[gview file="https://vdoe-nh.org/wp-content/uploads/2017/08/CM071817.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
July 18, 2017

The Board of Commissioners met at 8:00 am on Tuesday, July 18, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Jeff DeMartino (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 reviews options for replacement of the speed bumps. A new version, which attaches to the pavement in a more effective manner, has been priced at $293 for each 10-foot span. Four sections would be needed. Mike Smith makes a motion to approve up to $1,200 for speed bumps. Ron Sandstrom seconds the motion. Discussion ensues on holding purchase for next year. Jeff DeMartino adds that each time the current speed bumps have a bolt come loose; the entire strip has to be re-installed. Motion is called to a vote and the motion passed 3-0.
Kelly Robitaille reports that work on Grachen continues. A belt has broken on the backhoe; repair is being done.
The F-550 is at Macdonald Motors for a recall correction.
Grison and Burgdorf are holding at this time with the recent rains.
Jungfrau is discussed. The proposed culvert outlet onto the vacant lot at #10 has been discussed with the property owner of #8 and #12. Kelly Robitaille has taken a picture of the proposed outlet location that will be sent in correspondence to the abutting property owners.
The meeting with Dan Harris of RealGreen Services held last week is discussed. Kelly Robitaille outlines that the visit with Dan Harris was not as productive as it could have been due to a prior visit to the District by Mr Harris for a road review that was completed with Mark Graffam. Dan Harris was prepared to demonstrate the spraying equipment for treating salt prior to storing in the salt tent. Lack of an area where salt could be spread to be sprayed was outlined to Dan Harris. Mr. Harris was not prepared with information on the option of the saddle bag delivery system for brine as that was not within the discussion with Mark Graffam. Discussion is held on the Eidelweiss Property Owner’s Association (EPOA) looking into options that could reduce total salt usage on VDOE roads for protection of the ponds. Any resident would have the right to contact any company for information that could be beneficial. Overall, the meeting was productive. Dan Harris will send the cost for 2-ton of pre-treated salt that the VDOE could use to test effectiveness. Ralph Lutjen adds that the EPOA is interested in protecting the ponds; they are not a decision-making body for District business. Mike Smith states that Ralph Lutjen should have disclosed the meeting between Dan Harris and Mr. Graffam prior to the meeting with Mr. Harris by the Board. Mike Smith makes a motion to have two (2) Commissioners be in attendance at any meeting with a VDOE vendor. Ron Sandstrom seconds the motion. Discussion ensues on the ability of one Commissioner to meet with a vendor while initialing reviewing a project. Mike Smith withdraws the motion. Ralph Lutjen discusses giving the treated salt a try; if effective a Warrant Article could be proposed to purchase the appropriate delivery system for the brine. Cost estimates for all options will be pursued.
Kelly Robitaille adds that Tony Eldridge will be in tomorrow night to grade Grachen. The culverts have been installed.
Ron Sandstrom makes a motion to add a Non-Public Session to the agenda pursuant to RSA 91A for reputation and property to the agenda. Ralph Lutjen seconds the motion and the motion passed 3-0.

3. Water

The information received from Mass Tank is discussed. Ian Hayes is questioning ability to use a 5,000-gallon temporary tank at Chocorua – there is not enough level ground available. Verifying the DPW pump will be able to supply the temporary tank at the higher elevation of the driveway to the station has also been recommended. Ian Hayes also questioned if the engineers would recommend a 5,000-gallon tank for the replacement at Muddy Beach or if a larger tank would be recommended to increase total storage capacity. Additional input from both Ian Hayes and the engineers is needed prior to ordering the new tank. Ralph Lutjen outlines that a full proposal for inspection of the remaining tanks and lining, if recommended, of all tanks for the 2018 Warrant is also needed. Mike Smith makes a motion to have Nancy Cole follow up with Mass Tank regarding engineering review of proposal and tank design. Ralph Lutjen seconds the motion and the motion passed 3-0.
Water Interruptions have been posted for placing of the new meters at Reinach this week and leak detection for the next two weeks. The notices were emailed through the website. Dinah Reiss states she did not receive an email. This will be checked on.

4. Administration

The motion log has been distributed and is reviewed.
Review of the updated highway department job descriptions has been completed by the Attorney. Mike Smith makes a motion to adopt the updated Highway Foreman job description. Ralph Lutjen seconds the motion and the motion passed 3-0. Mike Smith makes a motion to adopt the updated Highway Laborer job description. Ralph Lutjen seconds the motion and the motion passed 3-0.
Treasurer Dinah Reiss discusses the monthly cash flow report. Dinah Reiss states she has moved $42,000 from the water usage account to the operating account for the Muddy Beach Warrant Article. $55,000 remains available on the TAN loan. $352 has been accrued in interest. An increase in the TAN interest budget line for 2018 may be needed. Increasing the retained amount of unassigned fund balance is recommended for consideration. Updating the Unassigned Fund Balance Policy to $200,000 is suggested. Not using unassigned funds to offset the tax rate or on warrant articles until the $200,000 level is reached is also recommended.
The proposal for the Reinach Pressure Zone has been received from the engineers. The survey cost is $2,000. The engineering and design will be $16,500 as approved. Ralph Lutjen makes a motion to accept the engineering proposal for the survey for the Reinach Pressure Zone. Mike Smith seconds the motion. Ralph Lutjen moves to add funding to come from the Water Extension fund to the motion. Mike Smith seconds the amendment and the amendment passed 3-0. Motion, as amended, is called to a vote and the motion passed 3-0.
Water billing status is reviewed. Total outstanding is $11,648.00. The 90-day overdue late fee of $100 will be charged August 1. Total collected through July 14 is $215,619.
Jay Buckley has located three curb stop valves from the remaining no find list; now at 11.
The Asset Management Committee will meet this afternoon.
Dinah Reiss requests information on new valves installed for entry into the asset management database and for addresses of any curb stop valves that have been repaired. Mike Smith makes a motion to notify Ian Hayes to submit paperwork on the valves with his next invoice or payment may be withheld. Ralph Lutjen seconds the motion and the motion passed 3-0.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,524.78. 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.

5. Accounts Payable
6. Minutes
7. Commissioners Reports

Ralph Lutjen discusses the Lodge stairwell. Ron Sandstrom makes a motion to get a quote from Norm Garside for placement of a railing on the interior of the stairs. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith discusses completing the paneling around the main room if funds are available within the Lodge Warrant Article.
The septic at the lodge is discussed. Location, last pumped date and other information regarding the septic is unknown. Mike Smith makes a motion to approve up to $1,000 to locate and inspect the septic tank at the lodge. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith requests follow up on removal of the old phone lines from the pole at Oak station and have the lines removed from Muddy Beach also.
Mike Smith makes a motion to send a letter to the property owner of 26 Diessbach to either apply for a driveway permit for construction or close the second driveway as was stated as the intent when questioned last year. Ralph Lutjen seconds the motion and the motion passed 3-0.

8. Signature Items

Driveway permit for construction for 1Lucerne is presented. Mike Smith makes a motion to approve the Driveway Permit for Construction for 1 Lucerne Drive. Ralph Lutjen seconds the motion and the motion passed 3-0.
Driveway permit for construction for 15 Lucerne is presented. Mike Smith makes a motion to approve the Driveway Permit for Construction for 15 Lucerne Drive. Ralph Lutjen seconds the motion and the motion passed 3-0.
Work order 1140 is presented. Mike Smith makes a motion to approve work order 1140 for placement of culverts on Jungfrau Road. Ralph Lutjen seconds the motion and the motion passed 3-0.
Purchase order 198 is presented. Mike Smith makes a motion to approve purchase order 198 in the amount of $1,500 for purchase of culverts for Jungfrau Road. Ron Sandstrom seconds the motion and the motion passed 3-0.
The job descriptions previously approved are signed.
Draft letter to Madison Fire is presented. Mike Smith makes a motion to sign the letter to the Fire Department regarding access to VDOE buildings in case of emergency. Ralph Lutjen seconds the motion and the motion passed 3-0.
Draft letter to Electrical Installation is presented. Mike Smith makes a motion to sign the letter to the EII office regarding the overdue status of the chemical injection room drawing. Ron Sandstrom 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 resident Mark Graffam responding to his email regarding drainage. Ron Sandstrom seconds the motion and the motion passed 3-0.
Draft letter regarding Amden Place is presented. Mike Smith makes a motion to sign the letter regarding the undeveloped status of Amden Place as an existing road. Ron Sandstrom seconds the motion and the motion passed 3-0.
Draft letter to the property owner of 14 Blinden is presented. Mike Smith makes a motion to sign the letter to the property owner of 14 Blinden regarding need for filed easement documentation regarding discharge of the owner installed culvert towards neighboring property. Ralph Lutjen seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the pH and bacteria test results for July; clean and in compliance.
Granite State Analytical has sent the beach testing results; all below limits.
Electrical Installation Inc has sent the service technician hours to date under the existing contract. 32 hours of service are included in the contract; 33 hours to date have been accrued.
NH Department of Environmental Services (DES) has sent information regarding beach testing, advisory postings and closing of beaches based on bacteria test results.

10. Scheduled Appearances

Dinah Reiss requests follow up with the Attorney regarding the ability to take a general obligation loan for a water system project.

11. Other Business

An email to the Madison Police is reviewed. Mike Smith makes a motion to approve sending of the email regarding the removal of the POW flag to the Madison Police. Ralph Lutjen seconds the motion and the motion passed 3-0

12. Public Comments

At 9:31 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91 A-3, II (d) property and (c) reputation. Ron Sandstrom seconds the motion. Motion is called via roll call Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Motions and votes of Non-Public session:

Ron Sandstrom makes a motion to send a letter to Mark Graffam stating that due to budget reasons, the District will not pursue purchase of the lot this year. If lot is put on market and does not sell, District will consider purchase next year. Mike Smith seconds the motion and the motion passed 3-0.

At 9:58 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 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/2017/08/CM071117.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
July 11, 2017

The Board of Commissioners met at 8:00 am on Tuesday, July 11, 2017. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Gloria Aspinall, water operator Ian Hayes (8:30 am) and Carl Horstmann of Mass Tank (9 am).

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

1. Agenda

Ralph Lutjen 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 reports that the roads held well during the 4.5”-5” rain storm over the weekend. Some rippling and minor shoulder washouts occurred and will be addressed. No major washouts occurred. Most areas that sustain damage are on the Reinach side and are roads that are targeted for ditch work this summer. Discussion is held on the DPW continuing to work the roads as they have been doing the last two years – the results of the work show.
Kelly Robitaille states that work is continuing on Grachen. Ditching and cutting back of slopes has been done. The culvert at Winnegon was cleaned. Two additional culverts will be installed and the culvert at Grachen Extension replaced prior to final grading and graveling of the road. Mike Smith makes a motion to approve a purchase order in the amount of $5,000 for gravel. Ralph Lutjen seconds the motion and the motion passed 2-0.
Discussion is held on Jungfrau Road. The property owner at #8 has reviewed the proposed culvert changes at his property and given verbal approval. A picture will be taken of the proposed outlet for the new culvert on the vacant lot that would be #10 which will be sent to the property owners of both #8 and #12 Jungfrau prior to installation.
Kelly Robitaille adds that Grison Road will be ditched and graded following Grachen. Jungfrau will be scheduled for the fall.
Kelly Robitaille reports that the backhoe needed a new front tire. A purchase order will be created once the cost is known.
Two estimates, one for shimming and one for reclaiming, have been received for Chocorua View Drive. Reclaiming of this road is recommended. The cost between the two options is less than $25,000; it would not be cost effective to patch and shim.
The removal of the POW Flag by a resident is discussed. The flag unfortunately did not fly on July 4th as a result of the unauthorized removal. Kelly Robitaille reported the removal to the Madison Police; a possible charge of criminal trespassing could be filed. Mike Smith makes a motion to turn the matter over to the Madison Police for action. Ralph Lutjen seconds the motion. Discussion ensues on sending of a letter from the Board with a copy to the police. Motion is called to a vote and the motion failed 1-1 with Ralph Lutjen against police action in this matter. Ralph Lutjen makes a motion to request the police send a letter or visit the resident stating the seriousness of the matter. Mike Smith seconds the motion and the motion passed 2-0.
Discussion is held on locks for the buildings. Nancy Cole reports that the locksmith stated the locks would be in next week.

3. Water

Ian Hayes requests access to the garage side of DPW II. This is where the cones and signage are being stored that the water department also uses. Ralph Lutjen makes a motion to allow Ian Hayes access to the DPW II garage. Mike Smith seconds the motion and the motion passed 2-0.
Ian Hayes reports the meters for the Reinach station have been received. The meters will be installed next week. An interruption of water service will be posted. All attempts will be made to minimize the outage time. Tom Therrien will be in to program the meters to the SCADA system.
Beginning the week of July 24, leak detection will be done on the water system. Outages will be posted. Leak detection will be done beginning in dead end sections of the water system. Granite State Rural Water is scheduled to be in to check water mains in suspect zones July 26. The order of isolation valves to be turned is reviewed. Smaller zones will be tested first. All valves that will be turned have been used in that last two years.
Mike Smith makes a motion to send the list to Paul Fluet and Nick Sceggell. Ralph Lutjen seconds the motion and the motion passed 2-0.
Tanks are discussed with Mass Tank representative Carl Horstmann. Inspection of tanks includes analysis of thickness, pitting, and corrosion. The tanks are cleaned prior to inspection. Lining of a tank is a separate schedule from inspection. Carl Horstmann recommends cleaning and inspection of tanks be done every five (5) years. Lining of a tank has been shown to add an average of 30 years to the tanks useful life. Discussion is held on the intent to inspect two tanks this year, one 30,000-gallon tank at Reinach and the 5,000-gallon tank at Jungfrau. Carl Horstmann outlines that the tank would be cleaned and inspected in one day. The tank would then be chlorinated and tested prior to being put back in service. Three days is the average time that a tank would be off line for this process. Cost would be estimated at $3,500 - $6,000 per tank.
Discussion is held on the need for a temporary water tank to be installed at Jungfrau prior to taking the tank off line. Carl Horstmann outlines that supplying of a temporary tank increases all estimated prices.
Scheduling of inspection of one Reinach tank and the Jungfrau tank for September is discussed.
Ian Hayes discusses the need to have Muddy Beach on line prior to taking Jungfrau out of service. Purchase of a 5,000-gallon tank that could be used as the temporary tank at Jungfrau, possible use at Chocorua station and then installing the tank at Muddy Beach to replace the existing tank is discussed as an option. Carl Horstmann advises a tank order would be 6-8 weeks for delivery. Cost is estimated at $17,000 depending upon fittings needed. Ralph Lutjen makes a motion to appropriate $38,000 for inspection of two tanks and purchase of a 5,000-gallon temporary tank. Mike Smith seconds the motion. Discussion on funding is held. Ralph Lutjen moves to amend the motion to include funding from the Water Extension Fund. Mike Smith seconds the amendment and the amendment passed 2-0. Motion, as amended, is called to a vote and the motion passed 2-0.
Discussion on specific set up of the 5,000-gallon tank is held. Carl Horstmann states that Mass Tank has saddles available that the VDOE could use while the temporary tank is in service at Jungfrau. Replacement of the Muddy Beach tank with the new tank upon completion of need for a temporary while tanks are being inspected, cleaned and/or lined is discussed.
Carl Horstmann of Mass Tank will send a proposal for the items discussed.

4. Administration

June water usage report is reviewed. Water usage is still high.
Norm Garside of Garside Construction has quoted the work needed on the decks at the lodge. Ralph Lutjen makes a motion to approve the proposal for the work on the decks at the lodge in the amount of $7,800 with all deck boards to be replaced. Mike Smith seconds the motion and the motion passed 2-0.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 11 checks in the amount of $2,108.06. Ralph Lutjen seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

6. Minutes

The minutes of June 13 are reviewed. Mike Smith makes a motion to approve the minutes of June 13 as presented. Ralph Lutjen seconds the motion and the motion passed 2-0.
The minutes of June 19 are reviewed. Mike Smith makes a motion to approve the minutes of June 19 as presented. Ralph Lutjen seconds the motion and the motion passed 2-0.
The minutes of July 5are reviewed. Mike Smith makes a motion to approve the minutes of July 5 as presented. Ralph Lutjen seconds the motion and the motion passed 2-0.

7. Commissioners Reports
8. Signature Items
9. Correspondence

Granite State Analytical has sent the results of the re-test for Muddy Beach Well #2. The well is clean.
A request for use of the Lodge on July 29 has been received from Jay Buckley. Intent is to hold an open session regarding property and personal safety with the Madison Police Chief Ted Colby. Mike Smith makes a motion to approve Jay Buckley’s request for use of the Lodge on July 29. Ralph Lutjen seconds the motion and the motion passed 2-0.
The Loon Society has sent status information on NH loons – 9 chicks this year with 10 nests remaining.
July 3 and 4 as official holidays for the District was questioned by resident Mark Graffam.
Discussion is ongoing with Town of Madison Code Enforcement and Health Officer Bob Boyd regarding a failed septic on Huttwil Drive.
NH Municipal Association has sent the Legislative Bulletin and News Link report.

10. Scheduled Appearances

Gloria Aspinall discusses the speed bumps. Request to consider replacing the current speed bumps with newer ones available which adhere to the road better is made. Kelly Robitaille will price for consideration.
Discussion is held on purchasing locking toilet paper roll holders for the outhouses. Rolls of toilet paper have been taken recently. These will be priced for consideration.
Ralph Lutjen asks Gloria Aspinall to work on a history of the VDOE that could be put on the website. Gloria Aspinall states that she is working on a history of the area for the Madison Historical Society which she will share with the VDOE.

11. Other Business

Contact from Sheriff Domenic Richardi regarding renewal of the agreement for use of the room in the cabana as a station for emergency services has been received. Mike Smith makes a motion to send the updated agreement to Attorney Chris Boldt. Ralph Lutjen seconds the motion and the motion passed 2-0.

Residents came to retrieve two kayaks that were left on the rack last fall. Only one kayak remained; a red kayak had been retrieved by another resident in April. That was the only red kayak the VDOE had removed last fall. The possibility that the resident who claimed the red kayak received a craft that was not his is discussed. The residents had a check made out for retrieving two kayaks and were only retrieving one. The check was pre-made out and in the incorrect amount. The residents were allowed to retrieve the kayak without paying a fine. Discussion is held on waiving the fine in this instance for the residents. Ralph Lutjen makes a motion to waive the fine for retrieval of the one kayak. Mike Smith seconds the motion and the motion passed 2-0.

12. Public Comments

At 9:56 am Mike Smith makes a motion to recess the meeting until 11 am for meeting with Dan Harris of RealGreen Services of Moultonborough. Ralph Lutjen seconds the motion and the motion passed 2-0.

At 11:00 am the meeting was not reconvened secondary to lack of a quorum of Commissioners present. Meeting is adjourned.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/07/CM070517.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
July 5, 2017

The Board of Commissioners met at 8:00 am on Wednesday, July 5, 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

Kelly Robitaille is not in attendance following the weekend storms and Holiday.
No major damage was reported on any road following the 4.5” of rain Saturday afternoon.

3. Water

Ian Hayes will be in attendance next week.
The electric change over to the 400-amp service at Muddy Beach is complete.
The transducers have been installed in the wells. The wells are being chlorinated and tested prior to being put back on line.
A meeting with Mass Tank will be scheduled.
The meters for the Reinach station have been ordered and are expected soon.

4. Administration

A safety meeting will be scheduled.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,916.34. 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.
Year to date budget is reviewed and discussed. Water system pump house electricity has exceeded the annual allocation for this line item and is the largest driver of the water budget being at 69% expended 50% through the year.
An Asset Management meeting is scheduled for next week.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 14 checks in the amount of $19,927.73. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. The monthly billing from Simply Water is discussed. Motion is called to a vote and the motion passed 3-0.
Available cash until the first tax payment check is received is discussed.

6. Minutes

The minutes of June 6 reconvened session are reviewed. Mike Smith makes a motion to approve the minutes of June 6 reconvened session as presented. Ralph Lutjen seconds the motion and the motion passed 2-0-1 with Ron Sandstrom abstaining as he was not in attendance.

7. Commissioners Reports

Ralph Lutjen discusses the canoe racks. The notice for identification on all watercraft had a July 1 compliance date. Ralph Lutjen recommends the notices be removed and compliance with identification be held until a Public Hearing is held on the Beach Ordinance. The update to the Ordinance could specify that the owner’s name be visible on the craft. Mike Smith adds that if the VDOE is to regulate the racks, a fee per rack space should be included. Ralph Lutjen discusses removal of the racks with all craft to be carried in and out. Ralph Lutjen makes a motion to suspend the ID requirement for this season and address the issue in an Ordinance update. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have the highway crew monitor and pick up any craft on the beaches. Ron Sandstrom seconds the motion. Discussion ensues regarding removal only of craft outside of rack spaces. Motion is called to a vote and the motion passed 3-0.
Gloria Aspinall, who stocks and cleans the outhouses, will also be asked to review the beached and report any craft outside of a rack space.
Ralph Lutjen states that a meeting will be established with the brine specialist for review of options for winter de-icing of roads. Ralph will advise when the meeting is established.
Mike Smith discusses recovery of the water level in the ponds following the rain this past weekend.
Mike Smith discusses obtaining three prices for installation of propane heaters at pump houses. This will be done.

8. Signature Items

Fill request from 5 Lakeview is presented. Mike Smith makes a motion to approve the fill request for 5 Lakeview Drive. Ron Sandstrom seconds the motion and the motion passed 3-0.
Fill request from 942 High Street is presented. Mike Smith makes a motion to approve the fill request for 942 High Street. Ralph Lutjen seconds the motion and the motion passed 3-0.
Water hook up approval for 15 Lucerne Drive is presented. Mike Smith makes a motion to sign the approval for water hook up for 15 Lucerne Drive. Ralph Lutjen seconds the motion. Discussion ensues on the outline from the engineers regarding the Como zone for the water system nearing capacity to sustain proper pressure and flow in this area. Motion is called to a vote and the motion passed 3-0.
Water hook up approval for 3 Lucerne Drive is presented. Mike Smith makes a motion to sign the approval for water hook up for 3 Lucerne Drive. Ron Sandstrom seconds the motion and the motion passed 3-0.
Water hook up approval for 59 Eidelweiss Drive is presented. Mike Smith makes a motion to sign the approval for water hook up for 59 Eidelweiss Drive. Ralph Lutjen seconds the motion and the motion passed 3-0.
9. Correspondence

Granite State Analytical has sent the monthly bacteria testing for the water system. All results are clean.
Property owner of 14 Blinden requested fill delivery. Based on short notice and the International 7400 being out of service, the DPW was unable to deliver fill on the requested day.
Auditor Tamar Roberts has sent the bound copies of the 2016 Audit.
Control methods for ‘Godzilla Weed’ have been established by NH DOT. Resident Mark Graffam has forwarded the information.
The monthly report from the third-party electricity provider has been received, the District saved $473 in May. A forecast of electric prices and trends was also sent.
NH Municipal Association has sent the 2017 Know the Territory guide for elected officials.
NH Municipal Association has sent the Legislative bulletin and bi-weekly News Link.

10. Scheduled Appearances
11. Other Business

Mike Smith makes a motion to approve the quote from Garside Construction for repairs to the beams under the lodge. Ralph Lutjen seconds the motion. Discussion is held on the year to date expenditures for the lodge from the approved Warrant Article. Motion is called to a vote and the motion passed 3-0.

Gloria Aspinall has submitted a report on the beaches; picnic table needed at Eidelweiss Beach, nets for the basketball hoops at Eidelweiss Beach, filling of the area in front of the outhouse on Boulder Beach towards Eidelweiss Drive. Mike Smith makes a motion to approve Gloria Aspinall’s list of items up to $300. Ron Sandstrom seconds the motion and the motion passed 3-0.

Discussion is held on the installation of the new sign over the mailboxes. The sign will be lowered for better visibility from the road.

12. Public Comments

At 8:47 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/07/CM061917.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
June 19, 2017

The Board of Commissioners met at 8:00 am on Monday, June 19, 2017. In attendance were Commissioners Mike Smith and Ron Sandstrom. Also in attendance was Kelly Robitaille (hwy). The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

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 reports that a 65-foot culvert is needed to cross Jungfrau at #15, Cost is quoted at $1,405.00 Mike Smith makes a motion to approve up to $1,500 for a 65-foot, 18-inch culvert. Ron Sandstrom seconds the motion and the motion passed 2-0.
Kelly Robitaille reports that the dumpster is full and pick up will be ordered. Most of the remaining debris is wood. Kelly Robitaille adds that he would like to rent the dumpster again as an effective way to clean up the yards. A dumpster rental will be looked into again next year.
Mike Smith makes a motion to install the speed bumps on Eidelweiss Drive. Ron Sandstrom seconds the motion and the motion passed 2-0.
Kelly Robitaille states that the crew will be checking culverts today.
The boards will be replaced in the dam.
Roads and equipment are in good condition.
The draft letter to resident Ed Foley following last week’s visit to Grachen Extension is reviewed and discussed.
Information on Japanese Knotweed (Godzilla Weed) is reviewed and discussed. The information will be put on the website.
The Driveway Permit for Construction for 10 Presidential View is reviewed. Kelly Robitaille outlines that the driveway is along a sloped section of the road and a culvert is recommended. Mike Smith makes a motion to approve and sign the Driveway Permit for Construction for 10 Presidential View Drive with the requirement that a 20-foot, 15-inch culvert be installed. Ron Sandstrom seconds the motion and the motion passed 2-0.
The work order for the road from 30 Saint Moritz to the intersection with Basil is discussed. Paving this area would be the best solution to the drainage issues. Mike Smith makes a motion to sign work order 1139 for cleaning of culverts and grading Saint Moritz. Ron Sandstrom seconds the motion and the motion passed 2-0.

3. Water

Ian Hayes will be in attendance on July 11.
SCADA programmer Tom Therrien was in last week. The transducers have been placed in the Muddy Beach wells. The calibration of the DPW well meter was worked on.
Flood alarms for the pump houses will be followed up on.
Completion of the installation of the components for lightning protection will be followed up on.

4. Administration

A safety meeting will be held in July.
The motion log is presented. There are currently 5 open motions from within the last two meetings. All other motions have completed action taken.
A follow-up will be sent on the Highway job descriptions.
An Asset Management Committee meeting was held last week.
The water usage for May has been distributed. Usage is still high.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,251.60. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 2 checks in the amount of $4,600. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed; payment to the electrician for work at Oak Station and payment for the picnic tables. Motion is called to a vote and the motion passed 2-0. Mike Smith makes a motion to withdraw $4,000 from the Water System Capital Reserve Fund for payment of the electric work at Oak Station. Ron Sandstrom seconds the motion and the motion passed 2-0.

6. Minutes

The minutes of May 27 are reviewed. Mike Smith makes a motion to approve the minutes of May 27 as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.
The minutes of May 30 are reviewed. Mike Smith makes a motion to approve the minutes of May 30 as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.
The minutes of the non-public session of May 30 are reviewed. Mike Smith makes a motion to approve the minutes of the Non-Public Session of May 30 as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.
The minutes of June 6 are reviewed. Mike Smith makes a motion to approve the minutes of June 6 as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports
8. Signature Items

The letter to resident Ed Foley discussed during the highway report is presented. Mike Smith makes a motion to sign the letter to resident Ed Foley regarding the road review to Grachen Extension held last week. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

NH Department of Environmental Services (DES) has sent a ‘checkbox’ notice of compliance regarding the 2017 Water System Consumer Confidence Report (CCR). The element Sodium is not listed within the detected compound list. Other compounds should be showing a range for the results so that the results for both water sources are showing on the report. In discussion with the DES representative, all DES recommendations were placed into the report for next year’s CCR production.
Inquiries regarding the level of the ponds have been received. The location of the Loon’s nest as the guide for the water level until after the chicks have hatched is the response to all inquiries. A report of dead fish has not been able to be verified. The boards will be placed in the dam as the Loon chick has now left the nest.

