mike Smith discusses using funds remaining on the curb stop repairs prior to engaging in additional leak detection.
New hook ups will need to be installed this fall on Lucerne, Huttwil, Burgdorf, and Bern. Habitat for Humanity will be using GT Burke for the line excavation on Burgdorf. Ian Hayes will be handling all inspections.
Investigation will be done on the valve that was located on West Bergamo.
Ian Hayes is informed the engineers are working on the bid package for replacing the Reinach tanks and complete the pressure zone. Phase 1 information for the pressure zone will be sent to Paul Fluet for inclusion in the Reinach tank project.
Mike Smith makes a motion to send a letter to Mike Hassey of 1 Bristenstock outlining the plan for the Reinach pressure zone. Ralph Lutjen seconds. Motion passed 2-0.
Discussion on high pressure on Oak Ridge Road is held. Pumping schedule for Oak and Chocorua stations being at night is discussed as a possible factor. Ian Hayes states it would increase some pressure in the lines but should not account for the full pressure issues. Additional discussion on the pumping being set to the pressure in the lines; the water lines increase from 130 psi to 150 psi. The data logger will be placed on Lakeview at Mr. Lynch’s property for charting of the pressure. Ian Hayes outlines that the highest pressure recorded on the prior datalogger placement at this property was around 110 psi.
4. Administration
Mike Smith will schedule a safety meeting.
Motion log is next week.
Financial reports are due in two weeks.
A follow up will be done with Tom Therrien of EII on the security panels for the pump houses.
Asset Management will meet tomorrow at 1 pm.
Additional curb stop locating is scheduled for the 13th.
Mike Smith makes a motion to approve payroll in the amount of $7,008.98. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Gloria Aspinall has noted that fill is needed at the parking lot of Boulder Beach and the bottom of Geneva hill. Motion passed 2-0.
The updated drawing for Little Loop has been received. Ralph Lutjen states that if consensus is reached, the easement document will be updated and re-sent to #4 and #6 Little Loop property owners. Ralph Lutjen motion to contact Bob Wirling once signed documentation is received. Mike Smith seconds. Motion passed 2-0. Ralph Lutjen motion to obtain 4 full-size copies of the drawings once agreement is reached. Mike Smith seconds. Motion passed 2-0. Mike Smith makes a motion contact lawyer for update of easement once consensus is reached. Ralph Lutjen seconds. Motion passed 2-0.
Ralph Lutjen makes a motion to put the updated water meter cost analysis on the website. Mike Smith seconds. Motion passed 2-0.
5. Accounts Payable
6. Minutes
Mike Smith makes a motion to approve the minutes of 8/28. Ralph Lutjen seconds. Motion passed 2-0.
Ralph Lutjen makes a motion to approve the minutes of 9/6. Mike Smith seconds. Motion passed 2-0.
7. Commissioners Reports
Ralph Lutjen discusses conversation with Paul Fluet yesterday. Dubois & King will now proceed with the bid documents and specifications for the 90,000-gallon concrete tank. Ralph Lutjen makes a motion to have Ralph Lutjen outline a long-term plan regarding financing water system needs. Mike Smith seconds. Ralph Lutjen states this will be a comprehensive analysis with alternatives for funding that will outline the water user fee going forward. The five-year history of water system operating costs will be used to project upcoming budget levels. The model will include all current known projects; PRV pit upgrades, electrical needs, tanks. Motion passed 2-0.
8. Signature Items
Mike Smith makes a motion to sign the electric agreement for a 4-month term. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the Driveway Permit for Construction for paving at 19 Jungfrau. Ralph Lutjen seconds. Kelly Robitaille outlines the steepness of this driveway and the requirement for a channel grate. A negative grade is also being attempted at the intersection with the road. Mike Smith outlines having the property owner include the grate information within the permit application. Kelly Robitaille would like to meet with the paving contractor to review pitch of the driveway to send water to the ditch. Ralph Lutjen makes a motion to have Kelly Robitaille talk with Perm-a-Pave and amend driveway application and hold permit approval. Mike Smith seconds. Motion passed 2-0.
Mike Smith makes a motion to sign Nancy Cole’s time off request. Ralph Lutjen seconds. Motion passed 2-0.
9. Correspondence
Granite State Analytical has sent the weekly beach testing results. All beaches are good.
BMSI has sent pricing for the accounting system reviewed last week.
10. Scheduled Appearances
A software demonstration is given over the computer by Edmunds & Associates personnel. Billing software and general fund software are reviewed.
11. Other Business
The meeting last Saturday is discussed. Good discussion on PRV needs around the District. Estimates exist for upgrades needed. Part of the issue deals with persons homes and residents were encouraged to contact their plumber for installation of a properly functioning PRV as required in the Water Ordinance.
Rick Skarinka of NH DES outlined that the VDOE must begin work on replacing the water system tanks or the State will mandate the VDOE take action.
At 8:25 Mike Smith makes a motion to continue the meeting when Ian Hayes arrives. Ralph Lutjen seconds. Motion passed 2-0.
At 8:25 am Mike Smith makes a motion to enter non-public session. Ralph Lutjen seconds. Motion passed by roll call vote Mike Smith yea, Ralph Lutjen yea - 2-0.
At 8:53 Mike Smith motion exit non-pub and resume public meeting. Ralph Lutjen seconds. Motion passed by roll call vote Mike Smith yea, Ralph Lutjen yea - 2-0.
At 9:34 Ralph Lutjen makes a motion to end taping. Mike Smith seconds. Motion passed 2-0.
At 10:38 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator
Reminder: Conway Hazardous Wast Collection Day is Saturday 9/22
Reminder:
CONWAY HOUSEHOLD HAZARDOUS WASTE COLLECTION DAY
SPONSORED BY: THE LOWER MT. WASHINGTON VALLEY SOLID WASTE DISTRICT
“PLEASE DISPOSE OF IT SAFELY”
For the Towns of: Albany, Bartlett, Conway, Eaton, Jackson, Madison, and Hale’s Location
SATURDAY, SEPTEMBER 22nd 2018 8:00 A.M. TO 11:30 A.M. CONWAY TRANSFER STATION, 755 EAST CONWAY ROAD
See flyer at the Huttwil mailbox bulletin board for full details.
2018-08-15 Asset Management Meeting
[gview file="https://vdoe-nh.org/wp-content/uploads/2018/09/AssetMngmnt-08-15-18v3-1.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
August15th, 2018
The Asset Management Committee met at 1:00 pm exactly on Wednesday, August 15th, 2018. In attendance were Committee members Nancy Cole, Tommy Gunn, Mike Smith, Ralph Lutjen and Dinah Reiss. The meeting was filmed.
A guest, Adam Leiser was also present for the meeting.
At 1:05 pm the meeting was called to order by Chairwomen Nancy Cole.
Chairwomen Nancy Cole passed out documents associated with the CIP plan and agenda.
Mike Smith makes a motion to accept the agenda as presented, was seconded and all voted yes.
Nancy Cole makes a motion to accept the minutes from July 9th, 2018 as presented, Mike Smith seconds all members voted yes for approval.
Agenda Items:
1. Review CIP – Nancy Cole reviewed the specific updates to the CIP since July 9th, 2018 meeting, which included cumulative updates in all categories as appropriate.
a. Roads – Note the annual road review will be conducted soon, once schedules are aligned, with Nancy, Tommy and Kelly the purpose is to validate the CIP schedule and priorities. Given the departments work load of late the meeting will be held late August or early September.
b. Tanks – Much discussion was held on the status of the tanks and the best road forward for the VDOE. The committee review the most recent estimates for inspect and reline vs replace. The current review and documents are considered working documents and are not intended to reflect quoted estimates. The guest, Adam Leiser, suggested the current escalation estimate of 5%, straight lined, over the estimated useful life in years is not an accurate method to determine future cost. As discussed last month the committee recognizes this as, first the 10-year cost of inflation is less that 5% and second at the time a project would move forward to be presented to the voters our project leader would use TVM, (Time Value of Money) to accurately estimate the cost of a tank project and the rate of inflation to estimate future and total costs. The prioritization.
i. Reinach
ii. Muddy Beach
iii. Jungfrau
iv. Chocorua
v. Summit Hydro
vi. Summit 10,000 gallon
c. Distribution – Nancy led a discussion on PRV pits and like areas of the CIP suggested we prioritized the specific locations. The next update will reflect the prioritization
d. Water Meter Discussion – The committee discussed the current estimates developed to implement water meters throughout the VDOE. Much discussion on the specific line items was undertaken given the magnitude of the total estimate. Our guest Adam Leiser questioned the cost of specific line items. Specifically, the frequency of the meter reading and labor needed to conduct the reading. The cost of the vehicle, the labor rates and others. Committee members Mike Smith and Ralph Lutjen explained the methodology used to develop the analysis. In any case even if the current estimates were cut in ½ the project does not appear to make wise financial sense.
2. Mapping Update – Ron Sandstrom has been working with Chad Roberge of Avitar on isolation valve maps now that the final information has been received final updates can be completed.
3. CSV – Mike Smith and Simply Water have found all but three valves. The commissioners have authorized additional funding to complete the final three valves, should be finished by mid-fall,
4. Next Meeting – See below for details.
At 1:57 pm Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed unanimously with all members voting yes.
The next meetings will be held on Tuesday September 4th, 2018 @ 5:00 PM as well the meeting with the State of New Hampshire will to take place at the Lodge on Saturday September 8th @ 10:00 am.
Respectfully submitted,
Tommy Gunn
Committee Member