2017 Documents

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/CM121317.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting – Emergency Session
December 13, 2017

The Board of Commissioners met at 10:30 am on Wednesday, December 13, 2017. In attendance were Commissioners Mike Smith and Ron Sandstrom. Also in attendance was Treasurer Dinah Reiss.

At 10:30 am the meeting was called to order by Chairman Mike Smith.

The door to the salt shed has collapsed. One cable had been broken and the door stuck at an angle, however, last night, the second cable broke and the door collapsed. The bottom panels are seriously damaged. Two garage door companies have informed the District the salt tent door is too heavy for the supports and too large for a garage door company to repair. Kelly Robitaille is recommending removal of the door to gain access to the salt supply.
Mike Smith makes a motion to have Kelly Robitaille remove the salt shed door. Ron Sandstrom seconds the motion and the motion passed 2-0. Mike Smith makes a motion to approve up to $500 for materials to keep the salt dry. Ron Sandstrom seconds the motion and the motion passed 2-0.

Kelly Robitaille will be asked for recommendations regarding the protection of the materials in the salt tent.

The Board is informed that the chainsaw was taken for repair during the storm to remove a downed tree; total cost was just over $300.

At 10:35 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/CM121217.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
December 12, 2017

The Board of Commissioners met at 8:00 am on Tuesday, December 12, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Sherriff Domenic Richardi 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 as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

The Highway department is plowing the ongoing snowstorm.
The salt shed door appears to need attention.
The updated 2017 road work completed list is being finalized

3. Water

Ian Hayes states that the replacement pump for Muddy Beach has been installed and is producing 55 gallons per minute.
Tank inspections are discussed. Ian Hayes outlines risk to the system by taking the Jungfrau tank off-line without two operational pumps at Muddy Beach. Inspection timing and lining of tanks funding outlined on the Asset Management Capital Improvement Plan is reviewed. Ralph Lutjen makes a motion to schedule inspection of one tank at Reinach the second week of January. Mike Smith seconds the motion. Discussion ensues on other tanks that could be inspected now. Ralph Lutjen moves to amend the motion to one tank at Reinach and one tank at the Summit. Mike Smith seconds the motion to amend. Amendment passed 2-1 with Ron Sandstrom against due to possible risk of taking a Summit tank off-line. Motion, as amended, passed 2-1 with Ron Sandstrom against. Ian Hayes will advise of any problem taking the large Summit tank off-line.
Mike Smith makes a motion to shut the water off at the Lodge. Ralph Lutjen seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have the plumber drain and winterize the Lodge. Ralph Lutjen seconds the motion and the motion passed 3-0. Mike Smith makes a motion to approve installation of the heater at the Lodge. RL seconds the motion and the motion passed 3-0.
Ian Hayes discusses a high pressure claim from 3 Porridge View Drive. A data logger will be placed to record the pressure over a 24 hour period. The Upper Lakeview PRV may be failing; Ian Hayes will advise if replacement is needed.
Ron Sandstrom requests Ian Hayes send pictures one old cabinet and of the upgraded SCADA cabinets to show the improvements that have been made to the panels.

4. Administration

Water billing status is reviewed: three (3) houses are being shut off for non-pay.
Security of District buildings is discussed; an unauthorized entry into the lodge has been reported. The padlock that was on the lodge door will be put back up.
The Asset Management meeting scheduled for 1 pm today is being cancelled due to the storm and will be re-scheduled for Tuesday, December 19 at 1 pm.
91-A proposed policy update is reviewed; a log of all requests will be kept, no form required, documents over 20 pages via flash-drive. Mike Smith makes a motion to send the update to legal counsel for review. Ron Sandstrom seconds the motion and the motion passed 3-0.
Budget status is reviewed and discussed.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 30 checks in the amount of $38,640.10. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion passed 3-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of December 5 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen makes a motion to send a letter to Bill Ingram regarding parking of the box trailer at the Huttwil parking lot the last two weekends. Ron Sandstrom seconds the motion. Mike Smith states that Bill Ingram has informed him that he has obtained parking for the trailer and it will not be put back into the Huttwil lot. Ralph Lutjen withdraws the motion.
Ralph Lutjen makes a motion to place the Town of Madison Transfer Station regulations on the Huttwil bulletin board and the website. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ralph Lutjen will send information received from Dr. Houle of UNH T2 Storm water management center for review and discussion next week. Estimated cost is $5,000 and pursuing this work would put the District in a good position for storm water management going forward.
Mike Smith makes a motion to follow up with Chad Roberge on the isolation valve maps. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Mike Smith makes a motion to approve PO 227 in the amount of $1,387.25 for brakes and service on the Terra Star. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to approve PO 228 in the amount of $2,600 for Sodium Hydroxide for the water system. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to approve PO 229 in the amount of $300 for gravel for DPW II. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to approve PO 230 in the amount of $500 for grit for roads. Ralph Lutjen seconds the motion and the motion passed 3-0
Mike Smith makes a motion to sign the Thank you letter to Jerry Mosher of 11 Klausen. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign the letter to the property owner of 16 Little Shore regarding need for a driveway culvert. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign the letter to the property owner of 14 Little Shore regarding the intent to place a culvert at 16 and watch should this property also need a culvert. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to send the draft letter to the property owner of 3 Little Loop Road to Engineer Nick Sceggell for review. Ralph Lutjen seconds the motion and the motion passed 3-0.
MS makes a motion to sign the letter to the property owner of 6 Little Loop regarding use of the sideline for drainage. Ralph Lutjen seconds. Discussion ensues; use of sideline easement; detrimental effect to area if trees are removed; need for additional legal guidance to act upon a sideline easement. Keeping the drainage on the property of 4 Little Loop with no impact to 6 Little Loop is discussed. Ralph Lutjen makes a motion to send a letter to the property owner of 4 Little Loop requesting establishment of a drainage easement. Mike Smith seconds the motion. Additional discussion on enacting project in two phases is held; 2018 – elevate road, grade towards corner of existing driveway upon removal of existing tree, work with 3 Little Loop on driveway drainage entering road and 2019 – open drainage ditch on property of 4 Little Loop. Motion for easement letter passes 3-0. Motion for letter to 6 Little Loop fails 1-2 with Ron Sandstrom and Ralph Lutjen against using the sideline for this drainage project.
The Electrical Installation service contract renewal will be redistributed.
Mike Smith makes a motion to approve withdrawal from and sign the capital reserve fund withdrawal request from the Road Construction CRF for engineering for Thusis Beach area drainage. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign the Auditor’s agreement for years ending 2017, 2018 and 2019. Ron Sandstrom seconds the motion and the motion passed 3-0. A change of auditor will be pursued for calendar year 2020 audit.
Mike Smith makes a motion to approve Nancy Cole’s time off request. Ralph Lutjen seconds the motion and the motion passed 3-0.

9. Correspondence

Photos of a recently paved driveway at 86 Oak Ridge have been received. The Driveway Permit for Construction will be pulled for review.
Madison Postmaster has sent the requested information on placement of additional mailboxes at the Huttwil lot. Ron Sandstrom makes a motion to create a warrant article. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to obtain the budget number from Norm Garside for this article. Ron Sandstrom seconds the motion and the motion passed 3-0. Budget number will include the new concrete slab that will be needed, the mailboxes, a roof for over the new boxes, replacement of shingles over existing roof and rebuilding of the bulletin board.
The NH Municipal Association has sent the bi-weekly News Link.
10. Scheduled Appearances

Sherriff Richardi informs the Board that the Sherriff’s office has received a grant which will allow placement of two microwave dishes onto the Oak tower at the cabana. There is also a proposal being reviewed to move a portion of the Thompson Hill tower to the Oak tower site; should this occur the footprint of the tower at the cabana would be enlarged and a new bridge would be installed to the building. The Sherriff will send pictures of the proposed updates. Sherriff Richardi adds that construction would begin spring 2018 with a completion date of August 2020.

