[gview file="https://vdoe-nh.org/wp-content/uploads/2017/09/CM090517.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 5, 2017

The Board of Commissioners met at 8:00 am on Tuesday, September 5, 2017. In attendance were Commissioners Mike Smith and Ron Sandstrom. Also in attendance were Highway personnel Kelly Robitaille and Jeff DeMartino. The meeting was taped for Madison TV by Tim Hughes.

At 8:01 am the meeting was called to order by Chairman Mike Smith.

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille outlines that Reinach Place was worked on last week. Ledge pack was used for this work. Culverts will be cleaned this week.
All supplies have been received for the new crack sealing unit. Kelly Robitaille outlines intent to begin crack sealing next week. Asphalt shimming is planned for the end of next week. A roller will be rented from Coleman for this work, the week rental from MB Tractor was no longer available when MB was contacted following last week’s meeting. The culvert basin for Eidelweiss Drive will be picked up next week.
Ron Sandstrom makes a motion to remove the speed bumps. Mike Smith seconds the motion and the motion passed 2-0.
Need for an impact tool is discussed. Cost is $365 at NAPA. Mike Smith makes a motion to approve purchase of an impact tool not to exceed $375. Ron Sandstrom seconds the motion and the motion passed 2-0.
The work needed on Jungfrau will be scheduled for October.
The intersection of Little Shore and Middle Shore will be addressed.
Mike Smith makes a motion to approve a time off request submitted by Kelly Robitaille. Ron Sandstrom seconds the motion and the motion passed 2-0.
Budget line items are reviewed and discussed. Salt is discussed, the cost of obtaining pre-treated salt will be checked.
Sand supply is OK at this time.
Discussion is held on snow-fighting equipment. Mike Smith makes a motion to obtain a price for a plow blade for the backhoe. Ron Sandstrom seconds the motion and the motion passed 2-0.
Discussion ensues on the engineering review for the stated claim that road water run-off is damaging the septic system at 30 Saint Moritz. Kelly Robitaille outlines that the prior review of this area did not enter the property to analyze run-off to the back of the house. The recommendation of the prior review of the area was to extend the pavement across the intersection of Saint Moritz and Basil to direct water to the drainage culverts.

3. Water

Ian Hayes will be in attendance next week.
Tom Therrien has been requested to appear next week.
Mike Smith makes a motion to schedule a kick-off meeting for Muddy Beach reconstruction with Ian Hayes, Tom Therrien, Justin Montelin and Norm Garside. Ron Sandstrom seconds the motion and the motion passed 2-0.
Three leaks were repaired last week. A service line leak at 6 Interlaken was discovered. The water service at the property has been shut off until the line is replaced.
Discussion ensues on two of the leaks being located once the initial leak was repaired. The water mains in the area including Interlaken, Diessbach, Porridge Shore, Waldsbut and East Bergamo are original to the system, old and failing. This area will be a target for water main replacement within the water system capital needs listing.

4. Administration

The September safety meeting will be scheduled.
The next Asset Management Committee meeting is September 26 at 1 pm. The CIP plan is being updated as outlined at the last meeting. The water system will be the target for identifying needs and priorities on Sept 26.
The water budget will be reviewed with Ian Hayes next week.
The review of electric bills will be completed next week.
The Department of Revenue Form MS 434 is reviewed. Mike Smith makes a motion to not offset the tax burden with Unassigned Fund Balance. Ron Sandstrom seconds the motion and the motion passed 2-0.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 15 checks in the amount of $22,508.34. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

6. Minutes
7. Commissioners Reports

Mike Smith makes a motion to send a letter to the property owner of 6 Middle Shore Drive to protect the fire scene. Ron Sandstrom seconds the motion and the motion passed 2-0.
Discussion is held on the use of the lodge for a shared dinner that is being advertised by the EPOA for September 23. Depending on the progress of the construction, the building may not be available. Mike Smith makes a motion to notify the EPOA that based on the construction, the lodge may not be available September 23. Ron Sandstrom seconds the motion and the motion passed 2-0.
Ron Sandstrom outlines that he will send recommended updates for the presentation to be given October 14.

8. Signature Items

Driveway permit for operation for 26 Diessbach is presented. Mike Smith makes a motion to approve and sign the Driveway Permit for Operation for 26 Diessbach Drive. Ron Sandstrom seconds the motion and the motion passed 2-0.
Driveway permit for construction for 56 Oak Ridge Road is presented. Mike Smith makes a motion to approve and sign the Driveway Permit for Construction for paving at 56 Oak Ridge Road. Ron Sandstrom seconds the motion and the motion passed 2-0.
Driveway permit for construction for 55 Oak Ridge Road is presented. Mike Smith makes a motion to approve and sign the Driveway Permit for Construction for paving at 55 Oak Ridge Road. Ron Sandstrom seconds the motion and the motion passed 2-0.
Driveway permit for construction for a new dwelling to be built at 59 Eidelweiss Drive is presented. Mike Smith makes a motion to approve and sign the Driveway Permit for Construction for a new driveway at 59 Eidelweiss Drive. Ron Sandstrom seconds the motion and the motion passed 2-0.
A fill request has been received. Mike Smith makes a motion to approve and sign the fill request for 31 Saint Moritz Drive. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

The engineers have confirmed the booster pump recommendation for the new pump at Muddy Beach. Mike Smith makes a motion to approve purchase the Grundfos CR 10-10 as recommended. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to send the pump information to SCADA programmer Tom Therrien and release the order for the VFD for the new pump. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to release the order for the two 2-inch and one 3-inch meters for Muddy Beach not to exceed $7,500. Ron Sandstrom seconds the motion and the motion passed 2-0.

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

At 8:55 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (c) reputation. Ron Sandstrom seconds the motion. Motion is called via roll call vote Mike Smith yea, Ron Sandstrom yea and the motion passed 2-0.

At 9:16 am Mike Smith makes a motion to exit non-public session and adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/09/CM082917.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
August 29, 2017

The Board of Commissioners met at 8:00 am on Tuesday, August 29, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille, Treasurer Dinah Reiss, residents Gloria Aspinall and Mark Graffam. 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. Ron Sandstrom makes a motion to add a non-public session for contract renewal. 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 piles on Grison are being removed. Approximately ten (10) 20 MPH signs have been counted in the District. If new signs are ordered, 15 are recommended. A price will be obtained. Discussion is held on enforcement ability and the option of completing a road survey. Mike Smith makes a motion to contact Chief Colby for discussion on speed enforcement and a road survey in the District. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille discusses flying of the POW/MIA Flag. Protocol for the Flag is reviewed; you may choose to fly it all the time or fly it only on the listed dates. Mike Smith makes a motion to fly the POW/MIA flag daily. Ron Sandstrom seconds the motion. Ralph Lutjen discusses impact of the Flag when it is only flown during the specified periods. Kelly Robitaille reads an excerpt outlining a strong recommendation to fly the POW/MIA Flag at all times in support of those families whom are still waiting to learn the whereabouts of a family member. Motion is called to a vote and the motion passed 2-1 with Ralph Lutjen against flying the POW/MIA Flag daily. Kelly Robitaille states that the week of Sept 11 – 15 is scheduled for asphalt work. Aspen will be targeted for work. Shimming on Eidelweiss Drive and other patchwork will also be scheduled. Crack sealing will be scheduled for Sept and Oct. All work being done currently is a patch, not a full repair. Funding and the need for work on the VDOE roads are discussed. Renting of a compacting roller for asphalt work is discussed. The roller will cost $1,600 for one week; $1,275 for 3 days. Delivery fee is $375. Discussion on time owed to VDOE from MB Tractor for rental of a roller is held. Kelly Robitaille outlines that the roller quoted for asphalt work is a different size than the roller rented previously. The 2-weeks owed to the District from MB Tractor would be targeted for next year planned work on Upper Lakeview Drive. MB Tractor will be approached for use of the owed time with this rental. Mike Smith makes a motion to approve rental of the roller for 3 days using 3 of the 10 days owed to the District. Ron Sandstrom seconds the motion and the motion passed 3-0. The estimate for asphalt for the intended work is $3,000. The need for a purchase order is discussed. Kelly Robitaille adds that there is $4,250 remaining in the asphalt line item. Estimates will be finalized for next week.
A class on gravel roads, drainage, and watershed protection is available and Kelly Robitaille would like him and Jeff DeMartino to attend. Mike Smith makes a motion to approve up to $100 for attendance at the Gravel Roads, Drainage, and Watershed Protection class. Ralph Lutjen seconds the motion and the motion passed 3-0.
Kelly Robitaille outlines that the estimated cost for contracting the Aspen asphalt work is $3,000. The area to be paved is 60’ x 18’. Ralph Lutjen makes a motion to approve repair to Aspen asphalt not to exceed $3,000. Ron Sandstrom seconds the motion and the motion passed 3-0.
Kelly Robitaille adds that Little Loop Road is an issue for the DPW; the engineering being completed is needed.

3. Water

Ian Hayes next appearance will be September 12.
SCADA programmer Tom Therrien will be scheduled for a meeting with the Board.
Discussion is held on replacement of a service line and curb stop valve on Geneva.
A resident on Lakeview Drive has sent early notification for seasonal water shut off.
A single line drawing for Muddy Beach piping was received this morning and is distributed.
Discussion ensues regarding the need for conclusion on water leaks and checking the system.

4. Administration

The motion log is reviewed and discussed.
The Asset Management Committee met last week. The Capital Improvement Plan for roads was worked on; an update will be sent out. The next meeting will be focused on setting priorities for the water system and is scheduled for September 26 at 1 pm.
Mike Smith makes a motion to have Ian Hayes attend the Asset Management meeting September 26. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith states that three dates have been scheduled with Ian Hayes for locating curb stop valves. Dinah Reiss will schedule time for entering culvert information into the asset management database.
The Warrant Article list and status has been added to the action list.
The document created by Attorney Dan Crean regarding the VDOE’s rights as related to roads and the 10-foot right-of-way has been distributed. Ralph Lutjen discusses operating within the guidelines within the document. The document clarifies that the District does indeed have the authority to separate a driveway from a road when the driveway is not in compliance with the Driveway Ordinance and is causing road damage. Use of the memo by Attorney Crean as an educational outreach to property owners regarding the rights of the District is discussed. Ralph Lutjen states that he would be in favor of removal of 10 feet of pavement on any driveway which is paved without a permit for protection of the road. Updating of the Driveway Ordinance is discussed. Discussion on adding a penalty for paving prior to obtaining a permit is held. The need for a public hearing to update an Ordinance is outlined. Penalties and fines are assessed by the Court, not the municipality. Discussion continues on the right of the VDOE to protect the roads. Discussion with homeowners regarding the right to remove any non-permitted pavement within 10 feet of the road and exercising this right when needed should be held. Adding a cost if the permit is applied for after a driveway has been paved is discussed. Mike Smith makes a motion to have a draft of the Driveway Ordinance created which includes a $250 application fee if the permit is applied for after the work is completed. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to draft a letter to the three local paving companies regarding the Districts position that up to 10 feet of pavement may be removed when a driveway is paved without a permit. Ralph Lutjen seconds the motion and the motion passed 3-0.
The drafts for the proposed alternatives for changes to the Beach Ordinance are presented. Ralph Lutjen outlines that the Board should support one of the options but discuss all three at the public hearing. The adoption of a registration system for canoe rack spaces is discussed; this option is favored by Ralph Lutjen. Establishing a fee for registration is discussed. Ralph Lutjen makes a motion to recommend the registration option with a fee of $10. Ron Sandstrom seconds the motion. Discussion on the dollar amount for the fee is held. Mike Smith recommends $50, stating that $100 could be considered. A registration form will need to be developed. Ralph Lutjen moves to amend the motion to a fee of $25. Ron Sandstrom seconds the amendment. Amendment passed 3-0. Motion, as amended, is called to a vote and the motion passed 3-0. Ralph Lutjen makes a motion to bring all three options to the public hearing October 14 with recommendation for establishing a registration system form with fee. Ron Sandstrom 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 $5,659.78. 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 status of the 2017 water billing is reviewed. $7,998 remains uncollected.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 2 checks in the amount of $452.20. 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 August 8 are reviewed. Mike Smith makes a motion to approve the minutes of August 8 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.
The minutes of August 15 are reviewed. Mike Smith makes a motion to approve the minutes of August 15 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.
The minutes of August 22 are reviewed. Mike Smith makes a motion to approve the minutes of August 22 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen outlines concerns with the amount of engineering work that is outstanding. The list of approved items is reviewed. A request for a delivery date of October 31 is discussed. A call will be made to the engineers at the end of this meeting.
Ralph Lutjen discusses funding for the capital improvements needed within the VDOE. Financing many projects with one, long term long is discussed. The concept was discussed with Bank of NH, who recommended a three-year draw down period with 12 year repayment. During the three-year draw down, the payment would be interest only on the disbursed funds. This would allow larger projects to be financed through the loan while smaller projects are funded within the budget or other warrant articles. A re-payment schedule is reviewed based on an original loan amount of $500,000 and $600,000. Loans of this size, with a three-year time period during which the larger dollar projects would be completed, would allow for major capital improvements to be done in an organized manner while leveling the tax rate. The benefit to the District is many-fold; complete needed improvements to roads, increase watershed management for protection of the ponds, level the tax rate, reduce future damage to plow equipment, reduce future repair costs. The other option for funding is to deposit funds into capital reserve funds annually and propose projects as funding is available as outlined within the capital improvement plan draft. A review of historic data for road expenditures from the VDOE asset database maintained for the annual audit is done. This data shows the large amount of funds spent on roads that are not yet correctly repaired. Continuing to proceed in this manner is not advisable. The project details will need to be put together; organizing projects so that the work being completed is manageable. Combining projects for reduced contractor activation and equipment moving charges will be done where appropriate.
The Lee Carroll report for lightning protection and electrical improvements for the water system is discussed. Report is detailed and combines recommendations with some needed upgrades. Creation of a ‘to do’ list from the report is discussed. Updates needed for items not up to code are to be listed separately from recommendations for other upgrades.
A boat in the Huttwil parking lot is discussed. The plate number will be turned over to Madison Police and the boat will be posted. Mike Smith makes a motion to create a form for requesting permission to use the Huttwil lot for parking that includes the registration number, description of vehicle/trailer, contact information and dates during which vehicle/trailer will be parked. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith discusses emails regarding trash dumps. The DPW workers may not see every chips bag in a bush. A call to action via email by a resident on Klausen to clean up a trash dump near the scenic overlook was made Saturday, residents cleaned the area and Jerry Mosher took the trash to the dump. Well done!

8. Signature Items

Purchase order 207 is presented. Mike Smith makes a motion to approve purchase order 207 in the amount of $800 for purchase of a catch basin for the new culvert on Eidelweiss Drive. Ralph Lutjen seconds the motion and the motion passed 3-0.
Purchase order 208 is presented. Mike Smith makes a motion to approve purchase order 208 in the amount of $275 for grader blades. Ralph Lutjen seconds the motion and the motion passed 3-0.
The permit applications for Grison and Burgdorf have been received from the engineers.*
Mike Smith makes a motion to sign the permit application for Grison Road as completed by the engineers. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign the permit application for Burgdorf Drive as completed by the engineers. Ron Sandstrom seconds the motion and the motion passed 3-0.
*as each permit application has 6 copies; the documents will be signed, as approved, after this meeting by Chair Mike Smith.

9. Correspondence

Granite State Analytical has sent the weekly beach bacteria testing results; all clean.
An occupancy survey highlighting water usage figures has been received. Survey counts cars in driveways to determine number of properties occupied during a given time such as Memorial Day weekend. Difficulty in basing any occupancy rate on car counts is discussed. Report summarizes a continued water loss within the system due to undetected leaks.
Discussion ensues on the addition of meters to each zone to determine standard usage within that area. This will allow identification of any increases in any given section of the water system and is the best means of identifying leaks versus usage.
The resident at 30 Saint Moritz has contacted the office and stated that water run-off from the road is washing out his septic system behind his house. Mike Smith makes a motion to have the engineer review the property with the Board of Commissioners. Ron Sandstrom seconds the motion. Discussion ensues on having the property owner supply additional information regarding the basis of the claim that the water behind his house is coming from the road. Discussion on having the engineer review when next in the District is held. Motion is called to a vote and the motion passed 3-0.

10. Scheduled Appearances

Gloria Aspinall discusses a Loon Society meeting that she and Commissioner Mike Smith attended last week. A portion of the presentation was focused on the damage caused to loons by monofilament fishing line, lures, hooks, nets and especially lead sinkers. The next day, while at Boulder Beach to clean the rest room, she found a line, net and sinkers that were left on the beach. Mike Smith makes a motion to invite the Loon Society to give a presentation in Eidelweiss regarding loons. Ralph Lutjen seconds the motion and the motion passed 3-0. Mike Smith discusses that another portion of the presentation dealt with the lack of loons on Squam Lake for five consecutive years. A study group has discovered that the lake is contaminated. The need to protect the ponds to keep the loons as well as protect the loons when they are here is discussed. Education on the damage that can be caused by lead sinkers, which are illegal to use, is needed. Gloria Aspinall highlights finding monofilament fishing line and hooks at three different beaches this summer.

11. Other Business

Mike Smith makes a motion to approve the ‘little library’ box design as submitted by resident Andrew Harteveldt with box to be mounted to the bus stop shed at Huttwil. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ron Sandstrom requests a quote be obtained for re-shingling the roof over the mailboxes.
Mike Smith requests obtaining a date for pouring of the concrete pad behind DPW II.
Ralph Lutjen discusses supporting the edge of the drive area of DPW II to protect the wetlands. Kelly Robitaille will be informed.

12. Public Comments

At 10:10 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (c) contract negotiations. 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 send the renewal contract as amended to Ian Hayes. Mike Smith seconds the motion and the motion passed 3-0.

At 10:40 am Ralph Lutjen makes a motion to exit non-public session and adjourn the meeting. Mike Smith seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/09/CM082217.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
August 22, 2017

The Board of Commissioners met at 8:00 am on Tuesday, August 22, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille, Treasurer Dinah Reiss, Water Operator Ian Hayes and resident Andrew Harteveldt. 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. Ron Sandstrom makes a motion to add a non-public session for contract renewal. 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 a quote has been received for the catch basin needed at the culvert for Eidelweiss Drive. Cost is $764.63. Mike Smith makes a motion to approve up to $800 for the catch basin for Eidelweiss Drive including shipping. Ron Sandstrom seconds the motion. The time table for installation is discussed; after Labor Day. Tony Eldridge will be in during install as a third person will be needed. Estimate of 2 days to install. The home owner has been notified of the work that will be done. Motion is called to a vote and the motion passed 3-0.
Application for a driveway permit for construction for 80 Oak Ridge Road is discussed. Drainage for the road way will be included in the paving. Mike Smith makes a motion to approve the Driveway Permit for Construction for paving at 80 Oak Ridge Road. Ron Sandstrom seconds the motion. Ralph Lutjen questions if this work will have an effect on plowing. Kelly Robitaille states that paving this area will help with plowing. Motion is called to a vote and the motion passed 3-0.
Ralph Lutjen questions the two driveways that were paved prior to application for a permit. Contact was made with the contractor last week who stated that both applications are being submitted. Discussion is held on compliance with ordinances. Mike Smith makes a motion to bring an updated Driveway Ordinance to the public hearing October 14. Ron Sandstrom seconds the motion. Discussion is held on limiting the Oct 14 meeting to the Beach Ordinance and the status of District assets. Mike Smith states that if this public hearing isn’t used, another will be needed. Ralph Lutjen highlights that paving prior to a permit would result in disconnection from the road. Additional discussion ensues on compliance. Education regarding ordinances is needed. Kelly Robitaille outlines that 3 paving companies are seen working in the District most often; two of the three always have permits. Updating the Ordinance to state pavement will be removed to 10 feet within the road is discussed.
Kelly Robitaille discusses the driveway at 15 Jungfrau. This driveway is very steep and the pavement extends into the roadway under the gravel. The long term fix for this driveway and the road is to place a driveway culvert. Placing this culvert will require removal of many feet of the pavement that extends beyond this driveway. Ralph Lutjen discusses placing the road culvert beyond the driveway as the more cost effective repair for this area. Kelly Robitaille outlines that the driveway and pavement under the road will still create issues; the driveway culvert is the best long term option. Kelly Robitaille will supply an estimate of work time expected and cost for the culvert and any rental equipment needed to break the pavement.
Kelly Robitaille states that grader blades are needed; cost is $270. Mike Smith makes a motion to approve up to $275 for grader blades including shipping. Ralph Lutjen seconds the motion and the motion passed 3-0.
Speed limit within the District is discussed. Madison police have stated that 25 mph is the lowest enforceable speed limit. The number of signs needed will be counted and a cost for replacing the signs with 25 mph will be estimated. Mike Smith makes a motion to have Kelly Robitaille count the number of speed limit signs in the District for pricing replacements. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion is held on the need to have a traffic survey done in order to enforce a limit of 20 mph; Andrew Harteveldt points out that every road would need to be done separately. Contacting Madison police regarding the requirements of a road survey is discussed. Ralph Lutjen makes a motion to contact the Madison Police regarding the option of surveying the roads in Eidelweiss for speed limit purposes. Ron Sandstrom seconds the motion and the motion passed 3-0.
Kelly Robitaille discusses an email that was forwarded regarding a trash dump at the edge of Eidelweiss Drive that was placed on a website without the issue being sent to the office. The resident did not flag down or otherwise motion to the DPW crew that he was cleaning up a trash dump.
Ralph Lutjen questions the piles of dirt left roadside along Grison. Kelly Robitaille states that the piles will be removed next week.

3. Water

Ian Hayes states that a new leak has been located on Interlaken. This will need to be dug to the water main for repair. Ron Sandstrom discusses placing the proposed road culvert at the same time as the excavation for the water repair. This will be discussed with Kelly Robitaille. Ian Hayes states that repair is scheduled for the end of next week. An outage in that area of the District will be posted. The repair is to be completed prior to the next leak detection effort with Granite State Rural Water. Ralph Lutjen questions the amount of water zones that have been checked for leaks at this time. Ian Hayes outlines that every effort starts at the same location to check for new leaks that may have occurred after the previously discovered leaks were repaired. Therefore, once leaks are found, the effort is suspended for repair to be completed. The Jungfrau zone is next to be checked; that will complete three zones. Ian Hayes adds that with the new water meter at Reinach, outages while checking an area for a leak have been minimized. Continued effort on leak detection will be made.
Mike Smith discusses following up with SCADA programmer Tom Therrien with a copy to his boss, for a delivery date for the as built drawing for the chemical injection room.
Ian Hayes reports that the flood alarms have been placed and will be added into the SCADA panel.
The SCADA system and the ability of the system to auto-generate reports is discussed. Ron Sandstrom makes a motion to ask Tom Therrien for information regarding the reports available and the costs associated with auto-generated reports. Mike Smith seconds the motion and the motion passed 3-0.
Muddy Beach is discussed. Mike Smith makes a motion to approve purchase of the badger meters not to exceed $3,000. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ian Hayes discusses placing of inlet meters from the wells instead of replacing the failed chamber style meters and ad-packs. A representative from Everett J Prescott is needed to program the chamber meters; this service is not readily available. Replacing with 2” in-line meters would be the recommended option. Ian Hayes will send pricing; the original estimate was $1,200.
Mike Smith states that if the engineers set the Muddy Beach booster pump size at 15 HP; the order should be released for the Variable Frequency Drive (VFD) from Tom Therrien. Contact with the engineers regarding the final recommendation for the booster pump size will be made. Discussion on pump costs is held. Allocation on list used to generate the warrant article is $4,817 plus $140 for shipping. Removal of the contract pad that is currently in the station and placing of a new pad which is much lower is discussed. Ian Hayes will get a price for the ne 3” concrete slab. Demolition of the current pad will be done prior to the delivery date for the new pump.
Andrew Harteveldt questions persons being able to identify leaks while walking. Ian Hayes responds that any suspicious water; a wet area that is normally dry, a stream running when it is dry, or water that is ‘bubbling’ should be reported to the office. Andrew questions sending notice to residents of what to look for. Ron Sandstrom makes a motion to send a communication to residents regarding identifying water leaks. Mike Smith seconds the motion. Verbiage is discussed for the communication; it will be up to the VDOE to allocate resources on any reported suspected leak.
Ian Hayes is reminded to send all updates on valve work; installation and repairs, to the office or payment may be withheld.

4. Administration

A safety meeting was held last week.
The motion log will be reviewed next week.
The monthly cash flow report is presented. Treasurer Dinah Reiss outlines that the loan payments were included in today’s manifest.
Treasurer Dinah Reiss outlines that the transfer of the $20,000 from the water usage account to the new Capital Reserve Fund for Tanks as authorized at the annual meeting can be done at any time. This will be prepared for next week.
A possible increase to the TAN loan will be looked into.
The unassigned fund balance and the effect on cash flow are discussed.
Mike Smith makes a motion to request an increase in the TAN to $125,000. 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 21 checks in the amount of $42,360.68. 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 the timing of information to be received from the engineers. The December time table for receipt of the design for Little Loop may be too late to obtain bids prior to establishment of the Warrant. Ralph Lutjen suggests sending a note to the engineers to move the timing up; the sooner the better for receipt. A logical time table based on the needs of the VDOE is to be established. A recommended time table for all information being requested from the engineers will be developed for review.
Ron Sandstrom outlines that the asset management database has been updated.
Mike Smith requests that the outline of lightening protection and electrical upgrades from Engineer Lee Carroll be resent to the Board for review.

8. Signature Items

The Lodge use policy draft is presented. Mike Smith makes a motion to adopt the lodge use policy. Ralph Lutjen seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the weekly beach testing results; all are within limits.
The copy of the drainage report from Engineer Paul Fluet has been received.
Photos of a messy area at Reinach have been received.
Questions regarding the status of Geneva Beach have been received and responded to.
The third party electric provider has sent the monthly summary report.
NH Municipal Association has sent the bi-weekly News Link report.

10. Scheduled Appearances

Andrew Harteveldt has come to the meeting to discuss the drainage easement needed with the neighboring property secondary to the direction of flow of the culvert installed at his property. The wording of the easement that Mr. Harteveldt has drafted will be submitted to the office.
Andrew Harteveldt requests an amendment to his driveway permit to allow the driveway pavement to intersect with the road pavement. This will be reviewed. Information regarding the cap which will be placed over the curb stop valve will be sent for review by Ian Hayes.
Andrew Harteveldt states that the goal of the EPOA and himself is to build bridges to work constructively with the VDOE.
Summer beach water testing is discussed. Andrew Harteveldt informs the Commissioners that Paul Mattatall will no longer be able to perform the weekly testing after this season. Mike Smith makes a motion to hire Gloria Aspinall to complete the weekly beach testing. Ralph Lutjen seconds the motion and the motion passed 3-0.
The letter requesting facility inspection from the EPOA and the VDOE response are discussed. Andrew Harteveldt states that the inspection would be looking at maintenance and function of the VDOE assets. Mike Smith states that the Board has already responded to this request; access to public areas only is granted. Inspections of areas not generally accessible to the public will not be allowed. Inspections of facilities are performed by many sources, including the insurance company, fire department, code enforcement, and the NH Department of Environmental Services. Joining of the asset management team for a better understanding of the VDOE assets is discussed with Andrew.
Andrew discusses the EPOA’s desire to send communication to its members regarding the District. Ron Sandstrom discusses fake news sites; stating it is unfortunate that these sites exist. Persons could be more constructive sending issues with options for correction to the District office for review and consideration by the Board. The Commissioners do not want an adverse relationship with any of the District residents.
Andrew Harteveldt is thanked for his approach to looking for means to find solutions.
Ralph Lutjen outlines that the intent of the meeting scheduled for October 14th is to cover the status of District assets and outline known capital needs; adding that the Board recognizes the importance of communication and information.
Andrew is informed that the history of the District is being compiled.

11. Other Business

Locks have been replaced on the Lodge, Oak station, Jungfrau station, Chocorua station and Reinach station.
The outline for the meeting on October 14 is reviewed. A beginning point for the presentation has been developed. Ralph Lutjen states that additional information will be drafted for review by the Board. Information will be made available at the meeting.
The drafted updates to the Beach Ordinance will be distributed to the Board for discussion.

12. Public Comments

Dinah Reiss discusses adding warrant article status information to the action list. Mike Smith makes a motion to add warrant article status to the action list. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 10:25 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (c) contract negotiations. 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 add wording as recommended to the water operator’s contract. Ron Sandstrom seconds the motion and the motion passed 3-0.

Mike Smith makes a motion to approve renewal of the Sheriff’s contract for use of the cabana building. Ralph Lutjen seconds the motion and the motion passed 3-0.

At 10:35 am Ralph Lutjen makes a motion to exit non-public session and adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/09/CM081517.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
August 15, 2017

The Board of Commissioners met at 8:00 am on Tuesday, August 15, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. 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

Highway Foreman Kelly Robitaille is on a vacation day. Grison Road is completed; good job done. The equipment has been reported to be in good condition. A picture of the Burgdorf overflow culvert with debris at the entrance has been sent for review by Kelly Robitaille. Mike Smith makes a motion that the Board of Commissioners informs the Asset Management Committee to place emphasis on the Burgdorf culvert replacement. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion is held on establishing priorities for road improvements: Little Loop, Burgdorf, Middle Shore at Geneva, Chocorua View. All of these roads are in serious need of significant repair. Continuing to defer road work will create other difficulties with equipment and needed maintenance. Ron Sandstrom highlights that a map of the road work completed shows improvement all around the District by the DPW. A sign will be added in front of the DPW sand pile for no entry.

3. Water

Ian Hayes is working at a home with a service line leak and is not in attendance as scheduled.
Ralph Lutjen discusses review of the Lee Carroll electrical assessment report and formulation of plan to implement the recommendations. A workshop will be held by the Board following the Commissioners meeting of 8/29.
Additional leak detection effort is discussed. Granite State Rural Water is expected to be back in the District for additional leak detection in September.
Ordering of the booster pumps and needed meters for Muddy Beach is discussed. Engineers Paul Fluet and Nick Sceggell will be contacted for the recommendation on pump size to be purchased. Mike Smith makes a motion to have Ian Hayes order the meters for Muddy Beach. Ralph Lutjen seconds the motion and the motion passed 3-0.

4. Administration

The safety meeting will be held when Kelly Robitaille returns from vacation.
The motion log will be reviewed at the end of the month.
The cash flow report will be reviewed next week.
The debt issue for water is being looked into.
Asset management curb stop valve locating for the few remaining valves will continue with Ian Hayes and Mike Smith in September.
Ron Sandstrom outlines that flow direction can be added to the isolation valve information going forward. This information will be obtained over time.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $7,700.78. 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.
July water usage report is discussed. Water usage is still higher than average.

5. Accounts Payable
6. Minutes
7. Commissioners Reports

Ralph Lutjen discusses the history of Eidelweiss that is being developed. Additional information following the formation of the District will be added.
Ralph Lutjen outlines that the monthly testing for the ponds through the Volunteer Lake Assessment Program (VLAP) results show that the turbidity of the ponds is high; the ponds are now below the State average.
Ron Sandstrom outlines that additional updates have been made to the Asset Management database.
A new phone has been added to the office for conference calls.

8. Signature Items

The form for the previously approved lodge use is presented. Mike Smith makes a motion to sign the form for use of the lodge by the EPOA for the pig roast on August 19. Ron Sandstrom seconds the motion and the motion passed 3-0.
Primex, the workers compensation insurance company, has sent an updated regulatory posting of compliance. Mike Smith makes a motion to sign the compliance posting for worker’s compensation insurance. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the monthly water system test results. All results are clean.
Granit State Analytical has sent the monthly pH water system test results. Results are in range.
The weekly beach testing results have been received; results are good.
The EPOA has questioned if a request form for use of the lodge will need to be completed for each use. They were informed that a form will be needed for each use; the insurance binder can be sent annually.
The homeowners at 108 Eidelweiss Drive have questioned the level of Big Pea Porridge Pond. Discussion is held on releasing information on the management of the dam. Ralph Lutjen makes a motion to add dam management information to the website. Ron Sandstrom seconds the motion and the motion passed 3-0. The notice from the Loon Society in cooperation with NH Department of Environmental Services (DES) will be included in the information. Discussion continues on the level of the ponds; all boards are in the dam.
A preliminary statement of offer for the lot located at 3 Saint Moritz has been received. Mike Smith makes a motion to pursue acquiring donation of this lot and approve allocation of necessary funds for the deed processing and title search. Ralph Lutjen seconds the motion and the motion passed 3-0.
The Loon Society has sent the end of season report; 11 chicks in the region.
The electric summary report from the third party electric supplier has been received.

10. Scheduled Appearances
11. Other Business

The EPOA has verbally notified that the weekly beach testing may no longer be able to be completed by volunteers of the EPOA. Paul Mattatall, who has been doing the testing for a number of years, will not be able to commit to do the testing next year. Gloria Aspinall, who currently takes care of the outhouses, may be asked to take over the testing.
Lodge repairs and the status of the deck replacement are discussed. Mike Smith makes a motion to post the lodge for no access to the deck during construction. Ron Sandstrom seconds the motion and the motion passed 3-0. The door to the upper deck has been boarded by contractor Norm Garside.

12. Public Comments

At 8:42 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/2017/09/CM080817.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
August 8, 2017

The Board of Commissioners met at 8:00 am on Tuesday, August 8, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance was 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.
Mike Smith makes a motion to handle scheduled appearances first. Ron Sandstrom seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

The crew is working on Grison Road today. Part timer Tony Eldridge is in as a third person for this grading operation. The road edges were cleared of vegetation last week in preparation of today’s grading.

3. Water

The Reinach meter is now reading on the office SCADA computer. This was updated by SCADA programmer Tom Therrien.

4. Administration

As the highway crew is busy, the safety meeting will be rescheduled to next week.
The map of the isolation valve locations will be updated by Chad Roberge of Avitar/Terra Map.
The next Asset Management meeting is scheduled for August 22.
Attorney Chris Boldt has reviewed and approved the contract with the Sherriff’s Department for use of the cabana as a repeater station with updating the dates only.
The EPOA has requested use of the lodge Saturday, August 12 and Saturday, August 19. Mike Smith discusses the status of the deck replacement; questioning secondary egress. The deck on the upper level of the lodge does not have stairs; it is not a way out of the building. Secondary egress from the lodge is on the lower level deck accessed from downstairs. Discussion ensues on closing the lodge to use during construction. Mike Smith discusses restricting use of the lodge after Aug 20 until construction is complete.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 15 checks for a total of $54,603.91. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. The property-liability payment to Primex of $41,814.00 is discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of July 25 are reviewed. Mike Smith makes a motion to approve the minutes of July 25 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.
The minutes of August 1 are reviewed. Mike Smith makes a motion to approve the minutes of August 1 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.
The minutes of the August 1 reconvened session of 1 pm are reviewed. Mike Smith makes a motion to approve the updated minutes of the reconvened session of August 1 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen has completed an update to the strategic financial plans for the District. Details and the impact to the tax rate and water usage fee are discussed. The base information for this document is from the Asset Management Capital Improvement Plan (CIP) that is being developed. The operational budgets, with inflation rate forecasted, are also included. Discussion is held on the projects outlined and forecasted needs for the VDOE. An attempt to level the tax rate for a number of years at a reasonable rate is being made. The impact to the water usage fee will also be watched when needs of the water system are addressed. A review of the proposed projects, by year, for all aspects of the CIP should be completed.
Ron Sandstrom states that the asset management database has been updated. The benefit of having all system information with the ability to update is discussed. Project planning via the CIP development is discussed further. Ron Sandstrom makes a motion to move Little Loop to second on the priority list. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith discusses property owners paving prior to obtaining a driveway permit. Mike Smith makes a motion to alter the driveway permit fee to $500 is permit being applied for after work has been completed. Ron Sandstrom seconds the motion. Discussion ensues on the rights of the VDOE when persons do not comply with ordinances. Separating the driveway from the road when driveway is not properly permitted is discussed as a possible option. Updating the Ordinance to include separating a driveway when paved without a permit is discussed. Mike Smith withdraws the motion. Mike Smith makes a motion to send options to the attorney for review and guidance. Ron Sandstrom seconds the motion. Discussion continues on VDOE road rights. Mike Smith withdraws the motion. A legal guidance on VDOE road rights that was created by Attorney Dan Crean a few years ago is outlined by Nancy Cole. The document will be distributed for review by the Board.

8. Signature Items

A driveway permit for construction application for 4 Bristenstock has been received. Inspection has been completed. Mike Smith makes a motion to approve the Driveway Permit for Construction for paving at 4 Bristenstock Drive. Ron Sandstrom seconds the motion and the motion passed 3-0.
A driveway permit for construction application for 26 Diessbach Drive has been received. Inspection has been completed. Mike Smith makes a motion to approve the Driveway Permit for Construction for creation of a second driveway at 26 Diessbach Drive. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase orders 204 and 205 are presented. Purchase order 204 is for inspection of one 30,000-gallon tank at Reinach. Purchase order 205 is for inspection of one 30,000-gallon tank at Reinach and the 5,000-gallon tank at Jungfrau. Ralph Lutjen makes a motion to approve purchase order 205 for inspection of one 30,000-gallon tank at Reinach and the 5,000-gallon tank at Jungfrau in the amount of $9,350. Ron Sandstrom seconds the motion. Discussion is held on the options for inspecting one or both tanks. Motion is called to a vote and the motion passed 3-0. Purchase order 205 is signed and will be sent to Mass Tank. Purchase order 204 is marked Void.
Purchase order 206 is presented. Mike Smith makes a motion to approve purchase order 206 for backhoe repairs in the amount of $390.50. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Electrical engineer Lee Carroll has sent the report on the electrical needs of the VDOE water system for lightning protection. Mike Smith makes a motion to obtain an estimate for the upgrades recommended by Lee Carroll. Ralph Lutjen seconds the motion and the motion passed 3-0.
Placement of a Free Little Library within the District has been requested. Mike Smith makes a motion to request a design for the box. Ralph Lutjen seconds the motion and the motion passed 3-0.
Construction for Class VI Alpenhof beyond the intersection with Lucerne has been questioned. Resident was informed the access is being created under an approved driveway permit with Class VI road waiver.
The water line at 28 Interlaken has been replaced. Water service to the property has been restored.
A question on Reinach Place road work has been received. The resident was informed that additional work will be done in the area to address the concern regarding the road edge.
NH Retirement System has sent a reminder notice that penalties will now be assessed on any late entry or payment due to the retirement system.
NH Municipal Association has sent the News Link.
The Madison Police have discussed the concern for speeding that was raised by the resident at 32 Oak Ridge with the resident. The speed RADAR sign could be used in the area for data collection on the speed of vehicles going up Oak Ridge Road. The posted speed limit of 20 mph is discussed; the lowest enforceable limit allowable under statute for the police is 25 mph.
A Madison resident has requested placement of a ‘loon lift’ near the dry hydrant on Big Loop Road. This would be a structure attached to a tree that would need to be removed for the winter months and installed each spring when the loons return to nest. Mike Smith makes a motion to have the resident approach the Loon Society with the idea. Ron Sandstrom seconds the motion and the motion passed 3-0.

10. Scheduled Appearances

Adam Leiser of 4 Little Loop has come to the meeting to discuss a proposed design for his driveway area. The driveway to his property is washed out regularly from water from the road during rain. He would like to make sure that the design for Little Loop, as it is developed, works with the design for his property. Mr. Leiser would like his engineer to be able to review the property design with the VDOE engineers designing Little Loop drainage reconstruction to avoid any potential conflicts with the designs when constructed. Mike Smith makes a motion to have the office contact engineer Nick Sceggell and Paul Fluet for coordination of design for Little Loop Road. Ralph Lutjen seconds the motion and the motion passed 3-0. Mike Smith outlines to Mr. Leiser that the design for Little Loop Road is expected from the VDOE engineers by December 1. Adam Leiser will send the design he has received from his engineer to the office for sending to the VDOE engineers. The need to bring the design and construction costs as a warrant article for approval by the voters at the VDOE Annual Meeting next February is discussed.

11. Other Business
12. Public Comments

At 9:31 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/2017/09/CM080117-reconvened.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Reconvened Session August 1, 2017

The Board of Commissioners reconvened at 1:45 pm on Tuesday, August 1, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Ian Hayes (water operator) and Dinah Reiss (Asset Management). Joining telephonically were engineers Paul Fluet and Nick Sceggell of Fluet Associates, a division of Dubois & King.

At 1:45 pm the meeting was called to order by Chairman Mike Smith.

Signature items

Amended as approved 91-A policy is signed.
Amended as approved lodge use policy is signed.
Amended as approved letter to the EPOA is signed.
Amended as approved letter to property owner of 56 Oak Ridge is signed.
Amended as approved letter to property owner of 55 Oak Ridge is signed.
Amended as approved letter to property owner of 11 Klausen is signed.
Amended as approved letter to property owner of 28 Interlaken is signed.

Roads

Engineer Nick Sceggell sends the proposal for drainage studies and storm-water management via email for discussion and review.
Little Loop survey, engineering and design funding was approved at the VDOE Annual Meeting.
Thusis Beach area drainage, survey and wetlands delineation will cost $6,000.
Geneva Beach area drainage, survey and wetlands delineation will cost $11,200.

Proposal reviewed and discussed. Geneva Beach proposal includes survey, wetlands delineation and design for retention pond on lot now owned by VDOE. Also includes permits for dredging the pond to remove the built-up silt and debris that is visible from the beach.
Mike Smith makes a motion to proceed with the Thusis engineering and design for $6,000 to be funded from the Water System Capital Reserve Fund. Mike Smith withdraws the motion. Surveying Reinach, Little Loop, Geneva and Thusis is discussed.
Obtaining designs for Reinach, Little Loop and Thusis is discussed.
Each project will be looked at separately.
Mike Smith makes a motion to approve the survey and design for Little Loop at $5,000. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to approve the survey and design for Thusis Beach at $6,000. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to approve the survey for Geneva Beach. Ron Sandstrom seconds the motion and the motion passed 3-0.
Proposal is altered to reflect survey only of Geneva. Mike Smith makes a motion to sign the proposal as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.
The permits for Grison and Burgdorf have been prepared. Permit fees are $252.20 for Grison and $200.00 for Burgdorf. 6 copies of each permit will be sent for filing.
Discussion is held on drainage and storm water management of the Reinach side of the District. Nick Sceggell will send the report.

Water

Discussion is held on water storage tanks. Inspecting of one tank at Reinach and the Jungfrau tank is discussed. Replacing the Reinach tanks with a new cast-in-place concrete tank is discussed as the ideal long-term solution. This tank would cost approximately $250,000.
Inspecting Reinach is discussed. This could be done at any time as one tank would be bypassed and the other would remain in service. Inspecting the Jungfrau tank is discussed. Ian Hayes outlines that Muddy Beach should be fully operational prior to taking the Jungfrau tank off-line for inspection. Relying on Muddy Beach for short periods of time is OK; however, Muddy Beach cannot supply the District for over 10-13 days. A small temporary tank, 1,000-gallons, could be purchased and used to supply those homes that are fed from the Jungfrau tank.
Estimated cost to inspect and line a 5,000-gallon tank versus purchase of a new 5,000-gallon tank is discussed. Excavation costs as an additional when replacing is discussed.
Muddy Beach and the draw-down of the wells will be watched by the engineers. Sizing of the new booster pumps is discussed. Sizing the pumps on capacity of the well pumps is discussed. The booster pumps could then be set by the variable frequency device (VFD) to obtain the optimal flow from the station.
Discussion on the benefit, if any, of increasing the tank size of the storage tank at Muddy Beach is held. Engineers outline that unless a large tank was installed, a 5,000-gallon tank is sufficient.
The need to create the Reinach pressure zone next year is discussed. This project is high priority for the system. The design and permitting will continue to be worked on. Discussion on the bleeders that lie within the proposed pressure zone is held. The bleeders will affect the booster pump for the hydro-system as constant flow will be occurring. This will be addressed within the design.
Muddy Beach booster pumps are discussed. Booster pumps will be sized now in accordance with the well pump production. A 3” water line exits Muddy Beach to join the 8” water line at Eidelweiss Drive.
A target date of August 11 for receipt of the recommendation for booster pumps for Muddy Beach is set.
A target date of the end of August for receipt of the single line drawing for the piping within the station is set. (August 25)
This project will be done on an hourly billing basis. Not to exceed costs are discussed. Paul Fluet outlines allowing time for reviewing the SCADA data on the well flows and well capabilities. Total not to exceed, with allowances, would be $5,000. Ron Sandstrom makes a motion to approve a total not to exceed $5,000 for engineering of the Muddy Beach booster pumps and piping. Ralph Lutjen seconds the motion and the motion passed 3-0.
Ian Hayes will submit the design for the 5,000-gallon tank to be purchased for next week.
Information will be requested from Mass Tank as to the cost if only one tank were to be inspected. Establishing a schedule for inspection will also be questioned.
Discussion on scheduling the inspection of one Reinach tank and the Jungfrau tank is held. Ralph Lutjen makes a motion to schedule inspection of one Reinach tank and the Jungfrau tank for November 15th target. Ron Sandstrom seconds the motion and the motion passed 3-0. This will be scheduled with Mass Tank.
Discussion on adding meters to the PRV pits is held. The data loggers could be used to monitor pressure when needed from any of the pits. Meters would not be the highest priority; upgrading the lines to proper size is a greater need. Many of the PRV pits, like many of the primary water mains, are undersized at 2-inches.
The Como pressure zone is discussed. This zone is nearing maximum capacity for distribution. Upgrading of the water mains on Huttwil to 4-inch pipe would be a top 5 priority for the Capital Improvement plan for the water system.

Possible attendance at an upcoming Asset Management Committee meeting by Engineer Nick Sceggell is discussed. This will be addressed with the Commissioners.

At 4:22 pm 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/2017/09/CM080117.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
August 1, 2017

The Board of Commissioners met at 8:00 am on Tuesday, August 1, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Treasurer Dinah Reiss and Gloria Aspinall. 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

Grachen is completed and the crew has moved to Grison. Tree limbs and brush are being cut back. Grading and gravel are planned for Monday and Tuesday of next week.
Discussion is held on securing the DPW II sand pile. A truck was seen taking sand last week. Evidence of children playing in the pile has been noted. The area will be roped off. The sign for authorized entry only may be moved for higher visibility.
The backhoe has a broken motor mount and is at Albany Service Center.
The year to date budget expenditures is reviewed. Line items are reviewed and discussed.
Mike Smith makes a motion to not pursue line painting this year. Ron Sandstrom seconds the motion and the motion passed 3-0.
Kelly Robitaille reports that the crack sealing unit is expected to be received this week. The melting unit will be shipped this Friday.
Ron Sandstrom highlights the over expenditure of the water system pump house electricity line item. The overage is attributed to high water usage year to date.
Time off requests for Kelly Robitaille and Jeff DeMartino are 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. Mike Smith makes a motion to approve Jeff DeMartino’s requested time off. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Water

Tom Therrien of Electrical Installations is expected in the District tomorrow to program the new Reinach meter into the SCADA system. A follow up will be done regarding anticipated completion date of the schematic for the chemical injection room.
Two leaks were located during leak detection efforts last week. Both leaks are on resident water service lines. Both property owners have received initial notification of detection of a leak. The water service for 28 Interlaken has been shut down until the service line is replaced; the water service at 11 Klausen is being watched but has been left on for now. The estimated water loss from these two leaks is over 25,000 gallons per day. The new meter at Reinach was instrumental in isolating the zones to be checked for the leaks. Discussion is held on continuing with leak detection efforts. This will be discussed this afternoon with water operator Ian Hayes.

4. Administration

A safety meeting will be scheduled.
The isolation valve listing has been updated and the GPS coordinates converted for mapping. The updated file has been sent to Chad Roberge of Avitar/Terra Map for plotting the valves.
The asset management database has been updated to convert the geometry of the GPS coordinates automatically. This will remove the current additional effort needed to update the codes for plotting purposes. A date for expected receipt of the updated maps will be requested.
A draft policy for 91-A requests is reviewed. Mike Smith makes a motion to adopt the 91-A Request Policy. Ron Sandstrom seconds the motion and the motion passed 3-0. A final document for signing by the Board will be created.
A draft policy for use of the Lodge is reviewed. Mike Smith makes a motion to adopt the Lodge Use Policy. Ron Sandstrom seconds the motion and the motion passed 3-0. A final document for signing by the Board will be created.
Budget expenditures to date are discussed. Mike Smith makes a motion to pull the electric bills and reports for 2017. Ron Sandstrom seconds the motion and the motion passed 3-0.
Treasurer Dinah Reiss recommends an increase for 2018 to the TAN interest line item as use of the TAN proceeds has occurred earlier this year.
The quarterly water usage report has been submitted to and accepted by the Department of Environmental Services.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,872.72. 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 request for use of the lodge on August 20 has been received from a resident. Mike Smith makes a motion to approve the requested use of the lodge on August 20. Ron Sandstrom seconds the motion and the motion passed 3-0.

5. Accounts Payable
6. Minutes
7. Commissioners Reports

Ralph Lutjen is updating the financial planning spreadsheets for review and discussion. Mike Smith discusses adding a contingency line for unplanned increases. This will be discussed with the next review of the spreadsheets.
Ron Sandstrom states he is finishing up the intended asset management database updates.
Mike Smith discusses creating a policy requiring three-week notice for use of any District property. No notice has been received regarding a posted cook out on the District Island in Big Pea or for use of Porridge Shore Beach. Mike Smith makes a motion to create a policy for three-week prior notice to use any VDOE property for a function. Ron Sandstrom seconds the motion. Discussion is held on proper notice and permission for use of public land for private purposes. Motion is called to a vote and the motion passed 3-0.

8. Signature Items

Draft letter to property owner of 28 Interlaken is presented. Ron Sandstrom highlights a typographical error in the letter. Mike Smith makes a motion to approve the letter to the property owner of 28 Interlaken for replacement of the water service line as amended. Ron Sandstrom seconds the motion and the motion passed 3-0. An update will be completed for signing this afternoon.
Draft letter to property owner of 11 Klausen is presented. Ralph Lutjen recommends addition of a deadline of September 1 to replace the water service line for the property. Mike Smith makes a motion to approve the letter to the property owner of 11 Klausen for replacement of the water service line as amended. Ron Sandstrom seconds the motion and the motion passed 3-0. An update will be completed for signing this afternoon.
Draft response to the EPOA is presented. Ralph Lutjen requests an update to the date of the planned meeting with the EPOA to October 7. Mike Smith states that he is not available October 7 and recommends October 14. Mike Smith makes a motion to approve the letter to the EPOA amending the meeting date to October 14. Ralph Lutjen seconds the motion and the motion passed 3-0. An update will be completed for signing this afternoon.
Draft letter to property owner of 56 Oak Ridge is presented. Mike Smith makes a motion to update the letter to include submission of the driveway permit by September 1 and approve the letter as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.
Draft letter to property owner of 55 Oak Ridge is presented. Mike Smith makes a motion to update the letter to include submission of the driveway permit by September 1 and approve the letter as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 202 is presented. Mike Smith makes a motion to approve purchase order 202 for repairs to the International 7400 tailgate in the amount of $830. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 203 is presented. Mike Smith makes a motion to approve purchase order 203 for repair to the backhoe air conditioning in the amount of $370. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the weekly beach testing results. All beaches are within normal limits. The advisory posting at Geneva Beach has been removed.
The resident at 41 Eidelweiss Drive is reporting that persons avoid the speed bumps by driving over the culvert outlet area. A rock will be placed when the new speed bumps are installed to keep this from occurring.
The property owner at 32 Oak Ridge that was informed that speed bumps would not be installed on Oak Ridge Road has sent additional correspondence regarding means to reduce speeding on Oak Ridge. Forwarding the request for speed control to the police is discussed. Mike Smith makes a motion to forward the request for speed control to the Madison Police and request recommendations for the resident. Ron Sandstrom seconds the motion and the motion passed 3-0.
The property owner of 71 Eidelweiss Drive has questioned the removal/disappearance of a blue tube that was at the property curb stop valve. Property owner was informed that the valve cover was replaced by the water operator and the tube removed.
Primex is having a workshop on unemployment and workers compensation reporting requirements August 31. Mike Smith makes a motion to approve Nancy Cole attending this seminar. Ralph Lutjen seconds the motion and the motion passed 3-0.
The electric usage summary report from the third-party vendor has been received. Report is reviewed and discussed. Electric reports for the year will be distributed for review.
NH Municipal Association has sent the final Legislative bulletin for the year.

10. Scheduled Appearances

Gloria Aspinall has come to the meeting to discuss a history of Eidelweiss that she has put together from interviews with persons who were in the area at the time. The history of what is today the Village District of Eidelweiss is turned in for review.
Dinah Reiss states that the email blast did not go out for the possible water service interruptions posted for this week. Ron Sandstrom will look into this.

11. Other Business
12. Public Comments

At 9:15 am Mike Smith makes a motion to recess the meeting until 1:45 pm for the conference call with the engineers. 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/2017/09/CM072517.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
July 25, 2017

The Board of Commissioners met at 8:00 am on Tuesday, July 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 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 dogs are being seen on the beaches regularly. He believes he knows who owns the dogs. Madison police will be informed.
Grachen has been completed. The road was graded and 3 inches of gravel added.
Work on Grison will be next. Cutting back tree limbs and brush will be done first. Upcoming vacation time for highway department employees may delay the overall time frame for this road work.
Ralph Lutjen discusses a gauge in the telephone pole at the beginning of the paved portion of Saint Moritz. This will be looked at; the electric company will be notified if action is required to secure the pole.
Driveways that wash out with heavy rains are discussed. Kelly Robitaille will list the addresses that require regular maintenance for contact with the property owners for long term solutions.
A quote has been received for structures needed to properly install the culvert beyond 68 Eidelweiss Drive. A catch basin is recommended for this installation. Kelly Robitaille will finalize a parts and price list for review.
The residents at 32 Oak Ridge Road have stated that speeding is an issue near their house and have requested speed bumps be placed on Oak Ridge Road. The resident will be informed to contact the Madison Police to report speeding.
Drainage at Thusis Beach is discussed. Mike Smith makes a motion to have the office contact the Engineers for either a visit or conference call discussion. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Water

The new meter at Reinach station has been installed.
An update on the status of the chemical injection room schematic from Electrical Installation has been received. Mike Smith makes a motion to send a follow up requesting the expected date of delivery of the schematic. Ralph Lutjen seconds the motion and the motion passed 3-0.
Inspection of water tanks is discussed. Ralph Lutjen discusses inspecting the tanks. Decisions on time available prior to needed action could then be informatively made. Ralph Lutjen recommends pursuing inspection of one Reinach tank and the Jungfrau tank.
Mike Smith states that all options should be discussed with the engineers to determine the best way forward for the District water system. Ralph Lutjen questions completion of the design for the temporary tank; it has not yet been submitted. The question of possible change to the tank size at Muddy Beach is discussed. A discussion with the engineers is to be scheduled for next week. The agenda will include: Muddy Beach tank size and specifications, Reinach pressure zone, tank inspections, storm water management and the previously discussed road issue. The agenda will be drafted and distributed for review.

4. Administration

A safety meeting will be scheduled.
The Asset Management Committee is continuing work on the recommendations for a Capital Improvement Plan (CIP) for the VDOE. Buildings, highway equipment, and roads are now completed. Ralph Lutjen discusses the financial planning for the CIP. The updated financial forecasts and plans are reviewed and discussed. Road projects were targeted at $100,000 per year; projects were dispersed as needed to even the annual cost allocation. Ralph Lutjen will update the document as discussed.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 7 checks in the amount of $6,009.13. 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 July 11 are reviewed. Mike Smith makes a motion to approve the minutes of July 11, 2017 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.
The minutes of July 18 are reviewed. Mike Smith makes a motion to approve the minutes of July 18, 2017 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.
The minutes of the non-public session of July 18 are reviewed. Mike Smith makes a motion to approve the minutes of the non-public session of July 18, 2017 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen discusses a trailer that has been parked in the Huttwil parking lot more than 5 days. The trailer will be posted for removal.
Ron Sandstrom discusses improvements that are being made to the asset management database. The system will now convert the GPS coordinates as needed for mapping. Mike Smith discusses the ability to correct data points on the maps. Ron Sandstrom outlines that updated GPS coordinates would need to be taken and entered into the system.
Mike Smith adds that he and Tommy Gunn of the Asset Management Committee will work on the remaining curb stop valve locations.
Mike Smith discusses the cost per gallon of water; the cost remains at $0.004 per gallon.
Water system leak detection is scheduled to occur over the next two weeks.

8. Signature Items

Draft letter to property owner of 15 Jungfrau is presented. Mike Smith makes a motion to sign the letter to the property owner of 15 Jungfrau regarding correction of the drainage grate in the driveway. 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 installation of a road culvert next to the property. Ralph Lutjen seconds the motion and the motion passed 3-0.
Draft letter to property owner of 12 Jungfrau is presented. Mike Smith makes a motion to sign the letter to the property owner of 12 Jungfrau regarding installation of a road culvert next to the property. Ralph Lutjen seconds the motion and the motion passed 3-0.
Draft letter to Mark Graffam is presented. Mike Smith makes a motion to sign the letter to Mark Graffam regarding the offer to purchase a lot he currently owns. Ralph Lutjen seconds the motion and the motion passed 3-0.
Draft letter to property owner of 26 Diessbach is presented. Mike Smith makes a motion to sign the letter to the property owner of 26 Diessbach regarding the creation of a second driveway on the property. Ralph Lutjen seconds the motion and the motion passed 3-0.
Purchase order 199/200 is presented. Mike Smith makes a motion to approve purchase order 199/200 for purchase of speed bumps with shipping costs in the amount of $1,500.00. Ralph Lutjen seconds the motion and the motion passed 3-0.
Purchase order 201 is presented. Mike Smith makes a motion to approve purchase order 201 for gravel in the amount of $5,000. Ralph Lutjen seconds the motion and the motion passed 3-0.
Time off request for Nancy Cole is presented. Mike Smith makes a motion to approve Nancy Cole’s requested time off. Ralph Lutjen seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the weekly beach testing results. Geneva Beach has been posted with an advisory for high bacteria count. Thusis Beach had a higher than normal bacteria count, but did not require posting. The beaches are being tested today.
A request has been received from the Eidelweiss Property Owner’s Association (EPOA) for inspecting all buildings owned by the District. Discussion on the request is held; access will only be granted to places normally open to the public. Discussion continues on inviting the EPOA Board to a Commissioners’ meeting. Open discussion on District operations and functions to facilitate exchange of ideas for betterment of the District is outlined. Ralph Lutjen discusses establishing a meeting on a Saturday to highlight information that is publicly available and how to obtain information. Mike Smith makes a motion to set a meeting with the EPOA for Saturday, September 16 on canoe racks and District assets. Ron Sandstrom seconds the motion and the motion passed 3-0. A response letter will be drafted for next week.
A 91-A request for road plan information has been received and responded to.
The Madison Fire Chief is recommending lock boxes on VDOE buildings for emergency access should it ever be needed. Chief Clark will send final recommendation with pricing for review.
A resident has requested establishing a ‘little library’ within the District. A location that would be appropriate has not yet been determined; winter plowing is to be considered. Questions will be asked of the resident regarding disposition of books, maintenance of the area and box, and overall management of the area for neatness. Ron Sandstrom makes a motion to send a letter requesting additional information and stating that there will be no management of the site by the VDOE. Ralph Lutjen seconds the motion and the motion passed 2-1 with Mike Smith against establishing a little library.
The third party electricity provider has sent the monthly summary.
New Hampshire Municipal Association has sent the bi-weekly News Link.

10. Scheduled Appearances
11. Other Business

The secondary vendor for removal of trees at the Lodge will be contacted as the primary vendor cannot be reached.
A follow up will be done on the new locks for varying buildings within the District.

12. Public Comments

At 9:31 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