Author Archives: support_c37f

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/07/AssetMngmnt-06-14-18.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
June 14th, 2018

The Asset Management Committee met at 1:02 pm exactly on Thursday, June 14th, 2018. In attendance were Committee members Nancy Cole, Tommy Gunn, Ralph Lutjen, Mike Smith and Dinah Reiss. The meeting was filmed.

At 1:07 pm the meeting was called to order by Chairwomen Nancy Cole.

Chairwomen Nancy Cole passed out documents associated CIP plan and agenda.

Mike Smith makes a motion to accept the minutes from May 15th, 2018, Ralph Lutjen seconds all members voted yes for approval.

Chairperson Nancy Cole passed out the agenda and reviewed the goals of the meeting.

Agenda Items:

1. Review CIP – Nancy Cole reviewed the specific updates to the CIP since April 15th, 2018 meeting, which included cumulative updates in all categories.
• Note: Although discussed at the end of the meeting the Commissioners have voted to place the CIP document on the VDOE webpage, to be located in the Asset Management section of the website. This document will be a living document and updated as changes approved. A special note will be included on header of the document stating such and date to reflect the date a change is made. Residents will be encouraged to make sure when reviewing they have the most recent edition of the CIP document. As a living document, frequent changes can be expected.
• Trucks and Equipment: Chairperson Nancy Cole suggests the trucks and equipment section of the CIP reflect the most recent updates. Chairperson Cole also suggests that the process to collect the specifications and quotation to prepare the warrant article for the 2019 annual meeting. This process should be completed by the end of the 2018 year. Current maintenance personnel will be asked to start that process.
• Buildings: Much discussion took place on the current planning for the buildings specifically the salt shed, cabana and lodge. In summary, the commissioners will solicit a professional report of the facility condition of the cabana. Also, Ralph Lutjen suggests a plan needs to be developed for the Cabana future use. First step will be to get the Cabana facility condition assessment completed. As well Nancy Cole will start the process of reviewing the sale shed access with the maintenance personnel and develop a plan to limit access and protect the material designated for VDOE use. The CIP will be updated based on today’s discussions.
• Roads: Review of the 2018/2019 and beyond items was discussed specifically proposed Grison and Burgdorf and their prosed costs and timing. It was agreed to move proposed project time line and costs out one year for each project, please see CIP document for specific changes. Other roads were discussed and Nancy will follow-up with Kelly and insure remainder of the proposed projects are aligned with the maintenance team.
• Water: Much discussion on the situation of the tanks after the failure of the Reinach tank inspection and proposed planning and projects took place. It was agreed to table all discussion on needs, proposed projects, timing and costs until the final report from Mass Tank is completed after the inspection of the second Reinach Tank. Full report is expected in late June for discussion at the July meeting.
2. Mapping Update – Ron Sandstrom working with Chad Roberge of Avitar on isolation valve maps
3. CSV Update - Mike Smith to complete CSV location information late spring / early summer with Ian Hayes.
4. Next Meeting – Monday July 9th, 2018 @ 1:00PM.

At 1:57 pm Nancy Cole makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed unanimously with all members voting yes.

Respectfully submitted,

Tommy Gunn
Committee Member

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/07/CM070318.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
July 3, 2018

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the driveway culvert installation for 16 Little Shore has been scheduled for July 30. Mike Smith makes a motion to approve a purchase order in the amount of $250 for purchase of the culvert. Ron Sandstrom seconds. Motion passed 3-0.
Kelly Robitaille states that work will be done on Porridge Shore the end of this week. Purchase of ledge pack is discussed. Kelly Robitaille would like to obtain 4 loads. Discussion on purchase from the gravel line item and needs for the remainder of the summer. Ralph Lutjen makes a motion to authorize up to $1,600 for ledge pack. Mike Smith seconds. Motion passed 3-0. Kelly Robitaille discusses beginning the removal of limbs and stacking the branches on the sides of the roads in areas where work is being done. Al limb attachment is needed for the saw. Ron Sandstrom makes a motion to approve up to $275 for purchase of limb attachment for the chain saw. Ralph Lutjen seconds. Motion passed 3-0. Ron Sandstrom makes a motion to place a notice on the website to inform property owners outlining the intent to pile the brush for removal in the fall. Ralph Lutjen seconds. Motion passed 3-0.
Budgets are reviewed and discussed. Line items reviewed. Part time and overtime line items discussed as offsetting each other. Discussion on part time employee beginning to work with the DPW Thursday this week. Planning on hours for the part time employee is done. Review of repairs and supplies is done. Discussion on sand and purchasing at lower cost over the summer. Kelly Robitaille will get the summer price per ton for sand.
Overall, highway budget is 55%; ok for this time of year.

3. Water

Discussion on receipt of the Mass Tank report on the tanks.
Option to line the Summit tank next week is available from Mass Tank. Ralph Lutjen makes a motion to contract Mass Tank for the lining. Ron Sandstrom seconds. Motion passed 3-0. Discussion ensues. Ralph Lutjen outlines discussion with Engineer Paul Fluet yesterday. It is still an unknown as to when the tanks may leak, indicating full failure. Risk exists but may not be an imminent emergency. Discussion on ability to replace tank in kind for $68,000 – will be verified with Mass Tank that this would be full cost. Option of holding an emergency meeting to authorize replacement of the Reinach tanks is discussed. Discussion on implementing the cast in place tank design is outlined. Acceptance of risk is discussed if no action until 2019 Annual Meeting. Discussion continues. DES will need to give input on the total gallons of storage needed. Ralph Lutjen discusses replacing one tank to secure the system. Mike Smith outlines adding the cost of inspection and lining every 5 years to the cost. Mike Smith makes a motion to have the office contact Mass Tank for the average 5-year cost for inspection and lining. Ron Sandstrom seconds. Discussion continues. Motion passed 3-0. Mike Smith makes a motion to send contact to Rick Skarinka and Paul Fluet for scheduling dates for the meeting. Ron Sandstrom seconds. Motion passed 3-0. Discussion on ability to detect a leak in the tanks is held.
Ron Sandstrom makes a motion to request Paul Fluet be included in the Asset Management Committee meeting next Monday at 1 pm. Mike Smith seconds. Discussion on the long-term needs of the system is held. Discussion on holding a special meeting is held with engineer present to outline best solution for the District. Input from the State is needed; all players at the table for discussion is needed. Motion passed 3-0.

4. Administration

Mike Smith held a safety meeting last week.
Budgets are reviewed and discussed.
Mike Smith makes a motion to approve payroll in the amount of $5,556.98. Ron Sandstrom seconds. Report and time cards are reviewed and discussed. Motion passed 3-0.

5. Accounts Payable
6. Minutes

Mike Smith makes a motion to approve the minutes of 6-26. Ron Sandstrom seconds. Motion passed 3-0.

7. Commissioners Reports

Ron Sandstrom discusses having office contact an accountant to meet with Board for review of what benefits an accountant could give to the District. Ralph Lutjen outlines review of updated software which is pending; not in favor of this exercise. Ron Sandstrom in favor of creating a process where all Boards will benefit. Ralph Lutjen requests a statement outlining what Ron Sandstrom would expect this person to do.
Ron Sandstrom outlines having Communication Committee change Chair every 4 months. Ralph Lutjen in favor – Communication Committee will discuss.
The recent newsletter is discussed. Board is pleased with improvements in the document. Ralph Lutjen recommends additional details be included on topics; missed opportunity to highlight the tough winter when discussing the truck incident.
Updating the auto-response for the VDOE email is recommended by the Communication Committee. Wording will be drafted and submitted to the Board for review.
Discussion on 4 persons being present at Saturday’s Communication Committee is held.
Meeting with DES and engineers could be held at the lodge. Mike Smith discusses that the intent will be to keep discussion among the officials present.
No draft minutes will be approved for distribution.
Ron Sandstrom makes a motion to put Mass Tank report on the website. Mike Smith seconds. Motion passed 3-0.
Discussion is held on the EPOA bulletin board at the Huttwil mailbox area. There is no documentation on file that approves use of VDOE property. Mike Smith makes a motion to pursue an agreement with the EPOA regarding the bulletin board. Ralph Lutjen seconds. Ralph Lutjen not in favor; has never been an issue. Motion failed 0-3.
Mike Smith discusses review to be scheduled with North Conway Water of their accounting system.

8. Signature Items

Mike Smith makes a motion to sign the response to the communication committee. Ron Sandstrom seconds. Motion passed 3-0
Mike Smith makes a motion to sign the driveway permit for construction for 9 Lucerne. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the request to the Town of Madison for a public hearing on re-addressing Jungfrau Rd. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to the LPC. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the request to use the lodge from a resident for August 12-14. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the withdrawal in the amount of $2,000 from the Water System Capital Reserve Fund for design of the Como and Jungfrau PRV put upgrades needed. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith Makes a motion to sign the withdrawal in the amount of $1,989.00 from the Road Construction Capital Reserve Fund for updating DES permits for the Grison and Burgdorf road culvert designs. Ron Sandstrom seconds the motion. Motion passed 3-0.
Mike Smith makes a motion to sign the withdrawal in the amount of $378.88 from the Office Equipment CRF for the new laptop computer. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the Water Operator’s renewal contract. Ron Sandstrom seconds. Motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the weekly beach testing results – clean.
The 91-A response requested from Mark Graffam has been completed.

10. Scheduled Appearances
11. Other Business

Outline of intended discussion topics will be sent to Rick Skarinka and Paul Fluet.
Review of parking request from resident Larry Leonard. Request is not for temporary parking. Limiting request to two weeks is discussed. Ron Sandstrom makes a motion to communicate to Larry Leonard that request is denied based on being long-term; lot is for temporary use only. Mike Smith seconds. Motion passed 3-0.

12. Public Comments

At 9:40 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 by roll call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea. Motion passed 3-0.

Ron Sandstrom makes a motion sign the letter as drafted to applicant Adam Leiser. Mike Smith seconds. Motion passed 3-0.

At 10:05 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom seconds. Motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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Water Service Interruptions

Interruptions in water service will occur Monday, July 16 for a short time to investigate isolation of the leak on Lugano.

Interruptions in water service will occur Tuesday, July 17 and possibly Wednesday, July 18, 2018 within all areas of the District while the leak is repaired.

Water service interruptions will begin no earlier than 9 am

Service will be restored as soon as possible.

Please plan accordingly.

We appreciate your understanding while this necessary work is completed.

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/07/Communications-Committee-062218.pdf"]

Village District of Eidelweiss
Communications Committee Meeting
June 22, 2018

The Communication Committee met on Friday, June 22, 2018 at 9 am. Present are Committee members Adam Leiser, Paula Doyle, Ron Sandstrom and Nancy Cole. Resident Jay Buckley joined the meeting at 9:20 am.

At 9:00 am Chairman Adam Leiser calls the meeting to order.

Adam makes a motion to approve the agenda. Paula Doyle seconds. Motion passed 4-0.

Discussion on sharing the newsletter as a document that can be updated by the committee.

Discussion on the newsletter content for June. Discussion on establishing contacts with resident websites.
Nancy Cole makes a motion to allow the addition of the next EPOA meeting by Adam Leiser. Paula Doyle seconds. Motion passed 4-0.
Discussion continues on content of the newsletter.

Final determination regarding the newsletter content is made.
Discussion on approval by the Board of Commissioners.

Nancy Cole makes a motion to approve the newsletter for submission to the Commissioners. Adam Leiser seconds. Motion passed 4-0. Newsletter will be submitted for next Tuesday’s meeting.

At 10:11 am Adam Leiser makes a motion to adjourn. Paula Doyle seconds. Motion passed 4-0.

Respectfully submitted,

Nancy Cole
Committee member

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/07/ComCom-Minutesw-June-11-2018-.pdf"]

Village District of Eidelweiss
Communications Committee
June 11, 2018

The Communications Committee met in the District Office at 10:00 am on Monday, June 11th, 2018. Present were committee members Ron Sandstrom, Adam Leiser, Andrew Harteveldt (remote), Paula Doyle and Nancy Cole. The meeting was not video recorded. Also, in attendance were Marya and Bill Moser.
10:03: Motion made by Adam to approve the minutes of the last two meetings, May 21st and June 2nd. Nancy seconds accepted by roll call vote 5-0.
10:04: Meeting moves to discuss the renters brief. Ron notifies us that there was not sufficient time to address it at the last meeting. Adam makes a motion to request the Commissioners to review, approve and distribute. Paula seconds accepted by roll call vote 5-0.
10:06: Meeting moves to discuss the response from the commissioners. Ron provides a brief to everyone of the discussion at the commissioners meeting regarding the request to hold a public meeting in the August timeframe as well as the request to provide a response to property owners on the financial issues / overspending of budget. Paula provides her position on both as a Communications Committee member and a property owner representing why she believes the people of VDOE made the request.
10:11: Adam makes a motion to respond to Mark Graffam’s email providing a response on the outcome from the request to the Commissioners. Nancy seconds it and the motion pass 5-0.
10:16: Ron continues the discussion based on his belief that a response from the Commissioners should be provided. Conversation continues discussing the merits of holding a more regular Commissioners meeting that would be more easily attended.
10:45: Newsletter is discussed, Nancy provides the latest canoe rack availability: Geneva: 9, Little Pea: 3, Thusis 4, Porridge Shore: 1. Adam makes a motion to hold a short meeting on June 22nd to only address the approval of the Newsletter, Andrew seconds motion passes 5-0. Andrew suggests that the newsletter should include information on the current pond levels, Ron is going to draft a section.
11:03: Meeting progresses to discuss the newsletter section on the pressure zone.
11:21: Agenda item of the VDOE seal is discussed. It was agreed that for the time being we would not investigate further the creation of a VDOE seal.
11:43: Adam makes a motion to adjourn the meeting, Nancy seconds and all in favor.
Respectfully submitted,
Andrew Harteveldt
Communications Committee member