11. Other Business

G. W. Brooks has contacted Nick Sceggell with questions regarding the Grison and Burgdorf culvert projects. Estimates are expected this week.
Ralph Lutjen discusses the need for numbers for creation of the Reinach Pressure Zone for the Annual Meeting.
Mike Smith makes a motion to follow up with Thorne Surveyors requesting the information for the Thusis Beach area drainage survey by mid-January. Ralph Lutjen seconds the motion and the motion passed 3-0.

12. Public Comments

At 9:55 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

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/04/2017-Annual-Meeting-Minutes-sign.pdf"]
The Village District of Eidelweiss Annual Meeting was held on Saturday, February 25, 2017. Voting occurred from 5-7 pm with the Deliberative Session beginning at 7 pm.

Present were Moderator Mark Graffam, Clerk Nancy Cole, and Supervisors of the Checklist Emily Shepard, Cheryl Brooks and Jennifer Garside. Also present were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard, and VDOE Attorney Chris Boldt of Donohue, Tucker and Ciandella. 35 people attended.

Polls opened at 5:00 pm by Moderator Mark Graffam.

Article 1: Voting for Officers

Voting for Officers:
One Commissioner (three-year term)
One Treasurer (two-year term)
One Clerk (two-year term)

Polls closed at 7:00 pm.

The Deliberative Session is called to order by Moderator Mark Graffam at 7:06 pm
The Moderator leads the Pledge of Allegiance.
The Moderator reviews the rules for the Meeting.

Moderator Mark Graffam moves to allow non-voters to speak at this meeting, seconded by Jay Buckley.

Motion passed unanimously by voice vote.

Moderator recognizes and introduces Attorney Chris Boldt of DTC.

Results of Article 1 are announced by the Moderator:
Commissioner: Ralph Lutjen
Treasurer: Dinah Reiss
Clerk: Nancy Cole

Article 2: By Petition

To see if the District will vote to change the classification of the Class VI portion of Grachen Drive, referred to as Grachen Extension, to Class V. Note: The end portion of this road has been paved by the residents with proper drainage.

Moderator reads Article 2.

Article moved to floor by Lead petitioner Ed Foley of 20 Grison Road, seconded by Bob Ingram.

Mr. Foley outlines the drainage for the road and upgrades done by the residents.

Nancy Cole moves to amend the Article to read: To see if the District will vote to change the classification of the Class VI portion of Grachen Drive, referred to as Grachen Extension, to Class V following creation of a cul-de-sac at the end of the road, and submission of documentation regarding the road bed work completed by the property owners, seconded by Jay Buckley.

Jay Buckley questions cul-de-sac and pavement preservation requirements for the District. Moderator outlines right of VDOE to maintain pavement at VDOE’s discretion. Discussion on standards to be met when developing cul-de-sac; recommendation to include statement of VDOE Road Standards within amendment is made.

Amendment is voted 6 for, 22 against. Amendment failed

Nancy Cole moves to amend the Article to read: To see if the District will vote to change the classification of the Class VI portion of Grachen Drive, referred to as Grachen Extension, to Class V following creation of a cul-de-sac at the end of the road to VDOE published Road Standards, and submission of documentation regarding the road bed work completed by the property owners, seconded by Mike Smith.

Amendment is voted 25 for, 3 against. Amendment passed.

Article 2 as amended is voted 26 for, 1 against. Article passed.

Article 3: Operating Budget

To see if the village district will vote to raise and appropriate the sum of $497,217 for general municipal operations. Funds for this appropriation shall be raised by withdrawal of $20,000 from the Medical Insurance Capital Reserve Fund and $477,217 by taxation. This article does not include appropriations contained in special or individual articles addressed separately.
Recommended by the Board of Commissioners 3-0.
(Majority vote required)

Executive $12,200
Administration $51,512
Legal Expense $3,400
Employee Benefits $85,127
General Government Buildings $10,433
Insurance $35,850
Regional Association $850
Other General Government $850

Highways & Streets $191,460
Street Lighting $1,250
Parks & Recreation $7,000
TAN Interest $500
Asset Management $1,500
Bond, Jungfrau Forced Main $8,060
Bond, Road Grader $29,227

Bond, Terra Star $23,998
Bond, Oak Ridge Road
$34,000

TOTAL
$497,217

Article moved to floor by Mike Smith, seconded by Jay Buckley.

