VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday July 26, 2022

The Board of Commissioners met at 9:00am on Tuesday July 26, 2022.

In attendance for the public meeting are Commissioner Jay Buckley, Commissioner Mike Smith, Commissioner Ralph Lutjen, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator, Kelly Robitaille-DPW Foreman, Kathy Koziell & Arthur Babineau.

Meeting videotaped by Carol of Madison TV

At 9:00am Commissioner Ralph Lutjen calls the meeting to order

Public Meeting

Mike Smith makes a motion to approve the agenda, Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion to approve the Minutes of 7/19/22, Jay Buckley 2nds corrects a P for a D on pg. 2, passes with change 3-0.

Mike Smith makes a motion to approve the 7/19/22 Non-Public Minutes RSA 91-A:3 II (b), Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion to approve the 7/19/22 Non-Public Minutes RSA 91-A:3 II (a), Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion to approve the 7/19/22 Sealed Non-Public Minutes RSA 91-A:3 II (d), Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion to approve the 7/19/22 Sealed Non-Public Minutes RSA 91-A:3 II (L), Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion to approve the Payroll Manifest for $9,458.75, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the Operating Account manifest for $9,600.23 (includes payroll), Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the Reinach Retainage check for $13,020.79, Jay Buckley 2nds, passes 3-0

Jay Buckley makes a motion to transfer $13,020.79 from the Dawson’s Excavation & Utility Services Retainage to Dawson’s Excavation & Utility Services, Ralph Lutjen 2nds, passes 3-0

DPW

Discussion on 5 Huttwil Drive driveway permit application. Homeowner is going to be putting a bridge under the driveway to go over the wetlands. The waterline will be set in conjunction with the bridge. Discussion on the design on the plot plan and water line placement.

Ralph Lutjen makes a motion to approve the driveway permit for construction at 5 Huttwil Drive with a note regarding the waterline, Jay Buckley 2nds, passes 3-0

Discussion on Klausen paving, the job is done and looks good the DPW just has a few things to finish.

Administration

Discussion on late water bills. Charging customers $10 vs. $100 late fee when they did pay the water bill but failed to pay the first late fee.

Ralph Lutjen makes a motion to send a letter indicating that the $50 late fee is due as well as an additional $10 late fee added to that. We have the ability to turn the water off if the bill is not paid by September 1^st, Jay Buckley 2nds, passes 3-0

Discussion on outstanding water bill of $899.00 from an old court case and an old homeowner that no longer lives here and cannot be located.

Ralph Lutjen makes a motion to write off the water bill for $899.00, Jay Buckley 2nds, passes 3-0.

Discussion on Horizons bill: Invoice paid in 2021 was for $3,756.98 and the invoice to be paid in 2022 is for $35,948.80. The contract amount was for $39,500 but with the two bills it is over contract by $205.78. Need to get clarification on the hydraulic model costing $2,000 additional and why the contract is over by $205.78. Commissioners decide not to pay the bill until the hydraulic calibration has been done.

Ralph Lutjen makes a motion to authorize Jay Buckley to have conversations with horizons on the issues with the hydraulic model and the overspending of the contract, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to sign all 3 employee letters, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to sign the Horizons letter, Jay Buckley 2nds, passes 3-0

Commissioner’s Concerns/Reports

Jay Buckley discusses the PRV project, he spoke with 3 contractors (T & D Excavation, E & R Excavation and RWN Property Services) They are going to be sending in quotes within the next week. The lowest bid must be accepted according to the state. Mike Smith questions if the contractors do not come through how about the DPW and Ian do the job in house. Kelly Robitaille discusses the DPW doing the excavation work. They can do it but only if it is worth it and cost saving. Also are they able to do and still get the grant? Jay Buckley is going to reach out to Rick Skarinka and find out if we can do it in house. Ralph Lutjen suggests holding off until we hear back from the 3 contractors.

Mike Smith makes a motion to buy the vault for the PRV Project, No 2^nd.

Jay Buckley is going to look at the lead time to get a vault.

Discussion on the Water Committee. Mike Smith asks if they have any plans going forward to next years annual meeting. Now that we are working with CMA, we should think about changing or reconfiguring the water committee. Ralph Lutjen states he wants to send CMA the AMP for their review. Ralph Lutjen adds that he also has concerns around the water committee and their lack of communication during the AMP. He is also concerned about capital improvements for warrant articles, no issues have been explored by the water committee regarding the AMP. Ralph Lutjen suggests we give the water committee an opportunity to prove themselves before making any decisions.

Ralph Lutjen states the Highway & Roads Committee will be meeting on 8/3/22 at the VDOE Office at 1pm. Going to go over more refined numbers and fill in the spreadsheet. Kelly Robitaille has spoken with international regarding the truck and got a quote for Eidelweiss Drive paving and the backhoe. It is going to be a wide range of things that will be narrowed down to the highest priority.

Discussion on meeting with the Water Committee. Have a meeting on 8/9 at 11am and have Ian Hayes attend too.

Mike Smith makes a motion to have the Water Committee meet with the Board of Commissioners on 8/9 at 11am, Ralph Lutjen 2nds, passes 3-0

Asset Management

Discussion on the Leak Detection Application

Jay Buckley makes a motion to have the office send in the application as filled out, Ralph Lutjen 2nds, passes 3-0

Correspondence & Public Comment

Discussion on Mark Graffam email

NON-PUBLIC MEETING

Mike Smith makes a motion at 10:05am to go into Non-Public for RSA 91-A:3, II (d).  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (d) and return to public meeting at 10:18am.  Ralph Lutjen seconded.  Motion Passed 3-0.

Mike Smith makes a motion to seal the minutes of 7/26/22 under RSA 91-A:3 II (d). Jay Buckley seconded. Motion Passed 3-0.

Ralph Lutjen makes a motion at 10:19am to go into Non-Public for RSA 91-A:3, II (a).  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (a) and return to public meeting at 10:34am.  Ralph Lutjen seconded.  Motion Passed 3-0.

Mike Smith makes a motion at 10:35am to go into Non-Public for RSA 91-A:3, II (d).  Ralph Lutjen seconded.  Motion Passed 3-0.

Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (d) and return to public meeting at 10:50am.  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion to seal the minutes of 7/2622 under RSA 91-A:3 II (d). Ralph Lutjen seconded. Motion Passed 3-0.

Mike Smith makes a motion at 10:51am to go into Non-Public for RSA 91-A:3, II (L).  Ralph Lutjen seconded.  Motion Passed 3-0.

Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (L) and return to public meeting at 11:06am.  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion to adjourn at 11:07am, Ralph Lutjen 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday July 19, 2022

The Board of Commissioners met at 9:00am on Tuesday July 19, 2022.

In attendance for the public meeting are Commissioner Jay Buckley, Commissioner Mike Smith, Commissioner Ralph Lutjen, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator, Kelly Robitaille-DPW Foreman & Kathy Koziell.

Meeting videotaped by Carol of Madison TV

At 9:00am Commissioner Ralph Lutjen calls the meeting to order

Public Meeting

Mike Smith makes a motion to approve the agenda, Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion to approve the Minutes of 7/12/22, Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion to approve the 7/12/22 sealed Non-Public Minutes RSA 91-A:3 II (d), Jay Buckley 2nds, passes 3-0.

Ralph Lutjen makes a motion to approve the 7/12/22 Non-Public Minutes RSA 91-A:3 II (L), Mike Smith 2nds, passes 3-0

Mike Smith makes a motion to approve the 7/13/22 Sealed Non-Public Minutes RSA 91-A:3 II (d), Ralph Lutjen 2nds, passes 3-0

Jay Buckley makes a motion to approve the 7/13/22 Sealed Non-Public Minutes RSA 91-A:3 II (b), Mike Smith 2nds, passes 3-0

Jay Buckley makes a motion to approve the 7/13/22 Minutes, Ralph Lutjen 2nds, passes 2-0-1

Mike Smith makes a motion to approve the Operating Account manifest for $48,038.91, Jay Buckley 2nds, passes 3-0

Ralph Lutjen makes a motion to approve the Water Assessment Fund Manifest for $32,653.91, Mike Smith 2nds, passes 3-0

Mike Smith makes a motion to approve the Water Project Fund Manifest for $20,000, Ralph Lutjen 2nds, passes 3-0

DPW

Discussion on Klausen paving, paving started today 7/19.

There is a driveway being repaved on Saint Moritz that does not have a driveway permit. Kelly Robitaille informed them that they need to come to the office and file an application.

Discussion on sand for the beach’s application. The application is $400. Boulder beach is the beach that needs sand the most.

Mike Smith makes a motion to spend up to $400 on the PBN application for the addition of sand on the beaches, Ralph Lutjen 2nds, passes 3-0.

Kathy Koziell states that years ago an environmentalist came out and said that we could not take sand out of the water to put back on the beaches. The only way to stop the sand from going into the water is to create a perch.

Administration

Review of August meeting schedule.

Mike Smith makes a motion to approve the August Meeting Schedule, Jay Buckley 2nds, passes 3-0

Discussion on the monthly cash flow as of June 30^th. The tax check from Madison came on July 11^th for $296,927.00. The ending balance as of June 30^th for the Operating Account was $181,231.13. The ending balance as of June 30^th for the Water Assessment Fund was $214,617.11. The ending balance as of June 30^th for the Water Project Fund was $20,928.03. The ending balance as of June 30^th for the Dawson Retainage was $13,436.79. The TAN Note that was taken will be paid back in December 2022. The total CRF balance is $435,607.31. Review of remaining loan payments: Grader lease coming off in 2023 has a remaining balance of $29,226.12 and Oak Ridge that is coming off in 2023 has a remaining balance of $16,839.04.

Discussion on the PRV RFP’s that were due back on July 15^th. Only had 1 response that was not able to do it due to the contract deadline. Jay Buckley states that he reached out to G.E Brown, E & R Excavating and T & D Excavating LLC to see if any of them can complete the project.

Discussion on the Reinach project.

Jay Buckley makes a motion to sign the certificate of competition submitted by Brad from Jones & Beach, Ralph Lutjen 2nds, passes 3-0

Ralph Lutjen is going to sit down with the office to get the final cost on the Reinach project. The Dawson retainage check will go out with next week’s manifest.

Jay Buckley makes a motion to transfer $20,000 from the Water Project Account to the Water Assessment Fund for the AMP Grant, Ralph Lutjen 2nds, passes 3-0

Jay Buckley makes a motion to transfer $4,008.46 from the Water Assessment Fund to the Operating Account for the June Budget, Mike Smith 2nds, passes 3-0

Jay Buckley makes a motion to transfer $8,000 from the Water Assessment Fund to the Water Line Extension CRF for a new water hook-up, Ralph Lutjen 2nds, passes 3-0

Discussion on the 2021 audit, the information on the pension plan was adequate but the information on the medical plan was not. Per a conversation with HealthTrust, we have no obligation to fund a retiree’s medical plan. Ralph Lutjen states he is looking to have the following document signed “For both employees who retire early and for those who retire at full retirement age insurance coverage is available under the Health Trust Plan. For those retirees that want continued coverage a direct billing arrangement can be made for the retiree to pay for the full cost of the continued insurance. The Village District of Eidelweiss has no financial responsibility for any retiree insurance cost.”.

Ralph Lutjen makes a motion to sign the Retiree Medical Insurance Coverage Policy, Mike Smith 2nds, passes 3-0

Commissioner’s Concerns/Reports

Jay Buckley questions the Motion/Action log, it is not in use.

Jay Buckley asks how the Work Orders are going with Simply Water, Alexis Wagoner states that everything has been going smoothly.

Ralph Lutjen discusses an email he had with Steve Doyon informing him about the removal of the beaver dam. Kelly Robitaille states that the DPW has removed some of the dam and there is a steady flow coming out. There is also no beaver activity.

Discussion on Operating Budget:

Office supplies is over budget by 15.7%

Office Equipment & Maintenance is over budget by 88.8%

Overtime is almost expended at 94.7% Kelly Robitaille states that the overtime amount has not changed over time and kept up with the increase in wages.

Maintenance on vehicles is almost expended at 80.2%. The backhoe has had a lot of repairs.

The sand budget line is almost expended at 77.9%

Mike Smith makes a motion to appropriate up to $5,000 for the sand line item, Ralph Lutjen 2nds, passes 3-0

Highway & Streets total line item is at 48%

Discussion on heating line item which is already over budget by 7.4%

Total operating Budget is used up by 54.7%

Discussion on Water Budget:

Nothing jumps out as a concern the total budget is used up by 44.1%

Discussion on CRF Funds:

Equipment Rep Cap Exp Fund $41,756.57

Highway Equipment Fund $75,161.68

Land Acquisition Fund $11,316.65

Medical Insurance Exp Trust Fund $5,031.18

Office Equipment Fund $2,279.81

Road Construction Fund $7,221.06

Waste Tank Maintenance Fund $5,003.24

Water Line Extension Fund $140,785.21

Water Pipe Improvement Fund $40,721.63

Water system CRF $46,086.94

Water Tank CRF $60,242.34

Sale of Lodge $1.00

Kathy Koziell suggests taking the backhoe expenses out of the highway Equipment CRF.

Discussion on outstanding water payments $16,080.19. 12 are remaining water bills and the other remaining are water services and old standing accounts where water is shut off.

Ralph Lutjen adds to check with the auditor to clear up the budget issues. Jay Buckley questions if we can close out the old accounts that are sitting there and how we could go about doing so.

Ralph Lutjen discusses the HealthTrust plan that the VDOE currently has and comparing it to Madison’s plan

Asset Management

Discussion on the leak detection application. Jay Buckley reads email from Larry Leonard. Office is to reach out to Larry Leonard and find out what additional information he wanted added to the application so that the BOC can approve it next week.

Review of Horizons pricing for additional items to be done, $1,200 a year for updates to the map.

Correspondence & Public Comment

Review of the BPPWPA Email

Review of the Green Mountain Conservation Group Newsletter

Review of NHRS 2024-2025 Employer Contribution Rates (Office is to send rates to Commissioners)

Review of the Granite State Analytical Results

Review of the email from Dinah Reiss

Ralph Lutjen makes a motion to unseal the minutes from 7/6/22 under RSA 91-A:3 II (L), Jay Buckley 2nds, passes 3-0

NON-PUBLIC MEETING

Ralph Lutjen makes a motion at 9:53am to go into Non-Public for RSA 91-A:3, II (b).  Jay Buckley seconded.  Motion Passed 3-0.

Jay Buckley makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (b) and return to public meeting at 10:06am.  Mike Smith seconded.  Motion Passed 3-0.

Jay Buckley makes a motion at 10:07am to go into Non-Public for RSA 91-A:3, II (a).  Mike Smith seconded.  Motion Passed 3-0.

Jay Buckley makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (a) and return to public meeting at 10:35am.  Ralph Lutjen seconded.  Motion Passed 3-0.

Jay Buckley makes a motion at 10:38am to go into Non-Public for RSA 91-A:3, II (d).  Mike Smith seconded.  Motion Passed 3-0.

Jay Buckley makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (d) and return to public meeting at 10:52am.  Mike Smith seconded.  Motion Passed 3-0.

Jay Buckley makes a motion to seal the minutes of 7/19/22 under RSA 91-A:3 II (d). Ralph Lutjen seconded. Motion Passed 3-0.

Jay Buckley makes a motion at 10:53am to go into Non-Public for RSA 91-A:3, II (L).  Ralph Lutjen seconded.  Motion Passed 3-0.

Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (L) and return to public meeting at 11:34am.  Ralph Lutjen seconded.  Motion Passed 3-0.

Mike Smith makes a motion to seal the minutes of 7/19/22 under RSA 91-A:3 II (L). Jay Buckley seconded. Motion Passed 3-0.

Public Meeting

Discussion on Horizons pricing and paid asset management.

Discussion on getting the GIS and hydro model software for the office to view the mapping done by Horizons.

Ralph Lutjen makes a motion to verify that the hydro model is to be done at no cost to the VDOE, Mike Smith 2nds, passes 3-0.

Mike Smith makes a motion to adjourn at 11:44am, Ralph Lutjen 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday July 12, 2022

The Board of Commissioners met at 9:00am on Tuesday July 12, 2022.

In attendance for the public meeting are Commissioner Jay Buckley, Commissioner Mike Smith, Commissioner Ralph Lutjen, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator, Kelly Robitaille-DPW Foreman, Gloria Aspinall & Kathy Koziell.

Meeting videotaped by Carol of Madison TV

At 9:00am Commissioner Ralph Lutjen calls the meeting to order

Public Meeting

Mike Smith makes a motion to approve the agenda, Jay Buckley 2nds, passes 3-0.

Jay Buckley makes a motion to add a non-public to the end of the meeting RSA 91-A:3 II (L), Mike Smith 2nds, passes 3-0

Jay Buckley makes a motion to approve the Minutes of 7/6/22, Ralph Lutjen 2nds, passes 3-0.

Jay Buckley makes a motion to approve the 7/6/22 sealed Non-Public Minutes RSA 91-A:3 II (d), Ralph Lutjen 2nds, passes 3-0.

Ralph Lutjen makes a motion to approve the 7/6/22 sealed Non-Public Minutes RSA 91-A:3 II (c), Mike Smith 2nds, passes 3-0

Mike Smith makes a motion to approve the 7/6/22 Sealed Non-Public Minutes RSA 91-A:3 II (b), Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the payroll manifest for $8,361.45, Jay Buckley 2nds passes 3-0

Mike Smith makes a motion to approve the Operating Account manifest for $6,803.64 (includes payroll), Jay Buckley 2nds, passes 3-0

DPW

DPW Overview: Madison PD came to the DPW lot and took the abandoned boat, not much going on this week Jeff is on vacation & the water levels on the ponds look good.

Discussion on beaver dam, homeowner never responded. There is a big hole in the dam currently and water is flowing out. Big Pea is still about 10” higher than Middle Pea.

Mike Smith makes a motion to start releasing the water from the beaver dam, Jay Buckley 2nds, for discussion, passes 3-0

DPW is keeping an eye on beaver activity and if need be, they can get a beaver trapper to come out.

Discussion on sink hole at Klausen. They filled the hole, and everything looks good for now. The DPW is still going to explore the area with Ian Hayes at the end of the week.

Administration

Review of the changes to the driveway application.

Mike Smith makes a motion to accept the driveway application with the changes, Ralph Lutjen 2nds, passes 3-0

Discussion on mold in the office split unit. Servpro will not come out to clean the unit need to find someone else. Jay Buckley states that he will provide the office with a licensed professionals number to come clean the unit. As for the boxes in the closet they just need to be removed and replaced.

Discussion on Reinach Tank Project. Jones and Beach have provided the change order and once completed they will send over the remaining paperwork to close out the contract. No as-builts were done for the waterline on Bristenstock Road. Need to get a surveyor to map the waterline and add it to the map.

Jay Buckley makes a motion to sign the change order to close out the contract with Dawson from Jones and Beach with the retainage minus the $416, Ralph Lutjen 2nds, passes 3-0

Further discussion to get the waterline on Bristenstock documented. Jay Buckley is going to take a map and mark the waterline on it.

Jay Buckley makes a motion to mark up an existing road map to show where the new Reinach Pressure waterline is on Reinach, Bristenstock and Aspen, Ralph Lutjen 2nds, passes 3-0

Discussion on NHRS check.

Jay Buckley makes a motion to reissue the NHRS check for the month of June for $2,546.66, Ralph Lutjen 2nds, passes 3-0

Commissioner’s Concerns/Reports

Discussion on PRV email with Nick Sceggell and Jay Buckley. Nick Sceggell from Dubois & King is going to over see the project as the engineer. He is going to submit the appropriate paperwork to get reimbursed for the grant. Mike Smith also requests that we have as-builts done for the project. The contractors (G.W Brooks, Wirling & Gordon T. Burke & Sons) that we have solicited have until 7/15 to respond with an offer.

Ralph Lutjen sent an email to Chief King on the parking issue and is waiting for his response on an alternative plan.

Discussion on the audit actuary, The NHRS report is sufficient for a portion of the actuary but there is another report required to complete the actuary and have the adverse opinion removed. Ralph Lutjen states he is willing to compile the additional report that is needed if that is acceptable to the auditors. He also adds that he needs to know what the requirements are for the formula to come up with an actual assumption.

Asset Management

They are working on a leak detection application which will be submitted shortly through the office. The water committee meeting minutes are posted and up to date on the VDOE website.

The Commissioners want to set up a meeting with the water committee next Tuesday during the Commissioners meeting at 10am.

Correspondence & Public Comment

Discussion on Andrew Harteveldt email

Jay Buckley makes a motion to allow Andrew Harteveldt, Ian Hayes, and Tom from EII to communicate with one another, Ralph Lutjen 2nds, passes 3-0

Discussion on having Andrew Harteveldt come to a meeting.

Review Granite State newsletter

Gloria Aspinall discusses the missing Eidelweiss Drive sign from the corner of Town Line Road and Eidelweiss Drive. Madison is responsible for replacing the sign, she has reached out to them multiple times and they have not responded on the matter.

Ralph Lutjen makes a motion to send a letter to the Madison Selectman and DPW regarding the sign on Eidelweiss Drive, Jay Buckley 2nds, passes 3-0

Discussion on pipe at the Little Pea Dam, should hear back about it within the next week.

Ralph Lutjen points out that the Madison Fire Department has still not responded to any of the letters even after the Selectman letter was sent.

NON-PUBLIC MEETING

Mike Smith makes a motion at 9:35am to go into Non-Public for RSA 91-A:3, II (L).  Jay Buckley seconded.  Motion Passed 3-0.

Jay Buckley makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (L) and return to public meeting at 9:48am.  Mike Smith seconded.  Motion Passed 3-0.

Jay Buckley makes a motion at 9:49am to go into Non-Public for RSA 91-A:3, II (d).  Ralph Lutjen seconded.  Motion Passed 3-0.

Jay Buckley makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (d) and return to public meeting at 10:07am.  Ralph Lutjen seconded.  Motion Passed 3-0.

Discussion on CMA Engineers and Horizons interviews. Need to start thinking about next year’s warrant articles. Ralph Lutjen mentions some of the bigger items are a new truck and the paving of Eidelweiss Drive. Oakridge and grader are coming off in 2023.

Discussion on the water system and needing to determine which projects are priority. The water committee should come up with a plan to present to the engineer and then determine the cost of the projects and which to do first. Also start looking at what we are going to spend on the next year regarding the water systems. The roads will be on a 5-year plan and once the new estimates are in, we will have a better idea on what projects will cost and their priority.

Mike Smith makes a motion to adjourn at 10:22am, Ralph Lutjen 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Wednesday July 13, 2022

The Board of Commissioners met at 12:30pm on Wednesday July 13, 2022.

In attendance are Commissioner Jay Buckley, Commissioner Ralph Lutjen, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator & Kelly Robitaille-DPW Foreman.

At 12:29pm Commissioner Ralph Lutjen calls the meeting to order

NON-PUBLIC MEETING

Ralph Lutjen makes a motion at 12:30pm to go into Non-Public for RSA 91-A:3, II (d).  Jay Buckley seconded.  Motion Passed 2-0.

Jay Buckley makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (d) and return to public meeting at 12:54pm.  Ralph Lutjen seconded.  Motion Passed 2-0.

Ralph Lutjen makes a motion at 12:58pm to go into Non-Public for RSA 91-A:3, II (b).  Jay Buckley seconded.  Motion Passed 2-0.

Ralph Lutjen makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (b) and return to public meeting at 2:10pm.  Jay Buckley seconded.  Motion Passed 2-0.

Public Meeting

Discussion on excavator damage to road at 3 Reinach Place. Kelly Robitaille filed a police report, and the homeowner and contractor were very aware of the damage and need for it to be repaired at the cost of the contractor.

Ralph Lutjen makes a motion to have Kelly Robitaille get estimates to repair the road back to its original condition and if the contractor agrees to pay for the repair with no issues than we will waive the $200 fine, Jay Buckley 2nds, passes 2-0

Jay Buckley makes a motion to adjourn at 2:18pm, Ralph Lutjen 2nds, passes 2-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Wednesday July 6, 2022

The Board of Commissioners met at 9:00am on Wednesday July 6, 2022.

In attendance for the public meeting are Commissioner Jay Buckley, Commissioner Mike Smith, Commissioner Ralph Lutjen, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator, Kelly Robitaille-DPW Foreman, Dinah Reiss & Kathy Koziell.

Meeting videotaped by Carol of Madison TV

At 9:00am Commissioner Ralph Lutjen calls the meeting to order

Public Meeting

Mike Smith makes a motion to approve the agenda, Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion to approve the Minutes of 6/28/22, Jay Buckley 2nds, passes 3-0.

Jay Buckley makes a motion to approve the 6/28/22 sealed Non-Public Minutes,

Mike Smith 2nds, passes 3-0.

Ralph Lutjen makes a motion to approve the Operating Account manifest of $16,775.93, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the Water Assessment Fund manifest of $1,285.25, Ralph Lutjen 2nds, passes 3-0

DPW

Discussion on 13 Thusis driveway permit.

Ralph Lutjen makes a motion to sign and approve the driveway permit for construction at 13 Thusis Road with the corresponding paperwork on Road Construction and Maintenance, Mike Smith 2nds, passes 3-0.

Discussion on backhoe, it is repaired and running.

Discussion on Klausen, Kelly Robitaille found a small round hole in the middle of the road near the top of the road and another hole about 25’ up the road. He believes they are sink holes and these are usually caused by water, but no water can be found. Ian Hayes had told Kelly Robitaille the water main is off to the side of the road and not down the middle. Kelly Robitaille is going to explore the holes since they cannot pave over the road until the issue is resolved. Going to dig tomorrow and report back to the Commissioners.

Discussion on 23 Bristenstock Drive. They have an approved driveway permit for construction on file and the project looks good.

Discussion on erosion rocks and vandalism. The DPW has already taken care of the issue.

Discussion on rubber tracked excavator.

Discussion on an elected official trespassing behind the DPW 1 Garage on Monday July 4^th when the office and DPW was closed. This was caught on camera, going into non-public to discuss the matter.

Discussion on the Highway & Roads Committee meeting that took place on 6/28/22. Ralph Lutjen mentions some points that came out of the meeting: Need to focus on putting money aside to replace Eidelweiss Drive. It will cost around $7,000 to re-shim it but it will be around $200,000 to repave the entire thing. The 7400 truck also needs to be replaced which will cost around $250,000. Dinah Reiss states that in 2023 the VDOE will make the last payment on the grader and on Oakridge. Jay Buckley discusses thinking about connecting the Bern Drive and Huttwil water mains while Eidelweiss is torn up for repaving. Kelly Robitaille is going to provide updated estimates, he estimates he will have them by the next Road Committee Meeting. The Water Accounts are doing much better financially than the Operations Accounts.  

Administration

Discussion on 21 Diessbach variance, there is no plot plan on file as they filed for a plot plan waiver.

Ralph Lutjen makes a motion to send a letter to the Madison ZBA regarding our concern around the variance and that we object, Jay Buckley 2nds, to sign out of session, passes 3-0

Discussion on parking signs. Ralph Lutjen spoke with Chief King, and he doesn’t think the 30-day clock is feasible and he is going to try and think of an alternate plan.

Ralph Lutjen makes a motion to retract the parking recommendations that were put into place at last weeks meeting, Jay Buckley 2nds, passes 3-0

Alexis Wagoner spoke with the police chief, and they are working on getting the abandoned boat removed from the DPW lot.

Discussion on the Lodge, meeting with the realtor tomorrow July 7^th at 9am at the office.

Nothing new with the Reinach project.

Discussion on hydroseeding, Madison has their own hydro seeder. Kelly Robitaille states that the DPW can seed in the fall if need be.

Discussion on Dawson and closing out the contract. Waiting on paperwork from Jones & Beach.

Ralph Lutjen makes a motion to transfer $175.98 from the Office Equipment CRF to the Operating Fund, Jay Buckley 2nds, passes 3-0

Jay Buckley makes a motion to sign the Dam EAP Acknowledgement Form, Ralph Lutjen 2nds, passes 3-0

Commissioner’s Concerns/Reports

Discussion on 4 Chocorua View Drive

Jay Buckley makes a motion to rescind the motion made last week regarding the camper and to send communication to the homeowner, Ralph Lutjen 2nds and makes an amendment to add correspondence from Bob Boyd as well, passes 3-0

Kelly Robitaille is going to gather a list of addresses with campers on them so the office can send the list to Bob Boyd for zoning violations.

Discussion on Mike Smith posting farmers market signs at the bulletin boards.

Mike Smith makes a motion to post farmer market signs at the bulletin boards as the Mount Washington Valley is a 501C non-profit, Ralph Lutjen 2nds, Motion failed 1-2

Mike Smith asks Jay Buckley if he brought the road map back to the office.

Mike Smith makes a motion to have Jay Buckley return the maps that the VDOE paid for somehow and were VDOE property, Ralph Lutjen 2nds for discussion, Motion failed 1-2

Ralph Lutjen makes a motion to acquire 2 new maps that are D size for the DPW, Jay Buckley 2nds, passes 3-0

Discussion on Mark Graffam email regarding the waterline ending at Parsons, there is not issue homeowner will have to cover the cost to extend the water line.

Review of email sent to Horizons requesting quotes.

Review of VLAP Testing

Review of daily and quarterly water usage

Review of Eversource usage, discussion on electric rates doubling come August, Eidelweiss is locked into a contract until November of 2022.

Discussion on Mark Graffam email regarding setback on Bristenstock home.

For unsleeved the requirements are 10’ from the tank and 25’ from the septic bed. For sleeved the requirements are 5’ from the tank and 10’ from the septic bed.

Simply Water

Ian Hayes discusses the need for a process to review the septic tank designs early on.

Discussion on Bristenstock water main that was put in during the Reinach Tank project. Need the as-builts for the it.

Ralph Lutjen makes a motion to request the as-builts from Jones & Beach for the waterline on Bristenstock, Jay Buckley 2nds, passes 3-0

Discussion on issues with septic tank designs and the distance from the waterlines. There are issues with DES approving septic systems that are too close to the water lines.

Ralph Lutjen makes a motion to have the driveway permit include a statement regarding setbacks with the waterline and septic system, Jay Buckley 2nds passes 3-0

Mike Smith makes a motion to also include in the driveway permit application that the homeowner must submit a plot plan with the septic system and water lines shown including the measurements for setbacks from the curb, Jay Buckley 2nds, passes 3-0

Ian Hayes mentions they just got a delivery to complete all the new water hook ups. In a couple weeks they will begin working on them again.

Discussion on Altdorf water leak. It was a 3.25” irrigation line that was leaking not a water main. The leak is repaired but they are going to replace the line at some point this summer. The water usage has gone down a bit since the leak was repaired.

Discussion on leak detection, Granite state will be in again at some point this summer probably closer to the end of the summer.

Discussion on waterline going on property of Bridal Path. Can possibly get a dozer to listen. Dinah Reiss mentions there is a folder in the office that has a bunch of information on the matter.

Discussion on Grachen extension and the gate vales near there.

Discussion on Transducers. Ian Hayes is going to work with Horizons on the matter. Gives his two cents on Horizons for an on-call engineer for the District. Mentions that he has worked well with them in the past the only downside may be that it is a bigger firm and staff changes happen frequently.

Kelly Robitaille questions Ian Hayes on the sink holes on Klausen. Going to fix temporarily until next week when they can dig with Ian Hayes there.

Discussion on Andrew Harteveldt and upgrading the office modem. When he did the upgrade, he took the SCADA system off remote access and Simply Water could no longer access the water system remotely they had to come into the office to view the system. Going forward there needs to be better communication between the office, Andrew, and Simply Water.

The SCADA computer is old and should considered being replaced soon.

Discussion on the Reinach Tank booster pump it has blown a few fuses recently. Ian Hayes recommends reaching out to Jones and Beach as the job is under warranty to see if they can get someone to look at it.

Jay Buckley makes a motion to relay the issues to Brad at Jones and Beach to start the warranty process, Ralph Lutjen 2nds, passes 3-0

Discussion on dehumidifier needed at the Muddy Beach pump house

Mike Smith makes a motion to spend up to $2,000 on a new dehumidifier, Ralph Lutjen 2nds, passes 3-0

Commissioner’s Concerns/Reports

Discussion on John Cancelarich email, lowering the water level at Big Pea will not affect the loons.

Ralph Lutjen makes a motion to respond to John that DES has advised us to remove the beaver dam and to send the DES correspondence, Jay Buckley 2nds, passes 3-0

Discussion on the audit actuary, auditor does not feel its necessary to have the audit actuary since we are such a small municipality.

Mike Smith makes a motion to have the auditor put in writing that this will not affect getting a loan in the future, No 2^nd.

Dinah Reiss asks if we have received the $20,000 matching grant from the state for the AMP. We have received the statement waiting for the payment to come through.  

NON-PUBLIC MEETING

Jay Buckley makes a motion at 11:02am to go into Non-Public for RSA 91-A:3, II (c).  Ralph Lutjen seconded.  Motion Passed 3-0.

Jay Buckley makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (c) and return to public meeting at 11:14am.  Mike Smith seconded.  Motion Passed 3-0.

Jay Buckley makes a motion at 11:14am to go into Non-Public for RSA 91-A:3, II (d).  Mike Smith seconded.  Motion Passed 3-0.

Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (d) and return to public meeting at 11:20am.  Ralph Lutjen seconded.  Motion Passed 3-0.

Mike Smith makes a motion to adjourn at 11:20am, Jay Buckley 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.