[gview file="https://vdoe-nh.org/wp-content/uploads/2017/07/CM061317.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
June 13, 2017

The Board of Commissioners met at 8:00 am on Tuesday, June 13, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy) and resident Larry Leonard. Water Operator Ian Hayes joined the meeting at 8:30 am. Treasurer Dinah Reiss joined the meeting at 8:45 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 on Grachen Road Extension. Resident Ted Foley joins the meeting for the road review.

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

Grachen Extension is reviewed and discussed for remaining needs to accept this road as a Class V District road as approved at the Annual Meeting contingent to meeting Class V VDOE road standards. The road needs to be widened to allow for two eight-foot travel lanes. The gravel portion of the road needs to be crowned. The ditches need to be cleaned. A culvert at the driveway of #28 would benefit the road drainage. A flat spot would be needed at the end of the road to allow the trucks to turn around. No cul-de-sac or turn around space currently exists. As review continues, Ted Foley defends the current condition of the road, stating that no additional work is needed because this is one of the best roads in the District. Due to continued interruptions, the Commissioners end the review of the road.
At 8:10 am Mike Smith makes a motion to recess the session for travel to the office. Ron Sandstrom seconds the motion and the motion passed 3-0.
At 8:20 am Mike Smith reconvenes the session at the District office.
Kelly Robitaille reports that roads are in good condition. Raking of beaches has been started on weekends for the season.
The culvert at the end of Grachen Extension will be replaced.
The culvert on Grachen that will discharge to the back side of #7 and #9 Eidelweiss Drive will be placed. The road will be graded after the culvert is placed.
Jungfrau is discussed. Kelly Robitaille outlines discussion held with the property owner of 11 Jungfrau. The property owner has stated that the extra culvert is temporary and will be removed. The culvert was placed to drain an access point that was needed to get trucks onto the lot and the area will be returned to original design. The moving of the road culvert from #8 Jungfrau to the lot at #10 Jungfrau is still to be pursued. Placing a culvert to move water across the road at #15 was recommendation of the engineer’s during last week’s review. The grate on the driveway at #15 is to be addressed by the homeowner. Ralph Lutjen makes a motion to have Kelly Robitaille install an 18” culvert to cross Jungfrau Road from #15. Mike Smith seconds the motion. Discussion ensues on the length of the culvert. Kelly Robitaille will measure and report. Motion is called to a vote and the motion passed 3-0.
All equipment is in good condition.
Gravel and sand supplies are good. Both items are being stockpiled as needed.
Discussion on the visit to Grachen Extension this morning is held. Ron Sandstrom makes a motion to send a letter outlining hiring of an engineer to review the road for Class V status as the Board was unable to fully assess the road during the site visit. Ralph Lutjen seconds the motion. Discussion is held on creation of a turnaround of sufficient size for the plow trucks in lieu of a full cul-de-sac. Updating of the road standards to allow a turnaround and to show a 20-foot road width is discussed. Ron Sandstrom moves to amend the motion to include Kelly Robitaille in the review when scheduled with the engineer. Mike Smith seconds the move to amend. Motion to amend passed 3-0. Discussion continues on locating the lot lines for the bridal path at the end of Grachen Extension. Motion, as amended, is called to a vote and the motion passed 3-0.
Discussion is held on a TV and glass door that is along the road within the District. Mike Smith makes a motion to send notice to the property owners of 48 Little Shore and 33 Eidelweiss Drive to remove the debris. Ron Sandstrom seconds the motion and the motion passed 3-0.
Discussion is held on establishment of an ordinance that would fine property owners if debris needs to be removed by the VDOE on their property. Discussion on safety concerns of a glass door near the roadside.
The line for the conduit to the wells from the pump house will be dug today.

3. Water

The placement of meter(s) at Reinach station is discussed. The option of placing one meter in a new line that would run outside the existing pump house is discussed. The benefits of using the two meters inside the station are discussed. As the system stands now, two meters arrest benefit to the system. The option of one meter outside would benefit the new pump house when the Reinach Pressure Zone is developed. The planned two meters will be installed at this time. Ian Hayes outlines that the meters are expected to be shipped on June 20th. The outage that will occur during placement of the meters will be posted once the work is scheduled.
The list of valves in order in which they are recommended for turning for isolation of areas within the District to check for a water leak will be completed and turned in to the office.
While areas are isolated for leak detection, verification of believed dead end lines will also be done. The need to replace a valve should one break during this work is discussed. Water usage numbers are discussed. The potential of finding and repairing multiple small leaks is discussed. Cost of repairs will be reviewed prior to repair should multiple small leaks be found. Ian Hayes outlines that if a large leak is found the leak will need to be repaired. Risk of proceeding with this leak detection and possible outages should a valve break are discussed. Holding the project for fall so as to minimize impact to users affected by any interruptions is discussed.
The water system daily usage log for May will be completed upon receipt of the Muddy Beach usage numbers. Daily usage numbers and electrical costs that are increased due to the higher usage are discussed.
Mike Smith makes a motion to install the two meters inside at Reinach station. Ralph Lutjen seconds the motion and the motion passed 3-0.
Ralph Lutjen outlines the need to take action on leak detection; isolation valves that have been turned within the last few years should be used to test any areas possible. Ian Hayes will send the valve list sorted by priority for establishing leak detection.
SCADA programmer is expected Thursday to complete remaining program upgrades for recording of meter readings for existing meters. Mike Smith discusses holding payments to Electrical Installation Inc for receipt of the as built drawing for the chemical injection room. the flood alarms are expected to be installed Thursday in all stations.

4. Administration

The water system billing status is outlined and discussed. $205,935.75 has been collected to date; $22,256.25 is outstanding.
The cash flow report is presented. Treasurer Dinah Reiss informs the Board that cash flow will continue to be tight prior to receipt of the tax check in August. $42,000 will be deposited in the checking account from the water usage account for the Muddy Beach Warrant Article to help with cash flow through July.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 28 checks in the amount of $28,808.95. 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
7. Commissioners Reports

Ralph Lutjen discusses topics that may be reviewed for addition to the website. Some of the information is already on the site, but may be arranged for ease of locating.
Ron Sandstrom discusses the design for the sign to be placed over the mailboxes. The cost of the sign will be sent for review when received.
Mike Smith makes a motion to get a quote for Electrical Engineer Lee Carroll to visit the District to review lightning needs for the pump houses. Ralph Lutjen seconds the motion and the motion passed 3-0. Mike Smith makes a motion to schedule the visit not to exceed $1,500. Ralph Lutjen seconds the motion and the motion passed 3-0. Mike Smith makes a motion to include Justin Montelin and Ian Hayes in the site visit with Lee Carroll not to exceed $1,000. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to schedule a meeting with Mass Tank for July. Ralph Lutjen seconds the motion and the motion passed 3-0. Financing for lining costs or, if needed, replacement cost is discussed. Mike Smith discusses the need to have Muddy Beach on line prior to the tank inspections. Mike Smith discusses posting the meeting with Mass Tank as Non-Public for contract negotiations.
Mike Smith discusses obtaining three quotes for placement of propane heaters at Jungfrau and Summit pump houses and the Lodge.
Mike Smith makes a motion to send a letter to the Madison Fire Department regarding access to VDOE buildings. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to draft a policy for use of the Lodge requiring three week advance notice and to have the key to the Lodge to remain in the office with either Administrator Nancy Cole or a member of the Board of Commissioners opening the building when necessary. Ron Sandstrom seconds the motion and the motion passed 3-0.
8. Signature Items

Purchase order 195 is presented. Mike Smith makes a motion to approve Purchase Order 195 in the amount of $388 for purchase of a backhoe tire. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 196 is presented. Mike Smith makes a motion to approve Purchase Order 196 in the amount of $1,800 for purchase of culverts. Ralph Lutjen seconds the motion and the motion passed 3-0.
Purchase order 197 is presented. Mike Smith makes a motion to approve Purchase Order 197 in the amount of $5,000 for purchase of sand. Ralph Lutjen seconds the motion and the motion passed 3-0.