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

At 8:35 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (e) Reputation. Ron Sandstrom seconds the motion. Motion is called via roll call Mike Smith yea, Ron Sandstrom yea and the motion passed 2-0.

At 8:46 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 Mike Smith yea, Ron Sandstrom yea and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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

The Board of Commissioners met at 8:00 am on Tuesday, June 13, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy) and resident Larry Leonard. Water Operator Ian Hayes joined the meeting at 8:30 am. Treasurer Dinah Reiss joined the meeting at 8:45 am. The meeting was taped for Madison TV by Tim Hughes.

At 8:00 am the meeting was called to order by Chairman Mike Smith on Grachen Road Extension. Resident Ted Foley joins the meeting for the road review.

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

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

3. Water

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

4. Administration

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

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 28 checks in the amount of $28,808.95. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes
7. Commissioners Reports

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

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

9. Correspondence

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

10. Scheduled Appearances

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

11. Other Business
12. Public Comments

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

Respectfully submitted,

Nancy E. Cole
Administrator

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

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

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

Water System

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

Roads

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

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

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

Respectfully submitted,

Nancy E. Cole
Administrator

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

The Board of Commissioners met at 8:00 am on Tuesday, June 6, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille and Jeff DeMartino (hwy). The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

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

3. Water

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

4. Administration

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

5. Accounts Payable

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

6. Minutes

7. Commissioners Reports

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

8. Signature Items

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

9. Correspondence

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

10. Scheduled Appearances
11. Other Business

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

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

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

12. Public Comments

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

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/07/CM053017.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 30, 2017

The Board of Commissioners met at 8:00 am on Tuesday, May 30, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance was Kelly Robitaille (hwy) and Treasurer Dinah Reiss (arrived 9:30 am). The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that five (5) beavers have been removed by the trapper. No additional activity has been noted. Ralph Lutjen makes a motion to end the trapping and reinstate if needed at a later date. Ron Sandstrom seconds the motion and the motion passed 3-0.
Jungfrau Road is discussed. The culvert installed at the construction at number 11 is not compliant with the Driveway Permit for Construction; 60 feet of culvert has been installed when 30 feet was permitted. The installed culvert is not effective; it does not slope downhill and is already filling with silt. Other drainage in the area is being affected by the construction. A culvert across the road may be the best solution at this property; the new culvert would be placed so the outlet is at the vacant lot that would be #10 Jungfrau. This lot is believed to be owned by the homeowner’s of 8 Jungfrau. Placing a culvert with an outlet at #10, would allow the road culvert that currently exits near the house at 8 Jungfrau to be removed. Ralph Lutjen makes a motion to send a letter to the owner of 8 Jungfrau requesting an easement to place a new culvert with an outlet at the lot at #10 and to remove the culvert at #8 with a copy of the letter to go to the property owner at #11. Ron Sandstrom seconds the motion and the motion passed 3-0.
The Driveway Permit for Construction for #11 Jungfrau is discussed. An amendment to the Permit would be needed to approve 60 feet of culvert being placed. Ralph Lutjen makes a motion to send a letter to the property owner for submission of a request for an amendment to the Driveway Permit for Construction with a waiver request for the extended culvert. Ron Sandstrom seconds the motion and the motion passed 3-0.
Drainage at the driveway for #15 is discussed. This driveway may need a culvert, however this would be difficult as the driveway is paved to the road surface. Mike Smith makes a motion to send a letter to the property owner regarding need for a driveway culvert and to have the driveway drainage grate replaced as it is not working. Ron Sandstrom seconds the motion. Discussion ensues on having the engineers review this area during have the engineers review and then formulate a letter to the property owner. Ralph Lutjen seconds the motion and the motion passed 3-0.
Kelly Robitaille reports that the new brushes have been received for the sweeper; the sweeper is being used today on asphalt roads. Kelly Robitaille states that he has not yet added gravel to the DPW II garage entrance until the concrete slab is poured behind the building. Securing the entrance to the DPW site is discussed; pricing will be obtained for a gate.
Ditching will be worked on for the Reinach side of the District.

3. Water

Water operator Ian Hayes will be in attendance next week.
An update to the SCADA programming for reading and recording of existing meters is scheduled for Friday.
The DPW well meter will be calibrated when Tom Therrien of Electrical Installation is on site for the SCADA updates.
The list for the isolation valves that Ian Hayes will use for checking areas for water leaks is expected July 1.
A motion was made at the Asset Management meeting to have the isolation valve list updated and submitted to Chad Roberge of Avitar Associates for mapping.

