[gview file="https://vdoe-nh.org/wp-content/uploads/2017/07/CM053017.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 30, 2017
The Board of Commissioners met at 8:00 am on Tuesday, May 30, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance was Kelly Robitaille (hwy) and Treasurer Dinah Reiss (arrived 9:30 am). 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 the motion and the motion passed 3-0.
The action list is reviewed and discussed.
2. Highway Department Report
Kelly Robitaille reports that five (5) beavers have been removed by the trapper. No additional activity has been noted. Ralph Lutjen makes a motion to end the trapping and reinstate if needed at a later date. Ron Sandstrom seconds the motion and the motion passed 3-0.
Jungfrau Road is discussed. The culvert installed at the construction at number 11 is not compliant with the Driveway Permit for Construction; 60 feet of culvert has been installed when 30 feet was permitted. The installed culvert is not effective; it does not slope downhill and is already filling with silt. Other drainage in the area is being affected by the construction. A culvert across the road may be the best solution at this property; the new culvert would be placed so the outlet is at the vacant lot that would be #10 Jungfrau. This lot is believed to be owned by the homeowner’s of 8 Jungfrau. Placing a culvert with an outlet at #10, would allow the road culvert that currently exits near the house at 8 Jungfrau to be removed. Ralph Lutjen makes a motion to send a letter to the owner of 8 Jungfrau requesting an easement to place a new culvert with an outlet at the lot at #10 and to remove the culvert at #8 with a copy of the letter to go to the property owner at #11. Ron Sandstrom seconds the motion and the motion passed 3-0.
The Driveway Permit for Construction for #11 Jungfrau is discussed. An amendment to the Permit would be needed to approve 60 feet of culvert being placed. Ralph Lutjen makes a motion to send a letter to the property owner for submission of a request for an amendment to the Driveway Permit for Construction with a waiver request for the extended culvert. Ron Sandstrom seconds the motion and the motion passed 3-0.
Drainage at the driveway for #15 is discussed. This driveway may need a culvert, however this would be difficult as the driveway is paved to the road surface. Mike Smith makes a motion to send a letter to the property owner regarding need for a driveway culvert and to have the driveway drainage grate replaced as it is not working. Ron Sandstrom seconds the motion. Discussion ensues on having the engineers review this area during have the engineers review and then formulate a letter to the property owner. Ralph Lutjen seconds the motion and the motion passed 3-0.
Kelly Robitaille reports that the new brushes have been received for the sweeper; the sweeper is being used today on asphalt roads. Kelly Robitaille states that he has not yet added gravel to the DPW II garage entrance until the concrete slab is poured behind the building. Securing the entrance to the DPW site is discussed; pricing will be obtained for a gate.
Ditching will be worked on for the Reinach side of the District.
3. Water
Water operator Ian Hayes will be in attendance next week.
An update to the SCADA programming for reading and recording of existing meters is scheduled for Friday.
The DPW well meter will be calibrated when Tom Therrien of Electrical Installation is on site for the SCADA updates.
The list for the isolation valves that Ian Hayes will use for checking areas for water leaks is expected July 1.
A motion was made at the Asset Management meeting to have the isolation valve list updated and submitted to Chad Roberge of Avitar Associates for mapping.
4. Administration
The next Asset Management meeting will be June 14th at 1 pm in the office. The team will be reviewing numbers for needed work on Asphalt roads.
A request for an amendment to a Driveway Permit for 14 Blinden is reviewed. Mike Smith makes a motion to send a letter to the property owner for proof of filed easement for drainage of the driveway culvert onto the property at 12 Blinden. Ron Sandstrom seconds the motion and the motion passed 3-0.
The owner of 10 Presidential View has submitted an application for a Driveway Permit for Construction. The copy of the certified plot plan with septic approval has not yet been received. Kelly Robitaille will be given the inspection form for review of the proposed driveway so that the inspection is complete upon receipt of the remaining plan.
Salt purchases for 2016/2017 winter have been calculated; 315 tons of salt were purchased.
5. Accounts Payable
The check manifest is presented. Mike Smith makes a motion to approve 13 checks in the amount of $6,595.05. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
6. Minutes
The minutes of May 16 are reviewed. Ralph Lutjen makes a motion to approve the minutes of May 16 as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.
The minutes of May 23 are reviewed. Ralph Lutjen makes a motion to approve the minutes of May 16 as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.
7. Commissioners Reports
Ralph Lutjen discusses drafting an update to the Beach Ordinance to require registration for canoe/kayak rack spaces. Mike Smith adds that there are already canoes and kayaks on the ground at the beaches. Many of the watercraft do not have owner information on them. Ron Sandstrom discusses posting the recent theft of kayaks from the racks with a statement of identification assisting in recovery and required by the Ordinance. Any watercraft not in a space should be removed by the end of June. Mike Smith makes a motion to post the website and canoe racks alerting persons of the recent thefts and to have owner identification on all watercraft by July 1 or craft may be confiscated. Ralph Lutjen seconds the motion and the motion passed 3-0.
8. Signature Items
Purchase order 191 is reviewed. Ron Sandstrom makes a motion to approve purchase order 191 for purchase of picnic tables in the amount of $625. Ralph Lutjen seconds the motion and the motion passed 3-0.
Purchase order 192 is reviewed. Ralph Lutjen makes a motion to approve purchase order 192 for purchase sweeper brushes in the amount of $500. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 193 is reviewed. Ralph Lutjen makes a motion to approve purchase order 193 for purchase of combination locks in the amount of $1,750. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 194 is reviewed. Ron Sandstrom makes a motion to approve purchase order 194 for purchase of Sodium Hydroxide in the amount of $2,500. Ralph Lutjen seconds the motion and the motion passed 3-0.
The representation letter for the 2016 audit is reviewed. Mike Smith makes a motion to sign the representation letter for the 2016 audit. Ron Sandstrom seconds the motion and the motion passed 3-0.
9. Correspondence
Larry Leonard has sent a request to park his boat/trailer at the Huttwil parking lot for the season. Ralph Lutjen states that he is not in favor of seasonal parking. Ron Sandstrom discusses the information received that the boat was already in the parking lot prior to submission of the parking request. Mike Smith makes a motion to allow Larry Leonard to park his boat/trailer in the lot. Ron Sandstrom seconds the motion and the motion failed 0-3. Mike Smith makes a motion to notify Larry Leonard to remove the boat/trailer immediately. Ron Sandstrom seconds the motion and the motion passed 3-0.
Granite State Analytical has sent the testing for the Perflourinated Compound (PFC) testing recommended by NH Department of Environmental Services. No PFC’s were detected in the Eidelweiss water system.
Mark Graffam has sent a notice of a depression in Eidelweiss Drive at the base of Lugano where isolation valves are buried. The depression has been corrected.
NH Department of Environmental Services (DES) has sent a request to target 10 houses constructed prior to 1960 for addition to the lead and copper test site list. DES has been notified that the District does not have 10 houses constructed prior to 1960 on the water system. The test site list, as it currently exists, is acceptable to DES.
NH Municipal Association has sent the Legislative Bulletin. The State budget is pending approval in the House.
NH Municipal Association has sent the bi-weekly News Link.
10. Scheduled Appearances
11. Other Business
The office has been notified that a bird has nested in one of the outhouses at Geneva Beach. The nest has eggs; the outhouse has been closed until the eggs hatch and the birds can leave the nest.
Ongoing discussion has been occurring within the District regarding the level of the ponds. Notice has been sent that the pond levels have been set based upon the location of the Loon’s nest on the banking of Little Pea.
Beach raking and posting of the position for raking of the beaches is discussed. Discussion points include the lack of complaints and increase in compliments received since the DPW began to rake the beaches a couple of years ago.
Placing of the swim rafts for the summer is discussed.
12. Public Comments
At 9:35 am Mike Smith makes a motion to enter Non-Public Session in accordance with RSA 91-A:3, II (c), reputation. Ralph Lutjen seconds the motion. Motion is called via roll-call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.
Motions and votes of Non-Public session:
Mike Smith makes a motion to seal the minutes of the non-public session. Ralph Lutjen seconds the motion and the motion passed 3-0.
At 10:00 am Ralph Lutjen makes a motion to exit non-public session and adjourn the meeting. Mike Smith seconds the motion. Motion is called via roll-call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.
Respectfully submitted,
Nancy E. Cole
Administrator