9. Correspondence

NH Department of Environmental Services (DES) has a leak detection grant application available. Mike Smith makes a motion to apply for the 2017 Leak Detection Grant through NH DES with Ralph Lutjen as lead for the application process. Ron Sandstrom seconds the motion and the motion passed 3-0.
An inquiry was made regarding grilling on VDOE beaches. Grilling is not prohibited under the Beach Ordinance. Discussion ensues on drafting an update to the Ordinance for review.
The Eidelweiss Property Owner’s Association (EPOA) has requested use of the Lodge. RL makes a motion to approve use of the Lodge on June 24 and July 1 by the EPOA. Ron Sandstrom seconds the motion. Discussion ensues on access. Either Ralph Lutjen or Nancy Cole will handle. Motion is called to a vote and the motion passed 3-0.
The NH Municipal Association has sent the Legislative Bulletin. An update to RSA 91-A, the NH Right to Know law, has been signed. This update requires that a public body place meeting notices on their website, if they have one, or to place a notice that would state where notices are posted. The VDOE currently has a statement on the site that notices will be posted on the website and both bulletin boards. The District already complies with the new statute.

10. Scheduled Appearances

Larry Leonard has attended the meeting to discuss the recent denial of his parking request. Mr. Leonard states he has been parking his boat/trailer in the lot for four years. Mr. Leonard also states that the boat and trailer parked in the lot earlier this month was not his. Discussion is held on establishing a time period during which the boat and/or trailer could be parked. Ron Sandstrom makes a motion to grant permission for the boat/trailer for a specified time frame. Ralph Lutjen seconds the motion. Ralph Lutjen speaks against seasonal parking permits, any vehicle parking in the lot should be for a known time period. Larry Leonard requests ability to park the boat/trailer for a period of 10 weeks from July 1 to September 15th. Ron Sandstrom moves to amend the motion to allow the boat/trailer to use the Huttwil lot for 10 weeks from July 1 to September 15th. Mike Smith seconds the amendment and the amendment passed 3-0. Motion, as amended, is called to a vote and the motion passed 2-1 with Ralph Lutjen against allowing the parking.
Larry Leonard questions the Beach Ordinance requirement for identification on watercraft. The Ordinance does not outline what information is needed, where it should be located, or how it should be placed. The Ordinance will be reviewed for clarification that may be needed.

11. Other Business
12. Public Comments

At 10:35 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/07/CM060617-reconvened-1-pm.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Reconvened Session of
June 6, 2017

The Board of Commissioners reconvened at 1:00 pm on Tuesday, June 6, 2017. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were water operator Ian Hayes and Engineers Paul Fluet and Nick Sceggell of Fluet Associates, a Division of Dubois and King.

At 1:00 pm the meeting was called to order by Chairman Mike Smith.

Water System

The design for the Reinach Pressure Zone is reviewed and discussed. New zone will include any home at an elevation of 840 feet or higher. The new pump house will be located on old lot number F-60 which is located on Reinach Place near the existing pump house. The size of the water mains is discussed; currently a three inch main flows into a 2” meter causing restriction of flow. The new line is to be 4”; possibly 6” into the new pump house. A new 4” line is recommended from the pump house to the intersection with Bristenstock. This increase in water main size, with replacement of the restricting 2” meter to a 4” meter for the new water main will improve flow into the entire distribution system and should benefit the property at 1 Bristenstock even prior to completion of the new pressure zone.
The option of connecting the new zone across the bridal path to the dead-end line on Adelboden is outlined. This could be done with the pressure zone project or held for future expansion.
Use of three pumps, with at least one being of smaller horse-power is outlined. The smaller pump would be used to pressurize the lines when the demand is low.
Two hydro-pneumatic tanks will be used in the new station with room to exist for adding a third.
Muddy Beach is discussed. Placement of the transducers is expected to occur next week. Data collection will then begin on the well flows. Following review of the data, Nick and Paul will be asked to recommend booster pump sizes and create a single line piping schematic to be used.
Water storage tanks are discussed. Nick Sceggell outlines that the tanks would initially be inspected only. Any lining, repair or replacement that may be needed would occur as a separate project. A meeting with Mass Tank will be established for additional discussion on and scheduling of inspections for one tank at Reinach and the Jungfrau tank.
A cost estimate for updating of the Water System Master Plan will be established at a later time. Input from the engineers on project priority establishment for the water system for creation of the Capital Improvement Plan will be sought.
Lightening protection is discussed. An evaluation of needs should be done; addition of proper lightning protection at all pump stations as recommended would follow. Mike Smith makes a motion to have Nancy Cole contact electrical engineer Lee Carroll for an estimate of cost to have Mr. Carroll come to the District to evaluate the lightning protection needs of the pump houses. Ralph Lutjen seconds the motion and the motion passed 2-0.
SCADA programmer Tom Therrien and electrician Justin Montelin will be included in the review when scheduled.

Roads

The Little Loop survey and design will be completed by December 1.
The Grison and Burgdorf culvert design will be completed by July 1.
Storm-water management is discussed. Creation of the retention pond that was discussed in prior years for protection of Geneva Beach and the ponds could be done. A design for the retention pond would be needed. Discussion ensues on review of the water flow into the area through analysis of the drainage area leading to the pond from Oak Hill. Mike Smith makes a motion to have the engineers produce a proposal for a water shed study for Geneva Beach drainage area. Ralph Lutjen seconds the motion and the motion passed 2-0.
Correcting drainage in the area of Thusis Beach will be reviewed by the engineers at the conclusion of this meeting. July 1 will be established as the target date for recommended actions.
Correcting of the culvert that was placed to move water and sump pump flow from the area of the Reinach pump house is discussed. Recommendation to excavate when excavating for the planned water main is made. The culvert should move water to the bridal path for outlet. A 24” pipe is recommended.
Mike Smith makes a motion to have the engineers proceed with the design for the Reinach Pressure Zone using lot F-60 for the new pump house location. Ralph Lutjen seconds the motion and the motion passed 2-0.

At 4:35 pm Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds the motion and the motion passed 2-0.

Ralph Lutjen will accompany the engineers on review of Thusis Beach area and Jungfrau Road.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/07/CM060617.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
June 6, 2017

The Board of Commissioners met at 8:00 am on Tuesday, June 6, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille and Jeff DeMartino (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.
Mike Smith outlines concern regarding the recent posting of a video clip of Highway Foreman Kelly Robitaille discusses the potential upgrade of roadside ditch materials to Hazardous Waste. Mike Smith discusses protecting public employees, recognizing that Kelly Robitaille is now hesitant to be filmed during meetings. Ron Sandstrom agrees that small pieces of information can be used out of context at times. Mike Smith adds that Kelly Robitaille was correct in informing the Board that the State may change the classification of roadside materials in the future, it is not categorized as hazardous at this time. Kelly Robitaille outlines the varying degrees of hazardous materials, should the State change the classification it would be based on the potential of broken glass or sharp objects in the fill, not because of contamination of the soil itself. Ron Sandstrom informs Kelly Robitaille that compliments have been received on the road conditions within Eidelweiss.

1. Agenda

Ron Sandstrom makes a motion to approve the agenda. Ralph Lutjen seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the six (6) 20-foot culverts needed for road work will cost $1,733.05. Mike Smith makes a motion to approve up to $1,800 for six (6) 20-foot culverts. Ralph Lutjen seconds the motion and the motion passed 3-0.
Kelly Robitaille informs the Board that Chocorua View Drive was reviewed yesterday with Sunday Paving. A quote for a shim coat and overlay will be sent. An additional quote for reclaiming the road will also be sent.
Sand is being hauled and fill is being brought to the pit at High Street Sand & Gravel.
All equipment is in good condition.
Budgets are reviewed. Line items are reviewed and discussed. The overtime line is over-expended; however the part time line item is under-expended to date.
Salt, sand and gravel line items and purchase orders are reviewed.
General discussion on the status of the budget expenditures to date is held.
Line painting will be scheduled.
The beaches and report of sand being added are discussed. The need for permits from NH Department of Environmental Services for putting sand on a beach is outlined and the limitations imposed by DES on adding sand are discussed. Kelly Robitaille outlines that a deep wash out was repaired at the footbridge at Boulder Beach. The beach was back dragged with the backhoe to smooth the beach. No sand was placed down the beach; existing sand was moved around and turned in preparation for summer use. Discussion is held on use of the backhoe for back dragging beaches as needed by the crew.
The swim rafts will be placed this week.
Weekend beach raking will begin as needed.
Ralph Lutjen will pursue a meeting with a local vendor who sells brine for winter operations.
Discussion is held on renting a compacting roller for the summer; Kelly Robitaille will look into this.
Discussion is held on the proposed classification change for Grachen Extension to Class V. A letter has been drafted which highlights area outlined following a review of the road by Ralph Lutjen. Letter will be held for a full Board review of the condition of the road. Mike Smith suggests that the meeting on June 13 begin at Grachen Extension at 8 am. This will be done. Discussion is held on Class V road standards and the cul-de-sac at the end of dead end roads that is required by the road standards. Kelly Robitaille outlines that a cul-de-sac can be difficult to plow, a place to turn the truck around is the actual need for plowing.
Mike Smith informs Jeff DeMartino that he received a compliment regarding work completed recently by Jeff.