Moderator reviews budget detail information.
Jay Buckley questions admin salary. Ron Sandstrom outlines Commissioners to do right thing for employees and taxpayers. Charles White makes a statement in favor of salary increase. Bill Copeland outlines paying overtime rather than salary. Dinah Reiss makes a statement supporting admin salary increase, adding that the Administrator is a valuable employee.
Discussion on medical insurance increase; coverage for all three employees this year is outlined.
Ralph Lutjen questions move to 100% coverage. Ron Sandstrom outlines bringing benefits in line with other municipalities.
Jay Buckley questions plan. Limits outlined for VDOE plan at $3,000/$6,000 out of pocket maximums.
Treasurer Dinah Reiss outlines the bond items, years remaining on all loans highlighted. Bill Copeland questions outsourcing road work. Moderator responds not cost effective. Question on overspending the line item for equipment, repairs, maintenance and supplies is received. A new sander for the F-550, heavy equipment repairs in line item outlined.

Mike Smith moves to increase the bottom line to $508,217 with $6,000 being added to salt and $5,000 being added to sand, seconded by Ron Sandstrom.

Amendment voted 20 for 4 opposed. Amendment passed.

Jay Buckley questions why gravel reduced. Ron Sandstrom outlines focus on ditching; better at using the equipment to obtain the best results for the roads.
Asphalt line item discussed. Ron Sandstrom crack sealing equipment for asphalt preservation.
TAN interest line discussed. Jay Buckley questions need for TAN. Treasurer Dinah Reiss discusses need to maintain cash flow with an increase in debt. Timing of loan payments outlined.

Article 3 as amended voted 22 for, 4 against. Article 3 passed in the amount of $508,217.

Article 4: Building Repairs

To see if the District will vote to raise and appropriate the sum of $40,000 for repairs to the Lodge Building. Funds for this appropriation will be raised by taxation.
Recommended by the Board of Commissioners 3-0.
(Majority Vote required)

Mike Smith moves article to floor, seconded by Bob Ingram.

Moderator Mark Graffam outlines issues noted and looked at within Lodge. Discussion on article, need for repairs to the building.
Question on repairs and potential for selling the building is raised.
Discussion on keeping the building safe for use while owned by the VDOE is held.
Questions on events held at the Lodge. Availability for use by homeowners is outlined. Lodge as an asset outlined.
Discussion on repairs to the entry way and ability to use the $40,000 to make repairs as prioritized for maximizing results is held.

Larry Leonard moves to amend the article to repairs to the mantel beam and chimney flashing in the amount of $10,000, seconded by Jay Buckley.

Statement of unknown overall building safety and condition should a limited repair be done is made by Bob Ingram.
Margaret Scrimger makes a statement for spending nothing rather than reducing the Article amount. Kathy Sandstrom voices agreement to make full repairs.

Amendment is voted 4 for, 23 against. Amendment failed.

Article 4 as written is voted 23 for, 4 against. Article 4 passed in the amount of $40,000.

Article 5: Little Loop Engineering

To see if the District will vote to raise and appropriate the sum of $5,000 for the purpose of engineering, design and permitting for the reconstruction of Little Loop Road.
Recommended by the Board of Commissioners 3-0
(Majority vote required)

Mike Smith moves the article to the floor, seconded by Gloria Aspinall.

Discussion on need for permitting from NH DES to perform work within 250 feet of the pond is held.
Gloria Aspinall questions if the VDOE DPW would complete the road work. The engineered design complexity will determine if in the scope of the DPW.

Article 5 is voted 26 for, none against. Article 5 passed in the amount of $5,000.

Article 6: Water Budget

To see if the District will vote to raise and appropriate $145,127 for general operation of the water system. Funds for this appropriation will be raised by water usage fees.
Recommended by the Board of Commissioners 3-0
(Majority vote required)

Executive $2,160
Administration $8,914
Employee Benefits $13,176
General Government Buildings $2,017
Legal Expense $600
Property Liability Insurance $6,150

Regional Association $150
Other General Government $150
Water Services Electricity $23,000

Heat (Propane) $2,250

Testing $6,000
Repairs $42,000

Telemetry System $4,000
Treatment $5,000
Engineering Consulting $3,500
Water Monitoring & Chemical Room $18,000
Bond, Jungfrau Forced Main $8,060
Total $145,127

Mike Smith moves article to the floor, seconded by Ron Sandstrom

Moderator reviews budget detail.

Article 6 is voted 28 for, none against. Article 6 passed in the amount of $145,127.

Article 7: Muddy Beach Upgrade

To see if the District will vote to raise and appropriate the sum of $42,000 for the purpose of upgrades to booster pumps, electronics and piping at Muddy Beach pump house. Funds for this appropriation will come from the Water System Capital Reserve Fund.
Recommended by the Board of Commissioners 2-0-1
(Majority vote required)

Mik Mike Smith moves article to floor, seconded by Margaret Scrimger.

Mike Smith outlines need for upgrades to this this station. Dinah Reiss highlights need to raise
wa water usage fees for projects, stating that these funds may be raised with the water rate.

Mike Smith moves to amend to fund by CRF and water usage fees, seconded by Ron Sandstrom.

ostioBob Ingram questions the dollar amount that will be raised by user fees. The Commissioners will nee need to determine this amount.

Amendment is voted 26 for, none against.

Article 7 as amended is voted 18 for, 6 against. Article 7 passed in the amount of $42,000.

Article 8: Reinach Pressure Zone

To see if the District will vote to raise and appropriate the sum of $16,500 for the purpose of engineering, design and permitting of the Reinach pressure zone for the water system. Funds for this appropriation will be raised by water usage fees.
Recommended by the Board of Commissioners 2-1
(Majority vote required)

Mike Smith moves article to floor. Nancy Cole seconds.

Kathy Koziel questions cost for construction. Larry Leonard estimates over $200,000.
Dorothy Wondolowski questions when construction would be done. Within 5 years is outlined.
Pressure and water loss for residents which the District needs to correct is reason for this Article.
Mike Smith states favor for and need for this article so that corrective action for pressure loss at homes can be taken.
Mike Hassey, resident of 1 Bristenstock, speaks in favor of article and outlines difficulties of living with lack of water pressure and flow. The water pressure at Mr. Hassey’s house only occasionally reaches 28 psi; 32 is minimum. At times, only a slight trickle of water is available.
Jay Buckley discusses started with engineering, raises question of liability for Oak station replacement booster pumps. No known liability exists.

Article 8 is voted 23 for, 2 against. Article 8 passed in the amount of $16,500.

Article 9: Water Tank CRF

To see if the District will vote to establish a Water Tanks Capital Reserve Fund under the provisions of RSA 35:1 for water system tanks and to raise and appropriate the sum of $20,000 to be placed in this fund. Funds for this appropriation will be raised by water usage fees.
Recommended by the Board of Commissioners 3-0
(Majority Vote Required)

Mike Smith moves article to floor second Ron Sandstrom.

Ron Sandstrom statement of saving for tanks.
Jay Buckley recommends review of tank lining as project next year.
Stan Wondolowski questions if there is a difference from other CRF? Yes, tank specific.
Dorothy Wondolowski questions Treasurer if positive to have a separate fund for tanks and is informed yes, there is an advantage.

Article 9 is voted 24 for, 1 against. Article 9 passed in the amount of $20,000.

Article 10: Water Extension Fund

To see if the District will vote to raise and appropriate the sum of $50,000 for the purpose of making and repairing connections to the water system, extending or repairing water lines and making general improvements to the water system and to authorize the withdrawal of $50,000 from the Water Extension Fund created for that purpose.
Recommended by the Board of Commissioners 3-0

Jay Buckley moves the article to the floor, second Mike Smith.

Article 10 is voted for unanimously. Article 10 passed in the amount of $50,000.

To Act upon any other business that may lawfully come before this meeting;

Recommendation for protection of the ponds is introduced as follows:

Whereas, VDOE property values, enjoyment, wildlife health, and pride of community, are directly related to the water quality of the Pea Porridge Ponds;
Whereas, the EPOA has conducted extensive testing and data recording, as part of a NH DES Volunteer Lake Assessment Program, of the Pea Porridge Ponds since 1996;
Whereas, the collected data indicates to the EPOA testers that the Pea Porridge Ponds’ water quality is better than the NH average today;
Whereas, data comparisons of recent years show a concerning trend of decrease of overall water quality by multiple factors – now is the time to start preventative measures;
NOW, THEREFORE LET IT BE RESOLVED THAT the 2017 Legislative Body of the VDOE advises the VDOE Board of Commissioners to accomplish the following:
1. Adopt a detailed policy on minimizing pond water damage from road deicing.

2. Adopt a Storm Water Management Plan and policies for the VDOE.

3. Support the education of VDOE Property Owners and the surrounding communities of the Pea Porridge Ponds on Best Road and Shore Land Management Practices for protecting pond water quality.

4. Prepare warrant articles and budgets related to Storm Water Management and Pond Water Quality Protection for the 2018 VDOE Annual Meeting Warrant.
Article moved by Ralph Lutjen, seconded by Jay Buckley

Ralph Lutjen outlines the need to protect ponds now.
Vote for recommending adoption of Best Management Practices for protection of the ponds. If all would begin to work together now, the ponds may be kept from further degradation.

Article is voted 25 for, none against. Recommendation to the Commissioners passed.

Mary O’Neil states that the VDOE should do everything possible to fix the water issue and help the residents of 1 Bristenstock.

At 9:47 pm Moderator Mark Graffam dissolves the meeting.

Respectfully submitted,

Nancy E. Cole
VDOE Clerk

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/03/AssetMngmnt-12-19-17.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
December 19th, 2017

Note: This meeting was captured on video and will be available on the VDOE website for specific dialogue of the committee members and the specific content of meeting.
The Asset Management Committee met at 1:00 pm on Tuesday, December 19th, 2017. In attendance were Committee members Dinah Reiss, Nancy Cole, Tommy Gunn, Ralph Lutjen and Mike Smith.
At 1:02 pm the meeting was called to order by Chairwomen Nancy Cole.

Mike Smith makes a motion to accept the minutes of October 12th, 2017, Nancy seconds the motion the motion passed 5-0. A motion made to accept the minutes of November 28th, 2017, with one typo correction, the motion was seconded and all in agreement the motion passed 5-0.

Nancy Cole passed out and made a motion to approve the agenda as presented, the was seconded and the motion passed 5-0.

1. Data Collection – Mike reviewed the status of the CSV’s and will return to locate the final seven97) in the spring.
2. Data Entry – No New Updates
3. Mapping Project – Updates have been sent to Chad, Nancy has sent an email looking for a status and time to completion of the new updates. Update by next meeting
4. Capital Improvement Needs
• CIP for Trucks and Equipment – No new discussion was held at this meeting, the spread sheet reflects the latest draft planning
• Buildings – Discussion around lodge and next was held. A motion was presented to move the estimated 2018 budget to 2019, the motion was seconded and the motion passed 5-0. Mike suggests the lower level estimated costs may be in the $50,000 range based on the findings on the upper level. Review of the door issue at the salt shed as also discussed, further investigation is needed. No other building discussion was held.
• CIP for Roads –
a) Review of the plan to date was had and a motion presented to adjust priorities moving Chocorua View from 2018 to 2019 and moving Old Town into 2018 from 2019 given recent damage to the plow equipment given the condition of the Old Town road. The motion was seconded and the motion passed 5-0. The motion also calls for obtaining a firm price for the Old Town Road project.
b) The spread sheet was discussed with changes in title of the Geneva Place Retention Pond to “Storm Water Management”, all in agreement and updates to pricing to all line entries by next meeting.
c) Ralph requested an update on the survey for Thusis and Eidelweiss Drive, Nancy responded that the survey was nearing completion with the possible outcome no easement needed, should be complete in January.
d) Mike Smith suggests the following priorities for engineering:
1. Little Loop
2. Reinach pressure zone
3. Thusis/Eidelweiss Drive
4. PRV pits
e) Ralph makes a motion to remove the $90.000 from the CRF for roads in 2019, the motion is seconded and the motion is passed 5-0.
• CIP for Water –
a) The committee held much discussion around the priorities of the aging infrastructure of the water system and the competing demands. All committee members agreed to update the cost estimates and present to the voters explaining the current condition and risk if not corrected
b) Ralph Lutjen reviewed the working copy of the financial analysis of a possible loan to find upcoming initiatives, the committee discussed direct funding and funding via a loan the impact to the tax base and water fee were discussed. It was agreed that the water upgrades would be presented and suggested to be funded with a new loan, details on the impact will be developed and presented in the warrant article, if the article fails the asset management committee will have to develop a new approach to the water system management.
5. Other business – The draft warrant document was reviewed, all agreed on the format of the current 22 warrant article. Much detail and price adjustment are needed before the annual meeting but this bones of the document were now in place with near final adjustments planned for the next meeting.
6. Establish Next meeting - Next meeting scheduled for Tuesday January 16th @ 1:00 PM

At 2:10 pm Nancy Cole makes a motion to adjourn the meeting. Mike Smith seconds. Motion passed unanimously.

Respectfully submitted,

Tommy Gunn
Committee Member

•

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/01/CM010318.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
January 3, 2018

The Board of Commissioners met at 8:00 am on Wednesday, January 3, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Treasurer Dinah Reiss and resident Adam Leiser. 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 move scheduled appearances first and approve the agenda as amended. 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 salt is needed. Mike Smith makes a motion to approve up to $3,000 for 2 loads of salt. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to amend the approval to $6,000 for 4 loads of salt. Ralph Lutjen seconds the motion and the motion passed 3-0.
The sand pile is frozen and being worked as much as possible. Additional sand should be obtained with the potential for an upcoming ice storm. Mike Smith makes a motion to approve up to $1,000 for sand. Ralph Lutjen seconds the motion and the motion passed 3-0.
A mirror on the Terra Star has broken. Replacement cost is $642.78. Ralph Lutjen makes a motion to approve up to $650 for a mirror for the Terra Star. Mike Smith seconds the motion and the motion passed 3-0.
Ron Sandstrom compliments Kelly and Jeff on a good job on the roads last storm; zero calls were received for road issues. Mike Smith agrees the roads were done well. Ditching efforts of the last few summers is also helping.
Ron Sandstrom discusses having a third person for plowing operations; no response from the last ads.
The backhoe plow is working well and being used for cleaning up after a storm.
The hole on Grison is being watched. Water operator Ian Hayes has tested the zone and is not showing evidence of a water system leak. Groundwater has been noticed in this area, but road would need to be excavated to determine source. This will be done in the spring. Kelly Robitaille will check the area and add gravel as necessary until the repair can be completed.
Little Loop is discussed. Ralph Lutjen will work with Kelly Robitaille on estimating the cost to raise the road and place a culvert.
Kelly Robitaille requests a review of the highway salary line item and a non-public session for additional discussion on this matter.

3. Water

Tom Therrien of Electrical Installation has delivered the as built drawings for the chemical injection room and Muddy Beach.
The replacement pump at Muddy Beach has been installed and is working properly.
Estimates are being put together for water projects that will be on the warrant.
The tank inspections for one of the Reinach tanks and the 20,000-gallon tank at the Summit are scheduled for next week.

4. Administration

Establishing a warrant article for security panels for the pump houses is discussed.
The Asset Management Committee will meet Jan 16; the full Board of Commissioners will be in attendance.
Maps for the isolation valves are discussed. Ron Sandstrom is working on the data compatibility issue for Chad Roberge of Avitar.
Mike Smith makes a motion to approve payroll in the amount of $8,300.83. Ralph Lutjen seconds the motion. Report and time cards are reviewed and discussed. Motion passed 3-0.
The option of adding a warrant article for a bond for the water system is discussed. Ralph Lutjen outlines the benefit of a large loan with a three-year drawdown period. The project list for each year with cost estimates and the impact to the water user fee are discussed; the loan will allow many projects to be completed with a known impact to the water fee. Securing the tanks and completing the other projects will reduce the risk of any major failure of the water system while improving the reliability of the storage and distribution portions of the water system. The 2/3 vote requirement for passage of a bond article is discussed; the benefits of completing needed projects and ability to level the water rate are highlighted. Mike Smith makes a motion to include a bond article for the water system in the amount of $500,000 on the 2018 Warrant. Ralph Lutjen seconds the motion and the motion passed 3-0.
Confirming of all numbers for the warrant is being completed and will be verified prior to the annual meeting.
The 2018 proposed budget is reviewed by line item. Discussion is held and line items amended. Part time highway and highway overtime line items are discussed and amended. Addition of a contingency line is discussed. The ability to access capital reserve to handle any matters which may occur outside the proposed budget is discussed.

5. Accounts Payable

Mike Smith makes a motion to approve 15 checks for a total of $25,605.43. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion passed 3-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of December 19 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen makes a motion to pursue the option of a new engineer. Ron Sandstrom seconds the motion. Discussion on the benefits to checking in with other possible vendors for services is held. Motion passed 3-0.

8. Signature Items

Mike Smith makes a motion to adopt and sign the updated 91-A Policy as amended by Attorney Chris Boldt. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the pH and bacteria testing results; pH is good, bacteria testing clean.
The Town of Madison has sent the tax check.
The Trustees of the Trust Funds have sent the CRF withdrawals requested.
The Town of Madison has posted all voting dates, including Eidelweiss, on their website.
G. W. Brooks has sent the requested quotes for Grison and Burgdorf. Discussion on the costs is held. Requesting relief from NH Department of Environmental Services to repair these roads at the culvert sites is discussed. DES will be approached.
Jay Buckley has reported high water pressure; Ian Hayes will replace the PRV on Upper Lakeview.

10. Scheduled Appearances

Adam Leiser requests the status of the Little Loop project. Rl outlines that a drawing is expected from the engineer. Ralph Lutjen and Kelly Robitaille will be working on estimating the cost of gravel to raise the road and the cost of the culvert to be installed. Mr. Leiser is informed that a quote has been received for removing the trees at the right of the driveway of 4 Little Loop. Potential impact to other trees is questioned; no issue for other trees has been identified. Additional discussion on the sandy soil allowing good drainage so as to minimize the impact on the boundary line trees when the new trench is completed is held.
Treasurer Dinah Reiss discusses the need to obtain legal review of the proposed bond article wording for the bank to review. Mike Smith makes a motion to have Nancy Cole and Treasurer Dinah Reiss work together to obtain the needed reviews of the bond article wording by the Department of Revenue and legal counsel. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ralph Lutjen makes a motion to authorize Treasurer Dinah Reiss to pay off the TAN balance via direct debit to the bank account. Mike Smith seconds the motion and the motion passed 3-0.

11. Other Business

The information from the engineer on the Reinach Pressure Zone and Pressure Reducing pits has been received.

12. Public Comments

At 9:58 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (c) reputation. Ralph Lutjen seconds the motion. Motion 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:
None made

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

A call is made to Engineer Nick Sceggell.
A call is made to Engineer Paul Fluet.

At 11:15 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