2019 Documents

•

VILLAGE DISTRICT OF EIDELWEISS
SEPTEMBER 2019 NEWSLETTER

In This Issue:

State of the Municipality

Canoe and Kayak Racks

Reinach water tank

Water System Update

Environmental Committee Update

Water meter analysis

Dam Management Policy

Electrical Upgrades to Pump Houses

Water System Seasonal Shut off

Road Equipment Update

EPOA News

Correction to August Newsletter

Upcoming Meetings

State of the Municipality

On September 28th, the BOC is hosting a “State of the Municipality” address.  This meeting will occur at 10am and is being held in the Lodge at the top of Oak Ridge.  Information on Water, Roads, Environment and Budgets will be presented.

Canoe and Kayak Racks

All canoes or any other watercraft of any description shall be removed from all storage racks no later than November 11th.  Any watercraft left on the beaches or on the storage racks after November 11th will be impounded and may be auctioned off or otherwise disposed of at the discretion of the Board of Commissioners. Should the owner of the craft claim the watercraft during the impound period of 180 days or prior to disposal, the owner will be charged a $100 fee for retrieval of the impounded craft.  

Reinach Water Tank

The Reinach Tank plans are on schedule.  The schedule is on the district website.

Water System Update

A leak was located on Interlaken Circle in early August.  Unfortunately, it was impossible to identify the exact location of the leak.  Many of the leaks in our water system originate in this general vicinity and the BOC wanted to investigate the possibility of replacing a large section of pipe rather than replacing one small leak.  By early September, the leak became more severe and it was decided that due to limited available funding, the only responsible option was to fix the leaking pipe and not replace a larger section. Because the leak grew, it was also easier to identify the exact spot of the damaged pipe.

Also, the BOC completed an application on behalf of the district for a grant from the NH Water Trust Fund.

Environmental Committee Update

The committee is working on three significant projects at the present time.  First, the outhouses on four of the VDOE beaches have not been “pumped clean” in many years.  The committee is working on a long-term plan and hopes to have something for the voters at the annual meeting.

The committee is also working to create a warrant article with the goal of having the voters decide on whether the VDOE should continue weekly beach testing.  The BOC does not support weekly beach testing but is eager to have all the information to present to the voters in March so that the voters can decide if they think this is a good expenditure of tax-payer moneys.

The third project being undertaken by the environmental committee is to address erosion and runoff at several of our public beaches. 

Water Meter Analysis

The commissioners adopted an official policy on September 17, 2019 with guidance from Rick Skarinka of DES, Drinking Water and Groundwater Bureau, and Stacey Herbold – Program manager for Water Use, Registration and Reporting.

In short, the VDOE would be ill advised to install water meters in homes within the district and would benefit more from “zone metering”.  Less than 20% of the entire water bill is allocated towards actual water usage.  The rest is allocated towards infrastructure costs.  As such, it makes no sense to spend hundreds of dollars each year to determine the best way how to bill water users an average of less than $70 worth of water.  To see the full policy and rationale, visit the VDOE website.

Dam Management Policy

The BOC made a concerted effort to keep the pond levels higher this year than in any recent year.  A new policy has been approved by the BOC and will be submitted to the state and Madison Fire Chief for approval.  Included in this plan is a request for the Loon Preservation Committee (LPC) to install a floating loon nest.

Electrical Upgrades to Pump Houses

Two of the pump houses in the district will be having their electrical systems upgraded this fall.  A third pump house will have it done in the spring.  Funding for these projects came from the reallocation of the bond money first approved in 2018 during the annual meeting and then reallocated during the 2019 annual meeting.

Water curb stop seasonal shut off

Seasonal shut off for winter will be available Monday, November 4, 2019 at a cost of $50.00.  Please contact the office to make an appointment.  You may choose to schedule your seasonal shut down at a different time at actual cost incurred by the District. 

Road Equipment Update

The grader is back in service and the new 5500 is outfitted and on the roads.

EPOA News

Thank you to the EPOA for the following projects & contributions:

-Repairing the fencing around the playground and maintaining & painting the swing-set this fall. 

-Purchasing 2 additional speed bumps for Eidelweiss Drive to be installed near Boulder Beach next year.

-Ongoing landscaping & gardening at multiple locations and VLAP pond testing this past summer.

-Presentation on Pond Health & Invasive Aquatic Plants by NH State Biologist was on Sat 9/14.

-UPCOMING EPOA EVENTS

-Italian Shared Dinner on 10/12  

-Fall Foliage Coffee & Donuts on 10/13 

Correction to August Newsletter

The capital reserve funds update stated that the Water Tank CRF has a balance $40,842.  It neglected to also state that $20,000 would be added to the fund this year.

Upcoming VDOE Meetings

Check the VDOE website for all meetings & locations.

•

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

September 13, 2019 DRAFT

The Board of Commissioners met at 9:00 am on Friday, September 13, 2019.  In attendance were Commissioners Adam Leiser and Kathy Koziell.        

At 9:07 am Commissioner Adam Leiser calls the meeting to order.   

Adam Leiser makes a motion to call Jay Buckley.  Kathy Koziell seconds.  Motion passed 2-0.  Commissioner Jay Buckley joins the meeting by phone.    

The application for the Drinking Water/Groundwater Trust Fund is reviewed and discussed.  Adam asks Jay for feedback on the document.  Jay outlines public entity, not private as marked on the application.  Jay questions amount requested.  Adam outlines that amount requested is for approved amount plus the amount requested from the State.  Dollar amount requested is half of what VDOE raised.  Discussion on trust fund as offset to cost of tank, not addition to it.  Discussion on process of developing the numbers on the forms.  Jay Buckley discusses approved project at $870,000.  Other upgrades are separate; total of needed upgrades is more than amount listed.  Project information outlines Reinach tank.  Adam states in broad sense, loop feed loans could include other lines.  Jay Buckley states stay with amount approved.  Warrant article states authority to apply for $869,400.  Adam Leiser states disagrees; thinks amount can be changed to the $1,305,000 shown on application.  Nancy Cole states this is beyond authority approved if funds are for Reinach tank.  Adam Leiser outlines future approval by voters may or may not be gotten and does not want to risk funding.  Jay Buckley states stay with approved project.  Adam reiterates funds should be above and beyond Reinach tank, not as an offset.  Jay Buckley no longer on phone to allow for a call to engineer Chris Albert.  Adam Leiser makes a motion to call Chris Albert.  Kathy Koziell seconds.  Motion passed 2-0.  Chris states funds requested above and beyond current approval.  Chris reviews adding PRV’s, isolation valves and pipe replacement to project description.  Discussion on requesting a lower amount is held.  Adam Leiser outlines ability to take care of priorities for the water system; for $250,000 priorities 1 – 2 and 4 could be done.  Discussion on future funds and uncertainty of approval.  Task 3 is pipeline replacement.  This will need separate funding going forward.  Requesting $350,000 is discussed.  Adam questions if all or nothing or is there option for partial.  Chris outlines that Trust does not have an appeal provision.  Chris outlines $250,000 would be 25%; this is a good ratio for requesting grant funds.  Holding a special meeting for allowing expenditure of the funds is discussed.  Holding for Annual Meeting is discussed as proper procedure for obtaining authority to expend. 

Adam Leiser makes a motion to call Jay Buckley back.  Kathy Koziell seconds.  Motion passed 2-0.  Jay rejoins by phone.  Kathy summarizes show State we have the awarded funds and CRF funds, maximize ratio for showing skin in the game.  Lowering amount will increase chances of receiving award.  Project description will be increased to show other needs.  Adam states $250,000 is good amount to get other projects completed.  Jay outlines taking a chance for funding is good.  Adam recommends $295,000 for application amount.  Adam Leiser makes a motion to request $295,000.  Kathy Koziell seconds.  Motion passed 3-0.  Adam Leiser motion allow Chris Albert to submit for VDOE.  Kathy Koziell seconds.  Motion passed 3-0. 

Adam Leiser calls Chris Albert back.  Adam Leiser allowed talk to Chris.            

At 9:50 am Kathy Koziell makes a motion to adjourn the meeting.  Adam Leiser seconds.  Motion passed 2-0. 

Respectfully submitted,

Nancy E. Cole

Administrator  

•

                             Board of Commissioners            Village District of Eidelweiss                  1680 Conway Rd Box 1027                            Madison, New Hampshire 03849                                           603-367-9022

WATER SYSTEM METER COST ANALYSIS

For decades, some property owners within the Village District of Eidelweiss (VDOE) have supported the installation of water meters for every property that is connected to the district water system.  At times, this has been a contentious issue.  The intent of this official statement from the Board of Commissioners is to put this debate to rest so that a divisive issue can be put behind the district.

This official policy was crafted in July 2019 by the commissioners with guidance from Rick Skarinka of DES, Drinking Water and Groundwater Bureau, and Stacey Herbold – Program manager for Water Use, Registration and Reporting.

During the 2019 VDOE annual meeting of 2/23/19, the voters approved a total water budget of $225,755 which has been in line with the water budgets of recent years.

Of the $225,755 that was raised for the water system (does not include the new Reinach Tank because that expense is coming from taxes), all but $32,000 are fixed expenses affiliated with having a water system.  These expenses must occur regardless of the quantity of water that is actually used by any home connected to the water system and are therefore a fixed cost that must be shared equally.  The value in our water system comes from having water available in a home at any time.

Our district has approximately 470 homes connected to the system.  That means the total variable cost for water averages less than $70 per home.  For the district to put in meters to determine a “fair” way to raise $32,000 when the most any single property owner could save is less than $70 annually does not make fiscal sense.  The meter alone is hundreds of dollars per house and in some cases would be far greater than that.  These meters would need to be installed ($300+ per home), monitored, and billed.  The district would be better off spending this money on repairing water lines and other upgrades to our system than it would be in determining the “fairest” way to allocate less than $70 worth of water.

This document accepted by the Board of Commissioners on September 19, 2019. 

Adam Leiser

Kathy Koziell

Jay Buckley

•

Environmental Committee VDOE September 16, 2019 DRAFT

Committee members in attendance:  Paula Doyle, Patti Aliventi, Jane Gunn, Adam Leiser, Larry Leonard 

Public in attendance: Meta Stahlberg

Meeting was not filmed                Call to order 8:05pm

Motion to approve the 8/29/19 minutes – Adam made – second by Paula – 3-0

Patti and Jane don’t vote because they were not in attendance at that meeting

Report is 172 feet from the water to the rocks at cul-de-sac on Porridge Shore

Sand can’t be added except at the very end of the path to the beach and even that requires permission from abutters because area is less than 40 feet wide – Gravel can be added

Peter Cooperdock is coming tomorrow to meet with Beth Gagnon, Meta Stahlberg, Jane Gunn, Donna Lane and Adam Leiser

Meta summarizes a conversation she had with Ron Briggs

Algae fungus is starting to spread in the ponds.  Meta and Jane both report seeing a lot of it.  The algae is brown and looks like “cotton candy”.  Jane recommends scooping it out.  It’s not harmful to dogs.  Supposedly a pool skimmer is necessary to remove this.  Patti says she will research it and get more information for the committee.  Larry says it looks like fish eggs.

Adam reports that Donna Lane wants to help us with watershed assistance grant.

Paula asks “what problem are we solving”?  Explanation is that water runoff is hurting our ponds.

Larry and Paula state that we are “looking for a problem”.

The committee wonders if Porridge Shore should simply be a boat launch. 

Patti reports she’s done a lot of research on beach water testing:  e coli is in the water and we are actually testing for the level not for presence.  Patti reports the testing time frame doesn’t help us.  Jane says nobody else does weekly testing. 

Adam asks Patti for a timeline of testing.  Patti says she’s working on it.

Patti reports that Nancy has not yet sent her the contract for the water testing.

Larry reports no new data. 

Paula has not yet heard from the UNH stormwater management person.  Paula to call instead of email.

Paula asks if the brine sprayer is working?  Adam reports that he thinks he asked the DPW and the answer is yes.

•

Agenda for September 19, 2019

  1. Call to order 8:00 am  
  • Approval of the agenda

     Review of Actions, Projects and Issues List    

  • Administration:  CM082419, CM090519, CM090919, CM091319, CM091719, phone updates, water non-pay disconnection notice
  • Accounts payable: $3,260.00 - 2 checks
  • Signature Items: MS 434, Dway construct 5 Middle Shore, Dway construct 22 Interlaken, Dway construct 7 Chocorua View, Little Loop PBN, Ackert - decline rocks, Dam management policy, 47 Eidelweiss Drive drainage, 1 Little Loop drainage, 2 Little Loop drainage,
  • Commissioners Reports:
  • Correspondence:  1 Little Loop drainage, 2 Little Loop drainage
  • Scheduled Appearances:
  • Public Comment:
  1.  Other:  Sept 28 meeting – 2020 projects and future funding for VDOE capital needs, upcoming meeting schedule

Non-Public session; RSA 91-A:3, II (a) employment matters

Adjourn 

•

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

September 9, 2019

The Board of Commissioners met at 7:30 am on Monday, September 9, 2019.  In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley.  Also in attendance was Kelly Robitaille.  The meeting was filmed for Madison TV.                                

At 7:30 am Commissioner Adam Leiser calls the meeting to order.   

1. Agenda

Meeting with Highway Foreman, no agenda presented. 

2. Highway Department Report 

Kelly Robitaille reports backhoe service has been done.  Backhoe needs a new cutting edge.  $385.  Adam Leiser makes a motion to allocate up to $400.  Jay Buckley seconds.  Motion passed 3-0.  Kelly Robitaille states preliminary numbers for replacement of 7400 would be over $200,000.  Kelly’s recommendation is to replace F-550.  Adam Leiser states that he is now in agreement for replacement of the F-550.  Would still like to see a quote for replacing the 7400 for reference.  Replace F-550 on warrant for 2020.  Kelly asks how Board is going to operate; sates that requests from one commissioner should be done by a vote from the Board.  States best if meet weekly to get direction from Board, not just one Commissioner.  Adam asks if he has received requests from individual commissioners; Kelly states yes.  Kelly outlines discussions in public meetings that have reflected negatively on him.  The Board should be controlling this and not allow continued public discussions on employment matters; especially when he is not there.  Kathy Koziell states that Board should do better controlling these discussions.  Outlines some is reactionary from prior issues.  Kelly outlines establishment of the regulations from experience.  Outlines use of local shop for outfitting allows for repairs to be done locally.  Discussion on support from Board.  Adam states that he “had Kelly’s back” on Thursday night.  States not on Kelly, on Jay as liaison.  Kelly outlines has met 5 times since this Board was elected.  Jay apologizes for missing Thursday night.  Jay gives DPW report during Commissioners report, was not there to present the information last Thursday.  Adam outlines Jay could have sent an email.  Kelly outlines that emails without discussion and explanation does not work.  Discussion during meetings has come across very negative for the highway.  Highlights need for DPW to meet with Commissioners.  Kelly states has a full calendar until winter outfitting.  Was hoping for some sort of approval on the projects in order to be able to do the work this year.  There are 5 weeks of work for crew with the asphalt and gravel road articles.  Road grading is needed everywhere.  Needs a weekly meeting to keep everyone informed on the status of equipment and projects.  Jay Buckley recommends the Board meet with Kelly once per week.  Adam Leiser makes a motion to meet Tuesday morning at 8 am with the highway department.  Jay Buckley seconds.  Motion passed 3-0.  Adam Leiser makes a motion to ask Kelly to come up with a hard number for a replacement of F-550.  Jay Buckley seconds.  Kelly states November.  Agreed.  Motion passed 3-0.  Kathy Koziell states timeline inclusion is important for establishing expectations.  Kelly asks about third person.  Board states OK to use Tony as part time help.  As warrant articles are worked on, other roads in that area will be done.  Kelly discusses lack of time for ditching the roads.  Adam discusses allowing a Saturday.  Kelly states one road per day.  Discussion on ditching needs.  Adam Leiser makes a motion to have Kelly report next Tuesday for timeline to do the work.  Jay Buckley seconds.  Motion passed 3-0.  Adam Leiser makes a motion to take rafts out when time allows.  Jay Buckley seconds.  Motion passed 3-0.  Kelly discusses plan to do the asphalt work the week of 9/16.  Has roller rented for 9/16.  Anticipates two weeks use.  Kelly outlines renting blower for leaf cleaning on roads; will need for a week.  Kelly outlines available unit for $200 per day.  Would like Board to consider.  Discussion on renting blower.  Will have estimate for days for next week. 

Adam asks for expenses for rest of this year; that was already done.  Adam questions routine maintenance numbers and if Kelly would put together.  Kelly outlines ability to put this together; would take a lot of work and could not be relied on specifically.  Jay Buckley outlines cost review and then review with Kelly.  Kelly states would be better to do that way.  Kelly outlines variables that are included and inability to estimate those factors.  Adam continues review for next Tuesday and outline of presentation for Sept 28.  Kathy outlines meeting as preliminary review with residents.  Adam discusses whirl-a-way and requests physical demonstration of unit.  Kelly recommends using both pumps; the one that gets rented and the one that VDOE owns.  Kelly outlines whirl-a-way is used for a 100% jam.  Using on a partially blocked culvert doesn’t work as water comes back and does not remove debris.  Adam reiterates using the whirl-a-way only when 100% blocked; Kelly verifies that is correct.  Question on culvert at 47 Eidelweiss Drive; culvert was cleaned when highway did the work; whirl-a-way was not used. 

Jay Buckley outlines that the replacement of Bristenstock culvert as completed. 

Back yard DPW cleaned.  Metal returned.  DOL inspection last week. 

Jay discusses that Thusis culvert has not dried; may use pump to dry the area to get a view of the pipe. 

Crack sealing is getting done. 

Adam highlights that Jay’s report would have been helpful last Thursday. 

Pumping of puddle to view Thusis is discussed. 

Discussion on Bristenstock culvert not having a solid bottom when removed.  Probable that Thusis area culvert is in same condition.  Discussion on final project; placement of rip rap at outlet.  Discussion on beach and possibility of creating a perched beach at this location is held.  Adam outlines holding on this project and incorporating funds into beach upgrades via one comprehensive plan.  Jay outlines storm water management being handled separately.  Right now, the plan has erosion capture that will benefit the area; believes culvert under Eidelweiss Drive should be replaced.  Kelly outlines closure of Burgdorf due to water under the road from where the culvert is separated; could happen under Eidelweiss Drive.  Contacting homeowner for boundary line easement is discussed by Jay Buckley. Adam says one commissioner approach has worked; approach not working is outlined.  Written contact with property owner for benefit of VDOE is recommended.  Ability to schedule this project this year is discussed.  Jay Buckley makes a motion to write letter for use of boundary line ROW with discontinuation of existing pipe under driveway.  Kathy Koziell seconds.  Motion passed 2-1 with Adam Leiser against sending a letter. 

Jay Buckley makes a motion to allow him to work with Kelly on clearing the Thusis at culvert for ability to check bottom of culvert pipe.  Kathy Koziell seconds.  Motion passed 3-0.

47 and 49 Eidelweiss Drive are discussed.  Jay outlines water from the driveways and the erosion in the area.  Kelly recommends paving driveway at 47 with proper direction to enter existing drainage.  Will depend on how homeowner wants to repair driveway.  Current culvert goes under 47 and 49 driveways.  Kathy Koziell outlines water flow and rivulet that shows the manner in which water is flowing.  Kelly outlines basin and two culverts; but is not fixing road; fixing driveway drainage.  Probable cost of $2,000 is outlined by Kelly Robitaille.  Adam motion Kelly Robitaille right up proposal for material for next Tuesday.  Kathy Koziell second.  Motion passed 3-0. 

Adam discusses putting together a letter to the property owner of 47 Eidelweiss Drive outlining plan for possible solution and recommend property owners can discuss with Board.  Adam outlines placing a grate at 49 to stop water flow.  Kelly states will flow into basin.  If does not work, approach 49 for a possible grate at that time. 

Little Loop is discussed.  Adam Leiser recuses himself.  Kelly states trees have been marked.  Tree service needs to be engaged.  Updated drawing keeps crew from needing to enter private property and believes will rectify the situation of the drainage in the area.  Cost difference between modified proposal and engineered drawing shows approximate $2,000 savings.  Discussion on drainage on Little Loop.  Other areas on road also need to be addressed.  Adam Leiser questions difference on view of property line between drawings.  Kelly Robitaille states header will be at road and some rip rap.  Adam Leiser states support as property owner.  Need for a culvert at 26 Little Loop is discussed.  Grading of road is needed and can be done.  Adding a basin to catch water flow near #1 can be looked at going forward. 

Adam Leiser leaves meeting at 8:48 am.

Discussion on scheduling for the Little Loop project is outlined.  Encumbering funds to keep the monies committed to Little Loop is discussed; other roads may be a higher priority.  Engineering for establishing drainage on the entire road is discussed as needed. 

Jay Buckley makes a motion to move forward with the modified design for drainage at 3, 4 & 6 Little Loop with appropriating $150 for permit. Kathy Koziell seconds.  Motion passed 2-0. Kathy Koziell makes a motion to notify 4, 6 and 3 Little Loop property owners of project approval.  Jay Buckley seconds.  Motion passed 2-0.  Jay Buckley makes a motion to allow Kelly Robitaille to order materials for the Little Loop project and engage Barry’s Tree service for tree removal.  Kathy Koziell seconds.  Motion passed 2-0.

Jay Buckley discusses warrant articles and needs for VDOE roads going forward.  Eidelweiss Drive and option of placing an overlay is discussed.  Shim is intended for this year.  Next year would be ideal for an overlay.  Jay Buckley discusses permission for working with Kelly Robitaille on next year’s warrant articles. 

Jay Buckley makes a motion to allow him to update the road portion of CIP to make a better tool for use by VDOE.  Kathy Koziell seconds.  Motion passed 2-0.                                      

At 9:08 am Kathy Koziell makes a motion to adjourn the meeting.  Jay Buckley seconds.  Motion passed 2-0. 

Respectfully submitted,

Nancy E. Cole

Administrator