3. Water

SCADA programmer Tom Therrien was in the District last week. Additional work remains on the programming of existing meters within the SCADA system. The DPW flow meter will be calibrated next week.
The power has been disconnected at Muddy Beach. Eversource postponed the electric service change over from yesterday to tomorrow.
The Badger meters for Reinach are being ordered from a different vendor than originally intended. Corporate restructuring at Badger meters has made the change in vendor necessary.
The data loggers are being ordered by Ian Hayes.

4. Administration

A safety meeting will be scheduled.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,325.60. Ralph Lutjen seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
The retainage payable to G. W. Brooks for Oak Ridge Road reconstruction completed in 2016 is discussed. The retainage is payable at this time and a check will be included with the manifest next week provided the planned road review is completed. Ralph Lutjen will review the road with Dave Cribbie of G. W. Brooks on Thursday at 8 am.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve one check in the amount of $1,834.28 to NH Retirement System. Ron Sandstrom seconds the motion and the motion passed 3-0.

6. Minutes

7. Commissioners Reports

Ralph Lutjen discusses posting of a theft alert regarding canoes and kayaks. Draft of an alert will be reviewed.
Ron Sandstrom outlines that the asset management database has been updated.
Ron Sandstrom discusses creation of a signed form for 91-A requests. Ron Sandstrom makes a motion to create a policy to require a signed form be submitted for receipt of any public document. Mike Smith seconds the motion. Discussion ensues on a vague request for all documents on a topic recently received. Ron Sandstrom discusses obtaining legal opinion on vague requests. Mike Smith discusses security and withholding sensitive information on the water system. Motion is called to a vote and the motion passed 3-0.
Mike Smith discusses on holding of tank inspections and lining. Adding lightning protection at pump houses could be a higher priority at this time for expending the limited funds available. Obtaining a quote for the tank inspection prior to determining if this should be acted upon or held for next year should be done.
Mike Smith outlines that the electrician will be sending a quote for the lightning protection installation at Muddy Beach.

8. Signature Items

A fill agreement request has been received. Mike Smith makes a motion to approve the delivery of fill to 10 Porridge Shore. Ron Sandstrom seconds the motion and the motion passed 3-0.
Draft for a letter to Larry Leonard is presented. Mike Smith makes a motion to sign the letter to Larry Leonard regarding removal of his trailer from the Huttwil parking lot. Ron Sandstrom seconds the motion and the motion passed 3-0.
Draft letter to property owner of 6 Interlaken Circle is presented. Mike Smith makes a motion to sign the letter to the property owner of 6 Interlaken Circle regarding placement of a driveway culvert. Ralph Lutjen seconds the motion and the motion passed 3-0.
Draft letter to the property owner of 7 Eidelweiss Drive is presented. Mike Smith makes a motion to sign the letter to the property owner of 7 Eidelweiss Drive regarding placement of a culvert that will cross Grachen Drive and discharge behind the property. Ralph Lutjen seconds the motion and the motion passed 3-0.
Draft letter to the property owner of 9 Eidelweiss Drive is presented. Mike Smith makes a motion to sign the letter to the property owner of 9 Eidelweiss Drive regarding placement of a culvert that will cross Grachen Drive and discharge behind the property. Ralph Lutjen seconds the motion and the motion passed 3-0.
Draft letter to the property owner of 11 Jungfrau is presented. Mike Smith makes a motion to sign the letter to the property owner of 11 Jungfrau regarding non-compliance with the driveway permit for construction. Ralph Lutjen seconds the motion and the motion passed 3-0.
Draft letter to property owner of 8 Jungfrau is presented. Mike Smith makes a motion to sign the letter to the property owner of 8 Jungfrau regarding removal of the existing culvert and placement of a new culvert onto the vacant lot located at 10 Jungfrau. Ralph Lutjen seconds the motion and the motion passed 3-0.

9. Correspondence

The Loon Society has sent a notice regarding the return of the field biologist for the summer and establishing levels of the ponds based upon the location of nest sites for the Loons.

10. Scheduled Appearances
11. Other Business

The draft of the alert for posting at the beach canoe racks is reviewed. Mike Smith makes a motion to approve and post the alert. Ralph Lutjen seconds the motion. Discussion is held on permanent placement of identification on all watercraft. Mike Smith moves to amend the posting to include permanent placement of identification and post the alert as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

A time off request for Kelly Robitaille is presented. Mike Smith makes a motion to approve Kelly Robitaille’s requested time off. Ron Sandstrom seconds the motion and the motion passed 3-0.

A time off request for Nancy Cole is presented. Mike Smith makes a motion to approve Nancy Cole’s requested time off. Ron Sandstrom seconds the motion and the motion passed 3-0.

12. Public Comments

At 9:45 am Mike Smith makes a motion to recess the meeting until 1:00 pm for meeting with the engineers Paul Fluet and Nick Sceggell. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[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

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/07/CM052717.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 27, 2017

The Board of Commissioners met at the Lodge at 10:00 am on Saturday, May 27, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. The Board was present as guests of the Eidelweiss Property Owner’s Association (EPOA) for the EPOA Annual Meeting.

At 10:15 am the meeting was called to order by Chairman Mike Smith.

A presentation is given to the EPOA members present, approximately 40 people. (Presentation is included at the end of this document.)

Discussion is held regarding ongoing projects and planned projects for both roads and water. The development of a Capital Improvement Plan for the District’s assets is discussed. This tool will assist the Commissioners now and in the future to better plan for the needs of the District. Challenges in funding will need to be addressed to meet the needs of the roads and water system in future years.

At 11:15 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

Presentation:
BOARD OF COMMISSIONERS UPDATE
May 27th 2017
Introduction and Goals
•Welcome
•The goal of this meeting is to provide an update on projects and initiatives on going in the village district.
•We hope you find this meeting informative.

Agenda
•Official District Website
•On going District Initiatives / Challenges
•Asset Management Committee Update
•Boat Storage Discussion
•Questions and Answers

