Author Archives: support_c37f

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/04/Communication033018.pdf"]
Village District of Eidelweiss
Communications Committee
March 30, 2018

The Communications Committee met in the District office at 9:00 am on Friday, March 30, 2018. Present were committee members Adam Leiser and Nancy Cole. Committee member Andrew Harteveldt joined the meeting telephonically. Also present was resident Jay Buckley.

At 9:00 am Adam Leiser calls the meeting to order.
Adam Leiser makes a motion to call Andrew Harteveldt for inclusion in the meeting. Nancy Cole seconds. Motion passed by roll call vote 2-0.
Andrew Harteveldt joins the meeting by phone.

Adam Leiser makes a motion to approve the agenda. Nancy Cole seconds. Motion passed by roll call vote 3-0.

Adam Leiser makes a motion to approve the minutes of March 26 as presented. Andrew Harteveldt seconds. Motion passed by roll call vote 3-0.

The VDOE website as a primary means of communicating information is discussed. Minutes are approved by the Commissioners prior to being placed on the website. The delay in availability of the minutes on the website of one week or more is discussed. Making drafts available as an option is discussed. Adam Leiser makes a motion to post draft minutes of Communication Committee meetings two business days after the meeting. Andrew Harteveldt seconds. Motion passed by roll call vote 3-0. Adam Leiser makes a motion to request the Commissioners authorize posting of draft minutes. Andrew Harteveldt seconds. Motion passed by roll call vote 3-0.

Placing other items on the website is discussed. Reports generated regularly will be distributed to the committee for review prior to making recommendations to place on the website. Monthly budgets, check manifests, cash flow report, monthly water usage data and monthly pump house electrical reports will be sent for review.

Jay Buckley outlines that a post was placed on the info-board stating that residents in Eidelweiss have an advantage for watercraft registration as some persons in other states have not yet received the mailing. Nancy Cole states that the registration form was placed on the website and an email blast that the form is now available was sent. Nancy Cole makes a motion to have the Committee request Jay Buckley post relevant information on the info-board. Adam Leiser seconds. Motion passed by roll call vote 3-0. Jay Buckley will post this information to the info-board.
A request to post the availability of the registration form was sent to the EPOA. Andrew Harteveldt will check on this and request the posting.

Discussion is held on assigning spaces via lottery next year. All persons requesting Boulder Beach, for example, would be assigned numbers that would be randomly drawn to assign the spaces available. This type of system would remove any concerns over someone having a form prior to someone else.

Discussion is held on addressing unofficial channels for information; requests can be sent for posting information but actual posting is out of the VDOE control. Jay Buckley outlines a Next Door site run by a resident that could also post the information; Jay will contact the site owner.

Discussion on sending of the registration stickers is held. Creating a letter to outline for each registrant the space assigned and where the sticker should be placed on the craft is discussed. Andrew Harteveldt will take lead in drafting the letter for submission to the Commissioners for approval.

The presentation by the Loon Society being established for May 26 at 6 pm at the lodge is discussed. Intent to have an ice cream social is outlined. Adam Leiser makes a motion to have pizza. Motion fails for lack of a second. Nice Try!

A job description for an intern position is discussed. Nancy Cole will take lead on this.
Nancy Cole makes a motion to recommend Jay Buckley to the Board of Commissioners as the final member of the Communication Committee if no interested persons come forth by 11 am today. Adam Leiser seconds. Discussion is held on the desire to have a part time resident as the final member. Jay Buckley states that he will not accept a position on the Committee at this time.

Adam Leiser makes a motion to email minutes through the VDOE website. Andrew Harteveldt seconds. Discussion ensues on use of the website email for emergency notifications such as water outages or road closures and to protect that system. Ability to choose what information a person receives is discussed as a means of allowing people the option of receiving emergency alerts only or emergency alerts and other information. The site may not be set up to allow this to occur. Motion failed 2-1 by roll call vote Adam Leiser yea, Nancy Cole nay and Andrew Harteveldt nay.
Adam Leiser makes a motion to ask other boards if they are interested in posting draft minutes and emailing minutes. Motion fails for lack of a second.
Andrew Harteveldt states that this issue should be discussed more; getting the information out as to how to obtain minutes can be considered.
Adam Leiser makes a motion to add draft and approved minutes list to the monthly email communication. Nancy Cole seconds. Motion passed by roll call vote 3-0.

Adam Leiser makes a motion to approve the mission statement for the Communication Committee. Nancy Cole seconds. Motion passed by roll call vote 3-0. Adam Leiser makes a motion to post the mission statement to the website. Andrew Harteveldt seconds. Motion passed by roll call vote 3-0.
Adam Leiser makes a motion to have the April communication report to the Board of Commissioners for review and approval at their April 24 meeting. Andrew Harteveldt seconds. Motion passed by roll call vote 3-0.
Ideas for the communication will be discussed at the next meeting.

Next meeting will be held Monday, April 9 at 9 am.

Discussion ensues on creating a SWOT analysis. Additional persons may be needed to create this document. This could be outlined at the May 5 info-board meeting for residents.

At 10:15 am Adam Leiser makes a motion to adjourn the meeting. Andrew Harteveldt seconds. Motion passed by roll call vote 3-0.
Respectfully submitted,

Nancy E. Cole
Committee member

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/04/CM032618.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 26, 2018

The Board of Commissioners met at 9:30 am on Monday, March 26, 2018. In attendance were Commissioners Mike Smith and Ron Sandstrom. Also in attendance were Highway Foreman Kelly Robitaille and residents Adam Leiser and Jay Buckley.

At 9:30 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 requests a purchase order for gravel. Mike Smith makes a motion to create an open purchase order in the amount of $5,000. Ron Sandstrom seconds. Motion passed 2-0.
The F-550 was looked at by the insurance company appraiser Friday. The sander was also looked at. We are waiting for the insurance company determination.

3. Water
4. Administration

Mike Smith makes a motion to approve payroll in the amount of $8,350.28. Ron Sandstrom seconds. Report and time cards are reviewed and discussed. Motion passed 2-0.
Mike Smith makes a motion to approve the 2018 Water Usage invoice template. Ron Sandstrom seconds. Wording on template discussed. Motion passed 2-0.
The water system pump house electrical report showing kWh and costs by station is reviewed.
Mike Smith discusses improvements that will be seen now that Muddy Beach is on propane and not electric heat.
Mike Smith makes a motion to sign PO 245 in the amount of $3,000 for salt. Ron Sandstrom seconds the motion. Motion passed 2-0.
Mike Smith makes a motion to sign PO 246 in the amount of $496.27 for the mailing of the canoe rack information and registration form. Ron Sandstrom seconds. Motion passed 2-0.

5. Accounts Payable
6. Minutes

Mike Smith makes a motion to approve the minutes of March 15, 2018 as presented. Ron Sandstrom seconds. Motion passed 2-0.
Mike Smith makes a motion to approve the minutes of March 20, 2018 as presented. Ron Sandstrom seconds. Motion passed 2-0.

7. Commissioners Reports
8. Signature Items
9. Correspondence

Resident Adam Leiser has sent an email to the Commissioners and Communications Committee. Mike Smith recommends bringing this back to the Board after discussion with the Communications Committee. Discussion on direction for the Committee coming from the Board is held. Ron Sandstrom outlines the roles of the Board as management while in public session; not as individual contributors for labor. Discussion on the Communications Committee developing the communications for recommendation to the Board is held. Work flow and available resources are discussed; ability to increase the outflow of information is beneficial to the VDOE. Adam Leiser outlines the importance of filming meetings for transparency.

10. Scheduled Appearances
11. Other Business

Mass Tank has been contacted for scheduling the tank inspections the week of May 14th.
Madison Police have been notified of the recent trash dump at the scenic overlook reported and cleaned up by resident Jerry Mosher. Thanks Jerry!
Madison Code Enforcement Officer Bob Boyd and Fire Chief Richard Clark have been asked to schedule an inspection of the lodge.

12. Public Comments

At 10:01 am Mike Smith makes a motion to enter non-public session pursuant to RSA 91-A:4 II (d) property. Ron Sandstrom seconds. Motion called via roll call vote Mike Smith yea, Ron Sandstrom yea. Motion passed 2-0.

Motions and votes of Non-Public session:
Mike Smith makes a motion to seal the minutes until the matter is finalized. Ron Sandstrom seconds the motion. Motion passed 2-0.

