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The Village District of Eidelweiss Annual Meeting was held on Saturday, February 25, 2017. Voting occurred from 5-7 pm with the Deliberative Session beginning at 7 pm.
Present were Moderator Mark Graffam, Clerk Nancy Cole, and Supervisors of the Checklist Emily Shepard, Cheryl Brooks and Jennifer Garside. Also present were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard, and VDOE Attorney Chris Boldt of Donohue, Tucker and Ciandella. 35 people attended.
Polls opened at 5:00 pm by Moderator Mark Graffam.
Article 1: Voting for Officers
Voting for Officers:
One Commissioner (three-year term)
One Treasurer (two-year term)
One Clerk (two-year term)
Polls closed at 7:00 pm.
The Deliberative Session is called to order by Moderator Mark Graffam at 7:06 pm
The Moderator leads the Pledge of Allegiance.
The Moderator reviews the rules for the Meeting.
Moderator Mark Graffam moves to allow non-voters to speak at this meeting, seconded by Jay Buckley.
Motion passed unanimously by voice vote.
Moderator recognizes and introduces Attorney Chris Boldt of DTC.
Results of Article 1 are announced by the Moderator:
Commissioner: Ralph Lutjen
Treasurer: Dinah Reiss
Clerk: Nancy Cole
Article 2: By Petition
To see if the District will vote to change the classification of the Class VI portion of Grachen Drive, referred to as Grachen Extension, to Class V. Note: The end portion of this road has been paved by the residents with proper drainage.
Moderator reads Article 2.
Article moved to floor by Lead petitioner Ed Foley of 20 Grison Road, seconded by Bob Ingram.
Mr. Foley outlines the drainage for the road and upgrades done by the residents.
Nancy Cole moves to amend the Article to read: To see if the District will vote to change the classification of the Class VI portion of Grachen Drive, referred to as Grachen Extension, to Class V following creation of a cul-de-sac at the end of the road, and submission of documentation regarding the road bed work completed by the property owners, seconded by Jay Buckley.
Jay Buckley questions cul-de-sac and pavement preservation requirements for the District. Moderator outlines right of VDOE to maintain pavement at VDOE’s discretion. Discussion on standards to be met when developing cul-de-sac; recommendation to include statement of VDOE Road Standards within amendment is made.
Amendment is voted 6 for, 22 against. Amendment failed
Nancy Cole moves to amend the Article to read: To see if the District will vote to change the classification of the Class VI portion of Grachen Drive, referred to as Grachen Extension, to Class V following creation of a cul-de-sac at the end of the road to VDOE published Road Standards, and submission of documentation regarding the road bed work completed by the property owners, seconded by Mike Smith.
Amendment is voted 25 for, 3 against. Amendment passed.
Article 2 as amended is voted 26 for, 1 against. Article passed.
Article 3: Operating Budget
To see if the village district will vote to raise and appropriate the sum of $497,217 for general municipal operations. Funds for this appropriation shall be raised by withdrawal of $20,000 from the Medical Insurance Capital Reserve Fund and $477,217 by taxation. This article does not include appropriations contained in special or individual articles addressed separately.
Recommended by the Board of Commissioners 3-0.
(Majority vote required)
Executive $12,200
Administration $51,512
Legal Expense $3,400
Employee Benefits $85,127
General Government Buildings $10,433
Insurance $35,850
Regional Association $850
Other General Government $850
Highways & Streets $191,460
Street Lighting $1,250
Parks & Recreation $7,000
TAN Interest $500
Asset Management $1,500
Bond, Jungfrau Forced Main $8,060
Bond, Road Grader $29,227
Bond, Terra Star $23,998
Bond, Oak Ridge Road
$34,000
TOTAL
$497,217
Article moved to floor by Mike Smith, seconded by Jay Buckley.
Moderator reviews budget detail information.
Jay Buckley questions admin salary. Ron Sandstrom outlines Commissioners to do right thing for employees and taxpayers. Charles White makes a statement in favor of salary increase. Bill Copeland outlines paying overtime rather than salary. Dinah Reiss makes a statement supporting admin salary increase, adding that the Administrator is a valuable employee.
Discussion on medical insurance increase; coverage for all three employees this year is outlined.
Ralph Lutjen questions move to 100% coverage. Ron Sandstrom outlines bringing benefits in line with other municipalities.
Jay Buckley questions plan. Limits outlined for VDOE plan at $3,000/$6,000 out of pocket maximums.
Treasurer Dinah Reiss outlines the bond items, years remaining on all loans highlighted. Bill Copeland questions outsourcing road work. Moderator responds not cost effective. Question on overspending the line item for equipment, repairs, maintenance and supplies is received. A new sander for the F-550, heavy equipment repairs in line item outlined.
Mike Smith moves to increase the bottom line to $508,217 with $6,000 being added to salt and $5,000 being added to sand, seconded by Ron Sandstrom.
Amendment voted 20 for 4 opposed. Amendment passed.
Jay Buckley questions why gravel reduced. Ron Sandstrom outlines focus on ditching; better at using the equipment to obtain the best results for the roads.
Asphalt line item discussed. Ron Sandstrom crack sealing equipment for asphalt preservation.
TAN interest line discussed. Jay Buckley questions need for TAN. Treasurer Dinah Reiss discusses need to maintain cash flow with an increase in debt. Timing of loan payments outlined.
Article 3 as amended voted 22 for, 4 against. Article 3 passed in the amount of $508,217.
Article 4: Building Repairs
To see if the District will vote to raise and appropriate the sum of $40,000 for repairs to the Lodge Building. Funds for this appropriation will be raised by taxation.
Recommended by the Board of Commissioners 3-0.
(Majority Vote required)
Mike Smith moves article to floor, seconded by Bob Ingram.
Moderator Mark Graffam outlines issues noted and looked at within Lodge. Discussion on article, need for repairs to the building.
Question on repairs and potential for selling the building is raised.
Discussion on keeping the building safe for use while owned by the VDOE is held.
Questions on events held at the Lodge. Availability for use by homeowners is outlined. Lodge as an asset outlined.
Discussion on repairs to the entry way and ability to use the $40,000 to make repairs as prioritized for maximizing results is held.
Larry Leonard moves to amend the article to repairs to the mantel beam and chimney flashing in the amount of $10,000, seconded by Jay Buckley.
Statement of unknown overall building safety and condition should a limited repair be done is made by Bob Ingram.
Margaret Scrimger makes a statement for spending nothing rather than reducing the Article amount. Kathy Sandstrom voices agreement to make full repairs.
Amendment is voted 4 for, 23 against. Amendment failed.
Article 4 as written is voted 23 for, 4 against. Article 4 passed in the amount of $40,000.
Article 5: Little Loop Engineering
To see if the District will vote to raise and appropriate the sum of $5,000 for the purpose of engineering, design and permitting for the reconstruction of Little Loop Road.
Recommended by the Board of Commissioners 3-0
(Majority vote required)
Mike Smith moves the article to the floor, seconded by Gloria Aspinall.
Discussion on need for permitting from NH DES to perform work within 250 feet of the pond is held.
Gloria Aspinall questions if the VDOE DPW would complete the road work. The engineered design complexity will determine if in the scope of the DPW.
Article 5 is voted 26 for, none against. Article 5 passed in the amount of $5,000.
Article 6: Water Budget
To see if the District will vote to raise and appropriate $145,127 for general operation of the water system. Funds for this appropriation will be raised by water usage fees.
Recommended by the Board of Commissioners 3-0
(Majority vote required)
Executive $2,160
Administration $8,914
Employee Benefits $13,176
General Government Buildings $2,017
Legal Expense $600
Property Liability Insurance $6,150
Regional Association $150
Other General Government $150
Water Services Electricity $23,000
Heat (Propane) $2,250
Testing $6,000
Repairs $42,000
Telemetry System $4,000
Treatment $5,000
Engineering Consulting $3,500
Water Monitoring & Chemical Room $18,000
Bond, Jungfrau Forced Main $8,060
Total $145,127
Mike Smith moves article to the floor, seconded by Ron Sandstrom
Moderator reviews budget detail.
Article 6 is voted 28 for, none against. Article 6 passed in the amount of $145,127.
Article 7: Muddy Beach Upgrade
To see if the District will vote to raise and appropriate the sum of $42,000 for the purpose of upgrades to booster pumps, electronics and piping at Muddy Beach pump house. Funds for this appropriation will come from the Water System Capital Reserve Fund.
Recommended by the Board of Commissioners 2-0-1
(Majority vote required)
Mik Mike Smith moves article to floor, seconded by Margaret Scrimger.
Mike Smith outlines need for upgrades to this this station. Dinah Reiss highlights need to raise
wa water usage fees for projects, stating that these funds may be raised with the water rate.
Mike Smith moves to amend to fund by CRF and water usage fees, seconded by Ron Sandstrom.
ostioBob Ingram questions the dollar amount that will be raised by user fees. The Commissioners will nee need to determine this amount.
Amendment is voted 26 for, none against.
Article 7 as amended is voted 18 for, 6 against. Article 7 passed in the amount of $42,000.
Article 8: Reinach Pressure Zone
To see if the District will vote to raise and appropriate the sum of $16,500 for the purpose of engineering, design and permitting of the Reinach pressure zone for the water system. Funds for this appropriation will be raised by water usage fees.
Recommended by the Board of Commissioners 2-1
(Majority vote required)
Mike Smith moves article to floor. Nancy Cole seconds.
Kathy Koziel questions cost for construction. Larry Leonard estimates over $200,000.
Dorothy Wondolowski questions when construction would be done. Within 5 years is outlined.
Pressure and water loss for residents which the District needs to correct is reason for this Article.
Mike Smith states favor for and need for this article so that corrective action for pressure loss at homes can be taken.
Mike Hassey, resident of 1 Bristenstock, speaks in favor of article and outlines difficulties of living with lack of water pressure and flow. The water pressure at Mr. Hassey’s house only occasionally reaches 28 psi; 32 is minimum. At times, only a slight trickle of water is available.
Jay Buckley discusses started with engineering, raises question of liability for Oak station replacement booster pumps. No known liability exists.
Article 8 is voted 23 for, 2 against. Article 8 passed in the amount of $16,500.
Article 9: Water Tank CRF
To see if the District will vote to establish a Water Tanks Capital Reserve Fund under the provisions of RSA 35:1 for water system tanks and to raise and appropriate the sum of $20,000 to be placed in this fund. Funds for this appropriation will be raised by water usage fees.
Recommended by the Board of Commissioners 3-0
(Majority Vote Required)
Mike Smith moves article to floor second Ron Sandstrom.
Ron Sandstrom statement of saving for tanks.
Jay Buckley recommends review of tank lining as project next year.
Stan Wondolowski questions if there is a difference from other CRF? Yes, tank specific.
Dorothy Wondolowski questions Treasurer if positive to have a separate fund for tanks and is informed yes, there is an advantage.
Article 9 is voted 24 for, 1 against. Article 9 passed in the amount of $20,000.
Article 10: Water Extension Fund
To see if the District will vote to raise and appropriate the sum of $50,000 for the purpose of making and repairing connections to the water system, extending or repairing water lines and making general improvements to the water system and to authorize the withdrawal of $50,000 from the Water Extension Fund created for that purpose.
Recommended by the Board of Commissioners 3-0
Jay Buckley moves the article to the floor, second Mike Smith.
Article 10 is voted for unanimously. Article 10 passed in the amount of $50,000.
To Act upon any other business that may lawfully come before this meeting;
Recommendation for protection of the ponds is introduced as follows:
Whereas, VDOE property values, enjoyment, wildlife health, and pride of community, are directly related to the water quality of the Pea Porridge Ponds;
Whereas, the EPOA has conducted extensive testing and data recording, as part of a NH DES Volunteer Lake Assessment Program, of the Pea Porridge Ponds since 1996;
Whereas, the collected data indicates to the EPOA testers that the Pea Porridge Ponds’ water quality is better than the NH average today;
Whereas, data comparisons of recent years show a concerning trend of decrease of overall water quality by multiple factors – now is the time to start preventative measures;
NOW, THEREFORE LET IT BE RESOLVED THAT the 2017 Legislative Body of the VDOE advises the VDOE Board of Commissioners to accomplish the following:
1. Adopt a detailed policy on minimizing pond water damage from road deicing.
2. Adopt a Storm Water Management Plan and policies for the VDOE.
3. Support the education of VDOE Property Owners and the surrounding communities of the Pea Porridge Ponds on Best Road and Shore Land Management Practices for protecting pond water quality.
4. Prepare warrant articles and budgets related to Storm Water Management and Pond Water Quality Protection for the 2018 VDOE Annual Meeting Warrant.
Article moved by Ralph Lutjen, seconded by Jay Buckley
Ralph Lutjen outlines the need to protect ponds now.
Vote for recommending adoption of Best Management Practices for protection of the ponds. If all would begin to work together now, the ponds may be kept from further degradation.
Article is voted 25 for, none against. Recommendation to the Commissioners passed.
Mary O’Neil states that the VDOE should do everything possible to fix the water issue and help the residents of 1 Bristenstock.
At 9:47 pm Moderator Mark Graffam dissolves the meeting.
Respectfully submitted,
Nancy E. Cole
VDOE Clerk