District Website -- https://vdoe-nh.org
Ongoing Initiatives
•On going District Initiatives / Challenges
•DPW Staff - Completed 2 additional classes on Road Maintenance salt application techniques.
•DPW:
•Road Maintenance
•Ditching to improve drainage and reduce road maintenance
•Continuing our 4 year cycle for grading 11.1 miles of unpaved roads
•Crack Sealing and Asphalt Repairs
•New truck mounted hot crack seal tool ordered.
•3 years of road maintenance records
•Culvert Cleaning and Repair
•With 195 culvers now identified and tagged the DPW team will identify and address specific culverts needing replacement and those that need cleaning.
Ongoing Initiatives
•Water System Initiatives / Challenges
•Multiple Leaks located and fixed in the past 2 years.
•This trend needs to be corrected.
•Leaks that are visible from the surface are easy to locate.
•Leaks below the surface are a challenge to locate.
•District System lacks documentation:
•Incomplete maps showing the location of the water mains.
•Depth of pipes,
•Size and material.
•Location of isolation valves (25 originally recorded; 147 located).
Ongoing Initiatives
•Water System Initiatives / Challenges
•Higher than average water usage since December
•Engineering review and plan for leak detection.
•Established the need for calibration and additional meters to be installed to enable under-ground leak detection.
•Meters are ordered and will be installed in the next 30 days.
•The plan is to check for leaks at locations in the water system that have documented connections back to Reinach tanks and measure for water loss.
•This plan will not cover the complete water system.
•The challenge is to locate underground leaks within the water system.
Ongoing Initiatives
•Water System Initiatives / Challenges
•Muddy Beach
•Muddy Beach is an important secondary source for the water system.
•Wells were repaired, checked and new well pumps installed.
•As-built drawings show the depth of the pumps (This is new)
•Transducers were installed to measure water levels.
•While transducers were running, it appears that both wells are linked.
•Lightning strike damaged transducers.
•New transducers with proper lightning protection are scheduled for installation prior to July 1.
•Muddy Beach pump station is running on 1 of 2 pumps and is scheduled for phase 1 repair this summer.
•Phase 2 is scheduled for next year.
Ongoing Initiatives
•Water System Initiatives / Challenges
•Aging Water Tanks
•Plan has been proposed and approved to begin moving forward with the examination and possible lining of 2 of the 7 water tanks; one at Reinach and the Jungfrau tank.
•Reinach Pressure Zone
Engineering for creation of this pressure zone is being worked on for correction of pressure issues for higher elevations near Reinach station.
Asset Management
•Volunteers make a difference.
•Great Progress with more coming.
•Data Collection and the creation of permanent records.
•Mapping, GPS location and Condition Assessment
•Isolation Valves (147, GPS, Mapped)
•Curb stop valves (465, GPS, Mapped)
•District Culverts (195, GPS, Condition Assessment).
•District Punch out Locations (32, GPS from nearest Culvert)
•Planning Tools
•Development of a Capital Improvement Plan listing and prioritizing capital needs for the District with recommendations on establishing saving needs to create a multi-year budgeting model.
Storm Water and Salt Impact
Reduction of road salt usage under evaluation
For next winter season will have a demonstration of the use of brine
Potential reduction and cost savings
Proposal for storm water management coming from engineer
Boat Storage Discussion
•Consider updating the Beach Ordinance:
•Current:
•First come; first served
•April 1 to November 11
•Removal of obstructing watercraft
•$100 fine if watercraft impounded
•Proposed:
•First come, first served basis
•Limit to one space per household
•Registration of space required within 7 days
•Removal of obstructing and unregistered watercraft
•$100 fine if watercraft impounded
Improving the Village
•Report Issues to the district office when noticed.
•office@vdoe-nh.org
•Commissioner position essentially a volunteer effort
•Open communications beneficial
•Hopefully criticism can be constructive and include options for alternative actions
•All are welcome. This applies to everyone, not just voters.
•If you have a concern, report it to the office or come to a Commissioners meeting to discuss it. We will be happy to listen and learn from all issues reported.
•Questions
Thank you

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/06/CM052317.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 23, 2017

The Board of Commissioners met at 8:00 am on Tuesday, May 23, 2017. In attendance were Commissioners Mike Smith and Ralph Lutjen. 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

Mike Smith makes a motion to approve the agenda. Ralph Lutjen seconds the motion and the motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille states that the roads are in good condition; grading will be done this week.
The DPW yard and DPW II yard are being cleaned up. 31 tires were brought to Frechette’s yesterday for disposal.
The swim rafts, rope fence along Eidelweiss Drive at the flagpole and no parking signs will be placed this week. The speed bumps will wait until mid-June.
Ditching will begin on the Reinach side of the District began last Friday.
Picnic tables are discussed. Kelly Robitaille has located a vendor that will charge $150 for tables made completely of pressure treated lumber. The current tables purchased every year have pressure treated legs; the benches and top are not pressure treated lumber. The tables at Lowe’s are $100 each. Mike Smith makes a motion to approve up to $625 for picnic 4 picnic tables. Ralph Lutjen seconds the motion and the motion passed 2-0.
Supplies of sand and gravel are good.
Kelly Robitaille states that brushes are needed for the sweeper. Mike Smith makes a motion to approve up to $500 for purchase of brushes for the sweeper. Ralph Lutjen seconds the motion and the motion passed 2-0.
Kelly Robitaille outlines work done in front of the property at 11 Jungfrau. The property owner has ditched along the road down to the next driveway. There is no driveway culvert at #15 and a backup of water has been created by this new ditch. 60 feet of culvert have now been installed under and alongside the driveway. The permit allows for a 30 foot culvert. Sending a letter to the property owner is discussed. Ralph Lutjen will view the area with Kelly Robitaille for specifics to be included in the correspondence. Mike Smith makes a motion to have a letter drafted to the property owner following the review by Ralph Lutjen. Ralph Lutjen seconds the motion and the motion passed 2-0.
Ralph Lutjen discusses a 100 gallon discrepancy in the fuel log in February. The importance of logging all fueling done is outlined. Kelly Robitaille discusses instituting a system in which all fueling is automatically recorded; this would remove any missed entries that may occur during a storm.
Security concerns within the District are discussed. Mike Smith makes a motion to add a keypad lock up to $200 for DPW II. Ralph Lutjen seconds the motion and the motion passed 2-0.
Mike Smith informs Kelly Robitaille that Ian Hayes will be contacting him for excavating of isolation valves.

3. Water

SCADA programmer Tom Therrien is expected in the District Friday.
The DPW gate valve has been installed and the DPW meter will be calibrated.

4. Administration

A safety meeting will be scheduled.
The motion log has been updated and distributed. Log is reviewed and discussed. Mike Smith states to remove the creation of a liability waiver for camping as the request was not followed through with.
Mike Smith states that the isolation valve location project will be completed this week. The identified valves will be added to the VDOE asset management maps.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,397.60. Ralph Lutjen seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.
The status of water billing is reviewed. $188,783.25 has been collected.

5. Accounts Payable
6. Minutes

The minutes of May 9th are reviewed. Mike Smith makes a motion to approve the minutes of May 9, 2017 as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen reports that he has reviewed Grachen Extension. The road still needs improvements to be at Class V road standards. Mike Smith discusses reviewing Grachen Extension next week. Developing a letter to Mr. Foley which outlines what needs to be done to obtain Class V status will be worked on.

8. Signature Items
9. Correspondence

Larry Leonard has sent a request to park his boat/trailer at the Huttwil lot for the summer. Mike Smith makes a motion to allow the parking of the trailer in the back, next to the school bus stop building. Ralph Lutjen seconds the motion. Discussion ensues on allowing long term parking in the Huttwil lot; Ralph Lutjen is not in favor of continuing this practice. Mike Smith moves to table the motion until next week. Ralph Lutjen seconds and the move to table passed 2-0.
A request for consideration for a water hook up from a residence on Ragged Cove Lane has been received. Request states residence near Brenner Drive. Property owner informed VDOE does not have a water main on Brenner Drive and does not serve properties outside the District.
Jerry Mosher sent notice that a bag of trash was left at the Summit area; he removed the bag.
Mark Graffam sent a notice that a piece of dock has landed on Boulder Beach. The owner of the dock section is aware and will retrieve the dock.
The EPOA has questioned the water level of the ponds. Notice was sent that the level is being maintained based on the location of the loon nest; the loon has laid an egg and is on the nest.

10. Scheduled Appearances
11. Other Business

The slides for the EPOA presentation this Saturday are reviewed and discussed. Ralph Lutjen recommends updating some of the slides. The creation of the Reinach Pressure Zone should be moved to the slide below the one it is one. The boat storage discussion slide will be dates to show the present regulation versus the proposed and to highlight the benefits of the proposed plan. Mike Smith discusses charging for canoe rack spaces to cover administration costs. One of the bigger benefits is the limiting of usage of the racks to Eidelweiss residents only.

The Board will review Grachen Extension and the Reinach culvert next week at the end of the meeting.

12. Public Comments

At 9:00 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/06/CM051617.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 16, 2017

The Board of Commissioners met at 8:00 am on Tuesday, May 16, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance was Norm Garside of Garside Construction.

At 8:00 am the meeting was called to order at the Lodge by Chairman Mike Smith.