At 10:05 am Mike Smith makes a motion to exit non-public session. Ron Sandstrom seconds. Motion is called by roll call vote Mike Smith yea, Ron Sandstrom yea. Motion passed 2-0.
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/2018/04/Communication-Mission-Statement.pdf"]
COMMUNICATIONS COMMITTEE MISSION STATEMENT

The communications committee encourages and facilitates communication between and among members of the commissioner’s office and the property owners of Eidelweiss. It does this by evaluating current methods of communication while providing tools, guidance, and resources to aid all discourse and improvements for successful communication practices in a timely, informative and thoughtful manner.

Adopted March 30, 2018

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/04/Communication032618.pdf"]
Village District of Eidelweiss
Communications Committee
March 26, 2018

The Communications Committee met in the District office at 10:00 am on Monday, March 26, 2018. Present were committee members Ron Sandstrom, Adam Leiser and Nancy Cole. Committee member Andrew Harteveldt joined the meeting telephonically. Also present was resident Jay Buckley.

At 10:05 am Ron Sandstrom calls the meeting to order.
Ron Sandstrom makes a motion to approve the agenda. Adam Leiser seconds. Motion passed 3-0.
Ron Sandstrom makes a motion to call Andrew Harteveldt for inclusion in the meeting. Adam Leiser seconds. Motion by roll call vote Ron Sandstrom yea, Adam Leiser yea, Nancy Cole yea and the motion passed 3-0.
Andrew Harteveldt joins the meeting by phone.

Adam Leiser makes a motion to film all meetings. Ron Sandstrom seconds. Motion passed by roll call vote 4-0.
Adam Leiser makes a motion to adjourn until filmed. Ron Sandstrom seconds. Discussion ensues on acting on some business today and postponing some items until a filmed meeting. Motion failed by roll call vote 1-3; Adam Leiser yea, Ron Sandstrom nay, Andrew Harteveldt nay, Nancy Cole nay.
Andrew Harteveldt makes a motion to adjust the agenda to approval of minutes and kayak racks for today and hold a filmed meeting later this week to handle the remaining agenda items. Ron Sandstrom seconds. Motion passed by roll call vote 4-0.
Ron Sandstrom makes a motion to post the canoe rack registration form to the website upon receipt of the US Postal mailer. Adam Leiser seconds. Motion passed by roll call vote 4-0.
Ron Sandstrom makes a motion to send a request to the EPOA and info-board to post the availability of the form on the VDOE site. Adam Leiser seconds. Motion passed by roll call vote 4-0.
Nancy Cole informs the committee that she has requested a price for creation of stickers for the canoe racks. The intent to laminate the sheets and cut them will allow the paper to erode quickly. At this time will laminate and cut the sheets for no cost, sticker price will still be obtained.
Discussion on establishing a logo for the District which could be trademarked is held. A new logo would be needed and this option will be looked into. The State seal for the District would be an option. A copy will be sent for review.
Discussion is held regarding the fee for canoe rack space registration. The District may not be able to charge the feel. Registration will proceed for the spaces.
Committee size is discussed; options for members are discussed. Adam Leiser requests additional time for anyone who may be interested to respond. Andrew Harteveldt makes a motion that if no one has stated interest by 11 am Friday, the Committee will recommend Jay Buckley as the fifth member. Ron Sandstrom seconds. Motion passed by roll call vote 4-0.
Ron Sandstrom makes a motion to approve the minutes of March 7 as presented. Nancy Cole seconds. Motion passed by roll call vote 4-0.
Ron Sandstrom makes a motion to approve the minutes of March 19 as presented. Adam Leiser seconds. Motion passed by roll call vote 4-0.
Ron Sandstrom makes a motion to have Adam Leiser act as Chair next meeting. Nancy Cole seconds. Motion passed by roll call vote 4-0.

Next meeting will be Friday, March 30 at 11 am.

Including a link to minutes with the planned monthly communication is discussed and will be discussed further.
Discussion is held on the Elected Officials Compensation Policy which prohibits elected officials and their families from having paid positions within the VDOE.
Discussion is held on workflow and compliance with regulations.

At 11:10 am, Ron Sandstrom makes a motion to adjourn the meeting. Adam Leiser seconds. Motion passed by roll call vote 4-0.
Respectfully submitted,

Nancy E. Cole
Committee member

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The registration form for use of a space on a canoe rack is now available on the District website under Notices and under District Ordinances.
Canoe Rack Registration

In compliance with the VDOE Beach Ordinance, any watercraft placed on a canoe rack at a VDOE beach must be registered with the District.

