[gview file="https://vdoe-nh.org/wp-content/uploads/2018/01/CM121917.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
December 19, 2017

The Board of Commissioners met at 8:00 am on Tuesday, December 12, 2017. In attendance were Commissioners Mike Smith 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 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille states that the backhoe plow has been received and is working great. The backhoe will need chains for the front tires; estimated cost $544. An additional $1,000 will be needed for plow blade edges. Ralph Lutjen makes a motion to approve $1,000 for plow blade edges. Mike Smith seconds the motion and the motion passed 2-0. Ralph Lutjen makes a motion to approve chains for the backhoe up to $550. Mike Smith seconds the motion and the motion passed 2-0.
Kelly Robitaille reports that brine is being used and is having a noticeable impact. The brine reduces the temperature to which the salt is effective; which is highly beneficial. Pre-treating has been done and did appear to extend the time before treatment was needed; this will be watched throughout the winter. Kelly Robitaille discusses filling the calcium chloride tank with brine; this will allow the crew to use brine when the filling station at Coleman’s is closed. The tank holds 750 gallons; $450 - $500 estimated cost. Filling of the tank will be held until January.
The TerraStar is discussed. The wing plow caught on the transition from asphalt to dirt at Old Town Rd. The wing plow supports were damaged; the truck has been repaired.
Ralph Lutjen discusses report of a water leak on Grison that he received over the weekend. Ian Hayes has stated that he has checked the area and isolated the lines with no noticeable reduction to water flow; 3-5 gpm were noted. A leak of the size to create the wet area on Grison would be expected to be 15-20 gpm. Water operator Ian Hayes does not think this is a water leak. Kelly Robitaille would need to dig the area to determine the source of the water. The risk of digging the area at this time is reviewed and discussed. Area will be watched.

3. Water

Ralph Lutjen discusses the need for the drawings for Reinach Pressure Zone to obtain pricing for the connections intended for inclusion in phase 1. A follow up will be done with Nick Sceggell.

4. Administration

The motion log is reviewed and discussed.
The cash flow report is reviewed and discussed. Treasurer Dinah Reiss outlines that all TAN proceeds have been transferred to the operating account; a $190,000 note will need to be paid upon receipt of the tax check in January. Recommendation for assignment of $15,000 of water repairs completed this year to the water extension fund is made. Ralph Lutjen makes a motion to assign $15,000 to the Water Extension Fund and move said funds to the operating account. Mike Smith seconds the motion and the motion passed 2-0. Allocation of recent equipment expenses to the capital reserve fund is recommended. Ralph Lutjen makes a motion to transfer up to $10,000 from the Highway Equipment Capital Reserve Fund. Mike Smith seconds the motion and the motion passed 2-0.
Security is discussed. Pump house security quote will be acted on following the first of the year. A follow-up will be made on the status of the locks previously ordered.
A follow up will be sent on the status of the isolation valve mapping.
The year to date and proposed 2018 budget is reviewed and discussed. Ralph Lutjen outlines the need to keep the operational budgets steady; many line items within the budget are fixed.
Mike Smith makes a motion to approve payroll in the amount of $7,772.57. Ralph Lutjen seconds the motion. Report and time cards are reviewed and discussed. Motion passed 2-0.
The pump house electricity usage report has been updated through November. Costs per station per month have been added and completed through November. Ralph Lutjen outlines that the report is showing the improvements being made in the pump houses; the report is an indicator of improvements in efficiency.

5. Accounts Payable

Mike Smith makes a motion to approve 15 checks for a total of $13,144.26. Ralph Lutjen seconds the motion. Checks and invoices are reviewed and discussed. Motion passed 2-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of December 12 as presented. Ralph Lutjen seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to approve the minutes of December 13 as presented. Ralph Lutjen seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Ralph Lutjen discusses the UNH Storm Water Management proposal. Minor alterations to the agreement are recommended, including addition of presentation to Commissioners at two meetings; half-way and completion. Ralph Lutjen makes a motion to communicate the requested changes and request a final document from Dr. Houle of UNH Storm Water Management Center. Mike Smith seconds the motion and the motion passed 2-0.
Ralph Lutjen discusses the draft of the 2018 Warrant. Some numbers need to be finalized within the document. Ralph Lutjen discusses the option of a large loan for the water system. If pursued, this will alter the draft as the loan would become Article 2 and would incorporate some of the individual articles within the draft.
Ralph Lutjen makes a motion to have engineer Nick Sceggell prepare the design for the Little Loop drainage on the property of #4. Mike Smith seconds the motion and the motion passed 2-0.
Ralph Lutjen discusses the idea of placing the new mailboxes perpendicular to the existing; creating an L-shaped area.
Review of remaining draft warrant articles is completed.

8. Signature Items

Mike Smith makes a motion to sign PO 231 in the amount of $726 for Terra Star plow blades. Ralph Lutjen seconds the motion and the motion passed 2-0.
Ralph Lutjen makes a motion to enter a quarterly service contract with Electrical Engineering Inc for SCADA services in the amount of $3,500. Mike Smith seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to sign PO 232 in the amount of $6,600 for backhoe plow. Ralph Lutjen seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to approve the increase to the backhoe plow approval to $6,600 and to withdraw these funds from the Highway Capital Equipment Capital Reserve Fund. Ralph Lutjen seconds the motion and the motion passed 2-0.

9. Correspondence

The NH Retirement System has sent a bulletin outlining proposed legislation that may affect the retirement system.

10. Scheduled Appearances

Adam Leiser has come to the meeting to question status of the Little Loop drainage design. Mr. Leiser is informed that the Board has voted to keep the drainage on his property and not move it to the center line between the properties of #4 and #6 Little Loop. The detriment to the ecosystem if moved to the centerline is the reason the Board has chosen to return to the original proposed location on the property of #4. An easement will be needed to establish and maintain the drainage on the property. Adam Leiser states that he is not against granting the easement, but would like to see the design prior to granting the easement. Mr. Leiser will be granted two weeks from date of receipt of the drawing to review and advise if the easement will be granted.
Mr. Leiser asks about the mailboxes and is informed that an article will be placed on the 2018 Warrant to expand the area and add two additional sets of boxes.

11. Other Business

Mike Smith makes a motion to encumber all remaining funds within the Lodge repair Warrant Article. Ralph Lutjen seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to encumber all remaining funds within the Reinach Pressure Zone Engineering Warrant Article. Ralph Lutjen seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to encumber all remaining funds within the Muddy Beach Upgrades Warrant Article. Ralph Lutjen seconds the motion and the motion passed 2-0.

12. Public Comments

At 9:15 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/2017/12/CM120517.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
December 5, 2017

The Board of Commissioners met at 8:00 am on Tuesday, December 5, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Jeff DeMartino (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

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 inspection on the Terra Star has been completed; the rear brakes were replaced. Mike Smith makes a motion to approve $1,387.25 for rear brakes and inspection on the Terra Star. Ralph Lutjen seconds the motion and the motion passed 3-0.
Grader and International 7400 are being outfitted for winter operations. Some hoses will be picked up to complete installation of the brine system on the F-550. Kelly Robitaille will follow up on the status of the backhoe plow order. Existing chains will be used on the backhoe as needed this winter.
DPW II site is discussed. Area will be smoothed and graveled; 4 loads of gravel will be needed. Mike Smith makes a motion to approve up to $300 in gravel for the DPW II yard. Ralph Lutjen seconds the motion and the motion passed 3-0.
Sand supply and use of grit mixed with the sand are discussed. Mike Smith makes a motion to approve up to $500 for grit. Ralph Lutjen seconds the motion and the motion passed 3-0.
Salt supply is good. Brine will be picked up per storm at Coleman’s.
The driveway at 14 Little Shore is discussed. A 70 foot culvert would be needed if the roadside parking area that is used by the residents is also to be included. Placing a culvert under the driveway only would eliminate the ability to use the roadside parking due to the outlet of the culvert and ditch. Heavier stone could be used as an alternative. Placement of a culvert at 16 Little Shore and the potential benefit of this drainage improvement to the property at 14 Little Shore are discussed. Mike Smith makes a motion to send a letter to the property owner of 16 Little Shore advising of the need to install a driveway culvert. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to send a letter to the property owner of 14 Little Shore advising the intent to have a culvert placed at 16 Little Shore and planned review of the driveway at 14 for possible need for a driveway culvert to be installed. Ralph Lutjen seconds the motion and the motion passed 3-0. Mike Smith makes a motion to include a not to exceed $500 cost estimate in the letter to the property owner of 16 Little Shore. Ralph Lutjen seconds the motion and the motion passed 3-0.
The culvert on Bristenstock at the top of Salins is discussed. Culvert rises under center of road which blocks flow; planned for replacement in 2018. New culvert will cross Bristenstock directly to outlet into the existing drainage. Proposed culvert budget for 2018 reviewed and discussed.
Mike Smith informs the crew of a compliment received from State Representative Mark McConkey who commented that the roads have improved in Eidelweiss and are now in good shape.
The highway crew will review the proposed 2018 budget line items.

3. Water
4. Administration

The 2018 proposed budget is reviewed.
Mike Smith makes a motion to approve payroll in the amount of $5,209.48. Ron Sandstrom seconds the motion. Report and time cards reviewed. Motion passed 3-0.
RSA 91-A is discussed. Recommendation for removal of or revision to current 91-A request form is discussed. Mike Smith makes a motion to start a 91-A log book of all requests. Ralph Lutjen seconds the motion. Discussion on written policy or procedure is held. Motion passed 3-0. Mike Smith makes a motion to add that a non US citizen is required to come to the office for information. Ralph Lutjen seconds the motion. Ralph Lutjen states that this is not needed; it would impede access to records with no benefit. Motion failed 1-2 with Ralph Lutjen and Ron Sandstrom against adding this to the policy.
Ralph Lutjen will work with Nancy Cole on revision of existing policy.

5. Accounts Payable
6. Minutes

Ron Sandstrom makes a motion to approve the minutes of November 21 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to approve the minutes of November 28 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen makes a motion to pursue the repair at 4 Little Loop in two phases; elevate road with correction of grade at 3 Little Loop with phase 2 to establish the ditch line for flow. Phase 1 will also remove trees at the entrance to the driveway at 4 Little Loop. Ron Sandstrom seconds the motion. Discussion ensues; initial benefit will be reduction of road water flowing onto 4 Little Loop. Correction of drainage from the driveway at 3 Little Loop will reduce water flowing onto road which is currently crossing to the property at 4r Little Loop. Implementing plan will move project forward while final solution is completed. Adam Leiser is informed the legal opinion regarding use of the sideline boundaries of all properties has now been received and will be sent to the engineers. Motion passed 2-1 with Mike Smith against. Mike Smith makes a motion to send a letter to the property owner of 6 Little Loop regarding use of the sideline boundary for drainage with 2 week response time. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to send a letter to the property owner of 3 Little Loop outlining need for correction of the drainage issue from the driveway. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith reviews the 2018 list for proposed Warrant Articles. Discussion is held on funding – proposing a large loan for the water system will allow for management of water usage fees and leveling of rates in the upcoming years. Ability to manage projects by limiting the amount of intended projects per year is outlined. Beginning the creation of the Reinach pressure zone by completing the line connections to close loops and lay the tie-in piping to the new station location as phase 1 with building of the new pump house with hydro tank as Phase 2. Long term funding option of a 3-year draw-down while paying interest only followed by a 12-year term loan is reviewed. Warrant Article wording will need to be specific on the long term debt impact to be approved and funding source of usage fees backed by taxes should shortfall of revenue occur. Discussion on other needs and the ability to fund needs like pipe replacement is held. Looking into a smaller loan as an option will be done by Treasurer Dinah Reiss.

8. Signature Items

Mike Smith makes a motion to sign the withdrawal request from the Highway Equipment Capital Reserve Fund in the amount of $2,430 for the purchase of the brine system. Ralph Lutjen seconds the motion and the motion passed 3-0. .
Mike Smith makes a motion to sign purchase order 225 in the amount of $400 for rental of the leaf blower. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign purchase order 226 in the amount of $900 for parts to repair the International 7400. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Bank of NH has confirmed that the water system would be eligible for a general obligation loan regardless of intent to fund by water usage fees based upon the opinion of Attorney Chris Boldt following the review of Department of Revenue tax rate setting documents. Should anticipated revenue shortfall occur, even in stated revenue is water usage fees; the shortfall becomes included in the amount to be raised by taxes.
NH Department of Environmental Services deadline for applications for the 2018 Asset Management Grant is December 12. Completed application is reviewed. Inclusion of replacement of the tank at Muddy Beach is discussed. Ralph Lutjen outlines the guidelines for the grant; the tank will not be pursued. Ralph Lutjen makes a motion to approve the application for submission to NH DES. Mike Smith seconds the motion and the motion passed 3-0.
The third party report for electric supply for October resulted in a savings of $378.
Granite State Analytical has sent December’s newsletter with Holiday Greetings to all.
NH DOT is altering the pricing formula for unleaded fuel; it will now be priced per delivery.

10. Scheduled Appearances
11. Other Business
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 vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Motions and votes of non-public session:

Bonuses for employees are approved unanimously; Nancy Cole $1,500, Kelly Robitaille $1,500 and Jeff DeMartino $1,000.
Payroll increase to $9,209.48 is approved unanimously.

Mike Smith makes a motion to run the part-time snow plow ad. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 10:10 am Mike Smith makes a motion to exit non-public session and adjourn the meeting. Ron Sandstrom 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/2017/12/CM112817.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
November 28, 2017

The Board of Commissioners met at 8:00 am on Tuesday, November 28, 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 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

Kelly Robitaille reports the crew is continuing with leaf blowing. Ditch lines and culverts are being cleaned. A photo of a can on top of the mailboxes and trash next to the Conway Daily Sun box was sent Sunday afternoon. The trash was removed prior to the DPW checking the area Monday morning upon return from the holiday weekend.
Equipment is good. The Terra Star inspection will be completed next week. The truck may need brakes. The shop will be contacted to see if this week is possible for scheduling. The plow for the backhoe has been ordered and is expected within two weeks. Sand & salt supplies are good; the taxpayer sand pile will be set up. The brine delivery system is being set up on the F-550.
The installation of the culvert under Eidelweiss Drive near #68 will be completed next spring. The gravel pile that has been set for this work will be protected.
The Eidelweiss Neighborhood Watch Program signs are being put up.
Draft letter for installation of driveway culverts at 12, 14 and 16 Little Shore is reviewed. Driveway at 14 is larger than others; additional culvert length would be needed. The letters will be held for the update to the property owner at #14.

3. Water

The replacement for the pump at Muddy Beach is expected to ship this week. Installation is scheduled for next week.
Three properties will have water service disconnected next week for overdue water bills.
A follow-up will be done with Tom Therrien for pricing for security panels for the water stations.

4. Administration

Budgets with the 2018 proposed figures will be reviewed next week.
The Property & Liability not to exceed budget number for 2018 has been received from Primex. Mike Smith makes a motion to set the Property & Liability Insurance budget for 2018 at $41,200. Ron Sandstrom seconds the motion and the motion passed 3-0.
5. Accounts Payable

Mike Smith makes a motion to approve 15 checks for a total of $22,912.15. 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 makes a motion to follow up with the engineers on options for Little Loop. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ron Sandstrom reports that he is working on setting up the email notification for the website.
Mike Smith makes a motion to approve installation of the propane heaters at Muddy Beach, the lodge and Summit pump house not to exceed $5,000. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to contact NHMA Legal Inquiries regarding 91-A requests from a non-US citizen. Motion failed for lack of a second.
Ralph Lutjen discusses staying transparent and making additional data, like water usage numbers, on the website. Mike Smith will pursue the question with NHMA directly.

8. Signature Items

Letters will be held for updates.

9. Correspondence

The electrician has sent his schedule for installation of the lightening protection at water stations.
Paul Fluet has sent a request to use a local surveying company for the work at Thusis.
Mark Graffam sent the photo of the trash at the mailboxes previously discussed.
Jerry Mosher of Klausen has been in contact with Madison PD regarding trash left at the summit area. Mr. Mosher has removed trash multiple times after contact with the Police. Mike Smith makes a motion to send a thank-you to Jerry Mosher for his actions regarding monitoring and cleaning up of the Summit area. Ron Sandstrom seconds the motion and the motion passed 3-0.
NH Municipal Association has sent the bi-weekly News Link.

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

At 8:43 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (e) legal and (a) employment matters. Ron Sandstrom 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:

Ralph Lutjen makes a motion to inquire with a possible candidate for office work should Nancy Cole need family medical time off. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 9:24 am Mike Smith makes a motion to exit non-public session and adjourn the meeting. 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.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/12/CM112117.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
November 21, 2017

The Board of Commissioners met at 8:00 am on Tuesday, November 21, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy) 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 approve the agenda with signature items as priority. 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 leaf blowing is being worked on. A rental blower has been obtained from Russ Lanoie; the same machine used last year. Cost is $200 per day and it will be needed all day. Ralph Lutjen makes a motion to approve $400 for two days rental of the leaf blower. Mike Smith seconds the motion and the motion passed 3-0.
The brine application system has been purchased at Maclean’s for a total of $1,500. Some connection hoses will be needed; system is being set up on the F-550.
Parts needed for the International 7400 are discussed; total cost $900. Mike Smith makes a motion to approve up to $900 for parts for the 7400. Ron Sandstrom seconds the motion and the motion passed 3-0.
16 Little Shore is discussed. Kelly Robitaille outlines that this is not a road drainage issue; a driveway culvert is needed. Mike Smith outlines that 14 and 12 Little Shore have the same issue; driveway culverts are needed at all 3 locations. Mike Smith makes a motion to send letters to the property owners of 12, 14 and 16 Little Shore for placement of driveway culverts. Ralph Lutjen seconds the motion. Discussion ensues; work to be done in the spring, the homeowner will purchase the culvert, VDOE will install. Additional ditch work will also be done in the area as the culverts are placed. Kelly Robitaille will smooth area for now. Estimate per property owner up to $300. Motion is called to a vote and the motion passed 3-0.
2 loads of salt have been received; sand may be needed in December.
The header on the Adelboden culvert is reviewed. Gravel is covering stones, making it difficult to identify in the photo.
Neighborhood watch signs provided by the Eidelweiss Property Owner’s Association will be put up by the DPW; 10 signs now with 4 more to be installed when received. Mike Smith makes a motion to approve the locations for the Eidelweiss Neighborhood Watch signs as recommended by Madison Police Chief Colby. Ralph Lutjen seconds the motion and the motion passed 3-0.

3. Water

4. Administration

The motion log is reviewed and discussed.
2018 proposed budget is reviewed and discussed. Actuals have been used for fixed costs.
Numbers will be reviewed going forward.
Mike Smith makes a motion to approve payroll in the amount of $6,418.92. Ron Sandstrom seconds the motion. Report and time cards are reviewed. Motion is called to a vote and the motion passed 3-0.

5. Accounts Payable
6. Minutes

Mike Smith makes a motion to approve the minutes of November 7 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to approve the minutes of November 14 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ron Sandstrom makes a motion to have Ralph Lutjen act as liaison for the Commissioners with the Eidelweiss Property Owner’s Association and the Police Chief on the neighborhood watch program. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith discusses the holiday schedule; meet 12/19; no meet week of 12/26; meet 01/03/2018.
Bonuses for employees will be discussed next week.
Ralph Lutjen discusses establishment of numbers for warrant articles as priority. A follow up will be sent to the engineer. Meeting with the engineer is discussed; even if by phone.
Inspection of one Reinach tank and the Jungfrau tank is to be scheduled follow installation of the replacement pump at Muddy Beach. Installation of the replacement pump is scheduled for the first week in December.
Mike Smith makes a motion to have Ian Hayes contract excavation of the Reinach tank for inspection. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Mike Smith makes a motion to sign the Tax Anticipation Note documents. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign the third party electric supply agreement. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign purchase order 221 in the amount of $300 for asphalt for Aspen. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign purchase order 222 in the amount of $750 for gravel for Diessbach. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign purchase order 223 in the amount of $500 for installation of the bypass for the Jungfrau tank. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign purchase order 224 in the amount of $4,000 for salt. Ralph Lutjen seconds the motion and the motion passed 3-0.

9. Correspondence

The photo of the Adelboden culvert inlet previously discussed was received.
A document regarding water line inspection by the water operator has been received. Ron Sandstrom makes a motion to create a water line inspection form for service lines. Ralph Lutjen seconds the motion and the motion passed 3-0.
Sign locations for Eidelweiss Neighborhood Watch Program have been received and approved.

10. Scheduled Appearances

Resident Adam Leiser has come to the meeting to question the status of the Little Loop engineering design. Options for the design have been requested; the Commissioners are awaiting the information. The option of raising the driveway at 4 Little Loop with removal of the one tree at the edge of the driveway is outlined as a possible solution. Ralph Lutjen outlines that contact with the other property owners will occur once an action plan is established. Additional discussions will be held prior to finalizing the design.

11. Other Business
12. Public Comments

At 8:50 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (e) legal. 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 pull the information regarding the location of the septic field for 6 Little Loop. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to request the engineers report on Saint Moritz. Ralph Lutjen seconds the motion and the motion passed 3-0.

At 9:02 am Mike Smith makes a motion to exit non-public session and adjourn the meeting. 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.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/12/CM111417.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
November 14, 2017

The Board of Commissioners met at 8:00 am on Tuesday, November 14, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were 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

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 is working roads from yesterday’s unexpected snow. A good job was done responding to slippery conditions by the DPW. Kelly Robitaille has stated that salt will be needed. Ron Sandstrom makes a motion to approve 2 loads of salt. Mike Smith seconds the motion and the motion passed 3-0.
A header for the culvert replaced on Adelboden is discussed. Kelly Robitaille will be asked to check/install header.

3. Water

Water Operator Ian Hayes is performing system flushing this week.
Ordering the second pump for Muddy Beach is discussed. Status of the replacement request for the first pump will be checked.

4. Administration

A safety meeting will be scheduled.
The motion log will be reviewed next week.
Treasurer Dinah Reiss discusses the monthly cash flow report. A second TAN loan was requested yesterday. Documents will need to be signed next week. Mike Smith makes a motion to sign the TAN documents upon receipt. Ralph Lutjen seconds the motion and the motion passed 3-0.
Treasurer Dinah Reiss informs the Board that the transfer of the final $1,500 due from water usage fees to the operating account was completed yesterday.
The Muddy Beach pump is discussed. Ron Sandstrom makes a motion to have Mike Smith contact the vendor for status of the requested replacement pump and ordering of the second pump if necessary. Ralph Lutjen seconds the motion and the motion passed 3-0.
The status of 2017 water usage fee collection is discussed. Eight houses were posted.
An Asset Management meeting is being scheduled.
Mike Smith states that, if weather permits, an additional attempt will be made to locate the remaining curb stop valves.
Turning on the water system bleeders for the winter season is discussed. Mike Smith makes a motion to have water operator Ian Hayes turn on the bleeders prior to Thanksgiving. Ralph Lutjen seconds the motion and the motion passed 3-0.
The October daily water usage report is reviewed.
The third quarter water usage has been submitted to and accepted by NH DES.
The drainage plan for the Thusis Beach area is discussed. The drainage is anticipated to extend more than 10 feet beyond the boundary line. Mike Smith makes a motion to do a boundary survey at the Thusis lot. Ralph Lutjen seconds the motion and the motion passed 3-0.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 15 checks for a total of $11,171.57. Ralph Lutjen 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 Oct 17 are reviewed. Mike Smith makes a motion to approve the minutes of October 17 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.
The minutes of Oct 24 are reviewed. Mike Smith makes a motion to approve the minutes of October 24 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.
The minutes of Oct 31 are reviewed. Mike Smith makes a motion to approve the minutes of October 31 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.
The minutes of Oct 31 reconvened session Nov 2 are reviewed. Mike Smith makes a motion to approve the minutes of October 3 reconvened session Nov 2 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen presents the sign created by the Eidelweiss Property Owner’s Association (EPOA) for neighborhood watch. Ten signs have been made. Ron Sandstrom makes a motion to send the EPOA a thank you note for the initiative and approve placement of the sign. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith discusses scheduling the formal employee review for Jeff DeMartino for next week.

8. Signature Items

Adam Leiser questions the boundary line easement that was discussed last week. Mike Smith outlines the continuance of research into this question. Discussion is held on placing the drainage on the property at #4 Little Loop to facilitate moving forward with the plan. Adam Leiser discusses concerns with the drainage as designed. Discussion is held on approaching #6 Little Loop to question if willing to participate in the drainage design should the boundary line be the chosen location for the drainage.
Ron Sandstrom makes a motion to contact Alpine Title for legal review of the deeds for the side line boundary easement. Ralph Lutjen seconds the motion and the motion passed 3-0.
Ralph Lutjen makes a motion to request drainage solutions for the property at #3 Little Loop. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion is held on existence of the driveway prior to the Driveway Ordinance.
Raising of the grade at the driveway at #4 Little Loop with the removal of one tree at the end of the driveway is discussed. Ralph Lutjen makes a motion to have Nick Sceggell evaluate removal of the one tree with the road sloped to move water to the low spot. Ron Sandstrom seconds the motion and the motion passed 3-0.
The health insurance renewal is presented. Mike Smith makes a motion to sign the health insurance renewal. Ralph Lutjen seconds the motion and the motion passed 3-0.
The Granite State Analytical testing renewal for the water system is presented. Mike Smith makes a motion to approve the testing agreement renewal up to $6,300. Ralph Lutjen seconds the motion and the motion passed 3-0.

9. Correspondence

NH Municipal Association has sent the bi-weekly News Link.
Melcher & Prescott have sent notice of a transfer of ownership.

10. Scheduled Appearances
11. Other Business

Ron Sandstrom outlines that an upgrade to the email service for the website is available for $7.37 per month. Ron Sandstrom makes a motion to approve up to $90 per year for an email service for the website. Mike Smith seconds the motion and the motion passed 3-0.

12. Public Comments

At 9:05 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/2017/12/CM110717.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
November 7, 2017

The Board of Commissioners met at 8:00 am on Tuesday, November 7, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Jeff DeMartino (hwy), Treasurer Dinah Reiss, Ian Hayes (water operator), Engineer Nick Sceggell and Moderator Mark Graffam. The meeting was taped for Madison TV by Carol Dandeneau.

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 a culvert on Adelboden failed last Friday. The culvert was replaced yesterday with a pipe that was on hand. A large concrete chunk was removed from the top of the culvert; the weight of the concrete probably caused the failure. Other large rocks were also removed from around the pipe. 4 loads of gravel were used. The side dead¬-end section of Diessbach Drive will be worked on; gravel will be needed. Mike Smith makes a motion to approve up to $500 for gravel for Diessbach Drive. Motion fails for lack of a second. Ron Sandstrom makes a motion to approve up to $750 for gravel for Diessbach Drive. Mike Smith seconds the motion and the motion passed 3-0.
An updated quote for the brine system has been received in the amount of $6,726. Kelly Robitaille will obtain an estimate from S. A. MacLean’s.
Kelly Robitaille outlines that planned road work will be completed this week with the intent to move to winter operations.
Chains will be needed for the backhoe. Box style chains will cost $880. Other needs will be put together for a total to be approved next week.
The furniture pick up for the lodge has been tentatively set for November 16.
The meeting with Dr. Jaime Houle of UNH T2 Storm Water Program is discussed. A proposal for evaluating the slopes for ditching and drainage needs will be sent. Ralph Lutjen outlines that upon review of Geneva Beach area, a retainage pond was not recommended. Dr. Houle recommended knocking over a couple of trees to border the area and allow the wetlands that is already forming naturally to establish. This area will hold any silt or debris being washed down slope with road drainage naturally. Dr. Houle also stated that construction on Geneva Place and/or Middle Shore Drive is the probable cause of the sandbar visible off Geneva Beach. Dr. Houle also stated that the VDOE current practice for ditches appears to be effective; overall the District is in good shape containing storm water.
Two contacts were made for part time snow plow operators. Both contacts are former employees. Ron Sandstrom makes a motion to run the ad again. Ralph Lutjen seconds the motion and the motion passed 3-0.
The canoe racks will be cleared next week.
Dips in the road surface along Eidelweiss Drive and Presidential View have been reported. The property owner for the new house under construction on Eidelweiss Drive will be submitting a request to amend the driveway permit. The amendment will include altering the angle at which the driveway will meet the road and adding a culvert.
The road grader received a software update yesterday. The grader stayed outside overnight to finalize the upload via satellite.

3. Water
4. Administration

A safety meeting will be scheduled.
Water billing status is discussed. Mike Smith makes a motion to post the 10 houses with overdue water usage fees. Ron Sandstrom seconds the motion and the motion passed 3-0.
An Asset Management meeting will be scheduled.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,293.59. 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.
A proposal from the third party electric supplier is reviewed. Ron Sandstrom makes a motion to enter a three-month contract at a rate of $0.1166. Mike Smith seconds the motion and the motion passed 3-0. The option of entering into a multi-year contract is discussed. Mike Smith makes a motion to contact the Attorney for an opinion regarding multi-year electric contracts. Ron Sandstrom seconds the motion and the motion passed 3-0.
A positive opinion regarding the ability to enter a standard general obligation loan for a project intended to be paid by water usage fees has been received from the Attorney. The letter will be sent to Bank of NH for review.
year to date budget expenditures are reviewed and discussed. Adjustments will be needed between some line items. Treasurer Dinah Reiss states that she will begin the process for applying for the additional TAN loan.

5. Accounts Payable
6. Minutes
7. Commissioners Reports

Ralph Lutjen states that he is willing to work with Nancy Cole on completing the proposed 2018 budgets. Possible warrant articles are discussed. Estimates for construction for Burgdorf and Grison are being completed; Reinach Pressure Zone and Little Loop are also being worked on currently.
The Eidelweiss Property Owner’s Association has requested Neighborhood Watch signs be posted. 10 signs are proposed for within the District, including the entrance ways and beaches. Final locations will be determined with Chief Colby of the Madison Police.
The 91-A Policy for the VDOE is discussed. Ralph Lutjen outlines a misconception that all documents will only be released via flash drive. The flash drive policy is for larger documents only; smaller documents can still be emailed to the requester upon receipt of the signed request form. The exact policy wording will be checked.
Ron Sandstrom states that in a recent meeting in which many engineering firms were represented, there was discussion regarding the current extremely high demand of engineers.
Mike Smith reports that Mass Tank has been postponed. One week notice will be needed to reschedule the tank inspections.
Mike Smith makes a motion to cancel the proposed meeting December 9. Ralph Lutjen seconds the motion. Discussion is held on the low participation at these meetings; releasing information via the website and mailing is outlined. Use of the monthly Commissioner memo to focus on one topic at a time is also discussed. Motion is called to a vote and the motion passed 3-0.

8. Signature Items

Driveway permit application and permit for construction are presented. Mike Smith makes a motion to approve and sign the Driveway Permit for Construction for 3 Grimsel Road. Ralph Lutjen seconds the motion and the motion passed 3-0.

9. Correspondence

Mark Graffam has forwarded information on a dip in the road on Eidelweiss Drive and another on Presidential View Drive.
Eversource has sent a thank you to all customers for patience during the outages caused by the windstorm last week.

10. Scheduled Appearances

The meeting is called back to order by Chairman Mike Smith at 9:30 am.
Resident Adam Leiser, water operator Ian Hayes and engineer Nick Sceggell have joined the meeting.
Muddy Beach is discussed. The installed pump is not operating on the pump curve. The pump is only moving 38-43 gallons per minute when 65 is expected. The inlet and outlet pressures will be checked to rule out the piping as the cause for the low production. The electric connections, variable frequency drive and SCADA program have all been checked and ruled out as the cause. Replacement of the pump will need to be authorized by Maltz Sales. Ralph Lutjen makes a motion to have Nick Sceggell and Ian Hayes take action for obtaining a replacement for the Grundfos CR10-10 pump at Muddy Beach. Mike Smith seconds the motion and the motion passed 3-0. Ralph Lutjen makes a motion to purchase a second pump with a requirement for a credit for the first pump. Ron Sandstrom seconds the motion. Discussion ensues on allowing Maltz Sales to replace the existing pump prior to purchasing a second pump. Ralph Lutjen moves to amend to motion to include the action to first attempt replacement of the existing pump. Ron Sandstrom seconds. Motion, as amended, passed 3-0.
The bypass that will be needed to allow inspection of the Jungfrau tank is discussed; Ian Hayes estimate $500. Mike Smith makes a motion to approve up to $500 for the bypass of the Jungfrau tank to be established at the Winnegon PRV. Ralph Lutjen seconds the motion and the motion passed 3-0.
Little Loop Road is discussed. The survey and design for correcting the drainage on the road is reviewed and discussed. The drainage will be open in design; not culverts. The design will be updated to show the crown to be established on the road. Discussion on using the side line boundary between #4 and #6 Little Loop for the drainage so as to not place entirely on the property of #4 is discussed. The ability to use side boundaries for drainage and water lines is discussed; if the VDOE has the right to use side boundaries will be looked into.
Raising the grade of Little Loop would be beneficial and will be added to the plans.
A final plan will be targeted for November 28. Nick Sceggell will be sent the information regarding ability to use the boundary line as the location for the drainage. Though this would require removal of additional trees, it may be better if the District has an existing easement along the side line boundary.
Ron Sandstrom leaves the meeting at 10:50 am.
The drainage for the Thusis area is reviewed. Placing of culverts to bring water to the center of the circular driveway for Thusis Beach and then moving the water towards the pond via culvert to exposed swale at the property line for the house next to the beach is proposed. The sideline boundary question for easement rights for drainage will also affect this project. Mike Smith makes a motion to have Nick Sceggell update the drawing and, upon submission, have the office send to the abutting property owner for review and discussion. Ralph Lutjen seconds the motion and the motion passed 2-0. A survey of the lot at Thusis Beach is discussed; this may be needed to determine the actual lot boundary.
Reinach Pressure Zone is discussed. Connecting to the existing 2” water main is being designed. This should allow the pressure zone to be installed and functioning prior to the full update of the water mains within the area. The new pump house is discussed. Three pumps will be needed and two small 250-gallon tanks will be needed. The new pump house will have a long driveway; approximately 100 feet in length. An estimate will be created for building the new pump house. Some of the proposed connections can be done by Ian Hayes while working in those areas prior to completing the entire pressure zone. Nick Sceggell cautions the use of the existing 2” water mains; the new pressure may cause some failures. The construction estimate should be received by the District for November 28.

The option of an elliptical culvert instead of a box culvert for the Grison and Burgdorf projects is discussed. Nick Sceggell states that this option was looked into; the life span of an elliptical culvert is lower than the useful life of a concrete box culvert. Nick Sceggell will send the designs for review.

11. Other Business
12. Public Comments

At 9:15 am Mike Smith makes a motion to recess the meeting until 9:30 am. Ralph Lutjen seconds the motion and the motion passed 3-0.

At 11:55 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