1. Agenda

Mike Smith makes a motion to approve the agenda. Ralph Lutjen seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Roads are in good condition.

3. Water

The gate valve installation at the DPW well is planned for Thursday.
The remaining electrical work at Oak station is planned for tomorrow.
Electrical engineer Lee Carroll has updated the lightning protection information for Muddy Beach station. All information has been sent to the electrician.

4. Administration

The cash flow report is reviewed and discussed.
A road review of all paved roads was completed last week with Kelly Robitaille and Asset Management Committee members Tommy Gunn and Nancy Cole. Estimates for the needed road work will be developed and added to the report; which now includes recommendations for highway equipment, buildings and roads. Ralph Lutjen states that the team is making good progress and appreciates the effort. Mike Smith adds that the final isolation valves to be verified and extended are at the bottom of Lugano. Ron Sandstrom requests that the isolation valve information be placed onto the valve information sheets.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 22 checks in the amount of $22,599.43. 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 2 are reviewed. Ralph Lutjen makes a motion to approve the minutes of May 2, 2017 as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen discusses the review with the State of the streams and ponds last week. The topography of the District is factor in the amount of debris making it to the ponds.
The Department of Environmental Services rep viewed the construction at the pond’s edge along Diessbach. Silt is visibly flowing from the site into the pond. NH DES will be requested to require silt fencing be installed during the remaining construction at this site.
Ron Sandstrom outlines that the Asset Management database has been updated and is being used to enter road work.
Mike Smith outlines the review of Reinach done with water operator Ian Hayes and engineer Nick Sceggell last week. The design plan will now be worked on.
Mike Smith adds that he will not be available for two weeks following June 20. Ralph Lutjen states he will not be available for 10 days after June 24.
There will not be a Commissioners meeting Tuesday, June 27.
Mike Smith makes a motion to hold the Commissioners meeting Monday, June 19 at 8 am. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to hold a Commissioners meeting Wednesday, July 5 at 8 am. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Purchase order 186 is presented. Mike Smith makes a motion to approve Purchase Order 186 in the amount of $1,000 for rental of a dumpster. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 187 is presented. Mike Smith makes a motion to approve Purchase Order 187 in the amount of $300 for beaver trapping. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 188 is presented. Mike Smith makes a motion to approve Purchase Order 188 in the amount of $1,500 for purchase of Calcium Chloride. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 189 is presented. Mike Smith makes a motion to approve Purchase Order 189 in the amount of $1,500 for purchase of crack sealing equipment. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 190 is presented. Mike Smith makes a motion to approve Purchase Order 190 in the amount of $675 for repair and painting of the footbridge. Ron Sandstrom seconds the motion and the motion passed 3-0.
A time off request is presented. Mike Smith makes a motion to approve Nancy Cole’s requested time off. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

A response from Rick Skarinka of NH DES to resident Mark Graffam regarding water usage and the known increase in the usage is reviewed.
Resident from Eidelweiss Drive has stated he has left a canoe on the ground at Eidelweiss Beach. The resident has been requested to remove the canoe and has stated he will.
Granite State Analytical has sent the monthly bacteria testing; all results are clean.
Resident David Maudsley has sent a report on the water usage. Discussion on the report ensues; water usage numbers were supplied by the District and are accurate. Discussion regarding different types of pipe for water mains and varying depths of burying of the pipes; with great variations in the materials surrounding the pipes is held. Though aspects of the water system have been upgraded and are in good condition, the water main pipes are still a likely source of the leak(s) believed to be ongoing. A response to Mr. Maudsley from the Board is discussed; Ralph Lutjen recommends updating the status of the water system for the EPOA presentation to be developed and addressing concerns in that manner.

10. Scheduled Appearances
11. Other Business – Lodge Review

The Board reviews the trees over and along the walkway at the Lodge. Removing limbs over the walkway instead of taking down the trees is discussed. Ralph Lutjen outlines the damage to the trees that can occur when limbs are removed. The tree closest to the building should be taken down; the ones marked along the walkway should also be taken down. The removal of the trees will open the walkway area to additional sunlight, which will be beneficial for visibility and dryness with reduction of moss buildup along the walkway.
The railing along the walkway will be rebuilt and brought to current code. Norm Garside will send a quote.
The electric heat along the fireplace wall does not function and will be removed.
Dana Haley of Haley Plumbing & Heating will be asked to install the Rinnai heater on the other side of the fireplace near the window and check the propane line to the fireplace log.
The smoke detectors and carbon monoxide detectors have been installed.
The deck and railings are reviewed. Norm Garside will send a quote for the needed repairs to both the upper and lower decks. Both wood and composite options will be quoted.
Replacing of the siding will be quoted for review and possible funding next year.
The wiring has been repaired in the downstairs kitchen and hallway. The emergency exit light is now working. The light on the lower deck is now working.
The main beam over the fireplace downstairs has also been replaced. The support beams in the downstairs will be reinforced.
Interior doors for the closet in which the stairs are stored is reviewed. Door needs replacement. Removal of the door jamb from the entrance to the main room is discussed. Mike Smith makes a motion to replace the door to the closet and remove the jamb to the removed door at the entrance to the main room upstairs at a cost of $375. Ralph Lutjen seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to remove the 3 trees marked along the walkway. Mike Smith seconds the motion and the motion passed 3-0.
The heater at the Summit pump house is reviewed. The heater will be moved to the lower section of the front room. Mounting to the wall at the bottom of the stairs that currently houses the electrical equipment would be best. Work will be anticipated to be completed next year.

Mike Smith makes a motion to have the office notify Gloria Aspinall when the beach outhouses are pumped. Ron Sandstrom seconds the motion and the motion passed 3-0.

The draft of the presentation for the upcoming EPOA meeting is reviewed. Ralph Lutjen outlines the need to focus on the plan for the future; a second slide may be added to the Asset Management update. The pond protection information will outline the long-term benefit to beginning to alter process and procedures to protect the ponds.

Review of Grachen Drive Class VI section and the culvert at Reinach will be done at the end of next week’s meeting.

12. Public Comments

At 11:02 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/06/CM050917.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 9, 2017

The Board of Commissioners met at 8:00 am on Tuesday, May 9, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille and water operator Ian Hayes. 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 on drainage concerns. Notice to property owners will be drafted to inform of the intent to place culverts. Replacing of the culvert at the intersection of Aspen and Grachen is discussed. A culvert on Burgdorf is higher than the ditch line and will need to be replaced. A culvert on Eidelweiss Drive near Thusis Beach is not functioning. The inlet, which is metal, has standing water. The outlet, which is plastic, has only a trickle coming through. Intent was to divert this water to the area in the center of the driveway/parking area for Thusis Beach. Kelly Robitaille is unsure the target area will contain the water. Ralph Lutjen discusses storm-water management review by the engineers for the Lugano drainage area and the Geneva drainage area. These areas take high amounts of storm water from roads and slopes above. A telephone call will be scheduled with Engineer Nick Sceggell to discuss this issue.
Tires that were picked up during Valley Pride Clean-Up are discussed. Coordinator of the event, Jay Buckley, left 6 tires at the DPW II building. Tire disposal costs $5 per tire at Frechette’s. Mike Smith makes a motion to dispose of the tires at Frechette’s Tire. Ralph Lutjen seconds the motion and the motion passed 3-0.
The specifications for the classification change to Class V from Class VI for Grachen Extension are discussed. The approved Warrant Article required creation of a cul-de-sac in accordance with the VDOE published road standards. The cul-de-sac at the end of a dead-end road is needed to allow the crew to deposit snow and turn around the trucks. Ralph Lutjen outlines that the Board should not accept the road until the specifications are met. Discussion to have the engineer review the road upon his next visit is held. Caution against spending funds on a petitioned article that did not raise or appropriate any funds is made. Ron Sandstrom discusses passing on expenditures to the appropriate property owners. The Warrant Article did not include placement of a betterment assessment onto the affected properties. Ron Sandstrom makes a motion to contact the lawyer for guidance on this matter next week. Mike Smith seconds the motion and the motion passed 3-0.
The location list for snowbank punch outs has been completed. Ron Sandstrom will add the list to the road portion of the Asset Management database.
Ralph Lutjen outlines the need to smooth the District entrance area so that spring garden work can be completed on the entry gardens.
Ron Sandstrom discusses filling of the pothole on Eidelweiss Drive near the District entrance.
Kelly Robitaille adds that the Terra Star repairs are completed. Work, with exception of a headlight that needed to be replaced, is covered under warranty.
Sand, salt and gravel supplies are good. Additional sand is being picked up at High Street Sand & Gravel. Fill is being brought to the pit on the return for additional loads of sand. Mike Smith makes a motion to appropriate up to $4,000 for sand with fill to be brought to the gravel pit. Ron Sandstrom seconds the motion and the motion passed 3-0.
Culvert marking posts are discussed. Markers are being straightened and/or moved back as needed.
5 picnic tables are needed for the beaches. Cost of tables will be looked into.

3. Water

Work is planned for placing the blow-off valve at the DPW well tomorrow. Additional isolation valves will be raised as needed. The valves near Thusis will be done after the valve at the dead-end of the line on Huttwil is repaired. All scheduled work is weather dependent. All bleeders are off. Water system flushing is scheduled and posted for this week.
Mike Smith discusses average use of 20,000 gallons per day by the bleeders; this is 0.82 gallons per minute. No substantial change in tank trends has occurred since shutting down the bleeders. An overall reduction in usage has occurred. Ian Hayes outlines that there is still a need to check for leaks within the system. The meters for Reinach have been ordered and are expected in three weeks. Leak detection by isolating areas and watching for changes in flow will follow installation of the meters. A list of valves to be turned will be submitted by Ian Hayes. Tom Therrien of Electrical Installation, the SCADA programmer, is expected in the District next week.
Request for a simple design of the lightning protection to be installed at Muddy Beach will be made to Electrical Engineer Lee Carroll. The down payment for the electrical work at the station was previously approved and will be included in next week’s manifest. Discussion is held on tracking anticipated installation and work completed dates on the action list is held. Ron Sandstrom makes a motion to add the target installation date for Muddy Beach transducers and Reinach meters to the Action List. Mike Smith seconds the motion. Discussion on the dates to use for these items ensues. Ron Sandstrom withdraws the motion. Mike Smith seconds the withdrawal. Mike Smith makes a motion to add July 1, 2017 to the Action List as the target date for installation of the Muddy Beach transducers with lightning protection. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to add June 15th as the target date for installation of the Reinach meters and SCADA to the Action List. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to add the July 1 for target date for the report on leak detection plan to the Action List. Ralph Lutjen seconds the motion and the motion passed 3-0.
Muddy Beach electric work may begin prior to Memorial Day. Ian Hayes reports that he believes Justin Montelin has all the necessary parts to begin the panel upgrade. Mike Smith makes a motion to have Nancy Cole check with the electrician on the status. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ralph Lutjen discusses outlining plans for work and status reports on the website.
A memo from David Maudsley regarding the water system and the recent discussion on leak detection and the overall status of the system is distributed and reviewed. Discussion regarding the statements within the document is held. Some statements are refuted with information regarding water mains that have been excavated which have rocks and other unsuitable materials in the trench and the shallowness of depth of many of the water lines. Though some have been replaced and properly installed, there are still water lines in the District which are not properly installed.
Capital improvements needed for the water system are outlined and discussed.
A quote has been received for replacing the locks at the pump houses. Ralph Lutjen questions if the lock mechanism will record entry; this will be checked on.
The water system budget is reviewed and discussed by line item.
The heater at the Summit station will be moved to the lower portion of the entry room. Dana Haley will be asked to quote this work.
Water service to the Lodge will be turned on. Dana Haley will be notified to turn on the water inside the building.

4. Administration

Ron Sandstrom makes a motion to send the updated job descriptions to legal counsel for review. Ralph Lutjen seconds the motion. Discussion is held on the necessity of this review. Motion is called to a vote and the motion passed 3-0.
Asset Management Committee members Nancy Cole and Tommy Gunn are scheduling a road review of all District roads with Kelly Robitaille. A meeting will be scheduled for next week to discuss the information and incorporate it into the Capital Improvement Plan being created.
The minutes of the Safety meeting held April 25 have been submitted.
A quote for programmable keypad locks has been received and reviewed.
The 2016 Management Discussion and Analysis is reviewed. The document has been updated to include the graphs required in the form; the last paragraph has been updated to the wording submitted by Ralph Lutjen that was approved last week. Ralph Lutjen makes a motion to approve the Management Discussion and Analysis as presented and submit to the auditor. Mike Smith seconds the motion and the motion passed 2-0 (Ron Sandstrom had stepped away).
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,047.60. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
April daily water usage report has been completed and is reviewed. Water usage is still high.
The contact phone list for District personnel has been updated and distributed.
The answering service call list will be updated as will the contact list available in the DPW trucks.
The certification for distribution of the water system Consumer Confidence Report required by NH Department of Environmental Services has been completed and submitted to DES.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 2 checks in the amount of $6,103.07. 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 April 25 are reviewed. Mike Smith makes a motion to approve the minutes of April 25, 2017 as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen outlines that a representative from the State of NH Department of Environmental Services Volunteer Lake Assessment Program (VLAP) will be in the District later this morning to view the testing sites for the spring runoff stream water testing. As discussed last week, very high chloride levels were detected in runoff which flows towards Geneva Beach area and along Eidelweiss Drive side of Middle and Big Pea Porridge Ponds. These levels are the cumulative effect of the runoff from steep, paved roads at the higher elevations of the District and abutting towns. Ralph Lutjen adds that he is reviewing the storm water manuals recently obtained; very good information on controlling the effects of storm water on ponds and lakes by managing deposits within the runoff.
Ron Sandstrom reports that he has made progress on the asset management database; the culvert information can now be entered.
Ron Sandstrom requests a quote be obtained for an edge sign for over the mailboxes that would contain the VDOE website.
Ralph Lutjen discusses the option of reviewing the registration system for canoe rack spaces that was submitted by Andrew Harteveldt. This could be discussed at the EPOA meeting the end of May.
Ralph Lutjen reports that he received a comment regarding salaries and benefits from a resident.
Ron Sandstrom reports that he received a compliment on the plowing this winter.
Mike Smith makes a motion to sell the lodge. Ron Sandstrom seconds the motion. Discussion ensues on the building, repairs being done and additional repairs or alterations that could be made to the building. The downstairs could be opened up; the walls for the office were added after the building was originally built. Removal of trees at the entry way for the building is discussed. Mike Smith states that the trees could potentially be limbed instead of removed. The need for allowing sunlight onto the walkway to help keep the walkway clear of moss is discussed. Ralph Lutjen outlines the harm can be done to trees by cutting limbs. Ralph Lutjen questions the ability to sell the building. Demolition and replacement with a pavilion is outlined as an option. Mike Smith withdraws the motion.

8. Signature Items

Work order 1138 is presented. Mike Smith makes a motion to approve work order 1138 for electrical work at the Lodge not to exceed $2,600. Ralph Lutjen seconds the motion and the motion passed 3-0.
A letter to the petitioner for classification change for Grandval Way is presented. Mike Smith makes a motion to sign the letter to the petitioner for changing Grandval Way from Class VI to Class V with costs to be funded through a betterment assessment on the abutting properties outlining the need for advance funding of the required property title search in the amount of $4,000. Ron Sandstrom seconds the motion. Ralph Lutjen discusses meeting with the petitioning resident, Wesam Mahmoud, last Friday. Mr. Mahmoud was advised in person of all information, including the need for advance funding of the title search and notification mailing costs that is contained in the letter. Scheduling of a second informal meeting with the interested residents may be considered. Motion is called to a vote and the motion passed 3-0.

9. Correspondence

An email has been received from a resident who has stated that he has left his canoe on the ground next to the canoe racks as no spaces were available. Mike Smith makes a motion to inform the resident to remove the canoe; the designated area for storage of watercraft is in the racks. Ralph Lutjen seconds the motion and the motion passed 2-0-1 with Ron Sandstrom abstaining as he did not see the correspondence.
A 91-A request for the April water usage data has been received. The information has been sent.
Valley Pride day clean-up was completed and discussed previously.
Notice was received of a culvert header that has fallen into the ditch on Winnegon; this has been repaired.
A note was received with the water payment from resident Jill Bureau stating that residents are watching the spending of the appropriations which make up the water bill.
The monthly report from the third party electric provider has been received.
NH Retirement System has announced that penalties will be enforced after August 15, 2017 for payments not received by the 15th of the month; payments are currently considered on time if postmarked by the 15th.
NH Municipal Association has sent the Legislative Bulletin.

10. Scheduled Appearances
11. Other Business

The Board will meet at the Lodge at 8 am next week and begin the meeting with a review of the repairs completed and remaining.

12. Public Comments

At 10:40 am Ralph Lutjen makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/06/CM050217.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 2, 2017

The Board of Commissioners met at 8:00 am on Tuesday, May 2, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille and Treasurer Dinah Reiss. 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 outlines that a cleanup of debris is needed. Rental of a dumpster has been quoted at a deposit of $750 per month; once picked up and weighed, the final bill or credit is determined. Ralph Lutjen makes a motion to approve up to $1,000 for a dumpster. Mike Smith seconds the motion and the motion passed 3-0.
The rental cost of a street sweeping machine has been quoted at $100 per hour. Kelly Robitaille reports that use of the broom is efficient at this time.
A quote to trap beavers has been received at $100 per beaver or $300 for as many beavers as are caught. Mike Smith makes a motion to approve $300 for beaver trapping. Ralph Lutjen seconds the motion and the motion passed 3-0.
Filling of the Calcium Chloride tank is discussed. The line item for dust control is reviewed. Mike Smith makes a motion to approve up to $1,500 for Calcium Chloride. Ron Sandstrom seconds the motion and the motion passed 3-0.
A quote for culverts has been looked into. Smithfield Plumbing & Heating has the lowest prices. Once the list of needed culverts is completed, the full estimate will be obtained.
The quote for crack sealing equipment has been received. Mike Smith makes a motion to approve up to $1,500 for purchase of the tar melter and needed accessories for crack sealing. Ralph Lutjen seconds the motion and the motion passed 3-0.
The issue with the Terra Star was the rear differential. Repairs were covered under the warranty. The truck will be ready for pick-up the end of this week.
All other equipment is in good condition.
Ralph Lutjen discusses an option of pre-treating the salt with a brine solution when the salt is received and stored. The pre¬-treated material will be more efficient so that less application is needed to control ice. The contractor from Moultonborough is willing to come to the District to do a demonstration on application of the pre-treating liquid. The liquid is a mixture of Magnesium Chloride and organics. Mike Smith makes a motion to calculate the number of tons of salt purchased winter 2016-2017. Ralph Lutjen seconds the motion and the motion passed 3-0. Mike Smith makes a motion to hold the remaining purchase order funds for salt. Ralph Lutjen seconds the motion and the motion passed 3-0.
Sand supply is discussed. Stockpiling of sand while the High Street pit is active is the most cost effective option. Stockpiling of sand this week is discussed. The budget will be checked.
A request for fill is anticipated from the property owner at the intersection of Diessbach and Interlaken. Discussion on the removal of fill from behind DPW II is held. Potential changes to regulations regarding disposal of road material fill may make it more difficult to get rid of the product in the future. Discussion is held on extending the area to which fill would be made available to property owners to up to a 5 mile radius. Ron Sandstrom makes a motion to allow fill to be made available to an extended area up to 5 miles upon approval of a completed fill request form. Mike Smith seconds the motion and the motion passed 3-0.
The budgets are reviewed. Line items are reviewed and discussed.
Kelly Robitaille outlines that picnic tables will be needed for the beaches. Options for tables with metal frames will be looked at. A quote will be created for review.

3. Water

The status of the water billing is reviewed. $150,545 has been collected to date. $72,000 remains outstanding.
The installation of the gate valve in the DPW yard is scheduled for next week.
Water system flushing is scheduled for next week.
Isolation valve extending was done last week to the valves located along Eidelweiss Drive.
The repairs needed for Oak station lock and door jamb has been completed.

4. Administration

The DPW job description updates will be reviewed next week.
The Eidelweiss Property Owners Association (EPOA) Annual meeting will be held May 27. Ron Sandstrom will work on the draft for the Commissioners presentation.
The Asset Management Committee is working on the Capital Improvement Plan for the District. A summary of initial recommendations for consideration by the Board has been completed. This summary includes trucks and building needs for the next 6 years. The summary format will be updated to include additional narrative.
The Management Discussion and Analysis for the audit is discussed. A revision to the form has been submitted by Ralph Lutjen, which simplifies the form and discussion points. Mike Smith makes a motion to approve and submit to the auditor the revised MD & A as submitted by Ralph Lutjen. Ron Sandstrom seconds the motion and the motion passed 3-0.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 21 checks in the amount of $26,346.72. 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 April 18 Joint meeting of the Commissioners and Asset Management Committee are reviewed. Mike Smith makes a motion to approve the minutes of April 18 Joint meeting of the Commissioners and Asset Management Committee as presented. Ralph Lutjen seconds the motion. An amendment to the minutes has been submitted to add wording regarding addition of location of the water main on Grison to the design for the new culvert. Mike Smith moves to amend the minutes as discussed and approve the minutes as amended. Ralph Lutjen seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen discusses the strategic plan document. The impact to the tax rate and water bill in future years can be shown as any intended project is added to the report. Saving for trucks and buildings is discussed. There are difficult decisions to be made regarding prioritizing of projects needed within all aspects of the District. An attempt to normalize the numbers for future years to help avoid major impacts to the tax rate or water bill in any year is outlined as the long-term intent.
Ron Sandstrom discusses adding the website information over the bulletin board at the mailbox area on Huttwil. Mike Smith makes a motion to obtain a price for a 2” by 4’ sign with the VDOE website. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith outlines that the work at the Lodge is progressing. The Rinnai heater needs to be moved from the corner to the center of the wall on the other side of the fireplace. The propane line needs to be checked and a new line run to the new heater location. The fireplace propane line should also be checked. Pine boards being placed where the paneling was removed from the wall will angle towards the fireplace to make the fireplace a focal point in the room. A sign showing ‘not an exit’ will be placed on the back door which leads to the deck as there is no egress from the deck in case of an emergency in the building.
Painting of the footbridge at the dam is discussed. Mike Smith makes a motion to appropriate not more than $675 for repair and painting of the footbridge. Ralph Lutjen seconds the motion and the motion passed 3-0.
The telephone pole at Oak station should be looked at for removal. Fairpoint will be notified to remove the inactive line which is on the pole.

8. Signature Items

Purchase order 185 is presented. Mike Smith makes a motion to approve Purchase Order 185 in the amount of $354.60 for electrical repairs on the International 7400. Ron Sandstrom seconds the motion and the motion passed 3-0.
A letter to resident regarding use of the Huttwil parking lot is presented. Mike Smith makes a motion to approve the request to park a motorcycle trailer in the Huttwil lot. Ron Sandstrom seconds the motion. Discussion ensues regarding use of the lot in this manner. Motion is called to a vote and the motion passed 3-0.
Driveway permit renewal, as discussed last week, is presented. Mike Smith makes a motion to approve the renewal of the Driveway Permit for Construction for 11 Jungfrau Road. Ralph Lutjen seconds the motion and the motion passed 3-0.

9. Correspondence

NH Department of Environment Services has announced the pre-application period for 2018 State Revolving Loan Fund. Project pre-applications are due in June.
The MS 535 for the Department of Revenue (DRA) has been completed and reviewed by Auditor Tamar Roberts. Mike Smith makes a motion to approve and sign the MS 535. Ron Sandstrom seconds the motion and the motion passed 3-0.
The DRA has incorporated a new sign in ability to the web portal for municipalities to allow their auditor to complete the 535 directly.
Photos of cracks in the asphalt on Aspen and Bristenstock have been received. Crack sealing equipment is being considered.
The first 2017 US Census Bureau Survey of Local Governments has been received, completed and submitted.
NH Municipal Association has sent the weekly Legislative Bulletin and the bi-weekly News Link.

10. Scheduled Appearances
11. Other Business
12. Public Comments

At 9:35 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/06/CM042517.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 25, 2017

The Board of Commissioners met at 8:00 am on Tuesday, April 25, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy) and Treasurer Dinah Reiss. The meeting was filmed 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 Madison has removed the road ban. The roads are drying out and are safe to remove the ban. Mike Smith makes a motion to have Kelly Robitaille remove the posted weight restriction ban. Ron Sandstrom seconds the motion and the motion passed 3-0.
Kelly Robitaille states that shallow grading is being done to smooth the roads and fill the potholes until the roads are ready for full grading. Raking of roads is also being done.
The Terra Star was towed to Liberty International with an issue in the rear end of the truck. Additional information is expected later today.
The crew attended a pavement preservation class last week. Asphalt roads within the District are in need of attention. The estimated cost for complete reclaiming of an asphalt road can reach a cost of up to $273,152 per mile. Discussion ensues on the intent to preserve the asphalt on Oak Ridge Road. Establishing a strategy for all asphalt roads is discussed. Kelly Robitaille will complete an evaluation of all roads. Ralph Lutjen outlines determining of priorities for the needed work. Kelly Robitaille states that shimming will be done this summer on Eidelweiss Drive.
The road condition report will be updated for review. Mike Smith makes a motion to have Ron Sandstrom work with Kelly Robitaille on updating the road condition report. Ralph Lutjen seconds the motion and the motion passed 3-0.
General known condition of Middle Shore at Geneva, Chocorua View, and other asphalt roads that are in poor condition is discussed.
Purchase of crack sealing equipment is discussed. Kelly Robitaille has received a quote for a 30 gallon and 50 gallon machine with accessories needed for use. A second quote is expected but has not yet been received. The ability to use this equipment on the hills as the melting pot is in the truck is outlined. The benefits of the District owning the proper crack sealing equipment are outlined and discussed; the ability to use many times throughout the season in different areas as work is completed is outlined.
The stop sign at the intersection of Appenvel and Eidelweiss Drive has been hit and knocked down for a second time. Discussion on protecting the sign post with rocks or placing the post into concrete is held.
Sweeping of roads is discussed. The broom will be used today. Mike Smith makes a motion to obtain an estimate for rental of a sweeper unit. Ron Sandstrom seconds the motion and the motion passed 3-0.
A request for renewal of a driveway permit has been received from the property owner of 11 Jungfrau. Kelly Robitaille has inspected the driveway and recommends creation of a negative grade where the driveway intersects the road. The driveway slope is to shed water into the existing drainage; currently the water is entering the road not the drainage system. Mike Smith makes a motion to approve the renewal of the Driveway Permit for Construction for 11 Jungfrau Road. Ralph Lutjen seconds the motion and the motion passed 3-0.
Kelly Robitaille reports that sand has been picked up at High Street Sand & Gravel. Gravel is being picked up and stockpiled for use as needed.
Kelly Robitaille reports that the target area for ditching this summer will be Aspen, Jungfrau, Grison and Burgdorf.
Two boards will be placed in the dam. Mike Smith will continue to watch the water level.

3. Water

Mike Smith makes a motion to request a design and budget number from Lee Carroll for Muddy Beach lightening protection. Ron Sandstrom seconds the motion and the motion passed 3-0. The work will be done after Memorial Day.
The lock at Oak station has broken. The locksmith has replaced the interior of the lock. Mike Smith makes a motion to have Norm Garside repair the door and jamb at Oak station not to exceed $400. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ralph Lutjen questions if something occurred within the water system that has created the need for the Reinach pressure zone. The water usage numbers for March were again over 3 million gallons. The placement of the meter at Reinach and the leak detection effort to follow the meter installation are discussed.
Mike Smith makes a motion to turn off all water system bleeders by May 1. Ron Sandstrom seconds the motion and the motion passed 3-0.
Locating of leaks as a priority for the water system is discussed.
Mike Smith outlines that the need for the Reinach Pressure Zone creation is highlighted in the Water System Master Plan of 2005. This need did not just occur.

4. Administration

A safety meeting will be held today.
The Motion list is reviewed and discussed.
The meeting with the engineers occurred last week; this will be removed from the action list.
The job descriptions for the highway department have been updated for review by Ralph Lutjen. These will be discussed next week.
Ron Sandstrom makes a motion to send a letter from the Board regarding status of the audit to Tamar Roberts. Ralph Lutjen seconds the motion and the motion passed 3-0.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,197.60. Ralph Lutjen seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
The water system daily usage report for March has been distributed and discussed.

5. Accounts Payable

6. Minutes

The minutes of April 11 are reviewed. Mike Smith makes a motion to approve the minutes of April 11 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.
The minutes of April 18 are reviewed. Mike Smith makes a motion to approve the minutes as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen discusses the strategic plan development. The financial forecast extends to 2022 and includes a summary of needs and the backup details to the financials. The project planning spreadsheet with all Capital Reserve Funds and Warrant Articles listed by category will be the tool used to develop the numbers for the financial forecast. Any project in the upcoming years will impact taxes or the water bill; this spreadsheet will show that impact. Planning for the District’s future needs and pro-actively establishing a savings regiment to meet those needs is beneficial to the taxpayers. Though current debt may not allow saving at full needed levels, not incurring additional debt should be the strategy. Maintaining one master of these documents by Ralph Lutjen is discussed; Ralph will make the changes recommended for creation of future versions of these spreadsheets.
The historical Volunteer Lake Assessment Program testing results and reports has been scanned by a resident and shared with the office. Nancy Cole recommends placement of these documents on the website. Ron Sandstrom makes a motion to place the VLAP testing results and reports on the VDOE website. Ralph Lutjen seconds the motion and the motion passed 3-0. A thank you to resident Andrew Harteveldt for scanning these documents will be sent.

Ron Sandstrom outlines that he is continuing to work on the Asset Management database.

8. Signature Items

A letter to Jay Buckley is presented. Mike Smith makes a motion to sign the letter requesting Jay Buckley to not send email correspondence directly to the Commissioners home email addresses. Ralph Lutjen seconds the motion and the motion passed 3-0.
Purchase order 184 is presented. Mike Smith makes a motion to approve Purchase Order 184 for gravel in the amount of $5,000. Ron Sandstrom seconds the motion and the motion passed 3-0.
Work order 1135 is presented. Mike Smith makes a motion to approve Work Order 1135 to authorize Brandon Drew to haul fill when delivering sand. Ron Sandstrom seconds the motion and the motion passed 3-0.
Work order 1136 is presented. Mike Smith makes a motion to approve Work Order 1136 for purchase, installation and programming of the meter at Reinach station. Ralph Lutjen seconds the motion and the motion passed 3-0.
Work order 1137 is presented. Mike Smith makes a motion to approve Work Order 1137 for the highway department and water operator to work to extend isolation valves to the proper depth on Eidelweiss Drive. Ralph Lutjen seconds the motion and the motion passed 3-0.

9. Correspondence

The monthly Coleman Tower rental check has been received.
Jay Buckley has sent information on Valley Pride Day. Nancy Cole outlines that the flyer is placed in the bulletin boards every year. Jay Buckley has requested placement of the information on the VDOE website. Ron Sandstrom makes a motion to place the information for Valley Pride Clean-Up Day on the website. Ralph Lutjen seconds the motion and the motion passed 3-0.
The electricity usage summary report from the third party provider has been received.
NH Municipal Association has sent the weekly Legislative Bulletin.

10. Scheduled Appearances
11. Other Business

A legal consultation has been set with Attorney Chris Boldt for Thursday at 1 pm.

12. Public Comments

At 9:45 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A: 3, II (a) employment matters. Ron Sandstrom seconds the motion. Motion is called via roll call 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 approve Jeff DeMartino’s time off request. Ron Sandstrom seconds the motion and the motion passed 3-0.

Ron Sandstrom makes a motion to firm up the driveway area of DPW II. Mike Smith seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to update the personnel contact list and distribute. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 10:45 am Ron Sandstrom makes a motion to exit Non-Public session and adjourn the meeting. Mike Smith seconds the motion. Motion is called via roll call Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator