[gview file="https://vdoe-nh.org/wp-content/uploads/2018/08/CM080718.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
August 7, 2018

The Board of Commissioners met at 8:00 am on Tuesday, August 7, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Treasurer Dinah Reiss and residents Adam Leiser, Paula Doyle, Larry Sodano, Jay Buckley, and Marya Doery. 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 basin across from 68 Eidelweiss Drive is planned for Friday. Tony Eldridge and TJ Eldridge will be in to set the basin.
15 Jungfrau will need 6 feet of pavement removed across the entire 20 feet. An estimate to replace the pavement has been requested. An excavator will be needed to move a large boulder on Jungfrau. Work will be planned when quote is received. Coordinating work with paving company is being looked into. Repair on Lugano is also potential work for paving company. Scheduling work on Lugano is discussed; Ian Hayes may have additional work to complete prior to repairing the pavement. Discussion on use of cold patch; cannot pave over cold patch, material would need to be removed. Ian Hayes will be asked for his intent for that water line repair.
Equipment is in good shape. International 7400 has a rear brake issue which has been repaired.
Gravel supplies are good as are sand and salt.
Discussion on a boulder being moved from the edge of Eidelweiss Drive at Boulder Beach. Two large rocks have been removed recently from this area. Will be corrected.
Culverts are being worked on as needed and being checked. Road ditches are being cleaned and maintained. Kelly Robitaille states focus on road damage created by blocked culverts and ditches; driveway issues are secondary.
Roads held well with recent heavy rains. Work on East Bergamo and Little Shore done recently held well.
Kelly Robitaille outlines requests recently received and asks that information be sent to the office.
Budget status is reviewed. Line items are discussed. Review of work to be completed and remaining funds is discussed. Culverts needed for remaining work are discussed. Budgets are tight; caution is recommended moving forward. Kelly Robitaille has reviewed renting a screen and sifter. Cost would be $1,200 per week. Sand can be reclaimed from yard and hill.
Discussion on limit of 2-person crew to handle the sifting. A recommendation for timing and overall cost will be discussed going forward. If this worked, a potential for an entire year of sand could be retrieved. Ralph Lutjen makes a motion reclaim sand at a schedule to not impede other work. Mike Smith seconds. Discussion on cost calculation; labor and equipment calculated. Discussion continues on benefit of doing this work. Could create substantial savings on budget line for sand. Review could be done following one week of sifting to calculate value. Motion passed 2-0.

3. Water

Ian Hayes will be in next week.
Curb stop valve locating is scheduled for Thursday with Mike Smith and Ian Hayes.
Discussion on tank project; inspection of 10,000-gallon tank at Summit is questioned. Costs will be analyzed for next week.
Analysis of replacement for the 5,000-gallon tanks within the system has been completed. Possible amendment to funding for project to include replacement is outlined.

4. Administration

Pump house security will be installed by Tom Therrien when on premises for Muddy Beach work.
Discussion on TAN loan proceeds as relates to funding needed for remainder of year is held.
Asset Management meeting is scheduled for Aug 15. Scheduling a meeting to review CIP is recommended.
Budget status is reviewed. Budgets are in line for 58% of year passed.
Initial review of water system storage needs shows that 90,000 gallons will be needed at Reinach.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 20 checks for a total of $57,879.91. Ralph Lutjen seconds. Checks and invoices are reviewed and discussed. Motion passed 2-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of 7/24. Ralph Lutjen seconds. Motion passed 2-0
Mike Smith makes a motion to approve the minutes of 7/31. Ralph Lutjen seconds. Motion passed 2-0.

7. Commissioners Reports

Ralph Lutjen discusses delay in having meeting with Rick Skarinka of DES. Recommends having a telephone conference or possible Commissioner trip to Concord to meet. Ralph Lutjen makes a motion to send email for proposed dates for telephone conference or visit. Mike Smith seconds. Motion passed 2-0.
Ralph Lutjen proposes establishing a new committee to focus on environmental issues and water quality of the ponds. Committee would examine VLAP reports; physical review of plants in and around the ponds; evaluation of storm water management report; conduct fact finding project on aquatic plants. One area would be the inlet of Middle Pea growth. Working group would be needed. Ralph Lutjen motion establish committee. Mike Smith seconds. Three to five members would be wanted. Ralph would be Commissioner representative. Jay Buckley outlines overgrowth at Middle Pea being visible; could paddle through that area in prior years; now shallow and grown over. Discussion on pond testing results and analysis needed to take protective action. Discussion continues on the ponds and quality; still good but need additional protection to avoid potential future problems. Motion passed 2-0. Mike Smith motion place on website for volunteers with background. Ralph Lutjen seconds. Motion passed 2-0.

Contact with engineer Paul Fluet will occur following this meeting.

8. Signature Items

Ralph Lutjen makes a motion to sign PO 263 in the amount of $3,000 for gravel. Mike Smith seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the letter to Jeff Tucker stating VDOE will continue with engineering services from Dubois & King. Ralph Lutjen seconds. Motion passed 2-0.
Boat parking through August 13 covered in correspondence.

9. Correspondence

Granite State Analytical has sent the weekly beach testing results; all clean. Highlight of numbers done.
Adam Leiser has sent input on the minutes of July 24.
Ford has sent notice of extension of warranty on the exhaust for the F-550.
Adam Leiser has sent a request the Board adopt a policy to not return to public session after a non-public session. No discussion as legal action by Board.
Resident has sent request to have a BBQ on the beach. This has been allowed before. Discussion on when and where the BBQ would occur is held. Request information from resident as to when the event would take place.
Resident has sent request to leave boat in Huttwil parking lot until moved to docks. Mike Smith motion approve through the 13th. Ralph Lutjen seconds. Motion passed 2-0.
Resident of 10 Upper Lakeview has reported low water pressure. Ian Hayes has been informed.
Resident of 1326 Conway Road has notified office of a leak before shut off valve in the house. Ian Hayes has been notified to shut down property at curb stop valve for repair.
Paul Fluet has sent analysis of recent data logger pressure readings; as well as a follow-up to Rick Skarinka of NH DES to schedule meeting with VDOE.

10. Scheduled Appearances

Adam Leiser asks for confirmation he stated intention to work with Board on Little Loop project; yes. Question on status of engineered project at meeting with Nick Sceggell during which Mr. Sceggell made changes to design as design was not fully prepared. Mr. Leiser questions working design and his stated unwillingness to approve. Mike Smith outlines need for VDOE to move forward with design in best interest of road drainage. Design approved by Board of Commissioners. Sign off requested from Mr. Leiser to proceed with project. Ralph Lutjen outlines option to use side-line easement on property if needed, preference is to have property owner grant the easement. Outlines update to removal of grass at resident’s request. Mr. Leiser outlines no formal response to his attorney on easement. Ralph Lutjen outlines response is in the updated drawing. Trees would be marked by contractor. Discussion continues on project and getting project completed this year. Adam requests formal response to his lawyer and engineer. Reiteration of drawings being updated as response. Mike Smith outlines property owner as stumbling block; approve or VDOE will pursue sideline easement over the winter. Adam responds that he has been working to get this done and has spent his own money to show that.
Ralph Lutjen requests Adam review letter and drawings. Letter read aloud by Adam Leiser. Question by Adam on reserve, Ralph Lutjen responds VDOE responsibility to maintain.
Discussion continues; Adam requests call with his engineer, states project could be done in more cost-effective manner.
Mike Smith states Board has approved design and is ready to move forward. Property owner approval needed at this time. Reiteration that contractor will mark the trees once engaged for the project.

Jay Buckley questions ability for VDOE to clean catch basins. Outline that Kelly Robitaille is on board with the design.

11. Other Business
12. Public Comments

Jay Buckley discusses the withdrawal from the Water System CRF for Muddy Beach. Reimbursement for the funds is pending Department of Revenue approval.
Discussion on 90,000-gallon water storage requirement calculated by the engineers. Information will be sent to DES for review.
Jay Buckley questions the 10,000-gallon tank at Summit previously discussed. Reiteration that the cost analysis will be done for inspection and lining vs. replacement.
Schedule for asphalt road maintenance is discussed. Capital Improvement Plan addresses these needs; commissioners are reviewing.
Paula Doyle states information on delays on Little Loop should not be placed on Mr. Leiser. Recommends move forward and get project completed. Mike Smith responds delays on both parts, mistakes on both parts.
As discussion continued; Board states that public comments are over. Objections stated.

At 9:52 am Ralph Lutjen motion adjourn. Mike Smith seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/08/CM073118.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/08/Agenda-073118.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/08/Action-Plan-updated-07-31-2018.xlsx"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
July 31, 2018

The Board of Commissioners met at 8:00 am on Tuesday, July 31, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy) residents Dorothy Wondolowski, Larry Leonard, Andrew Harteveldt and Adam Leiser. 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

Driveway culvert on Little Shore was installed yesterday. Area will be worked today. Porridge Shore work will be continued. Gravel will be needed for this area. Kelly Robitaille states an additional PO is needed for gravel. Mike Smith makes a motion to approve up to $3,000.00 for gravel. Ralph Lutjen seconds. Motion passed 2-0.
Kelly Robitaille outlines recent question on the discussion in May regarding mowing of the lawn. Discussion at the time related to highway department doing the mowing with a one-time expense to EPOA to purchase the mower. No action was taken as the EPOA had hired someone to handle the mowing. Ralph Lutjen outlines that the EPOA could benefit from the long-term savings of not paying someone to mow each year. Mike Smith outlines that the discussion has morphed into a thought that the VDOE had ulterior motives. Compost and some grass seed were placed into the area outside the new containment for the tax payer sand pile. Stabilization of the slope next to the area was the goal and it is being achieved. General discussion on moving forward, not getting caught up in the side shows. Doing the best for the VDOE is the primary rationale of all persons involved.
DES came to the District to review a hydraulic hose break last week. Area was properly cleaned up.
Equipment is good. Kelly Robitaille will be working on specs for 2019 truck, review of Grandval and a replacement for the York rake.
Porridge Shore and West Bergamo will be worked on.
Jungfrau work is discussed. Resident at 15 will be notified amount of pavement to be removed. Mike Smith motion send letter response by Aug 31. Ralph Lutjen 2-0.

3. Water

Muddy Beach pump will be installed next week. Electrician and SCADA programmer are being scheduled.
Status of tank project is outlined.
Mike Smith outlines recommendation from Jay Buckley for purchase of leak detection equipment. Ian Hayes has stated that there are other areas where money is better spent on the water system.

4. Administration

Discussion on water billing status. Report next week.
Mike Smith makes a motion to approve and send the July newsletter. Ralph Lutjen seconds. Motion passed 2-0.
Next Asset Management meeting is August 15 at 1 pm.
Ron Sandstrom will continue working on the mapping of the isolation valves.
Mike Smith has scheduled curb stop valve finding next week with Ian Hayes.
Ralph Lutjen outlines review for storm-water management by UNH T2 and representatives from DES. A plan is expected to be received from UNH T2. Some permits may be needed from DES for work at the Geneva Beach area to improve drainage and retention for protection of the pond.
No upgrades for the cabana area have been received from the Sherriff’s Department.
Mike Smith makes a motion to approve payroll in the amount of $6,299.23. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Motion passed 2-0.
July newsletter has been approved.
DES has accepted the second quarter report for water usage.
The analysis for the water meter installation has been updated. Ralph Lutjen is working on finalizing the spreadsheet. First year costs would be in the area of $600 per property owner for going to a metered system. Second year costs would be over $300 per property; analysis shows increase to the water bills if meters were installed.

5. Accounts Payable
6. Minutes

7-17 Mike Smith makes a motion to approve the minutes of July 17. Ralph Lutjen seconds. Motion passed 2-0
Mike Smith has not yet reviewed 7-24. Hold for next week.

7. Commissioners Reports

Mike Smith discusses Little Loop project. Mike Smith makes a motion to move forward with Dubois & King design; Board will sign design and send to resident for signatures. Ralph Lutjen seconds. 2-0. Mike Smith makes a motion to include August 21 date for response and signed easement for project to be done this year. Ralph Lutjen seconds. Motion passed 2-0.
Discussion on notifying Treasurer that Nancy Cole cannot be Deputy Treasurer as it is a conflict of interest.

8. Signature Items
9. Correspondence

Granite State Analytical has sent the weekly beach testing results; all are clean.
The question regarding lawn mowing has been discussed.
Recommendation to purchase leak detection equipment has been received and discussed.
The Treasurer has sent the account balance information as stated last week.
Nancy Cole cannot be Deputy Treasurer as it is a conflict of interest. However, the office can be assigned to handle deposits should the Treasurer not be available.

10. Scheduled Appearances
11. Other Business

Discussion on the proposed locations for the exercise stations for the EPOA is held. Request to move location at Eidelweiss Beach to the right of current location so as to not interfere with the basketball court. Geneva Beach area will be looked at by the Commissioners. Discussion ensues with Andrew Harteveldt outlining the EPOA plan which is in preliminary stages. New area will be marked out.
Federal Piping will be reviewing pipes under the lodge for any updates needed.
Mike Smith makes a motion to have Federal Piping review Jungfrau for propane installation. Ralph Lutjen seconds. Motion passed 2-0.

12. Public Comments

Larry Leonard questions denial for parking at the Huttwil lot. Ralph Lutjen outlines seasonal as long-term parking over 4 months; not temporary. Inappropriate use of parking lot is outlined. Larry Leonard outlines VDOE parking lot for use by residents maintained by tax dollars. Larry Leonard states 8 – 10 week request is temporary. Mike Smith recommends an update to the Ordinance if resident wants to change parking restriction. Mr. Leonard looking for definition of temporary, has modified request.
Larry Leonard outlines issue at his driveway from water system flushing this spring. Culvert is blocked and needs to be cleaned.
Adam Leiser outlines definition of temporary as not permanent. Supports parking request. Paula Doyle adds that she also supports request to park in the lot.
Paula Doyle outlines issue with Ralph statement of not reading posts. States Board is not open to criticism or input from the residents. States that new people have different ideas. Suggests Board sit down with people who may be interested in meters prior to releasing analysis. Paula requests resignation of Ralph Lutjen for stating he doesn’t care or listen to the message boards. Ralph responds that he will not take his time to review information that is not factual – spends time handling items that are in best interest of VDOE. Paula iterates that dialogue needs to be open and Board should be responsive.
Mike Smith responds to water meter analysis comments. Paula states that information should be reviewed with residents prior to release. Mike Smith outlines information still being completed.
Jay Buckley recommendation for leak detection equipment purchase is discussed. Paula outlines communicating with residents; process should be improved.
Andrew Harteveldt outlines that the suggestion for EPOA purchase of a lawn mower and VDOE to handle the mowing is a good idea. Thanks Ralph Lutjen for outlining suggestion accurately and EPOA can look at this next year.
Andrew recommends that the office be notified of any canoes on the beaches at the time they are seen so DPW can post.
Andrew discusses merry-go-round. Ride is being sent for sand-blasting and cleaning. Andrew outlines that many people in Eidelweiss care and would like to contribute. Manners of how persons communicate and responding to that appropriately is outlined as way to succeed. Use the community for help and involve them. States including persons in the dialogue may change the outcome. Urges Board to include and enable two-way dialogue. Having residents review suggestions when they make them and deliver the results to the Board is outlined as a way to involve additional people. Empower the residents and tax-payers by delegating work to others.
Andrew outlines involvement by persons who want to help as having long term benefits.
Adam Leiser would like to know the amount of dollars spent on Little Loop this year. Adam questions if Paul Fluet discussed design with his engineer following July 6th email. Mike Smith states he assumes Paul Fluet did, was not confirmed.
Paula questions why VDOE did not use original design submitted by resident. States appearance that VDOE spent dollars unnecessarily.
Larry Leonard outlines inventory done a few years back did not include any leak detection equipment. Leak detection by the professionals of GSRWA is proper for the District as they have the most up to date equipment.
States involvement of new people is good.
Dorothy Wondolowski asks if access to EPOA site from VDOE website had changed; it has not.
Larry Leonard discusses completion of Little Loop project. States should be done by now.
States use of DPW could also be helpful.
Adam Leiser asks if concerned that the VDOE engineer did not reach out to the resident’s engineer. Mike Smith outlines difficulty of working between two engineers who did not agree on which manner of proceeding is best; VDOE choice is VDOE design. Adam would like to know how no consensus between the two engineers can be stated when Paul Fluet did not reach out to Mr. Rines. Adam Leiser claims that tax payer money has been wasted. Mike Smith states that if mistake was made, it is being corrected now by choice of VDOE plan.
Adam continues with statement that job could be done in less costly manner. Has tried to save money for the District.
Larry Leonard outlines that Little Loop should be on Action List. Also states that work orders should be used as a tool to eliminate items dropping through the cracks.

At 9:30 am Mike Smith motion non-pub 91-A:3, II (D) Property. Ralph Lutjen seconds. Motion by roll call vote Mike Smith yea, Ralph Lutjen yea. Motion passed 2-0.

Mike Smith makes a motion to seal the minutes of the non-public session. Ralph Lutjen seconds. Motion by roll call vote Mike Smith yea, Ralph Lutjen yea. Motion passed 2-0.

At 9:43 am Mike Smith makes a motion to exit non-public session and adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/08/CM071718.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/08/Agenda-07-17-18.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/08/Action-Plan-updated-07-17-2018.xlsx"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
July 17, 2018

The Board of Commissioners met at 8:00 am on Tuesday, July 17, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy) and resident Adam Leiser. 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. Ron Sandstrom seconds. Add Non-Public. Motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille discusses the backhoe. Part was shipped to wrong address. Backhoe will be completed upon receipt of the part.
Diesel Works has offered to purchase the Volvo software for the District equipment. Hourly rate will be obtained. This proposal will be looked into going forward. Kelly Robitaille will pursue additional information.
A run-in with a resident was reported to Madison Police recently. Mike Smith makes a motion to go into non-public session. Ron Sandstrom seconds. Roll-call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea. Motion passed 3-0.
Mike Smith seal minutes. Ron Sandstrom seconds. Motion passed 3-0.
Scheduling is good. Grading has been worked on due to lack of backhoe to clean culverts.
Gravel is good. Sand PO exists for stock-piling.
Information on piling brush will be posted prior to cutting limbs.
A real estate sign on Middle Shore will be removed and stored.

3. Water

The leak on Lugano is being repaired today.
Mike Smith will schedule the curb stop locating with Ian Hayes.
Meeting with Rick Skarinka of NH DES is being scheduled.

4. Administration

A safety meeting will be scheduled for August.
The cash flow report is reviewed and discussed. Updates are being done to the report to obtain the most accurate information for the Board to review. The averages will be updated to remove the loan payments and recalculated to improve accuracy.
Asset management team is working on a cost and benefit analysis for tanks.
Mike Smith makes a motion to approve payroll in the amount of $7,756.68. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Running total on any comp time will be kept. Discussion on possible development of comp time policy for the VDOE is held. Motion passed 3-0.
.
5. Accounts Payable
6. Minutes

Mike Smith makes a motion to approve the minutes of 7-10. Ralph Lutjen seconds. Motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen outlines completion of 5-year average analysis for expenditures. Accounts which show the highest increases show readily; salaries and employee benefits highlighted.
Update will be done to purchase order log; amount expended and remaining will be shown. Review can be done in fall to update/close any remaining purchase orders. Updates to the monthly reviews by the Board will continue. Discussion on removal of full amount of purchase orders is held. This will not be done going forward so Board sees actuals. Review of purchase order log will be added to monthly reviews.
Thursday morning meeting with North Conway Water Precinct is set for 9 am. Meeting has been posted.
Ron Sandstrom discusses report on CRF withdrawals. Ralph Lutjen outlines plan to include these transactions in the monthly reports.
Ron Sandstrom discusses posting on info-board regarding comp time policy; posting states it was passed and it is only being looked into.
Ron Sandstrom discusses moving meetings back to Monday morning. Agenda can be completed Friday and posted. Ralph Lutjen discusses not being available on Monday mornings regularly. Publishing agenda is goal for Ron.
Mike Smith outlines completion of water meter cost analysis. First year costs would double the water rate; ongoing costs would be $489 per year. Does not include costs that the homeowners would incur for installation of the meter. Mike Smith motion send to asset management team. Ron Sandstrom seconds. Motion passed 3-0.
Ralph Lutjen motion post to website. Ron Sandstrom seconds. Motion passed 3-0.

8. Signature Items

Mike Smith makes a motion to sign PO 258 in the amount of $250 for purchase of the culvert for the driveway at 16 Little Shore. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign PO 259 in the amount of $1,600 for purchase of ledge pack. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign PO 260 in the amount of $275 for purchase of a limb attachment for the chainsaw. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign PO 261 in the amount of $3,000 for purchase of sand. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign PO 262 in the amount of $3,000 for purchase of Sodium Hydroxide for the water system. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to Larry Leonard regarding the recent visit from DES. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to Ted Foley regarding the recent visit from DES. Ralph Lutjen seconds. Motion passed 3-0.
Ralph Lutjen makes a motion to sign the letter to Mark Graffam responding to a recent email. Mike Smith seconds. Discussion on the overage classification as immaterial in audit standards is held. Statement responds to issue raised in the email. Motion passed 3-0.
Mike Smith makes a motion reconsider the parking request from Larry Leonard. Ralph Lutjen seconds. Discussion on re-submission of trailer/boat parking request following denial. Parking lot is for temporary parking; seasonal is not the intent for use. Motion failed 0-3.
Mike Smith makes a motion to approve Jeff DeMartino’s time off. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion approve Kelly Robitaille’s time off. Ron Sandstrom seconds. Motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the weekly beach water test results. The beaches are clean.
The EPOA would like an opportunity to look at the merry-go-round and advise if it needs to be removed or if it can be repaired.
91-A requests for draft minutes have been received and responded to.
David Maudsley has submitted a water usage survey report.

10. Scheduled Appearances
11. Other Business

Meeting has been requested for scheduling Rick Skarinka of DES and engineer Paul Fluet regarding water system status.
Awaiting status update from Paul Fluet on Little Loop projects. A follow up call will be made to Paul Fluet following meeting.

12. Public Comments

Adam Leiser discusses the Treasurer report that was listed as due today. Communication will be done with Dinah Reiss by the Board to discuss status of report.
Discussion on request by Larry Leonard to park his boat/trailer is questioned by Adam Leiser.
Denial reason is long-term, not temporary parking.
Discussion on line items and over-expending of overtime line is held. Adam Leiser questions the line items and how they are set. A clarification of the overtime line and part time line item within the highway budget is given.
Draft minutes discussed. Adam Leiser states that no correction was made by Board. Request for draft minutes is made. Adam Leiser outlines release of draft minutes showed that comp time was not approved; beneficial to District. Ron Sandstrom outlines the occasional typographical error that is updated on the drafts. Adam Leiser states intent to continue to request draft minutes.
The water bill is discussed. Adam Leiser outlines the division that the water rate can create as persons take issue with the flat rate. Information on meter analysis will be distributed.
Report by David Maudsley on water usage is discussed. Adam questions validity. Adam questions if Commissioners view the report as valid. Ron Sandstrom highlights not VDOE report; report by individuals. Discussion on assumptions used for report. Ralph Lutjen outlines Board has no position on report. Adam highlights percentages that remain the same and can show variations within usage.
Adam Leiser highlights working together, responding to report is recommended. Mike Smith highlights number of persons using water is what drives the usage; making an assumption based on cars is not accurate.
Discussion on comp time and tracking hours until a policy is developed is outlined. If no policy is approved; employee would be paid out the two hours in question on this payroll.
Action by two Commissioners is discussed. Outline of a quorum is made. Research should be done and not held for a full Board.

At 9:57 am Mike Smith non-public. Ron Sandstrom seconds. Motion by roll call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea. Motion passed 3-0.

No motions were voted during the non-public session.

At 10:38 am Mike Smith makes a motion to exit non-public session. Ralph Lutjen seconds. Motion passed 3-0.

Public Session resumed:
The Commissioners have a discussion on the Communications Committee and support rotating the Chair position.

At 10:40 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds. Motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/08/Agenda-07-24-18.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/08/CM072418.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/08/Action-Plan-updated-07-24-2018.xlsx"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
July 24, 2018

The Board of Commissioners met at 8:00 am on Tuesday, July 24, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance was Kelly Robitaille (hwy), Dinah Reiss Treasurer and residents Bill Moser, Marya Doery, Dorothy Wondolowski, Jay Buckley and Adam Leiser. 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 work on Porridge Shore will be done today.
Backhoe repairs have been completed and it is back in service.
Kelly Robitaille will be reviewing trucks at Jackson and Bartlett for development of specifications.
Tony Eldridge is in today, Jeff DeMartino is on vacation.
A replacement for the rake will be quoted for the warrant, using as is for now.
Gravel purchase order has been depleted to less than $100 remaining.

3. Water

Muddy Beach Phase II work is being completed.

4. Administration

Safety meeting will be scheduled for August.
Motion log is reviewed and discussed.
Treasurer Dinah Reiss outlines the financial reports. Cash flow report is reviewed. Final $50,000 transfer from water usage will be done this month. Tank loan is reviewed and discussed; $21,602.86 will be requested to cover expenses.
Dinah outlines adding CRF withdrawals and balances to the cash flow report.
A transaction list has been sent for the extension fund and water usage accounts, the emails will be forwarded to the Board. A monthly summary of all transactions will be completed for all three accounts for the Board to review.
Current balance in the water usage account is $76,000 with $50,000 to be transferred to the operating account.
Ralph Lutjen discusses Paul Fluet proposal for tank replacement designs, could be funded through Water System CRF.
The tax check from Madison is anticipated to be received in two weeks. Dinah will check with Madison on the date for the check.
Dinah Reiss discusses naming Nancy Cole as deputy Treasurer. Will be looked into if a conflict exists as Nancy is the elected Clerk.
Ralph Lutjen outlines visit to North Conway Water Precinct to review their accounting software. Visit went very well, system is substantial improvement over current QuickBooks. A demonstration will be set up to occur in the office with the software company. Purchasing the software now would allow the new system to run in parallel through the fourth quarter. Ralph Lutjen motion schedule demonstration with software company. Mike Smith seconds. Motion passed 2-0.

5. Accounts Payable

Mike Smith motion approve manifest of 9 checks in amount of $30,898.18. Ralph Lutjen seconds. Checks and invoices are reviewed and discussed. Motion passed 2-0.

6. Minutes

Mike Smith states not ready to approve minutes of 7/17. Hold for next week.

7. Commissioners Reports

Mike Smith states that Ron Sandstrom resigned yesterday due to personal reasons. Board will remain as two persons for now.

8. Signature Items

Mike Smith motion sign Dubois & King proposal. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the letter to the Madison Selectmen for the Jungfrau re-numbering project. Ralph Lutjen seconds. Motion passed 2-0.
Letter to Paul Fluet regarding adding a sign off box for the Little Loop project design. Ralph Lutjen seconds. Resident Adam Leiser states his engineer did not receive a call from Paul Fluet and has not finalized the approval. Adam Leiser recommends not signing the document. Mike Smith responds information not correct. Motion passed 2-0. Mr. Leiser loudly proclaims that his engineer will not sign the drawings and that the Board should not be requesting the signature box be placed on the drawings.

9. Correspondence

Granite State Analytical has sent the water system testing results; clean and pH is good.
Granite State Analytical has sent the weekly beach testing results; all clean.
Ralph Lutjen outlines testing for VLAP was done yesterday. Discussion on Banfield Brook having high conductivity.
EPOA will be fixing the merry-go-round. A bearing will be replaced in the base.
Mike Smith motion approve two additional ENWP signs as offered by the EPOA for placement at DPW II and Muddy Beach. Ralph Lutjen seconds. Motion passed 2-0.
Discussion on review of proposed locations for the placement of exercise equipment along the walking routes in the District; one at Eidelweiss Beach and one at Geneva Beach. The proposed locations have been marked and the Board will review for discussion next week.
The Loon Preservation Committee has sent notice that the Lakes Region had the highest nesting success rate in NH. Three pair of Loons are still on nests; 6 more chicks are possible this season.
DES has sent notice of drought watch for NH. Water restrictions are recommended for any system experiencing shortages.
Larry Leonard has sent an additional request to allow parking of his boat/trailer at Huttwil. Mr. Leonard will be notified that seasonal is not temporary parking.
NH Municipal Association has sent the bi-weekly News Link.
Bill Moser has sent recommendations for consideration which will be discussed in public comments.

10. Scheduled Appearances
11. Other Business

Discussion on Communication Committee continuing without Commissioners Representation. Neither Mike Smith nor Ralph Lutjen can take the position at this time. Mike Smith motion dissolve the Communications Committee. Ralph Lutjen seconds. Motion passed 2-0.

12. Public Comments

Adam Leiser questions entering into non-public session and return to public sessions. States gives impression of impropriety. Review that non-public was added with agenda approval.
Adam discusses the signature box addition to the Little Loop plans; his engineer will not sign as is. Ralph Lutjen outlines that a signature box is being added and that Paul Fluet will be contacted today. Adam states that the Little Loop project is overbudget and that additional costs are being incurred by taxpayers. Review shows that $2,030 has been expended on this project. Ralph Lutjen reiterates that the Board has stated they will discuss with VDOE engineer Paul Fluet and closes the discussion on this topic at this time.
Jay Buckley discusses leak detection equipment that could be purchased by the District. Information has been sent for review.
Jay Buckley questions the tank proposal signed; review of proposal is done. Total cost for all lines included in plan is up $17,000. This will include design, specifications and bid process.
Jay Buckley adds that he thought the Communication Committee was doing good work; questions if a policy for a Commissioner rep exists. Mike Smith outlines Commissioners on every committee as liaison. Recommends allowing Committee to report directly with an assigned representative.
Bill Moser discusses willingness to be involved; important factors include roads, water system and his wallet. Requests release of draft minutes. Mike Smith states not in favor of release of draft minutes. Ralph Lutjen outlines that most information is not in need of instantaneous response; normal business flow. Does not believe release of draft minutes is beneficial. Marya Doery recommends using YouTube for videos. Questions why use Madison TV. Tim Hughes responds that Madison TV could look into this for future improvements.
Dorothy Wondolowski questions if the videos would still be available as current; yes; YouTube would be an add on. Recommendation to be sent to Madison TV.
Adding agenda and action list to the website minutes is requested by Marya Doery. Mike Smith motion attach action list and agenda with minutes. Ralph Lutjen seconds. Motion passed 2-0.
Bill Moser discusses adding a monthly review of warrant articles be produced and distributed. Discussion on increasing information on status of warrant article projects; financials are followed in the purchase log. Mike Smith makes a motion to release a quarterly report on warrant article status. Ralph Lutjen seconds. Motion passed 2-0.
Bill Moser discusses mechanism of resident participation. Ralph Lutjen outlines Board is open for participation and input by residents. Bill requests a list of items that assistance could be used on.
Jay Buckley questions the tank inspection project. Questions why smaller tank at Summit was not inspected; large tank was not in service until lining was completed. Mike Smith outlines focus change to Reinach tanks.
Dorothy Wondolowski questions why Board of Commissioners did not give report at EPOA Annual meeting. Ralph Lutjen outlines that Commissioners were informed no time on agenda for Commissioner presentation. States that EPOA strayed from the bi-laws by not having a Commissioner presentation; Ralph Lutjen adds that he found the email from the EPOA offensive.

At 9:25 am Mike Smith motion non-pub 91-A:3, II (C). Ralph Lutjen seconds. Motion by roll call vote Mike Smith yea, Ralph Lutjen yea 2-0. Motion passed 2-0.

Short discussion on options for Commissioner appointment.

At 9:40 am Mike Smith makes a motion to exit non-public session and return to Public Session. Motion by roll call vote Mike Smith yea, Ralph Lutjen yea 2-0. Motion passed 2-0.

Paul Fluet is contacted by phone. A voicemail message is left.

At 9:45 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/07/CM071018.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
July 10, 2018

The Board of Commissioners met at 8:00 am on Tuesday, July 10, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Ian Hayes (water operator) and resident Jay Buckley. 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 pot holes on Chocorua View and Aspen have been repaired. Increase of the asphalt line is discussed.
Kelly Robitaille has looked at the merry-go-round at the playground. The bearings appear to be gone; ride is not stable. Mike Smith makes a motion remove the merry-go-round and send a letter to EPOA informing them the merry-go-round was removed for safety reasons. Motion passed 2-0.
Merry-go-round will be removed tomorrow when backhoe is back in service.
Backhoe is at Albany Service Center for broken motor mount. Chadwick Ba-Ross has been notified. No ongoing issues with motor mounts on backhoes are known.
Sand is available for $8.50 per ton from High Street Sand & Gravel. Ralph Lutjen makes a motion to approve up to $3,000 for sand. Mike Smith seconds. Motion passed 2-0.
Ability to take comp time is discussed. Banking comp time for use at a later time in lieu of salary is discussed. Discussion on keeping records clean is held. Hours worked must be shown in proper payroll period. Mike Smith makes a motion to contact the Attorney for guidance on this option. No second. Mike Smith motion contact Madison or Conway on comp time policy wording. Ralph Lutjen seconds. Motion passed 2-0.
All trucks are in good condition.
Road grading is being done around the District.
Developing a specification for a new truck is discussed. Ralph Lutjen makes a motion to have Kelly Robitaille prepare specification for a replacement truck. Mike Smith seconds. Motion passed 2-0.
Ralph Lutjen discusses survey completed with DES representatives and UNH storm-water management last Friday. A driveway culvert on Lugano is blocked and will be cleared.
Mike Smith discusses test digging with Ian Hayes to locate the end of the 8-inch line around the pond.
Tony Eldridge is working with the crew 2 – 3 days per week.
The culvert installation on Eidelweiss Drive will be scheduled for mid-August.
Culverts are being cleaned and cleared as roads are worked.

3. Water

Ian Hayes outlines that the Reinach tanks are back on line.
Tom Therrien will be contacted for status of the intrusion alarms for the pump houses.
Leak at Lugano identified yesterday with leak detection. Leak is close to where the water is surfacing. Repair will be done next week. Additional leak detection will be done after the repair is complete. A temporary shut down will be done on Monday of next week to confirm where the shutdown is needed for the repair. Possible water outage will be posted.
Lining of 30,000-gallon Summit tank is scheduled for tomorrow.
Muddy Beach pump has not yet been repaired. A follow up will be done after this meeting.
Discussion on placing bid spec for Reinach Pressure Zone on hold until finalization of the tank issue. If a cast-in-place tank is the proper solution, this will be the project bid this fall.
Discussion on storage and increasing the total gallons stored is held. The original plan being reviewed is for a 75,000-gallon tank. NH DES will have input on the total gallons needed. A meeting is being requested with Rick Skarinka of DES.
Curb stop valve locating will be scheduled for the end of July.
Ian Hayes is notified of request to locate end of 3-inch water main to 8-inch water main in the Altdorf/Interlaken/Middle Shore area to be checked. Locating the transfer to the 3-inch will allow calculation of remaining 8-inch replacement around the back-side of the ponds. This will be looked at this fall.
Year-to-date water budget is reviewed. Electrical use is discussed. Overall system status, water usage, leak at Lugano all contribute to electrical usage in the pump houses.
Ian Hayes reports Sodium Hydroxide is needed.

4. Administration

The June water usage is reviewed; in line with historical.
The June pump house electricity usage and cost report is reviewed.
The status of the water billing for 2018 is reviewed and discussed.
Cost analysis will be completed for tank options. Verification of all costs will be done and a benefit analysis will also be done. Standard practice for lining and inspecting will be included in the analysis.
Isolation valve mapping is in process; one additional data point will be completed.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 16 checks for a total of $47,209.49. Ralph Lutjen seconds. Checks and invoices are reviewed and discussed. Motion passed 2-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of 7-03. Ralph Lutjen seconds. Motion passed 2-0.

7. Commissioners Reports

Ralph Lutjen discusses establishing the 5-year averages for VDOE budget lines. This will be completed for Board review.
UNH and DES were in the District Friday. Review of Geneva Beach was done. Classification of a stream in the area was looked at; it is a stream. UNH design will incorporate stream crossing needs. Silt build-up in the middle pond was reviewed.
Since they were present; DES was requested to look at a foot bridge placed over a stream that has been complained about. No permit from DES would be needed; foot bridge is OK.
Ralph Lutjen discusses offer to review special transactions on a monthly basis with Nancy Cole and Treasurer Dinah Reiss. Fund balances and transactions would be looked at; including all existing warrant articles. At year-end, outstanding bills and open purchase orders would be reviewed.

8. Signature Items

The EPOA has submitted 5 dates for use of the lodge:
Mike Smith makes a motion to approve use of the lodge on 7/21. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve use of the lodge on 7/28. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve use of the lodge on 8/18. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve use of the lodge on 9/15. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve use of the lodge on 10/13. Ralph Lutjen seconds. Motion passed 2-0.
Discussion on scheduling meeting with Rick Skarinka of NH DES; any lodge use approval would be rescinded to allow for the meeting with the State.

9. Correspondence

The property owner of 4 Little Loop’s engineer has responded to the VDOE engineer. Initial email from resident was less than reasonable; apology did come through after.
Resident at 21 Chocorua View Drive has sent a request to repair the hole in the road near his house. This has been done.
A bicycle that was left at Boulder Beach has been stored for safe keeping. Madison Police have been notified that VDOE has the bicycle.
Complaints regarding dogs on the beaches and playground have been received. Persons are informed to contact Madison Police.
Primex has sent notice of the cyber coverage included with the VDOE liability policy.
Notification of peak electricity usage monitoring was received for July 3.
NH Municipal Association has sent the bi-weekly News Link. A 91-A seminar on voluminous requests will be held Wednesday, July 25 at 12 pm. The office has registered for this webinar. This will be posted for the Commissioners to attend.

10. Scheduled Appearances
11. Other Business
12. Public Comments

Jay Buckley discusses leak detection and potential damage to the road bed from a leak. Investigating purchase of leak detection equipment is recommended. This will be looked into.

At 9:16 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator