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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 8, 2018

The Board of Commissioners met at 10:00 am on Saturday, September 8, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Rick Skarinka of NH DES, Engineer Chuck Goodling of Dubois & King, and Water Operator Ian Hayes. 24 people were present. The meeting was filmed for Madison TV by Tim Hughes.
Filming ended at 12:00 pm.

At 10:00 am the meeting was called to order by Chairman Mike Smith.

Ralph Lutjen makes a motion to approve the agenda. Mike Smith seconds. Motion passed 2-0.

Mike Smith outlines the rules for the meeting. Questions and comments are to remain focused on the item being discussed.

Pressure reducing valve pits are discussed. VDOE needs to update the pits to supply proper pressure at residences. Without upgrading the PRV pits, the District is unable to regulate high pressure areas and still supply water to the lower pressure areas. Rick Skarinka outlines that protection for the homeowner is the reducing valve required in the Ordinance. Addressing the pressure issues on a system wide basis is needed. Mike Smith outlines that the upgrades for the pits will be on the 2019 Warrant. This was on the 2018 warrant but was not passed by the voters. Upgrading of existing infrastructure and adding needed infrastructure is discussed. Resident John Lynch outlines issues at his property with high pressure. Discussion on the valve is held. Importance of functioning valves is outlined. Rick Skarinka outlines doing the repair once and doing it completely; recommendation is to fund the upgrade. Jay Buckley discusses concern for the high pressure in this area. Patricia Lapham also discusses concern for high pressure. Ian Hayes outlines failure rate of off the shelf PRV’s that are generally used in homes. Purchase of a higher end valve; or to replace the valve again is recommended to residents with high pressure. Discussion on cost of PRV upgrade proposal; $32,700 is cost for DPW and Upper Lakeview PRV pit upgrades. Discussion continues on possible interim repair of changing the valve in the pit. Minimum and maximum water pressures are outlined; there is no high-pressure limit under State regulations. Pressure around 100 is recommended. Low pressure is regulated and must be 32 at the hose bid. Addressing the pressure issue is important and the VDOE is trying to address pressure issues by the proposed pit upgrade.

Replacing the Reinach tanks is discussed. Ralph Lutjen outlines the analysis for the water tank inspection and lining project. Inspection showed that neither tank at Reinach is eligible for lining. Recommendation is to pursue the concrete tank at an estimate cost of $512,125. Storage requirements are discussed. Recommendation is for 90,000-gallon replacement. Rick Skarinka outlines the need to address this issue at this time as tank failure would be considered a significant deficiency under NH DES regulations. Historical attempts to line the tanks are outlined. Incorporation of pressure regulating on the Reinach side of the District is discussed. Set up of the concrete tank with two cells to allow for inspection and lining going forward is outlined. The need to take action at this time is reinforced by Rick Skarinka. Financing the project and obtaining a bid for the work are the action items the Commissioners are working on. Discussion occurs on gaining approval for projects in the District. Rick Skarinka outlines some historic challenges in gaining approval. Rick Skarinka adds that if funding is not approved to take action on the water system, the State will mandate repairs with potential fines to the District for non-compliance. Bidding and qualifications of bidders are discussed. Passage of funding for the articles for improvements to the water system are discussed. An overview presentation of the water system is recommended.

The 5,000-gallon tanks are discussed. Recommendation of the Board is to replace these tanks at this time in lieu of inspection and lining. Replacement will give the best value for the dollars spent over the expected life of the tanks. Discussion is held on the 5,000-gallon tanks and if those tanks are of adequate size. Discussion on option of concrete tanks; generally, not done for tanks of this size.

Rick Skarinka discusses the regulatory role of NH DES. Outlines the needs of the system, the storage tanks, the distribution system pipes, and the overall VDOE environment and the level of service expected for the water system. If persons expect the water system to perform, funds must be expended to repair and upgrade the system. Mr. Skarinka warns that if nothing is approved; the State will take enforcement action.

Rick Skarinka recommends additional meetings with key players going forward. The District must begin to work together for the betterment of the District; should this not occur, the VDOE systems will all be put at risk.

At 12:27 pm Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 7, 2018

The Board of Commissioners met at 11:00 am on Friday, September 7, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were residents Jay Buckley and Paula Doyle.

At 11:00 am the meeting was called to order by Chairman Mike Smith.

Discussion is held on the handout for tomorrow’s meeting. Packets will be created.
The plan for proceeding with the tank project is outlined; bid packet and then a warrant article. Funding is discussed; currently using best numbers available. Bid will finalize expected costs.

Rules for tomorrow’s meeting will include keeping questions and/or comments to the topic being discussed.

At 11:10 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 6, 2018

The Board of Commissioners met at 8:00 am on Thursday, September 6, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Tim Khrapunov, Jim Foley and Bruce Perlo of BMSI (9 am), Dick Ficke and Anthony Ruddy of Habitat for Humanity (10 am), residents Jay Buckley, Bill Dolan and Diana Dolan.

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

Work on Jungfrau was completed Tuesday.
Review of Bristenstock scheduled for Saturday will be scheduled with Chuck Goodling of Dubois & King. An email will be sent to verify availability.

3. Water

Water system review will be done with Ian Hayes next week.
The roof at Muddy Beach will be completed. Funding will be checked for the siding once the roof is completed.

4. Administration

Water billing status will be reviewed next week.
August monthly communication was sent last week. Focus was on the water tanks. Future newsletters will continue with primary focus.
An Asset Management meeting is today at 5 pm.
A follow up will be done on the status of isolation valve mapping.
The CIP will be updated today at the Asset Management meeting.
Budgets are reviewed. Line items are reviewed and discussed. Highway part time line item and overtime line item are discussed. Gravel line is at 100% with road work done this year. Water services line items are reviewed. Retirement line item will be reviewed for corrections needed. Engineering line item is discussed. Overall, budgets are within expected percentages expended. Discussion on winter operations and the effect on the overall budget is held.
The agenda for Saturday, Sept 8 meeting is discussed. Ground rules for the meeting are discussed. Ralph Lutjen recommends public comment be allowed on discussed topics only to keep focus on the agenda items. Handouts will be created for the meeting. Ralph Lutjen discusses completion of an overall financial needs for the water system. Cost estimates for the capital needs will be updated for Saturday’s meeting. DES representative Rick Skarinka will be sent the agenda for review.

5. Accounts Payable

Mike Smith makes a motion to approve 18 checks for a total of $20,295.92. Ralph Lutjen seconds. Checks and invoices are reviewed and discussed. Motion passed 2-0.

6. Minutes

Mike Smith makes a motion to hold the minutes of 8/28.

7. Commissioners Reports

Ralph Lutjen discusses progress being made on the Reinach tank replacement needs with engineer Paul Fluet.
An update to the Little Loop drawings has been completed and will be reviewed by the Board.
Ralph Lutjen outlines a call received from the owner of 3 Little Loop regarding issues with his neighbor. Property owner stated that his neighbor has been interrupting real estate persons and prospective buyers of the property with negative comments regarding the District. VDOE does not have authority to intervene. Property owner was informed to contact the police.
Mike Smith discusses a post from Jay Buckley outlining the water hook up on Burgdorf. Discussion on the approval of the water hook up on Huttwil from 4 years ago where the VDOE signed an approval and then learned there was no water main; this is not comparable to Burgdorf where it was known that there was no water main in front of the property.

8. Signature Items

Mike Smith makes a motion to sign the EPOA request to use the Lodge 9/22. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve Kelly Robitaille’s requested time off. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve Nancy Cole’s requested day off. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the weekly beach testing results; all beaches clean. Beaches will continue to be tested through September.
Andrew Harteveldt of the EPOA has notified the office that the merry-go-round has been repaired, painted and reinstalled at the playground.
A post that Jay Buckley has placed on the info-board has been sent to the office by Ron Sandstrom. The post compares the water hook up on Burgdorf to the water hook up on Huttwil a few years ago where the VDOE approved the hook up and then became aware that the water main did not extend to the property. In that situation, because the hook up was approved, the VDOE paid for the water main extension. The hook up approval for the property on Burgdorf requires extension of the water main as a condition to hook into the system in compliance with the Water Ordinance.
Ian Hayes has sent the requested cost estimates for work needed within the water system. The moving of the service line for the first house on Lugano that comes from Eidelweiss Drive will be held off due to cost. Cost for digging test pits is reviewed; up to $3,000 per day. This will be added to the 2019 warrant list.
Tom Therrien of Electrical Installation Inc has sent the requested budget number for the SCADA needs for Reinach.
Engineer Paul Fluet has sent the cost estimates for the tank replacement at Reinach for replacing with steel tanks and for replacing with a concrete tank. Initial review of costs shows that the concrete tank will be more cost effective.
Property owner of 18 Little Shore has sent a request to move the proposed curb stop valve location at this new construction. Information has been sent to water operator Ian Hayes.

10. Scheduled Appearances

Meeting reconvened at 9 am. Review of accounting software with representatives of BMSI. A list of customers will be sent for review. Bruce Perlo outlines the beginning of the company; each update has been the result of needs of a client and then made available to all customers.
Software options include asset management and work order processes. Basic accounting software is fully GASB compliant. Option of web-based basis is available as well as option of having software on VDOE network. Updating software going forward is discussed; as software has the option to handle meters, it would not be difficult to incorporate meters in the future.
Software is updated continuously by BMSI and all upgrades are included with the purchase. As regulations evolve; so does the software. Two years are kept available in the active system with prior information accessible through the archive.
Discussion with Habitat for Humanity representatives Anthony Ruddy and Dick Ficke regarding the water main extension on Burgdorf. Estimate is $15,000 for extension of the water main. Anthony Ruddy outlines discussion of an easement that was proposed when building property on Grison in 2015. Easement was not recommended at the time. Discussion on funding for Habitat and unplanned expenses that effect this building and future buildings. Discussion on email sent in 2015 is held which states water main exists on Burgdorf. Timing for installation of the water main is discussed; Ian Hayes states probably within a couple of weeks. Anthony Ruddy questions ability to install this year; Mike Smith outlines intent to allow this construction this year. Discussion on the prior statement of water availability is questioned. Mike Smith responds that VDOE working current application and working to get water to the new house. Habitat will contact GT Burke for an estimate and timing for install. Discussion continues on the costs and family which will be placed in the new house. Anthony Ruddy outlines that he feels the VDOE should be helping as cost was not anticipated.
Discussion on the water system overall is held. Ian Hayes will be kept up to date with the proposed construction. Anthony Ruddy states work will be scheduled as soon as possible.

11. Other Business

The Town of Madison Board of Selectmen awarded the VDOE with all three lots that the bids were placed for. The Town will forward the deeds for signature.
The Town of Madison Board of Selectmen approved the request to use the Town’s chipper this fall. Scheduling will be done between Jon Cyr of Madison and Kelly Robitaille.
Discussion ensues on the focus of the meeting this Saturday. Capital improvement needs will be expensive and need to be scheduled for funding purposes. A long-term note would be beneficial for financing the needs of the water system. Mike Smith adds that there are items that were proposed last year that were not funded that will need to be included in future warrants.

At 8:50 am Mike Smith makes a motion to continue the meeting at 9 am with the representatives of BMSI. Ralph Lutjen seconds. Motion passed 2-0.

At 10:45 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
August 28, 2018

The Board of Commissioners met at 8:00 am on Tuesday, August 28, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Dick Ficke and Anthony Ruddy of Habitat for Humanity, Treasurer Dinah Reiss, residents Carol Rosenblith, Kathy Koziell, Adam Leiser, Bill Dolan and Diana Dolan.

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

Jungfrau work is beginning. Discussion held on the paved driveway at 15 Jungfrau, replacing the pavement once the culvert pipe is placed is discussed. Kelly Robitaille outlines the ability to place the cross culvert in the area as the option outlined by engineer Paul Fluet. The long pipe will correct the water flow in the area. Financially, it will be less costly to place the longer pipe than to replace the pavement. Cost estimate is $1,150 for the culverts. Mike Smith motion approve 5 culverts up to $1,150. Ralph Lutjen seconds. Motion passed 2-0. Kelly Robitaille outlines that at 15 Jungfrau, the pavement in the roadway will be removed. Crew will spend the rest of this week on this work. A driveway grate has been recommended for the pending approval of a driveway permit for construction for the house at 19 Jungfrau. Permit is reviewed. Steepness of driveway will be added for final approval.
All equipment is in good condition; new grader blades are being installed.
Kelly Robitaille outlines the need to replace one additional culvert this fall at the intersection of Bristenstock and Salins. New culvert will go directly across Bristenstock. Mike Smith discusses review September 8 when Nick Sceggell is in the District. Mike Smith makes a motion to have the engineer review Bristenstock Sat Sept 8. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith states Porridge Shore Drive came out well.
Kelly Robitaille outlines sifting of sand will be done in October.
Kelly Robitaille outlines that Burgdorf will be graded once construction on the street is completed.
Culvert cleaning will be done when leaves are removed this fall. All culverts will be visited again before winter hits.

3. Water

Muddy Beach Phase 2 is progressing. All piping and SCADA work is completed; station is on line.
Intrusion panels are discussed. Panels at Chocorua and Summit are too small for installing the new security. This will be looked into.

4. Administration

The cash flow report is reviewed and discussed. Current review shows that existing TAN will be sufficient for year end. A second loan can be acted on this fall if needed. Review of additional accounts added to the report is made. Review of expanded portion of account listing is completed.
Mike Smith makes a motion to approve payroll in the amount of $7,808.48. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Motion passed 2-0.
Department of Revenue has accepted and approved the 2017 financials for the VDOE.
Ralph Lutjen will review the monthly communication letter.
Ralph Lutjen makes a motion to authorize final Little Loop drainage design drawing by D & K in amount of $500. Mike Smith seconds. Motion passed 2-0.
Mike Smith makes a motion to authorize $1,000 for cost analysis of replacing Reinach tanks with 3 steel tanks. Ralph Lutjen seconds. Motion passed 2-0.

5. Accounts Payable

Mike Smith makes a motion to approve 3 checks for a total of $28,937.67. Checks and invoices are reviewed and discussed. Motion passed 2-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of 8/21. Mike Smith seconds. Motion passed 2-0

7. Commissioners Reports

Ralph Lutjen motion forward draft agenda for Sept 8 meeting to Rick Skarinka of DES. Mike Smith seconds. Include back-up materials such as the tank replacement cost analysis for the 5,000-gallon tanks. Ralph Lutjen will create list. Motion passed 2-0.
Discussion on review of accounting software. A price is needed from Edmonds. This software appears to handle all needs of the VDOE. Cost will be requested for comparison with BMSI.
BMSI will be set up for display next week. Edmonds will be contacted for meeting.

8. Signature Items

Mike Smith makes a motion to sign PO 264 in the amount of $250 for grader blades. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign PO 265 in the amount of $1,500 for rental of a sand sifter. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a request to sign the letter to the Town of Madison Selectmen requesting use of the chipper. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to hold the Driveway Permit for Construction for 19 Jungfrau until the grade of the driveway is added. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the water hook up approval for 18 Little Shore Drive. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the water hook up approval for 5 Burgdorf Rd. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve the water hook up for 9 Lucerne. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the weekly beach testing results; all beaches clean.
Marya Doery has expressed interest in the new pond quality committee.
Jeff Tucker of Dubois & King has sent a Thank you to the Board for continuing to use their firm for engineering.
Correspondence between Paul Fluet and Jim Rines of White Mtn Survey has continued on the Little Loop project.
NHMA has sent a special Legislative Bulletin regarding pending Senate & House veto over-rides.

10. Scheduled Appearances

Adam Leiser thanks the Board for the approval of the $500 design and moving forward on this project. This will put the final design on one piece of paper. Marking of trees is discussed, this will be looked into once the design is final.
Anthony Ruddy of Habitat for Humanity outlines the need for the extension of the water main to bring the water to the lot. Mr. Ruddy asks if anything they can do to move connection along; Ian Hayes will be contacted for a quote and scheduling. Mr. Ruddy outlines that Habitat is on hold at this time until the water main is extended for connection. Mike Smith recommends a sit down with Ian Hayes and Habitat construction personnel. Habitat for Humanity hopes to have a family in the house prior to year-end. A meeting will be scheduled.

11. Other Business

At 8:45 am Ralph Lutjen makes a motion to adjourn the meeting. Mike Smith seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 20, 2018

The Board of Commissioners met at 8:00 am on Tuesday, March 20, 2018. In attendance were Commissioners Mike Smith and Ron Sandstrom. Also in attendance were Highway Foreman Kelly Robitaille 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

Ron Sandstrom 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 punch outs in the snowbanks are being done.
The F-550 has been brought to Albany Service Center for repairs. The insurance company has been notified. All other equipment is good.
Sand and salt supplies are good.
Forecast is being watched as there is another potential storm this week.

3. Water

Mike Smith outlines a discussion with Maltz Sales yesterday; a request for a discount on the second booster pump for Muddy Beach was made based on charges incurred by the District due to failure of the initial pump received.
Water operator Ian Hayes is informed of the discussion with Maltz Sales regarding ordering of the second booster pump for Muddy Beach.
Work at Muddy Beach pump house is beginning. Electrician Justin Montelin’s schedule will be requested for coordination with contractor Norm Garside. A color chart for the siding will be requested so that a choice may be made.
Tank inspections is being targeted for mid-May; the week of the 14th.
Ian Hayes reports that water usage has been steady. The bleeders will be shut down once accessible. Mike Smith makes a motion to schedule turning off the bleeders the first or seconds week of April. Ron Sandstrom seconds. Motion passed 2-0.
Spring flushing of the water system will be scheduled.
The draw down and recovery period for the Muddy Beach wells has been steady and within expected levels. The two wells still affect each other during draw down. Programming a set point for shut down of the well pumps based on well level is discussed.
Discussion is held on communication alarms from Muddy Beach. Ian Hayes states that the failures have been looked into without resolution. Power supply to the building is discussed as a possibility for the fluctuations. Use of an AVR on the battery backups is discussed as an option to resolve the effect of power fluctuations to the building. This will be looked into.

4. Administration

A safety meeting will be scheduled for April.
Motion log is reviewed.
Cash flow report is reviewed and discussed.
Water invoice template will be updated for 2018 for review and approval.
Drafts for communications to residents will be submitted to the Commissioners by the Committee for approval.
The Asset Management Committee is updating the capital improvement plan spreadsheet and will make recommendations on projects that may be considered for the 2019 Warrant.
Ron Sandstrom is validating the isolation valve information for updating the maps. The data on file with Chad Roberge of Avitar will be requested for final validation.
Mike Smith will work with Ian Hayes on locating the remaining curb stop valves once the snow is gone.

5. Accounts Payable

Mike Smith makes a motion to approve 27 checks for a total of $51,676.01. Ron Sandstrom seconds. Check and invoice are reviewed and discussed. Motion passed 2-0.

6. Minutes
7. Commissioners Reports

Ron Sandstrom requests contact with Chad Roberge of Avitar Associates to extract his data and send to Ron Sandstrom for final verification on the updates.
Ron Sandstrom discusses the Communications Committee meeting yesterday; verbiage for the canoe rack posting is being worked on. An option of distributing profiles for the Board members is discussed.

8. Signature Items
9. Correspondence

Jay Buckley has sent information regarding NH RSA 41:9-a; which outlines establishing fees. A warrant article to adopt RSA 41:9-a was on the Town of Madison warrant and failed at Town meeting last weekend. Obtaining guidance from an attorney is recommended. Mike Smith states that should an additional public hearing be required; that could be done. Ron Sandstrom makes a motion to send the question to legal counsel for guidance. Mike Smith seconds. Motion passed 2-0.
Jerry Mosher has informed the office of 4 bags of trash which were left at the summit area; he disposed of the bags. Mike Smith makes a motion to notify Madison Police. Ron Sandstrom seconds. Motion passed 2-0.
NH Municipal Association has sent the weekly Legislative Bulletin; welcoming new officials and returning officials.

10. Scheduled Appearances
11. Other Business

Mike Smith states he sent a request to the Loon Society for confirmation of the presentation scheduled for May 26 at 6 pm at the lodge. Nancy Cole will coordinate the ice cream social.
Ron Sandstrom discusses publishing names of committee members. Names appear in minutes for all committees. Each committee will be asked.

12. Public Comments

At 8:25 am Mike Smith makes a motion to recess the meeting until arrival of water operator Ian Hayes. Ron Sandstrom seconds. Motion passed 2-0.
At 8:32 am Mike Smith reconvenes the session.

At 8:50 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds. Motion passed 2-0.

The Board will meet Monday, March 26 at 9:30 am.
There will not be a meeting Tuesday, March 27.

Respectfully submitted,

Nancy E. Cole
Administrator

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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 15, 2018

The Board of Commissioners met at 8:00 am on Thursday, March 15, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance was Kelly Robitaille (hwy).

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. Ron Sandstrom seconds. Motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that snow banks will be pushed back today and tomorrow. Another storm is predicted for next week. Kelly Robitaille outlines that he pushes back with the road grader and Jeff DeMartino follows with the backhoe plow to clean driveways.
Salt and sand are discussed. Ralph Lutjen makes a motion to approve 2 loads of salt up to $3,000. Ron Sandstrom seconds. Motion passed 3-0.
Sand supplies are good.
Kelly Robitaille outlines that the F-550 went off the road on Upper Lakeview Drive last storm. Truck was pulled out by Bryants; the truck body is damaged in the back, sander is dented. The wing came off the Terra Star on Old Town Road. The truck was used without the wing the remainder of the storm. The welds will be repaired to re-attach the wing. Marking of difficult transition spots is discussed. Shimming Old Town Road this summer is discussed to correct these areas prior to next winter. A warrant article for 2019 may be needed. Chocorua View Drive is also discussed as needing attention.
The Beach Ordinance is discussed. Mike Smith makes a motion to send the water craft registration form to all home owners by mail. Ron Sandstrom seconds. Motion passed 3-0. Posting of canoe racks is discussed. Mike Smith makes a motion to post verbiage on the canoe racks. Ralph Lutjen seconds. Amend to include before April 1, Mike Smith, Ralph Lutjen second. Motion passed 3-0. Mike Smith makes a motion to put the registration information on the website. Ralph Lutjen seconds. Motion passed 3-0. Mike Smith makes a motion to set the registration dates from March 19, 2018 to March 30, 2018. Ralph Lutjen seconds. Discussion on leaving open until full is held. Allowing second slot after June 1 is discussed. Amend to March 19 to June 1, Ralph Lutjen, Mike Smith second. Motion passed 3-0. Mike Smith makes a motion to send an email blast with the information. Ralph Lutjen seconds. Motion passed 3-0. Ron Sandstrom makes a motion to send a request to the EPOA to send to their email list also. Ralph Lutjen seconds. Motion passed 3-0.

3. Water

The VFD for the new pump at Muddy Beach has been ordered.
The intrusion panels for the pump houses have been ordered.
Ralph Lutjen makes a motion to allow Mike Smith to handle the order for the new pump. Ron Sandstrom seconds. Motion passed 3-0.
The exterior building work will be coordinated between the electrician and Norm Garside.
The intent for the tanks is to have the inspection done early May.
Ralph Lutjen discusses intent to focus on the three larger tanks this year for lining. The option of replacing the 5,000-gallon tanks will be looked into further prior to committing to lining these tanks.

4. Administration

A safety meeting was held last week.
Ron Sandstrom is working on the isolation valve information for plotting.
Mike Smith makes a motion to approve up to $400 for locating the remaining curb stop valves with Ian Hayes. Motion fails for lack of second. Topic will be discussed closer to spring.
Mike Smith makes a motion to approve payroll in the amount of $6,372.19. Ralph Lutjen seconds. Report and time cards reviewed and discussed. Motion passed 3-0.
Ralph Lutjen discusses the need for the highway crew to take breaks at least every 4 hours. This will be discussed with Kelly Robitaille. Part time help is discussed; some guarantee on a minimum amount of hours weekly will be discussed as an option.
Mike Smith makes a motion to approve the Management Discussion and Analysis and submit to auditor Tamar Roberts. Ralph Lutjen seconds. Motion passed 3-0.

5. Accounts Payable

Mike Smith makes a motion to approve 1 check for a total of $2,427.26. Ron Sandstrom seconds. Check and invoice are reviewed and discussed. Motion passed 3-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of March 6 as presented. Ralph Lutjen seconds. Motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen has made one recommendation regarding the minutes of the Annual Meeting adding that the minutes were nicely done.
Ron Sandstrom discusses the first Communications Committee meeting held last week. Compliance with all regulations for all committees was reviewed.
Ron Sandstrom adds that he has sent a correction to information posted on a website regarding collection of late fees on water bills.
Mike Smith makes a motion to include page 1 of the NH Department of Environmental Services 2015 NH Water Rate Study with the 2018 water invoice. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to invite Stan Wondolowski and Andrew Harteveldt to the Communications Committee. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith discusses creating a communication regarding the amendment to the water bond at the Annual Meeting stating that the bill is still $500, but fewer projects can now be completed. Use of the intended monthly communication for this message is discussed. The communication will need to state that the remaining projects still need to be completed.
Ralph Lutjen discusses obtaining firm bids for creation of the Reinach Pressure Zone and placing this article on the 2019 Warrant. The remaining items will need to be scheduled over the next few years.
Ron Sandstrom makes a motion to host the NH Loon Preservation Society informational meeting on Saturday May 26 at 6 pm with an ice cream social. Mike Smith seconds. Motion passed 3-0.

8. Signature Items

Mike Smith makes a motion to sign the MS 232, NH Department of Revenue Report of Appropriations. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign purchase order 243 for chains for the International 7400 in the amount of $450. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign purchase order 244 for salt in the amount of $5,000. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to the property owner of 3 Little Loop regarding driveway drainage. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to the property owner of 6 Little Loop regarding intent to establish a boundary line easement. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to the property owner of 11 Jungfrau regarding return of new driveway culvert to location stated on the Permit. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to Granite State Rural Water thanking them for the efforts of employee Andrew Madison creating a Source Water Protection Plan for the District. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to send the sample letters to the neighbors. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter outlining Class V public road status of VDOE roads for Attorney Charles O’Leary of NH State Police Troop F. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the MS 60-A, NH Department of Revenue audit option report. Ron Sandstrom seconds. Motion passed 3-0.

9. Correspondence

Jay Buckley has sent a request for use of the Lodge on May 5th. Mike Smith makes a motion to approve the request contingent upon ability to have the water on in the building. Ralph Lutjen seconds. Motion passed 3-0.
Granite State Analytical has sent the monthly water testing results; system is clean and pH is good.
NH Municipal Association has sent the weekly :Legislative Bulletin; three 91-A bills have failed with 2 remaining to be voted.

10. Scheduled Appearances

11. Other Business

Ralph Lutjen has completed the draft for the bid package for the Reinach Pressure Zone. Project will be put out for bids this summer. Some additional information regarding the connections for phase 1 would be beneficial to the bid packet. Ralph Lutjen makes a motion to allow Ralph Lutjen to contact engineer Nick Sceggell with questions. Ron Sandstrom seconds. Motion passed 3-0.

12. Public Comments

At 9:50 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters. Ron Sandstrom seconds. Motion via roll call Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Motions and votes of Non-Public Session:

Mike Smith makes a motion to give Nancy Cole a 3% salary increase retroactive to January. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to give Kelly Robitaille a 5% salary increase retroactive to January.
Ralph Lutjen makes a motion to adopt a performance based incentive bonus program which will modify the existing 3% of salary cap on bonuses. Ron Sandstrom seconds. Motion passed 3-0.

At 11:15 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ralph Lutjen seconds. Motion via roll call Mike Smith yea, Ralph Lutjen yea, Ron Sandstrom yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/09/CM082118.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
August 21, 2018

The Board of Commissioners met at 8:00 am on Tuesday, August 21, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), residents Jay Buckley, Carol Rosenblith, Paula Doyle, Andrew Harteveldt, Adam Leiser, Michael 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 approve the agenda. Mike Smith amends agenda to delete public comments until further notice. Ralph Lutjen seconds amendment. Motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports grader blades are needed; estimate $250. Mike Smith makes a motion to approve purchase up to $275 for grader blades. Ralph Lutjen seconds. Motion passed 2-0.
Kelly Robitaille reports that DPW II site be re-organized to make room for additional sand that will be reclaimed. Discussion on fill agreements and ability to deliver fill more quickly without the delay of Commissioners signing paperwork. Eliminating this process for persons who had previously had agreements is outlined. Discussion on having 3 or 4 forms signed by the Board in advance is outlined as an option for properties that had a previous agreement. This will be done.
Notices for watercraft removal will be placed on all watercraft outside of a canoe rack space. Difficulty with multiple craft in one space is discussed.
Jungfrau work will begin this week with prep work.
Porridge Shore Drive has been completed.
The catch basin across from 68 Eidelweiss Drive has been installed.
All equipment is in good shape.
Gravel supplies are good; $792.63 remains in the open PO.
Mike Smith makes a motion to approve up to $1,500 for rental of the sand sifter. Ralph Lutjen seconds. Motion passed 2-0.

3. Water

Water system status is discussed. Ian Hayes next appearance will be Sept 11.
Pricing is expected for test pits and repairs to the bottom of Lugano.
Muddy Beach pump was scheduled for install last week; will be followed up on.
Meeting scheduled for 10 am Saturday, Sept 8, with Rick Skarinka of NH DES.
Leak detection is scheduled with GSRWA this week.

4. Administration

A safety meeting will be scheduled for the end of August.
The motion log is reviewed and discussed. All open motions have some action. A follow up will be done with NH DES regarding 23 Huttwil. Mike Smith makes a motion follow up with Bob Boyd of Madison on the status of the septic review. Ralph Lutjen seconds. Motion passed 2-0.
Department of Revenue has stated that the $42,000 cannot be put back into the Water System CRF without a Warrant Article. Item will be placed on 2019 warrant for the reimbursement of the Muddy Beach project funds.
The installation of the security panels for the water stations will be followed up on.
3-curb stop valves remain to be located; funds have been allocated for 4 hours.
Discussion on Asset Management updates including the capital improvement plan (CIP), tank analysis information and water meter analysis.
Ralph Lutjen makes a motion to place the updated water meter analysis on the VDOE website. Mike Smith seconds. Motion passed 2-0.

5. Accounts Payable

Mike Smith makes a motion to approve 9 checks for a total of $68,473.22. Checks and invoices are reviewed and discussed. Motion passed 2-0.

6. Minutes

Ralph Lutjen makes a motion to approve the minutes of 8/14. Mike Smith seconds. Motion passed 2-0

7. Commissioners Reports

Ralph Lutjen outlines suggestion of opening dialogue between Paul Fluet and Jim Rines regarding 4 Little Loop. Discussion has begun and is on-going.
Review of accounting information brochures received from BMSI is discussed. Software appears to have much better reporting options and flexibilities over the current software. Purchase orders can be automated within the system. If approved, the software will be installed and run concurrent with the existing system for transition purposes. New system would be set for January 1 implementation.
Ralph Lutjen outlines contact with Russ Lanoie, a local contractor. Mr. Lanoie has information regarding drainage for Rock House Mountain that effects Big Pea. Information will be pursued.

8. Signature Items

Mike Smith makes a motion to adopt and sign the Compensatory Time Policy. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the Extension Fund Transfer Request moving $29,726.91 to the operating account as due from prior years. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the fill agreement for 6 Grison Road. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the fill agreement for Kelly Robitaille. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve and sign the deposit letter to the Trustees of the Trust Funds. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the weekly beach testing results. All results are good. The posting at Eidelweiss Beach was removed last week.
Granite State Analytical has sent the monthly water system testing results; results are clean, pH is good.
Sharon Rocharz has requested waiver of a billed valve turn fee from late April. Discussion on updating Ordinance dates is held. Moving to April 15 is outlined as an option. Ralph Lutjen makes a motion to waive the $50 fee for all April billed valve turns. Mike Smith seconds. Motion passed 2-0. Mike Smith makes a motion change the date in the Ordinance to the last week of April. Ralph Lutjen seconds. Motion passed 2-0. Public Hearing will be scheduled.
Marya Doery has sent questions regarding the water system and tank conditions. Questions were responded to.
Adam Leiser has sent a question regarding the vacant Commissioners seat; will the Board fill the seat? Mike Smith states intent to remain at 2-member Board for now.
Adam Leiser has sent an update to persons signing the petition circulated with questions to the Board regarding VDOE processes. Mike Smith states no reaction to the petition will be done.
NH Municipal Association has sent the bi-weekly News Link. The seminar on interruptions during public meetings will be signed up for and posted for the Board to attend.
BMSI has sent brochures for review and will be scheduling the requested accounting software demonstration.
Discussion is on-going between VDOE Engineer Paul Fluet and engineer for property owner of 4 Little Loop regarding that project.

10. Scheduled Appearances

Jay Buckley has requested an appearance to discuss water system tanks and leak detection. Mr. Buckley recommends VDOE purchase leak detection equipment. As a member of GSRWA, leak detection services are free for the District with the most up to date equipment available. Mike Smith outlines that process will not be altered even if VDOE had some leak detection equipment; therefore, this is not a recommended purchase.
Jay Buckley questions tank replacement versus inspection and lining. Ralph Lutjen outlines cost of inspecting and lining the 10,000-gallon tank at the Summit as this is a secondary, back-up tank. This tank is now listed as the lowest priority for the water system tanks within the capital improvement plan (CIP). Small cost differences for replacing the 5,000-gallon tanks instead of inspecting and lining these tanks is outlined. Amending the funding available to allow for replacement of tanks is discussed. Funding of Reinach tank replacements is discussed. Purchase of a 1,000-gallon tank that the VDOE could install at any pump house having a tank inspected or replaced is outlined as a need for the District. Allows any station to be updated as needed. Including inspection costs for every 5 years is outlined as part of the costs being reviewed for all tanks.
Jay Buckley outlines run-off at 44 Oak Ridge Road. Discussion on culvert at the property and water running down slope to house on Chocorua View Drive. Blow-off on Oak Ridge Road is stated to also be affecting the slope and house on Chocorua View Drive. Requests an easement be established to use the sideline. Mike Smith makes a motion to have Kelly Robitaille review the area. Ralph Lutjen seconds. Motion passed 2-0.

11. Other Business
12. Public Comments

At 8:48 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (d) property. Ralph Lutjen seconds. Motion via roll-call vote Mike Smith yea, Ralph Lutjen yea. Motion passed 2-0.

Motions and votes of Non-Public Session:

Mike Smith makes a motion to seal the minutes until outcome of the matter is known. Ralph Lutjen seconds. Motion passed 2-0.

At 8:58 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