One space per VDOE property is allowed. Should spaces remain after June 1, property owners can request an additional space.

To register your watercraft, please complete the registration form and send to VDOE at 1680 Conway Rd, Madison NH 03849.
Property owner’s name and contact number must be provided.
VDOE street address must be provided.
A description of the watercraft, including color, must be provided.

Once a space is assigned, you will receive an ID number that must be placed on the watercraft.

All watercraft must be registered prior to placement on a rack space.

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/03/2018-canoe-rack-registration-form-Final.pdf"]

Board of Commissioners
Village District of Eidelweiss
1680 Conway Rd Box 1027
Madison, New Hampshire 03849
603-367-9022

2018 CANOE RACK REGISTRATION

Registration period for 2018 is March 26, 2018 through June 1, 2018. Registration cost is $25.00. Make check payable to VDOE. Checks must be received with registration form in order to be considered. Registration forms will be dated upon receipt and opened in order of receipt for rack space assignment. Returned checks will be charged a $35 check fee and denial/revocation of rack space until registration fee and charges are paid.

Name ______________________________________

Mailing address_________________________________________________________

Phone________________ Email address________________________________
Eidelweiss street address__________________________________________________

Description of watercraft – include color and any identifying markings__________________________

________________________________________________________________________________

First choice Beach Boulder, Eidelweiss, Thusis, Geneva, Porridge Shore (circle one)
Second choice Boulder, Eidelweiss, Thusis, Geneva, Porridge Shore (circle one)
Third choice Boulder, Eidelweiss, Thusis, Geneva, Porridge Shore (circle one)
Fourth choice Boulder, Eidelweiss, Thusis, Geneva, Porridge Shore (circle one)

By submitting this registration form, I acknowledge and agree that VDOE, though providing registration for this space for my watercraft to be stored on District property, does not accept any liability for the safety or condition of my watercraft, and that I use the canoe rack at my own risk. I acknowledge and agree that VDOE is not liable for any damage, injury, or loss that may occur in connection with my use of the canoe rack, the beach, or my watercraft. I agree to indemnify and hold harmless VDOE and its agents from any claim for damage, injury or loss that may arise in connection with my use of the canoe rack, the beach, or my watercraft

Signature of owner:

_________________________________________________

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/03/Communication031918.pdf"]The Communications Committee met in the District office at 10:00 am on Monday, March 19, 2018. Present were committee members Ron Sandstrom, Adam Leiser and Nancy Cole. Andrew Harteveldt joined the meeting telephonically.
At 10:00 am Ron Sandstrom calls the meeting to order.
Adam Leiser makes a motion to approve the agenda. Ron Sandstrom seconds. Motion passed 3-0.
Ron Sandstrom makes a motion to call Andrew Harteveldt for inclusion in the meeting. Adam Leiser seconds. Motion by roll call vote Ron Sandstrom yea, Adam Leiser yea, Nancy Cole yea and the motion passed 3-0.
Andrew Harteveldt joins the meeting by phone.

Ron Sandstrom outlines the roll of the committee in increasing information distribution to property owners.

Placement of a notice for the canoe racks is discussed; placing the notice on each space is outlined as goal with one larger notice at the end of each rack. Andrew Harteveldt will take the lead in drafting the notices. ID stickers to be distributed for each space registered are discussed. A letter/number combination will be used to identify the beach, rack, and space for each craft. The expectation that Gloria Aspinall will not need to spend more than a few minutes per beach checking craft for stickers is discussed. It is outlined that Gloria cleans and stocks the outhouses and will check the racks while already at each beach.

The Committee is informed that the Commissioners have set the 2018 water usage fee at $500. Discussion ensues on the question of water meters. Prior years’ discussions on this subject are outlined. Andrew Harteveldt will draft a communication for review on this subject.

Adam Leiser will follow up with Granite State College on availability of a possible intern. A request for an unpaid intern could be made using the VDOE email notice list with a request to the EPOA and info-board to also post the request.

Adam Leiser discusses an option of placing biographical information including work experience for each Commissioner in a communication and on the VDOE website.

Compliance of all committees with NH regulations, including RSA 91-A is discussed.

Next meeting will be Monday, March 26 at 10 am.

At 11:20 am, Ron Sandstrom makes a motion to adjourn the meeting. Adam Leiser seconds. Motion passed 4-0.
Respectfully submitted,
Nancy Cole, Committee member

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/03/Communication030718.pdf"]
The Communications Committee met in the District office at 10:00 am on Wednesday, March 7, 2018. Present were committee members Ron Sandstrom, Adam Leiser and Nancy Cole.
At 10:00 am Ron Sandstrom calls the meeting to order.
Ron Sandstrom makes a motion to approve the agenda. Adam Leiser seconds. Motion passed 3-0.
Size of new committee discussed; 5 persons is desired. Ron Sandstrom moves to recommend adding Andrew Harteveldt to the committee. Adam Leiser seconds. Motion passed 3-0.
Adam Leiser will work on a letter outlining the new registration system for use of the canoe racks. Letter will be sent with instruction sheet and registration form to all property owners. Nancy Cole will price the cost for mailing for consideration by the Board of Commissioners.
Colored stickers with a number, year, or letter combination will be priced out for issuance as ID for all registered watercraft; B 2018 could be used for Boulder Beach registrations for 2018.
Establishment of new committee will be put on the VDOE website with a notice to any resident to send an email to the office if interested in serving on the new committee.
Laminated signs will be put on the canoe racks prior to April 1 stating that registration is now required prior to placing any craft in the racks.
Adam Leiser will contact Granite State College to see if an intern may be available to assist with the website.
Next meeting will be held Monday, March 19, 2018 at 10 am.
At 11:25 am, Ron Sandstrom makes a motion to adjourn the meeting. Adam Leiser seconds. Motion passed 3-0.

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/03/AssetMngmnt-02-12-18.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
February 12th, 2018

Note: This meeting was captured on video and will be available on the VDOE website for specific dialogue of the committee members and the specific content of meeting.
The Asset Management Committee met at 3:00 pm exactly on Monday, February 12th, 2018. In attendance were Committee members Dinah Reiss, Nancy Cole, Tommy Gunn, Ralph Lutjen and Mike Smith.

At exactly 3:00 pm the meeting was called to order by Chairwomen Nancy Cole.

Nancy Cole passed out and made a motion to approve the agenda as presented, the was seconded by Mike Smith and the motion passed 5-0, all members voting yes. Nancy also passed out documents associated with the water loan detail and Mike Smith’s analysis of inspect/reline & repair various tanks vs the cost to replace.

Agenda:

1. Nancy Cole makes a motion to accept the minutes of January19, 2018 – Ralph Lutjen seconds the motion, the motion passed 5-0 with all members voting yes.

2. Overview – The committee reviewed adjustments to the proposed CIP plan and warrant article to align with reasonable recommendations to voters at the annual meeting in February 2018. Details are discussed later in the meeting document.

3. Review proposed Water Bond Spreadsheets;
• Ralph Lutjen review the detailed spreed sheet on how the water projects were developed and using the plan to present a plan for a 15-year bond, the first three years interest only and the remaining 12 years to pay the principal loan amount. The current estimate for interest rate is 4%.
• The goal to keep the annual water few below $500.00
• Mike Smith makes a motion for the Asset Management Committee to formally support the water bond article in the amount of $525,000. Nancy Cole seconds and all are and vote yes.

4. Mike Smith reviews the detailed analysis that he and Nancy Cole have prepared comparing the estimated costs to inspect and reline the existing water tanks vs. purchasing new tanks.
• Much dialogue on the topic took place, with no firm outcome. The committee acknowledges that relining would extend the useful life of the exiting tanks by about 20 years, the existing tanks are about 43 years old.
• But given the delta of cost, for three tanks just under $20,000 in total. With the minimum estimated useful life of 50+ years would the VDOE be better off replacing the tank rather than inspecting and or relining.

5. Diana notes that on the water project list Reinach Phase 1 is listed but no reference is made to future phases of the Reinach are not mentioned. She raises a concern voters may raise this at the annual meeting, and questions are we prepared to address this?

6. The Committee reviewed the warrant articles 1 – 23, no changes were made or suggested.

7. The Committee reviewed the analysis Mike Smith has prepared looking at electrical usage in the water pump houses and how a VFD (Variable Frequency Drive) can significantly improving the operating efficiency of the pumps and reducing electrical usage. The electrical upgrades and improvements with have a payback period as yet to be determined but will reduce the cost of proposed projects.

8. Establish Next meeting - Next meeting scheduled for Monday March 12th, 2018 @ 3:00 PM

At 4:02 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