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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/07/CM062618r.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
June 26, 2018

The Board of Commissioners met at 8:00 am on Tuesday, June 26, 2018. In attendance were Commissioners Mike Smith and Ron Sandstrom. 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

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 the speed bumps are in.
All boards are in the dam.
The float for Porridge Shore will be fixed and put back in the water today.
The loon eggs on Middle Pea have hatched – two new chicks are in the pond.
All equipment is in good shape.
Roads are being readied for the upcoming holiday week. Recent rains have caused some washouts.
Culverts are being cleaned and checked.
Kelly Robitaille will report on the number of culverts cleaned each week.
All supplies are good.
The culvert on Eidelweiss Drive near #68 will be installed in August to allow for traffic flow in the area.
Part time employee Tony Eldridge will be available for working during the week beginning July 9, 2018.
Placing the culvert near Thusis is discussed. The amendment to the warrant article is under review.
Discussion on Jungfrau is held. The paved driveway at #15 is still creating an issue with road washout. Mike Smith discusses sending a letter to the property owner that a driveway culvert will be needed; the pavement will need to be cut. Letter will be formulated for approval by the Board.
A parking request has been received from resident Larry Leonard to place his trailer, sometimes with the boat, at the Huttwil lot. Kelly Robitaille is informed and the request is discussed; request will be held for next week.

3. Water

The written report has been received from Mass Tank. The two tanks at Reinach have failed. Mike Smith makes a motion to send the report to Paul Fluet. Ron Sandstrom seconds. Motion passed 2-0.
Mike Smith makes a motion to request a price for the recommended work at the Summit tank. Ron Sandstrom seconds. Motion passed 2-0.
Mike Smith makes a motion to ask Paul Fluet if he would like to attend the upcoming meeting with Rick Skarinka of NH DES. Ron Sandstrom seconds. Motion passed 2-0.
Ron Sandstrom makes a motion to send Dubois & King the vendor notice. Mike Smith seconds. Motion passed 2-0.
Discussion on the leak at Lugano. Granite State Rural Water leak detection will be in to attempt the locate the leak.

4. Administration

Mike Smith will schedule a safety meeting.
Motion log has been distributed and is discussed.
A follow up has been sent to Tom Therrien regarding status of the intrusion panels and pricing for pricing on the SCADA portion of the Reinach Pressure Zone.
Ron Sandstrom makes a motion to send the vendor policy to all active vendors. Mike Smith seconds. Motion passed 2-0.
The newsletter is discussed. Mike Smith requests removal of email wording between the LPC and Mike Smith. Mike Smith makes a motion to approve as updated. Ron Sandstrom seconds. Discussion on including the elected officials at the end of the document is held. Ron Sandstrom feels this would be helpful. Motion passed 2-0.
The Capital Improvement Plan developed by the Asset Management Committee is discussed. The CIP is included with this month’s newsletter.
The cost of the roofing for Muddy Beach is discussed. Updated quote for the roof is $1,250. This has been approved for the contractor to complete. Building siding has been put on hold until fall.
Ron Sandstrom discusses placing an area within the website for warrant article status and to place an area for intended warrant articles.
A supplement has been requested from the insurance company for additional costs incurred over the estimate.
Mike Smith motion send Mass Tank report to Rick Skarinka of NH DES. Ron Sandstrom seconds. Motion passed 2-0.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 5 checks for a total of $4,288.64. Ron Sandstrom seconds. Checks and invoices are reviewed and discussed. Motion passed 2-0.

6. Minutes

Ron Sandstrom makes a motion to approve the minutes of 6-19. Mike Smith seconds. Motion passed 2-0.

7. Commissioners Reports

Ron Sandstrom discusses time being spent on the website. Status of the road standards will be checked on.
Ron Sandstrom outlines an increase in electric rates that will occur this summer.
Mike Smith makes a motion to formulate a thank you letter to the LPC to include with the Commissioners checks. Ron Sandstrom seconds. Motion passed 2-0.
Mike Smith discusses accusations from residents without having asked questions on the status from the Board. The claimed illegal meeting was fully authorized under NH State law and was properly held.

8. Signature Items

Mike Smith makes a motion to sign PO 257 in the amount of $250 for raft floats. Ron Sandstrom seconds. Motion passed 2-0.
Mike Smith makes a motion to adopt and sign the Extension Fund Policy. Ron Sandstrom seconds. Motion passed 2-0.
The parking request for the Huttwil lot will be held until next week.
Mike Smith makes a motion to sign the water hook up approval for 53 Bern Drive. Ron Sandstrom seconds. Motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the weekly beach testing results – clean.
Resident Adam Leiser has questioned the bid policy of the VDOE. The VDOE bid policy has been added to the website. Discussion on question ensues; state law is followed.
Dubois & King has sent the confirmation that the VDOE will receive a reduced travel rate for visits from the engineers.
Resident Mark Graffam has sent a 91-A request and questioned the Board on what was stated to be an illegal meeting. Jay Buckley has expanded on the post by the VDOE that a consultation with legal counsel had legally occurred.
Resident Mark Graffam has sent an additional 91-A request within an email to the Communication Committee. Requested document has been sent.
NH Municipal Association has sent the bi-weekly News Link.

10. Scheduled Appearances
11. Other Business

Ron Sandstrom highlights interaction with the answering service recently while reporting a water outage. The script delivered to the answering service to identify issues within the District is not being followed. Ron Sandstrom outlines that the statement was made that the water operator will call him back – this should not be stated. Mike Smith makes a motion to have Ron Sandstrom and Nancy Cole work with the answering service on use of the scripts. Ron Sandstrom seconds. Motion passed 2-0.

12. Public Comments

At 9:00 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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Included in this newsletter:

  1. Get to know someone working on your behalf.
  2. Upcoming events.
  3. Featured Topic (Asset Management Committee)
  4. Breaking news and current events
  5. Loons and Pond Water Level information
  6. Canoe Rack Update (Spaces are available)
  7. Water Bill Reminder
  8. Tax Bill Reminder
  9. Website updates
  10. How to contact the District of Eidelweiss District office and the Commissioners.
  11. Links to Commissioners and Committee Meeting minutes.
  12. Internship
  13. Looking for additional information or recommendation from neighbors?

Click here for a PDF version of the newsletter

Get to know: Paula Doyle (communications committee member)

Paula grew up in Rochester NY and attended college at St. Lawrence University. She has an MBA from Northwestern University. Paula has lived in many areas of the U.S. including NYC, Southern California, Louisville KY, Burlington VT and Boston but she is happy to call Eidelweiss and NH her permanent home. Her career has focused primarily on marketing for corporate restaurant brands such as KFC, Taco Bell, Bruegger’s and Au Bon Pain.

Paula volunteered for the communications committee in order to use her marketing and communications experience and skills to help the district by facilitating a more effective and productive dialogue between the board of commissioners and the community. Paula has owned her home in Eidelweiss for nearly ten years but recently made it her full time residence.

Upcoming events

  • June 30 9:00 am Communications Committee meeting at the Lodge.
  • July 09 1:00 pm Asset Management Committee at the Eidelweiss office.
  • July 21 9:00 am EPOA meeting at the Lodge.
  • Sept 22 all Day Hazardous Waste Disposal – CONWAY TRANSFER STATION
  • Every Tue. 8:00 am Commissioners meeting at the Eidelweiss District Office.

Asset Management Committee (This month’s focused topic)

The Asset Management Committee's role is to catalog the assets of the Village District and create plans for the replacement and maintenance of all Village District assets.

In the past three years, this committee has made great progress, cataloging nearly all of the 477 cub-stop valves along with GPS locations: locating and recording nearly 140 isolation valves, 195 district culverts and creating documentation detailing water system assets. In addition to cataloging the information where possible, the data is mapped and tied to Madison’s tax map database to ensure that we have a single consistent base of information. Most importantly, this committee has created a multi-year CIP (capital improvement plan) with time lines and expected replacement times and costs.

Click Here to go to the Asset Management Reports

The Commissioners use the information created by the Asset Management Committee in the creation of warrant articles and planning for the future. The Asset Management Committee has created a multi-year capital improvement plan that includes:

  • Trucks and Equipment
  • Buildings
  • Gravel Roads
  • Asphalt Roads
  • Water System pumps
  • Water System Storage
  • Water System SCADA (Supervisory Control and Data Acquisition)
  • Electrical
  • Financing and Distribution of costs to minimize impact.
  • Schedule of CRF (Capital Reserve fund) Deposits

As of 2018, the Asset Management Committee's Capital Needs Plan covers the years 2018 through 2024. As of June 19, 2018, the Asset Management Committee will be sharing live working documents on the district website. Live documents are documents that will change and be updated on a regular basis.

Upcoming News Letter Focus Topic:

  • The Reinach Pressure Zone -- what it is and why we need it.

Breaking News and Current Events:

  • Tank inspections were completed for three of the water system tanks.

Both 30,000-gallon tanks at Reinach that supply the water system failed an inspection. The third tank that was inspected (at the summit) passed. Failing inspection means that they may not be candidates for lining and may need to be replaced sooner rather than later. The District has received the final report from Mass Tank which has been forwarded to the VDOE engineers for review. We expect more information to be available shortly.

  • District capital reserve fund has been impacted by a large repair bill earlier this year. The District’s mid-sized truck experienced an issue with the rear axle. The truck was taken to Liberty International for repair. The cost of that repair was more than $6,000. The district escalated the issue within Liberty International and the warranty coverage company Navistar.

“The axle in question suffered from a failure of the ring gear fasteners. The condition is indicative of a spin-out/shock load induced, shearing of the fasteners (bolts) that hold the ring gear together. Usually this is caused by a wheel that is spinning faster than the vehicle is moving in a given direction and then, suddenly, the wheel gains immediate traction (as if going from ice to dry pavement). This sudden shock load causes stress loads that are beyond normal and typically cause failures of this catastrophic nature”.

The warranty claim was rejected and the District needed to pay for the repair. This was initially paid for from money in the budget and then that money taken from the budget was then reimbursed appropriately from the capital reserve fund.

  • The other recent and unexpected repair bill was a result of a plow truck that slid backwards down one of the districts roads and into a ditch. This happened when one of our plow operators lifted the plow off the road and the truck lost traction. While insurance covered the bulk of the repair, the VDOE was still responsible for the $1,000 deductible. There is also an additional $900 pending insurance claim and we are awaiting a response.

Loons and the pond water level:

The loons have returned. Please be sure to observe the loons from a significant distance so you don’t disturb their natural habitat or their nests. We have three clean ponds that are full of various living creatures. Let’s respect those animals so we can all enjoy them.

Did you know that the District is working with the Loon Preservation Committee and NH Department of Environmental Services to manage the water level of the ponds? Currently, the water level is low to accommodate the loon nests. Now that the eggs have hatched and the baby loons have taken to the water, the district has closed the dam to return the ponds to full levels.

The LPC is monitoring the nesting pair of Loons on Big Pea for danger of flooding. In our most recent communication from the LPC, this nest may be failed. If notified by the LPC, the dam will be re-opened to protect this nest.

Canoe Rack Update:

Available remaining spaces as of 6/26/2018
Boulder Beach – 5
Geneva Beach - 7
Eidelweiss Beach - 2
Thusis Beach - 2
Porridge Shore - 0
Total remaining spaces is 16
Property owners can request a second space beginning on June 1, 2018.

Water Bill Reminder:

This is a friendly reminder that the water bill was due on 5/1. A late payment penalty was assessed to any property owners who have not paid this bill. Any property owners who haven’t paid by August 1st will be assessed an additional $100 late fee.

Tax Bill Reminder:

Taxes are due in the town of Madison on July 5, 2018.

Website updates

The Website is under review by the communications committee. If you have not visited the site lately, please go there and check it out. There have been many changes and updates to the site to make it easier to find information. During the next month, expect more updates to the site including a new informative landing page.

If you have photos of the district and would like to share them so that they may be included on the site, please send them to office@vdoe-nh.org. We will review and select the best photos for use with the site.

How to contact the district office:

  • The VDOE has an official website and sends out emails with emergency notifications. Be sure to visit the website at www.vdoe-nh.org and enroll.
  • The VDOE has a “see something / say something” policy. Anyone who sees something suspicious or unusual should report it for the benefit of the VDOE community to the Madison Police at 603-367-8334 (non-emergency line).
  • Office hours and guidelines have been added to the website to make it more convenient to schedule appointments with the District administrator. Click Here for Office Hours.

The office can always be contacted via email with questions, concerns and suggestions. Messages will be forwarded from the office to the commissioners. The email address is office@vdoe-nh.org

Links to Commissioners and Committee Meeting minutes:

Please take a few moments to review the minutes from these hard-working groups.

Internship Opportunity

The Village District of Eidelweiss, a municipal entity within the Town of Madison, seeks an intern.

Responsibilities may include any or all of the following:

  • Website expansion and revision
  • Working within Office 365 to establish notebooks for use by office and officials on project information
  • Participation and observation in commissioners meetings and communications committee meetings
  • Coordination of programs
  • Public Relations
  • Learn the mechanisms of municipal finance
  • Assist with correspondence

Looking for additional information regarding Eidelweiss?

If you are looking for an additional source of information about Eidelweiss, please email eidlws@yahoo.com. You will send your email address and one of the moderators from the site will send you an invitation to join the group. This group is an information board that encourages discussions related to multiple Eidelweiss and regional topics.

The Eidelweiss information board is not affiliated with the Village District of Eidelweiss municipality and any recommendations, comments, or suggestions do not reflect those of the District.

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/06/CM061918r.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
June 19, 2018

The Board of Commissioners met at 8:00 am on Tuesday, June 19, 2018. In attendance were Commissioners Mike Smith and Ron Sandstrom. Also in attendance were water operator Ian Hayes, Treasurer Dinah Reiss 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

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 is on vacation this week.
Roads and equipment in good shape.

3. Water

Ian Hayes joins the meeting.
Leak detection has been moved to next week.
A 12-inch dent was identified in the second tank at Reinach; the inspectors verbally stated that the tank has failed. Final information will be included in the report anticipated from Mass Tank. Pitting was noted to be worse in the second tank at Reinach. Tank thickness was found to be as low as 0.02; original thickness 0.25. Report will be sent to Paul Fluet once received for input from the engineers on proceeding forward. Ian Hayes outlines future needs inspections of tanks. Working plan for cleaning all tanks every five years is needed. Increasing system capacity storage by building a new concrete tank at Reinach is discussed. This would help secure the system storage for many years into the future. Addition of a tank cleaning scheduled being added to the water system is discussed. The ability to incorporate the Reinach pressure zone into the new tank site is discussed. This will be investigated and discussed with the engineers. Ian Hayes outlines recent SCADA alarms. Failure occurred last night with the electrical storms. Tom Therrien was in this morning; Reinach and Chocorua stations have been reset. The Reinach tank will be cleaned and chlorinated today. May be early next week prior to being put back on line. Electrical updates at Chocorua are being planned.
Ian Hayes adds that the water noted at Lugano can be verified as a leak. The flow changed when the area was flushed. Site of leak is not known and will be checked with GSRWA next week. Repair of leak, when located, will cause water service interruptions on that side of the District. Placing an isolation valve cluster while doing the repair is discussed. The connections on the lines are discussed; adding valves will be looked into. The top of Salins at Bristenstock is another area that would benefit greatly from addition of a valve cluster.
Low pressure concern from 20 Winnegon received last Friday. Ian contacted the property owner; issue is not new. The pressure testing check document can be sent to the residents; placing a data logger at the home is also an option. Mike Smith makes a motion to establish testing with data logger at 20 Winnegon. Ron Sandstrom seconds. Discussion on agreement being in place prior to placing a data logger in the home. This will be worked up for future use. Motion passed 2-0.

4. Administration

Ron Sandstrom makes a motion to post the Asset Management CIP plan. Mike Smith seconds. Discussion on document as a work in progress; this plan is updated regularly. Motion passed 2-0.
Ron Sandstrom is working on the mapping issues for isolation valves.
Mike Smith will schedule CSV locating with Ian Hayes.
Mike Smith makes a motion to approve payroll in the amount of $6,774.38. Ron Sandstrom seconds. Report and time cards reviewed and discussed. Motion passed 2-0.
Cash flow report is reviewed and discussed. Income from water system has been updated to include all income anticipated by warrant article approval. $65,000 has been added to August expenditures for approved CRF deposits. Ron Sandstrom discusses use of 3 year rolling averages by month to establish the cash planning. Would like the document revised to reflect the heavy front load of cash expended early in the year and also reflect lower spending averages for summer months.

5. Accounts Payable
6. Minutes

Ron Sandstrom makes a motion to approve the minutes of 6-12. Mike Smith seconds. Motion passed 2-0.

7. Commissioners Reports

Ron Sandstrom discusses report requests from the Treasurer to the Board on a monthly basis. The ability to separate reports from the office information by creation of reports from the Treasurer’s records will help maintain checks and balances. Verification of balances are discussed. Treasurer Dinah Reiss highlights ability to create monthly reports with documenting on a separate report fund movement between funds. Creation of this report will be done. The Trust funds are discussed; including all trust funds with updates from the Trustees will be worked on for including in this report.
Ron Sandstrom makes a motion to have the Treasurer create the Treasurer’s report independent from the office. Mike Smith seconds. Motion passed 2-0.
Ron Sandstrom makes a motion to post the monthly Treasurer’s report on the website. Mike Smith seconds. Motion passed 2-0.
Ron Sandstrom makes a motion to have the District office produce the monthly cash flow report with information from the Treasurer’s report. Mike Smith seconds. Motion passed 2-0.
Treasurer Dinah Reiss confirms agreement with all changes; this information will be beneficial going forward.
Mike Smith makes a motion to have the Treasurers report to the Board for third week of the month. Ron Sandstrom seconds. Motion passed 2-0.
Ron Sandstrom makes a motion to increase the Loon Preservation Committee donation be increased to $210 with $70 from each Commissioner. Mike Smith seconds. Discussion ensues on the donation. Motion passed 2-0.
Ron Sandstrom makes a motion to add a category for water usage reports to the website. Mike Smith seconds. Motion passed 2-0.
Ron Sandstrom makes a motion to update the website with the office hours policy. Mike Smith seconds. Motion passed 2-0.
Ron Sandstrom makes a motion to add the 2017 year-end road report to the DPW section of the website. Mike Smith seconds. Motion passed 2-0.
Ron Sandstrom highlights work with Communication Committee member Paula Doyle on the VDOE website. Updating the organizational structure of the site will help allow persons to navigate the site. Adding a home page to the website will also be looked into as an option.
Thanks Paula!

8. Signature Items

Mike Smith makes a motion to sign the office hours policy and update the website. Ron Sandstrom seconds. Motion passed 2-0.

9. Correspondence

Resident stating issue with the level of Big Pea Porridge Pond has been responded to with information from John Cooley of the Loon Preservation Committee.
Resident John Lynch stopped in to discuss the high-water pressure at his house. Discussion on need to upgrade the PRV pit to correct this issue.
Granite State Analytical has sent the monthly bacteria testing results for the water system – clean.
Granite State Analytical has sent the monthly pH readings; readings are questionable as there was difficulty with the equipment.
Josh McAllister of Bergeron Engineering has sent the HEB price list.
NH DES has sent preliminary information on hazardous materials collection days – Conway will be holding a hazardous collection day on Saturday, September 22, 2018. Mike Smith makes a motion to post the information. Ron Sandstrom seconds. Motion passed 2-0.
10. Scheduled Appearances
11. Other Business

Little Loop is discussed. Matter is between the VDOE engineer and the resident’s engineer at this time.
Adam Leiser questions a statement made by Mike Smith regarding the failure of the PRV pit upgrades at the VDOE Annual Meeting. Clarification of PRV warrant article is discussed; pit upgrades were included in the proposed bond and removed on the floor of the Annual Meeting by the passage of the amendment to the Article and the individual article (Article 20) proposing the upgrades failed.

At 9:53 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds. Motion passed 2-0.

Respectfully submitted,
Nancy E. Cole; Administrator

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/06/CM061218.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
June 12, 2018

The Board of Commissioners met at 8:00 am on Tuesday, June 12, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille and resident Adam Leiser. The meeting was taped for Madison TV.

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

Float at Porridge Shore beach has been removed. The flotation devices were damaged. Flotation device replacements are $115 each. Two are needed. Can be picked up at vendor when going to retrieve crack sealing tar. Mike Smith makes a motion to approve up to $250 for float repair. Ralph Lutjen seconds. Motion passed 3-0.
All equipment is in good condition. Culverts and ditches are being cleaned. New culvert stakes are being picked up today.
Bern at Sarnen area has been smoothed following report of rippling in the area.
Both Boards will be added to the dam once the loon egg has hatched. Discussion on use of a float for a nest next year. Natural nest is best for the loons. A response to the resident questioning pond letters will be sent stating boards expected in dam within three weeks.
Quote has been obtained for culvert needed for driveway at 16 Little Shore. Cost is $223.20. Quote will be sent to the property owner.
Chipper quote has been requested. Cost is just under $300 per day. Adam Leiser questions if Madison has a chipper; Town Road agent will be asked. Mike Smith makes a motion to question Madison on a chipper. Ron Sandstrom seconds. Motion passed 3-0. Jon Cyr will be contacted.

3. Water

Ian Hayes reports that the tank at Reinach is being prepared for inspection.
Pressure issues continue on upper Oak Ridge and Lakeview Drive.
Discussion on water flow noted at Lugano. Possible water leak; being checked on. If there is a leak, it may be up hill and surfacing at the bottom of the hill. This zone will be walked with Granite State Rural Water leak detection next week. Discussion on lack of isolation valves in this area of the District. This area will be targeted for future isolation valve installations.
Big Loop and Middle Shore have been checked for leaks recently. Some small potential leaks were noted.
Ian Hayes reviews letter to property owners regarding high pressure statements on upper Oak Ridge Road and Lakeview Drive. Additional testing with data loggers will be done in area at residents homes. Discussion continues on water pressure. Minimum pressure requirements exist; maximum pressures do not exist for a water system. The current data logger information shows the pressure reducing valve functioning within parameters. Ian Hayes has discussed the issue with Rick Skarinka and Cynthia Klevens of NH Department of Environmental Services. The PRV pit cannot be upgraded due to the failure of the warrant article.
Ian Hayes informed that the roof replacement at Muddy Beach pump house is being scheduled. Funds will be checked prior to authorization for the siding. Pump will be installed upon receipt from Grundfos. Ian Hayes outlines that Muddy Beach had an issue with SCADA communications. Issue has been corrected and station is operational. Tank is being flushed prior to being put back on line.
Reinach Pressure Zone project is discussed. An update to the special provisions has been done by the engineers. Phase I and Phase II bid documents are ready. Both phases can be done concurrently; Phase I does not need to be fully completed to begin Phase II. Bids will be due October 30. The inspection of the second Reinach tank may alter this plan depending upon the condition of this tank. Opportunity for adding storage and including the pressure zone within new tank area may be reviewed if second tank fails.
SCADA programmer Tom Therrien will be installing security alarms at pump houses.
Discussion on blocking Reinach Place while inspection is completed is held. Should a homeowner enter the area, Ian Hayes will make sure proper distance is maintained.
Second tank will be ready for inspection next Monday as scheduled. An email blast will be done stating Reinach tank will be drained down and taken off line. Mike Smith makes a motion to confirm June 18 for inspection with Mass Tank. Ron Sandstrom seconds. Motion passed 3-0.
The bleeder on Klausen will be moved to the wood line to reduce chance of damage to the end of Klausen.
Year to date budget expenditures for the water system are reviewed. Line items are reviewed and discussed.
Ian Hayes outlines that some curb stop valves will need repair from winter damage. The blow off on Winnegon needs to be repaired. No other foreseen work at this time.
Ian Hayes will check Burgdorf in the area of #5 to check for existence of a water main. Engineer Nick Sceggell will be notified of the results.
Discussion on placing a data logger at the house at 51 Bern Drive over Fourth of July is held. Property owner has been contacted.

4. Administration

Monthly safety meeting will be scheduled following vacation scheduled next week.
Water billing status is discussed. $31,657.69 total due to the VDOE. $27, 870.00 collectible this year.
Discussion on Communication committee meeting yesterday. Meeting went well.
Discussion on Madison Road Funds on action list. Will be removed.
Asset Management Committee meeting is scheduled for Thursday of this week. Capital Improvement Planning spreadsheet will be reviewed for submission to Commissioners for publication.
Mapping projects of District assets are ongoing.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 20 checks for a total of $38,675.19. Ron Sandstrom seconds. Checks and invoices are reviewed and discussed. Motion passed 3-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of 6-05. Ralph Lutjen seconds. Motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen discusses the billing for Diessbach repairs. Invoice will be sent certified with Ian Hayes back up documentation. Bill will retain a net 30 due date.
Ralph Lutjen discusses site visit to Little Loop that was completed last week by engineers Paul Fluet and Jeff Tucker of Dubois & King. Paul Fluet has updated the drawing. Submitting to the property owner for response can be done. Ron Sandstrom discusses having property owner submit to his engineer and legal counsel for review with VDOE engineer. Adam Leiser states that his engineer has reviewed; issues within the easement document have been resolved. Mr. Leiser adds that some additional concerns are being raised. Submission of an agreed upon project between the engineers is discussed.
Adam sends a picture of Lugano. Issue has been discussed with Ian Hayes.

8. Signature Items

Mike Smith makes a motion to sign PO 256 in the amount of $6,850 for inspection of the second tank at Reinach. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to Mike & Jill Bureau regarding high water pressure. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to Jay Buckley regarding high water pressure. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to approve the requested parking of a motorcycle trailer at the Huttwil lot from 8-31 to 9-8. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to the Communication Committee regarding response to the Facts & Figures document distributed by three residents. Ron Sandstrom seconds. Discussion is held. Adding specific text from the audit document is recommended by Ralph Lutjen. Statements reinforce other information and add validation. Document will be updated for next week. Ron Sandstrom raises concern over 9 points in the document that are the responsibility of the Treasurer under NH State law. Mike Smith withdraws the motion.
Ron Sandstrom makes a motion to have the Treasurer submit a monthly report to the District Commissioners on all transfers to and from accounts in 2018 from her records. Ralph Lutjen seconds. Discussion on focusing for the future is held. Visiting North Conway Water Precinct for a review of the capabilities of their accounting system is discussed. This will be scheduled. Motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the weekly beach testing results. Geneva Beach tested positive for e-coli. A repeat test was taken yesterday. All other beaches good.
A resident of Bern Drive reported rippling at the intersection of Bern and Sarnen. Area has been smoothed by the DPW.
Mark Graffam was sent the response from Ian Hayes regarding the 2017 Muddy Beach water usage numbers.
Resident complaint regarding pond levels. Photos sent showing dry patches in the channel between Big Pea and Middle Pea. Response will be sent.
Mark Graffam has sent an email regarding lack of the date on the annual report as printed in the Town of Madison Annual report.

10. Scheduled Appearances
11. Other Business

Communication Committee has submitted a document that could be distributed to property owners with focus towards informing renters of local regulations. Discussion ensues on the document. Distribution through the EPOA is discussed. Discussion continues on benefit of using all means for distributing, including VDOE website. Mike Smith makes a motion to post the document and distribute to EPOA, info-board and next-door sites. Ralph Lutjen seconds. Motion passed 3-0.

12. Public Comments

At 9:45 am Mike Smith makes a motion to enter non-public session pursuant to RSA 91-A:3, II (e) legal. Ron Sandstrom seconds. Motion via roll-call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Motions & Votes of Non-Public Session:
Mike Smith makes a motion to seal the minutes. Ralph Lutjen seconds. Motion passed 3-0.

At 10:35 am Mike Smith makes a motion to exit Non-Public session. Ron Sandstrom seconds. Motion via roll-call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Ralph Lutjen recommends highlighting work of Asset Management Committee in upcoming newsletter. Focus on strategy of the Board for the future of the District. Delay Reinach Pressure Zone by one month.

At 10:38 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds. Motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/06/AssetMngmnt-05-15-18.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
May 15th, 2018

The Asset Management Committee met at 1:00 pm exactly on Tuesday, May 15th, 2018. In attendance were Committee members Nancy Cole, Tommy Gunn, Ralph Lutjen and Mike Smith. Committee member Dinah Reiss, was absent

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

Chairwomen Nancy Cole passed out documents associated CIP plan and CR effort. The document will be edited at this meeting to reflect the outcome of the annual meeting.

Mike Smith make a motion to first amend the minutes from April 23rd, 2018 to record the two items below

1. First, non-agenda topic was the voting of the 2018 Chairperson, Mike Smith made a motion to continue with the leadership under Nancy Cole, Ralph Lutjen seconded and all members affirming with a yes vote.

2. Second, Mike Smith made a motion to continue with the security of record, Tommy Gunn, for the 2018 year, Ralph Lutjen seconds and all members affirming with a yes vote.

Once complete the minutes from April 23rd, 2018 were accepted.

Agenda Items:

1. Review CIP – Nancy Cole reviewed updates to the CIP since April 23rd, 2018 meeting, which included cumulative updates in all categories.
• Buildings: review of plan for 2019 and prepare warrant articles for review of commissioners warrant article suggests early for agreement. The two items on the CIP for buildings are DPW office and the Lodge, once again much discussion on the estimated cost for repairs and the concern if voters would really approve the estimate dollars need to make repairs. Much more discussion will ensue in the weeks to come once pricing is finalized and again a prioritized list of projects is developed.
• Roads: Review of the 2018 items was discussed especially Chocorua View and Old Town and what actually can be accomplished with $3,000. Scope will be reviewed and help determine the best course of action to extend the useful life of both roads. Comments were made about how well Geneva Hill on Middle Shire is holding up especially after the harsh winter we are just survived. Also, Klausen was discussed and a needed estimate for proposed scope of work.
• Water: Much discussion on the situation of the tanks after the failure of the Reinach tank inspection. All agreed it would be premature to continue further discussion until formal reports are back and the exact condition is presented to the Commissioners. Further discussion was tabled until all data is available, most likely at the June 2018 meeting. Mike Smith walked through the detailed cost estimates he has prepared for all tank replacements. This cost estimate is designed to provide the Asset Management team with a baseline for cost estimating, understanding each year a 5% escalation would have to be included to adjust from todays prices. Also, leaks were discussed and how to prioritize them and associated pipe replacement. Mike Smith walked through the estimated cost he developed for pipe replacement. A review of the pipe sections from Geneva Beach up to West Bergamo will be planned with Ian Hayes. Test pits will be dug to determine where the new and old pipe meets and a plan for replacement will be developed.
2. Review proposed items for commissioners to review for bidding and inclusion in the 2019 warrant articles for voters to review and approve. The two building items will be developed first.
3. Review recent failure of Reinach Tank and next steps to be taken. See above CIP/Water.
4. Mapping Update – Ron Sandstrom working with Chad Roberge of Avitar on isolation valve maps
5. CSV Update - Mike Smith to complete CSV location information late spring / early summer with Ian Hayes.
6. Next Meeting – date and time TBD

At 1:58 pm Nancy Cole makes a motion to adjourn the meeting. Mike Smith seconds. Motion passed unanimously with all members voting yes.

Respectfully submitted,

Tommy Gunn
Committee Member

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The purpose of this policy is to clarify the times that the office will be open for walk in business and to outline the operational hours of the village district office. 

The district office is expected to be operationally staffed Monday - Friday 7:30am to 3:30pm.

Emergency response is available by call-in seven days a week twenty-four hours a day.

Public Records may be viewed during regular walk-in office hours or by appointment or requested by email or us postal email.

To assist property owners and make the office accessible, the following times are scheduled for walk in business.

  • Monday, Wednesday, Thursday & Friday 7:30 am to 3:30 pm.
  • Tuesdays from 7:30am-8:30am and from 1:00pm-3:30pm

During Commissioner meetings or District Committee meetings the office is closed to the public for walk in business.

Scheduling Office appointments is highly recommended and preferred.

Additionally, the office may be closed with or without notice due to illness or personal time off requests.

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/06/bid-requirement-policy.pdf"]

BID REQUIREMENT POLICY

The Village District of Eidelweiss will use the State of NH established governmental guideline as the maximum dollar amount of a contract that may be awarded without an open bid.

For 2017, this dollar amount is $35,000.

This policy will be updated to reflect any change made by the State of NH Legislature to RSA 447:16.

This policy is hereby adopted this 30th day of January, 2017.

Ron Sandstrom,  Mike Smith,  Larry Leonard
Board of Commissioners

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/06/Road-Water-issue-notice-policy.pdf"]  Road and Water issue Notification Policv
It is the policy of the District that all notifications of any road or water issue be distributed to the VDOE
Emergency Notification list at the first opportunity of the recipient of the information.
Upon receipt of notification, an email is to be sent to the office with the subject line of "Emergency
notification". This email will automatically forward to the mail list.
The Emergency Notification list shall consist of the Office, Board of Commissioners, Administrator,
Water Operator and/or Highway Foreman as necessary.
This policy shall apply to all notices received by any personnel or contractor in any form; in person, by
phone, or by email.
Adopted by the Board of Commissioners May 15,2018
Mike Smith     Ron Sandstrom       Ralph Lutjen