4. Administration

The next Asset Management meeting will be June 14th at 1 pm in the office. The team will be reviewing numbers for needed work on Asphalt roads.
A request for an amendment to a Driveway Permit for 14 Blinden is reviewed. Mike Smith makes a motion to send a letter to the property owner for proof of filed easement for drainage of the driveway culvert onto the property at 12 Blinden. Ron Sandstrom seconds the motion and the motion passed 3-0.
The owner of 10 Presidential View has submitted an application for a Driveway Permit for Construction. The copy of the certified plot plan with septic approval has not yet been received. Kelly Robitaille will be given the inspection form for review of the proposed driveway so that the inspection is complete upon receipt of the remaining plan.
Salt purchases for 2016/2017 winter have been calculated; 315 tons of salt were purchased.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 13 checks in the amount of $6,595.05. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of May 16 are reviewed. Ralph Lutjen makes a motion to approve the minutes of May 16 as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.
The minutes of May 23 are reviewed. Ralph Lutjen makes a motion to approve the minutes of May 16 as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen discusses drafting an update to the Beach Ordinance to require registration for canoe/kayak rack spaces. Mike Smith adds that there are already canoes and kayaks on the ground at the beaches. Many of the watercraft do not have owner information on them. Ron Sandstrom discusses posting the recent theft of kayaks from the racks with a statement of identification assisting in recovery and required by the Ordinance. Any watercraft not in a space should be removed by the end of June. Mike Smith makes a motion to post the website and canoe racks alerting persons of the recent thefts and to have owner identification on all watercraft by July 1 or craft may be confiscated. Ralph Lutjen seconds the motion and the motion passed 3-0.

8. Signature Items

Purchase order 191 is reviewed. Ron Sandstrom makes a motion to approve purchase order 191 for purchase of picnic tables in the amount of $625. Ralph Lutjen seconds the motion and the motion passed 3-0.
Purchase order 192 is reviewed. Ralph Lutjen makes a motion to approve purchase order 192 for purchase sweeper brushes in the amount of $500. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 193 is reviewed. Ralph Lutjen makes a motion to approve purchase order 193 for purchase of combination locks in the amount of $1,750. Ron Sandstrom seconds the motion and the motion passed 3-0.
Purchase order 194 is reviewed. Ron Sandstrom makes a motion to approve purchase order 194 for purchase of Sodium Hydroxide in the amount of $2,500. Ralph Lutjen seconds the motion and the motion passed 3-0.
The representation letter for the 2016 audit is reviewed. Mike Smith makes a motion to sign the representation letter for the 2016 audit. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Larry Leonard has sent a request to park his boat/trailer at the Huttwil parking lot for the season. Ralph Lutjen states that he is not in favor of seasonal parking. Ron Sandstrom discusses the information received that the boat was already in the parking lot prior to submission of the parking request. Mike Smith makes a motion to allow Larry Leonard to park his boat/trailer in the lot. Ron Sandstrom seconds the motion and the motion failed 0-3. Mike Smith makes a motion to notify Larry Leonard to remove the boat/trailer immediately. Ron Sandstrom seconds the motion and the motion passed 3-0.
Granite State Analytical has sent the testing for the Perflourinated Compound (PFC) testing recommended by NH Department of Environmental Services. No PFC’s were detected in the Eidelweiss water system.
Mark Graffam has sent a notice of a depression in Eidelweiss Drive at the base of Lugano where isolation valves are buried. The depression has been corrected.
NH Department of Environmental Services (DES) has sent a request to target 10 houses constructed prior to 1960 for addition to the lead and copper test site list. DES has been notified that the District does not have 10 houses constructed prior to 1960 on the water system. The test site list, as it currently exists, is acceptable to DES.
NH Municipal Association has sent the Legislative Bulletin. The State budget is pending approval in the House.
NH Municipal Association has sent the bi-weekly News Link.

10. Scheduled Appearances
11. Other Business

The office has been notified that a bird has nested in one of the outhouses at Geneva Beach. The nest has eggs; the outhouse has been closed until the eggs hatch and the birds can leave the nest.
Ongoing discussion has been occurring within the District regarding the level of the ponds. Notice has been sent that the pond levels have been set based upon the location of the Loon’s nest on the banking of Little Pea.
Beach raking and posting of the position for raking of the beaches is discussed. Discussion points include the lack of complaints and increase in compliments received since the DPW began to rake the beaches a couple of years ago.
Placing of the swim rafts for the summer is discussed.

12. Public Comments

At 9:35 am Mike Smith makes a motion to enter Non-Public Session in accordance with RSA 91-A:3, II (c), reputation. Ralph Lutjen seconds the motion. Motion is called via roll-call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Motions and votes of Non-Public session:

Mike Smith makes a motion to seal the minutes of the non-public session. Ralph Lutjen seconds the motion and the motion passed 3-0.

At 10:00 am Ralph Lutjen makes a motion to exit non-public session and adjourn the meeting. Mike Smith seconds the motion. Motion is called via roll-call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator