2022 Documents

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Eidelweiss Public Hearings

5/14/2022

There were approximately 55 people who attended the public hearings.
43 people signed in on the sign-in sheet. Commissioners, Ralph Lutjen, Michael Smith, and Jay Buckley were present.
The meeting was called to order by chairman Ralph Lutjen at 9:08am.

MOTION: JB makes a motion to open the public hearing on the Beach Ordinance, MS seconds, PASSED 3-0.
Ralph Lutjen reads the ordinance that was presented by Nick Borelli and Paul McKenna.
Nick Borelli is asked to explain the changes and reasoning. Nick explains that the beaches are overcrowded during the summer months and how parking of vehicles is limited forcing many vehicles to park in the streets near the beaches. This street parking can block of emergency vehicles from getting through Nick states. Rich Gordon of Rock House Mountain Association states that many members of his association in Conway have deeded beach rights to Eidelweiss beaches.

Kim Hare mentions that it may work if each household had 1 or 2 beach passes and that any guest could use them to park at the beaches. She states that having to always accompany a guest/family member at the beach just won’t work. Ken Koop states that having to accompany family/guest members is not sensible and that guests should have accommodations to go to the beaches.
Kevin Flynn reads letter from Paul McKenna (who could not be at the meeting)

Denise Brown asked why we can’t regulate our beaches like Madison regulates the beach at the foot of Silver Lake. Barry Conolly from Rock House Mountain was in opposition to the proposal. Dinah Sharon was in opposition to the prohibitions of guests/family using the beaches.
Paula Doyle spoke and said this proposal is really targeted against short term renters from using the beaches. The audience broke out into applause for her statement. Paula stated that STR’s have become a divisive issue in the District and people should volunteer to come together and work on solutions and not to try to pit one side against the other.
Chris Fogarty was in favor of one pass per property that can be used by anyone using that property.
Kathy Koziell states that this proposal wording comes directly from the Madison restrictions to the use of the beach at the foot of Silver Lake.

Phil Barlow, states his opposition to the proposal and says that cars dropping beach goers off at the beaches will likely cause more traffic and safety issues that current policy.
Meade Stalberg states that a parking pass may help but only if it can be used by all including STR’s.
Renee Herendeen asks for a show of hands as to who is opposed to this beach ordinance proposal; approximately 50 hands were raised (The vast majority in the room).
Bill Braird states he is a retired full time fire fighter and reports that he has spoken to 4 members of the Madison Fire Department and that never has there been an issue with emergency vehicles getting passed the beach areas due to overparking conditions. The new proposal will likely cause more safety issues. Gail DeAlmo was in favor of passes for family members, guests, and owners. Multiple passes.
John Herendeen asks how this would be enforced if people can’t be ID’d on the beaches. John states this is an “embarrassment”.
The audience wanted to know how a final decision would be made and how they would find out about the decision.
MOTION RL makes a motion to end the public hearing on Beach Ordinance. MS seconds. Motion PASSED 3-0

MOTION JB makes a motion to open the public hearing on the Highway and Parking Ordinance. MS 2nds. PASSED 3-0

RL reads the proposed changes. Ralph talked about the congestion at the Huttwil parking lot. Steve Hare points out that the proposal conflicts with the current section 4 re: section for trailers.
Ken Koop states this proposal is overdoing it. Kathy Koziell asks if there is really a congestion problem and states the most vehicles that she has seen there in the lot is approximately 8 vehicles during a snowstorm. She states the lot has a far greater capacity than 8 vehicles. Kathy states that better signage would alleviate some of the concerns by requiring that all vehicles parked there MUST be registered. Kathy suggests a seasonal pass for ski mobile trailers and boat trailers. Other sate that is a great idea enabling the District to know who’s vehicles are there.
Larry Leonard stated the Great Northern promised all property owners that the parking lot was for them and the vehicles that they could not fit onto their lost due to terrain or lack of space on the lot.
John Connolly states that the lot should be available to all vehicles as long as they are registered.
Greyson Merrill stated that he drives a commercial vehicle which he sometimes parks at the Huttwil lot. He warned people that many of their neighbors drive commercial vehicles to deliver goods and services to their homes and stores. Banning such vehicles will only make it less convenient for those neighbors who rely on commercial vehicles for deliveries and services. Jennifer Merrill states that restricting contractors/commercial vehicles does not solve the appearance problem, but rather it’s the reputation of the commissioners that has the bad appearance.

Bill Braird states that he sees no problem at the Huttwil parking lot and does not support the proposal to change the ordinance, He claims that the hilly terrain and narrow streets would be a worse and unsafe place to park overflow vehicles.

MOTION RL makes a motion to close the public hearing on Highway and Parking Ordinance, MS 2nds. PASSED 3-0.

MOTION JB makes a motion to open the public hearing on the Driveway Ordinance, 2nd by MS. PASSED 3-0
Discussion on proposed changes to restrict the design and construction of septic systems that may be beneath driveways from being too close to the water mains in our roads.
Very little discussion.

MOTION MS makes a motion to open the public hearing on the Water System Ordinance, RL 2nds PASSED 3-0

RL reads the changes; Water connection fee goes from $8,000 to $10,000. Restrictions on proximity of Septic System to Road/Water Main. Little discussion on the matter. JB mentions that a resident pointed out that the current proposal does not address that some of our water comes from a source outside the District boundary and is pumped into the District and that resident proposed that we include in the language that “water shall not be distributed outside of the District”
MOTION RL makes a motion to close the public hearing on proposed changes to the Water System Ordinance, MS 2nds. PASSED 3-0.
MOTION to adjourn by MS, 2nd by RL. PASSED 3-0 at 10:44

Respectfully submitted,

Jay Buckley

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VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday May 10th, 2022

The Board of Commissioners met at 9:00am on Thursday May 10th, 2022.

In attendance for the public meeting are Commissioner Jay Buckley (phone), Commissioner Mike Smith, Commissioner Ralph Lutjen, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator, Kelly Robitaille-DPW Foreman, Dinah Reiss, Ian Hayes, Doug Prescott & John Cancelarich.  

Meeting videotaped by Carol of Madison TV

At 9:00 am Commissioner Ralph Lutjen calls the meeting to order

Public Meeting

Mike Smith makes a motion to approve the agenda, Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion to approve the Minutes of 5/5/22, Jay Buckley 2nds, Mike Smith makes an amendment to some spelling errors, Jay Buckley 2nds amendment, passes with amendment 3-0.

Ralph Lutjen makes a motion to approve the sealed Non-Public Minutes of 5/5/2022, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the Operating Account manifest of $7,809.89, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the Water Assessment Fund manifest of $5,498.71, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the Water Project Account manifest of $1,340.00, Jay Buckley 2nds, passes 3-0

DPW

DPW did the dig with Simply Water on 5/9/22, all day dig, not complete.

Purchased the Basin for the culvert on Little Shore Drive.

Kelly Robitaille comments there is a driveway going in on Appenvel Way but doesn’t recall a driveway permit being pulled. Office to investigate this.

Has a 2nd paving company coming out on Sunday to give a quote on Klausen.

Administration

Discussion on 2021 Audit, 2020 Audit is complete just waiting on the final binder to be sent.

Discussion on EPOA being out of the Lodge by June 1st. Doug Prescott comments that they have all the construction materials and will start construction in the next week. They have not started the move but will be out by June 1st. Need to find volunteers to help with the move.

Jay Buckley asks if Kelly Robitaille has looked at the vinyl shed yet, Kelly Robitaille responds that he has not had the time.

Kelly Robitaille mentions that everything will be out of the Lodge that belongs to the VDOE by tomorrow 5/11/22.

Discussion on beaver dam email from Steve Doyon from DES. Alexis Wagoner reads email response from Steve Doyon.

Mike Smith makes a motion to send a certified letter to the homeowner where the beaver dam is located, Jay Buckley 2nds, passes 3-0

John Cancelarich comments on the beaver dam, he does not feel that it is affecting shoreline structures. Ralph Lutjen reads an excerpt from the Loon Preservation letter. Ralph comments that the Commissioners will look at all aspects and correspond to the state.

Ralph Lutjen makes a motion to alter the letter and say we are considering removing the dam, Jay Buckley 2nds, passes 3-0

John Cancelarich comments that we need to look at all aspects and how it effects the environment and the people who live there.

Discussion on 4 Chocorua View Drive, Bob Boyd has been in touch and the tents have moved off the property.

Jay Buckley comments on how the Commissioners should be made aware of situations like that immediately.

Discussion on cleaner. Kelly Robitaille states he will remove the locks from the outhouses and the only key will be on the toilet paper holders. Alexis Wagoner asks if the cleaner can have flexibility and clean on Sunday and Thursday nights instead of Monday and Friday mornings.  Board says that’s no problem. Agreed initial clean for the outhouses will be $35 per outhouse and the cleaning will be done on May 27th.

Discussion on leaving an outhouse open year-round.

Mike Smith makes a motion to bring up year-round outhouse after Labor Day, Ralph Lutjen 2nds, passes 3-0

Discussion on Dam EAP. Changes made to the EAP from Jay Buckley’s email to Nathan. Ralph Lutjen suggests Jay Buckley inform the Board when contacting contractors and incurring costs.

Ralph Lutjen makes a motion to approve the latest version of the Dam EAP, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion at 9:38am to go into Non-Public for RSA 91-A:3, II (c).  Jay Buckley seconded.  Motion Passed 3-0.

Jay Buckley makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (c) and return to public meeting at 10:13am.  Mike Smith seconded.  Motion Passed 3-0.

Public session reconvened at 10:13am

Ian Hayes from Simply water explains that they excavated the supposed leak at the corner of Little Shore and Eidelweiss Drive, they found 2” pipe leading into 3” pipe and no water leak. Found another 3” old broken abandoned pipe under the 8” main running down Little Shore which had replaced the old 3” main. He believes the ground water got into the abandoned 3” pipe and pressure built up causing the water to come to surface. They dug 10’ of pipe and no water leak was detected. He suggests waiting until they do leak detection and have someone come in and listen at multiple points to determine where the water is coming from. In the past this has been the best course of action. If there is a leak that is damaging or detrimental to the system, then we will handle it but not go actively looking for water leaks. A water main replacement needs to be considered in the future if you would like a leak free system. Ralph Lutjen comments that the meeting on Saturday lacked a priority list. There was discussion on the 2005 Master Plan and the priority was replacing the 2” water lines. Ralph Lutjen suggests Ian Hayes participates in the next AMP draft to give input and possibly sit in on the Water Committee Meetings. Further discussion on the water system and need for repairs in the future.

Mike Smith makes a motion to address an emergency action repair CRF for the next annual meeting, Ralph Lutjen 2nds, passes 2-1.

Ian Hayes suggests going back to the plan regarding the gate valves.

Discussion on the bleeders and waiting/watching wet spots.

Ian Hayes is going to coordinate leak detection with Granite State and let the office know when that will be taking place.

Discussion on Reinach Project email exchange with Dawson.

Ralph Lutjen makes a motion to send a response to Dawson that they have not provided reasonable evidence regarding the transfer switch and that we will be purchasing it on our own, Mike Smith 2nds, passes 3-0

Further communication with DES and Jones & Beech to inform them we are ending the contract.

Mike smith makes a motion to sign the Letter to Dawson out of session once feedback comes in, Ralph Lutjen 2nds, passes 3-0

Ralph Lutjen states he is meeting with the office to discuss the Reinach tank project tomorrow. Discussion on the item #’s that went through the Operating account.

Ralph Lutjen makes a motion to sign the letter to the Madison Fire Department, Mike Smith 2nds, passes 3-0

Mike Smith makes a motion to sign the letter to 23 Huttwil Drive, Ralph Lutjen 2nds, passes 3-0

Ralph Lutjen makes a motion for a TAN Loan in the amount of $250,000, Mike Smith 2nds, passes 3-0

Ralph Lutjen makes a motion to sign the TAN Loan documents, Mike Smith 2nds, passes 3-0

Commissioner’s Concerns/Reports

Discussion on public hearing on 5/7/22, Jay Buckley states there were 9 people in attendance and that the meeting went well. Dinah Reiss comments that she felt that Luis Adorno’s loan presentation was not appropriate for the meeting. Ralph Lutjen discusses the grants. Jay Buckley discusses growth within the district. Mike Smith discusses that the water committees need for roads to be included in the water main repairs.

Mike Smith discusses the ordinance hearing coming up on 5/14/22.

Discussion on the 91-A request from Mike Smith to the Water Committee.

Discussion on how long a public comment can be at a public hearing, up to the Commissioners but NHMA recommends between 3-5 minutes. Board agrees on 2-minute speaking time.

Discussion on the DWSRF grant. Mike Smith requests Jay Buckley sends the office the backup information.

Ralph Lutjen makes a motion to extend the meeting until 12pm, Mike Smith 2nds, passes 3-0

Continued discussion on the DWSRF Grant.

Ralph Lutjen makes a motion to modify the loan amount to $500,000, Mike Smith 2nds, wants to see back up and amounts for specific projects. Only have 2 years to complete the project. Ralph Lutjen rescinds his motion.

Mike Smith makes a motion to contact the state and withdraw the application for review, No 2nd.

Ralph Lutjen makes a motion to have the office sign up for a portal account, Mike Smith 2nds, passes 3-0

Mike Smith comments on the water level at Little Pea Pond and how it is too high for the loons to nest.

Mike Smith makes a motion to pull 10” board and replace it with a 5.5” board, Ralph Lutjen 2nds, passes 2-1

Jay Buckley states “The VDOE is taking on liability for loss or property and life by not listening to the recommendation by the fire chief Richard Clark”

Ralph Lutjen discusses the draft AMP plan. Questions where the priority list is and what practice should be employed, SMART or BMP?

Mike Smith makes a motion to sign the transfer request of $385.75 from the Water Assessment Fund to the operating Account, Ralph Lutjen 2nds, passes 3-0

Review of the NHWWA Spring Journal, Eversource April electric usage & beaver dam emails.

Discussion on the FEMA hazard Mitigation Grants for the dam at Little Pea. Doug Prescott mention that they are paying up to 90% of costs on grants.

John Cancelarich comments on the beaver dam once more.

NON-PUBLIC MEETING

Mike Smith makes a motion at 11:52am to go into Non-Public for RSA 91-A:3, II (d).  Ralph Lutjen seconded.  Motion Passed 3-0.

Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (d) and return to public meeting at 12:14pm.  Ralph Lutjen seconded.  Motion Passed 3-0.

Mike Smith makes a motion at 12:14pm to go into Non-Public for RSA 91-A:3, II (L).  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (L) and return to public meeting at 12:22pm.  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion to have Donna and Alexis attend Saturday’s meeting, Ralph Lutjen 2nds, passes 2-1

Ralph Lutjen makes a motion to adjourn at 12:25pm, Mike Smith 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

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VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday May 5th, 2022

The Board of Commissioners met at 9:00am on Thursday May 5th, 2022.

In attendance for the public meeting are Commissioner Jay Buckley, Commissioner Mike Smith, Commissioner Ralph Lutjen, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator, Kelly Robitaille-DPW Foreman & Dinah Reiss.  

Meeting videotaped by Carol of Madison TV

At 9:01 am Commissioner Ralph Lutjen calls the meeting to order

Public Meeting

Mike Smith makes a motion to approve the agenda, Jay Buckley 2nds, Jay Buckley makes an amendment to add a non-public at the end of the meeting RSA 91-A:3II(L), Mike Smith 2nds, passes 3-0.

Jay Buckley makes a motion to approve the Sealed Non-Public minutes of 4/26/22 & the Minutes of 4/26/22, Mike Smith 2nds, passes 3-0.

Mike Smith makes a motion to approve the Operating Accounts manifest of $18,763.05 which includes the Payroll manifest of $7,718.80 Jay Buckley 2nds, passes 3-0

DPW

Mike Smith makes a motion to sign the driveway permit for operations at 18 Bristenstock Drive, Jay Buckley 2nds, passes 3-0

Discussion on Klausen Road paving estimate of $48,740 which includes the intersection at the bottom. The Warrant Article is for $50,000. Kelly Robitaille asks if we can use the full $50,000 to extend the asphalt as far as possible without going over the $50,000.

Mike Smith makes a motion if no other estimates come by May 15th, then we go with Bryant Paving, Ralph Lutjen 2nds, passes 3-0.

Discussion on dock replacement. Possible relocation of the dock from Porridge Shore back to Boulder Beach.

Jay Buckley makes a motion to move the dock from Porridge Shore to Boulder Beach, Ralph Lutjen 2nds, passes 3-0.

Discussion on Backhoe. 2 Radiators had to be replaced there was rot between them. Cost around $3,800 for parts and it was repaired in house.

Discussion on the dry hydrant email. NFPA 1142: Not less than 2’ of water above the strainer and not less than 1’ below the strainer. NFPA was not approved for the Boulder Beach strainer. Mike Smith states the water levels are way too high right now. Also, the Madison Fire Department has not yet responded to our letter sent out a few weeks ago.

Ralph Lutjen makes a motion to make a request to the Madison Fire Department to respond to our previous request, Mike Smith 2nds, passes 3-0

Discussion on measurement sticks, possibly put one at Muddy beach instead of Thusis.

DPW has moved most of the things out of the Lodge, things should be completely removed by tomorrow.

Administration

Discussion on Norm Garside coming to do some carpentry work for the VDOE. Charges $50 and hour plus materials, he cannot start until after Memorial Day Weekend.

Discussion on temporarily fixing the canoe racks for the summer then having Norm come in the fall to fix them well.

Jay Buckley asks if the VDOE can donate the vinyl salt shed to the Madison Fire Department. Discussion on the matter.

Mike Smith makes a motion to have Kelly Robitaille evaluate the vinyl shed and see what condition it is in then decided if we keep or donate it, Jay Buckley 2nds, passes 3-0

Discussion on items for Norm to fix in the District, going to hold off on the racks and remove the raft.

Mike Smith makes a motion to hire Norm for $50 an hour to fix things in the District, Jay Buckley 2nds, passes 3-0

Discussion on a possible cleaner for the outhouses. A homeowner in the District called and said she would do it her normal rate is $55 and hour but she would do $15 per outhouse per day. So, $60 a day to do all 4 outhouses. Mike Smith suggests having the outhouses cleaned Mondays and Fridays.

Jay Buckley makes a motion to appropriate $1,200 for the cleaning of the outhouses Monday and Friday, Memorial Day through Labor Day, Mike Smith 2nds, Jay Buckley makes an amendment to change the amount to $1,500, Mike Smith 2nds, passes 3-0

Kelly Robitaille adds that the VDOE is going to need at least two picnic tables possibly more, they are around $140 a piece.

Mike Smith makes a motion to spend up to $600 for picnic tables if four are needed if not only get two, Jay Buckley 2nds, passes 3-0

Discussion on 23 Huttwil Drive still has not paid her water bill to date, sent a letter on April 12th.

Ralph Lutjen makes a motion to send a letter to 23 Huttwil Drive that the water will be shut off if the bill is not paid by June 15th, Jay Buckley 2nds, passes 3-0

Discussion on upcoming hearing on May 7th. Jay Buckley states that Luis Adorno will be running the meeting to discuss level of service. Ralph Lutjen requests an agenda be made ahead of time. Ralph Lutjen and Mike Smith express concerns regarding the meeting and the AMP Draft.

Discussion on the scheduling of Water Committee Meetings

Discussion on DWSRF pre-application grant, already submitted by Jay Buckley. Jay Buckley comments that the 2 grant programs cannot be run at the same time.

Discussion on water leak at Little Shore. Ian is on vacation the office will hear back tomorrow for a date to dig. Question on why someone else from his team couldn’t perform the work. Jay Buckley says that Ian said around 15 gallons a minute are being lost. Commissioners request a timeline once the office knows.

Discussion on monthly cash flow. Expenses are right on track with the budget overview.

Discussion on the Public Ordinance Hearing, going to add to the Beach Ordinance who proposed the change.

Mike Smith makes a motion to go with the Ordinance Hearing material the office provided and add the one change to the Beach Ordinance, Jay Buckley 2nds, passes   3-0

Discussion on sale of the Lodge. Mike Smith suggests the EPOA needs to be out of the Lodge sooner than June 11th. Ralph Lutjen suggests have them move the stuff in to the garage bay sooner.

Mike Smith makes a motion to have the EPOA remove all their stuff out of the Lodge by June 1st, Ralph Lutjen 2nds, passes 2-1

Jay Buckley asks about needing to put easements in place.

Mike Smith makes a motion to have the water turned on at the Lodge, Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion that once the EPOA is out of the Lodge we schedule the cleaner to come in and clean with a budget of up to $1,000, Ralph Lutjen 2nds, passes 3-0

Realtor from Pinkham will be sending over a CPA package soon and another realtor is coming Friday to view the property.

Discussion on Reinach tank project. Going to get everything in order by next week. Discussion on email exchange with Dawson.

Mike Smith makes a motion that if we don’t receive anything from Dawson by the 9th then we move ahead with the retainage, Jay Buckley 2nds, passes 3-0.

Discussion on the 2020 Audit

Ralph Lutjen makes a motion to have Jay Buckley sign the NASDA, Mike Smith 2nds, passes 3-0

Mike Smith makes a motion to sign the representation letter, Jay Buckley 2nds, passes 3-0

Started the 2021 Audit. Auditor is coming to the office on Monday May 9th.

Jay Buckley makes a motion to sign and approve the fill request for 10 Barden place, Mike Smith 2nds, passes 3-0

Mike Smith makes a motion to sign tax form 8821, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to sign the Eversource temporary access permit, Jay Buckley 2nds, passes 3-0

Jay Buckley makes a motion to sign the transfer of monies from the Operating account to the Water Assessment Fund for $9,410.03, Ralph Lutjen 2nds, passes 3-0

Jay Buckley makes a motion to extend the meeting until 11:30am, Ralph Lutjen 2nds, passes 3-0

Commissioner’s Concerns/Reports

Jay Buckley discusses the final PRV designed received by Nick Sceggell. Already sent the design to DES and is waiting for confirmation to pick a contractor.

Discussion on Dam EAP email regarding table 4-2 Emergency Situation.

Mike Smith discusses that all things need to go through the office and a Commissioner cannot make decisions on their own.

Discussion on DWSRF pre application grant: it should have been reviewed by the Board prior to being submitted

Discussion on tents at 4 Chocorua View Drive, Jay Buckley spoke with Bob Boyd.

Mike Smith makes a motion to send an official letter to the Town of Madison regarding the tents, Jay Buckley 2nds, passes 3-0

Jay Buckley makes a motion to have an auction on June 11th, Ralph Lutjen 2nds for discussion. Discussion on the abandoned boat. Ralph Lutjen suggests sending an email to NHMA on what to do. Also look at possible disposal options. Motion Denied

Mike Smith makes a motion to have the office send an email to NHMA, Jay Buckley 2nds, passes 3-0

Discussion on beaver dam, Jay Buckley asks if we are going to remove the beavers.

Jay Buckley makes a motion to trap the beavers and slowly remove the dam to release water, Ralph Lutjen 2nds for discussion. Motion Denied

Ralph Lutjen makes a motion to contact DES and Fish & Game on how to proceed, Jay Buckley 2nds, passes 3-0

Review of NHMA response on who can speak at a public hearing.

Mike Smith makes a motion to appoint an assistant Chairman when the Chairman is gone, Jay Buckley to be assistant chairman, Jay Buckley 2nds, passes 3-0

Mike Smith discussion on the water committee responding to his 91-A request.

Discussion on the pods for the loon’s nests. The water is way too high.

Ralph Lutjen questions the grant form 2014 where “money was left on the table”. Who was on the board at the time and what were the circumstances.

Discussion again on the NHMA response regarding who can speak at the public hearing. Mike Smith reads an excerpt from the email.

Review the of the daily water usage for April.

Ralph Lutjen makes a motion to pay $245 membership to GWRSA, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to notify Ian and GWRSA to coordinate the dowser to come in and find the main from Jungfrau to Reinach, Jay Buckley 2nds, passes 3-0.

Dinah Reiss comments on the leak at Little Shore.

NON-PUBLIC MEETING

Mike Smith makes a motion at 11:40am to go into Non-Public for RSA 91-A:3, II (L).  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (L) and return to public meeting at 12:08pm.  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion to adjourn at 12:08pm, Jay Buckley 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

•

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday April 26th, 2022

The Board of Commissioners met at 9:00am on Tuesday April 26th, 2022.

In attendance for the public meeting are Commissioner Jay Buckley, Commissioner Mike Smith, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator, Kelly Robitaille-DPW Foreman, Doug Prescott & Dinah Reiss.  

Meeting videotaped by Carol of Madison TV

At 9:01 am Commissioner Jay Buckley calls the meeting to order

Public Meeting

Jay Buckley makes a motion to approve the agenda, Mike Smith 2nds, Mike Smith makes an amendment to add a non-public at the end of the meeting, Jay Buckley 2nds, passes 2-0.

Jay Buckley Motion to approve agenda with amendment Mike Smith 2nds, passes 2-0

Mike Smith makes a motion to approve the minutes of 4/19/22, Jay Buckley 2nds

Mike Smith makes a motion to approve the non-public minutes of 4/19/22, Jay Buckley 2nds

Mike Smith makes a motion to approve the non-public minutes of 4/12/22, Jay Buckley 2nds

Mike Smith makes a motion to approve the Operating Accounts manifest of $10,245.40 Jay Buckley 2nds, passes 2-0

Mike Smith makes a motion to approve the Water Assessment Fund Manifest of $43,418.62 Jay Buckley 2nds, passes 2-0

DPW

Met with paving company to go over Klausen and get an estimate for Eidelweiss Drive for next year.

Welder installed brackets in the bathrooms, DPW needs to get toilet seat pricing and then install them.

Spoke with raft company they no longer make pressure treated rafts, but they do aluminum. Going to send over a cost of the different types of rafts.

Discussion on email from Klausen homeowner. DPW didn’t plow the gravel roads last storm because the roads are soft, and it would have destroyed them. Going to send the homeowner the snowplow policy.

Administration

Discussion on cleaning pricing, average base salary is $15.18. Office is going to get pricing from 2-3 people to determine a price.

Discussion on carpenter to fix the bridge and build office partition. Mike Smith is going to call Norman.

Discussion on 2020 Audit. Scott is coming into the office on 5/4/22 to start the 2021 audit.

Mike Smith makes a motion to close the office on 5/4 for the auditors to come in, if they cancel the office will be open, Jay Buckley 2nds, passes 2-0

Discussion on taking records out of the Lodge. The DPW is going to remove the furniture end of this week into next week.

Discussion on water leak on Little Shore Drive. It will be fixed next week as the water operator was away this week and they weren’t able to do it last week due to the bad weather.

Discussion on sale of the Lodge, realtor coming on 5/2 to evaluate the Lodge.

Discussion on Reinach project, correspondence with Kirstin Dawson. Discussion on transfer switch and need for a permanent generator.

Mike Smith makes a motion to send a letter to Dawson that enough time has passed, and we no longer want the transfer switch. Please provide the purchase order and refund from the retainage, Jay Buckley 2nds, passes 2-0

Discussion on the grass seed and landscaping around the Reinach tank, Jay Buckley got a quote of $416 to put down seed.

Mike Smith makes a motion to get reimbursed for the grass seed, Jay Buckley 2nds, passes 2-0

Mike Smith suggests we get pricing for 3 generators, after Dinah Reiss questions why we are not focused on having generators at all 3 locations (Reinach, DPW 1 and Jungfrau)

Mike smith makes a motion for the warrant article for next year get pricing for generators at DPW1, Reinach and Jungfrau, Jay Buckley 2nds, passes 2-0

Discussion on fill request.

Mike Smith makes a motion to send an email to Nick Gage that will provide clarification on the amount of fill we can provide, Jay Buckley 2nds, passes 2-0

Jay Buckley makes a motion to transfer $43,077.75 out of the Water Account and into the Operating Account, Mike Smith 2nds, passes 2-0

Commissioner’s Concerns/Reports

Discussion on the draft RFP proposal.

Discussion on the unmerging of the Lodge and Cabana lots. Jay Buckley spoke with the Selectman, and they will be signing off on it next week at the next Selectmen’s meeting. There is a possible cost to the VDOE of $55 for changing it in the registry. This was probably a mistake on the contractor’s part.

Change date on RFP to May 30th and change phone number to 9022.

Jay Buckley makes a motion to sign the RFP’s out of session, Mike Smith 2nds, passes 2-0

Discussion on Nick Sceggell email, no response yet.

Jay Buckley makes a motion to have the Valley Pride posters posted in the bulletin boards, Mike Smith 2nds, passes 2-0

Discussion on Water Committee Meeting Madison TV reposted from 10-14-2021 regarding information on the project and DES grant.

Jay Buckley requests the office find the 2015 grant and pass it along to the 91-A request.

Mike Smith mentions last meeting the water committee had 3 members present and the meeting was not posted. Meetings need to be posted going forward.

Discussion on office layout.

Mike Smith asks Doug Prescott on the timetable for the EPOA getting stuff out of the Lodge. Doug Prescott responds that he took the information to the EPOA Board and got a move out date of 6/11 and a construction date of 6/21.

Further discussion on timeline for realtors and appraiser to come into the Lodge and getting the Lodge cleaned out. Mike Smith suggests moving up the date for the EPOA to move out of the Lodge.

Jay Buckley makes a motion to allow the Eidelweiss Property Owners Association (EPOA) to use the right-hand (shorter) garage bay in the Cabana building for storage of the Association’s equipment, materials, and supplies. EPOA will construct a divider wall between the two garage bays at its expense and will provide the Village District of Eidelweiss with a Certificate of Insurance before commencing construction and annually thereafter. Access to this space will be via the garage door and EPOA will secure the door with padlocks installed on the outside at its expense. A copy of the key will be provided to the VDOE office. Mike Smith makes an amendment to add no flammable materials are to be stored in the garage, Jay Buckley 2nds, passes 2-0

Jay Buckley makes a motion to pass the amended motion, Mike Smith 2nds, passes 2-0

Mike Smith makes a motion to send an email to NHMA regarding who can speak at the public hearing, Jay Buckley 2nds, passes 2-0

Asset Management Public hearing is on May 7th. Jay Buckley requests copies of the consumer report for the meeting.

Discussion on draft AMP, Mike Smith asks if they will have an updated draft prior to the meeting on 5/7. Jay Buckley states they will not.

Discussion on Water Committee meeting schedule and the need for consistency of dates and times.

Review of Granite State magazine, Granite State Analytical results and NHMA bulletin.

Mike Smith makes a motion to post the Eversource email on the website, Jay Buckley 2nds, passes 2-0

Jay Buckley reads email from David Maudsley to Stephen Buckley.

Public Appearance

Dinah Reiss questions why the DPW 1 gates are not locked anymore. Kelly Robitaille states it is on the list of things to be fixed and they need a welder for the job.

Jay Buckley going to pre-trial court with Adam Leiser on Thursday 4/28

NON-PUBLIC MEETING

Mike Smith makes a motion at 10:33 AM to go into Non-Public for RSA 91-A:3, II (L).  Jay Buckley seconded.  Motion Passed 2-0.

Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (L) and return to public meeting at 11:04 AM.  Jay Buckley seconded.  Motion Passed 2-0.

Mike Smith makes a motion to adjourn at 11:04am, Jay Buckley 2nds, passes 2-0

Respectfully submitted,

Alexis Wagoner, Administrator.

•

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday April 19th, 2022

The Board of Commissioners met at 9:00am on Tuesday April 19th, 2022.

In attendance for the public meeting are Commissioner Jay Buckley, Commissioner Mike Smith, Commissioner Ralph Lutjen, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator, Kelly Robitaille-DPW Foreman, Doug Prescott & Larry Sodano.  

Meeting videotaped by Carol of Madison TV

At 9:00 am Commissioner Ralph Lutjen calls the meeting to order

Public Meeting

Ralph Lutjen makes a motion to approve the agenda, Mike Smith 2nds, Jay Buckley makes an amendment to add a non-public at the end of the meeting, Ralph Lutjen 2nds, passes 3-0

Ralph Lutjen makes a motion to approve the minutes of 4/12/22, Mike Smith 2nds with an amendment on pg. 4 the spelling of Lodge, Jay Buckley makes an amendment on pg. 2 changing a motion vote. Mike Smith makes amendment to approve changes, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the payroll of $9,515.75 Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the Operating Accounts manifest of $14,244.37 Jay Buckley 2nds, passes 3-0

DPW

Week overview: Had to cancel dig with Ian Hayes due to the weather, DPW is still working on brush cutting, Snow came and the DPW was ready for it

Jay Buckley questions if Kelly Robitaille is attending the brine information session and why he hasn’t been using brine. Kelly Robitaille responds that brine is not cost effective for the VDOE. It has some pros, but it costs 95 cents a gallon. Jay Buckley asks if we could borrow from Madison and then give back at the end? Kelly Robitaille states there is only 3 miles of asphalt in the VDOE so it’s not worth it. Kelly Robitaille goes through his brine qualifications and how between the 3 DPW workers there is over 50 years’ experience with brine, and it just doesn’t work for the VDOE. Jay Buckley mentions that the ponds have increased salinity over the years. Kelly Robitaille responds that brine is just a liquid form of salt, brine has a time and place, but it is not here.

Administration

Acknowledgment of VDOE property inventory at the Lodge.

Review of monthly cash flow and operating account budget & profit vs. actual. Going to wait until the water account QuickBooks report to discuss in full. Going to transfer money from the water account to the operating account $42,000 and some.

Discussion on Dam EAP, Draft is finalized. Mike Smith has a concern where it says Kelly Robitaille is to leave the site if he has no cell service.

Jay Buckley brings up 46 Bern Drive. There was a water break over the weekend and the neighbor called Jay. The office answering service says call 911 if emergency or leave a message. Old recording from Ron Sandstrom had options if it was water related or road related.

Jay Buckley makes a motion to modify the phone answering message to say if road emergency dial 1 for 911, if a water emergency dial 2 for 911, Ralph Lutjen 2nds, passes 3-0

Discussion on sale of the Lodge. 5/2/22 realtor is meeting at the Lodge for a walk through (Jay Buckley, Alexis Wagoner & Donna MacKinnon will be there) Appraiser will reach out closer to June to set up an appointment.

Jay Buckley is meeting with the selectman today 4/19/2022 to unmerge the Lodge and Cabana lots.

Discussion on Reinach project. Review of letter from Dawson. Ralph Lutjen questions what the date is the transfer switch will be delivered and installed. Around the tank was grubbed but not seeded. If they do these items, the retainage will be returned to them. Office is to follow up.

Discussion on 2020 audit. Going to omit management discussion and analysis. Auditor is coming on 5/4/22 to the office to start the 2021 audit.

Jay Buckley makes a motion to sign the water level measurement process, Ralph Lutjen 2nds, passes 3-0

Discussion on water level measurement process

Discussion on letter to 2 Clemens Place

Ralph Lutjen makes a motion to sign the letter to 2 Clemens Place, Jay Buckley 2nds, passes 3-0

Discussion on letter to RockHouse Mountain

Ralph Lutjen makes a motion to sign letter to RockHouse Mountain, Jay Buckley 2nds, passes 3-0

Mike Smith goes back to the Dam EAP section 2-1 #4, suggests it be taken out

Mike Smith makes a motion to approve Dam EAP with table 2-1 item #4 taken out, Jay Buckley 2nds, passes 3-0

Jay Buckley makes a motion to approve fill request for 10 Barden Nick Cage, no 2nd Kelly Robitaille is going to talk to him about how much fill and when.

Commissioner’s Concerns/Reports

Jay Buckley discussion on draft RFP, going to table until next week. Mike Smith mentions that he spoke with Dinah Reiss, and she suggested adding DuBois & King to the list as they have done a lot with the District.

Mike Smith makes a motion to add DuBois & King to the RFP send out list, Ralph Lutjen 2nds, passes 3-0

Mike Smith wants Kelly Robitaille to get pricing on a fiberglass dock. Kelly Robitaille suggests not getting another fiberglass dock since they can’t just fix it, the wooden docks can be easily fixed. They have also secured the wooden docks to reduce the risk of it flipping.

Mike Smith makes a motion to get pricing for a wooden and fiberglass dock, Jay Buckley 2nds, passes 3-0

Discussion on bridge

Mike Smith makes a motion to get boards replaced and bridge painted, Ralph Lutjen 2nds, passes 3-0

Office to contact a person to work on the bridge. Jay Buckley mentions the bridge is beginning to sag.

Mike Smith makes a motion to get the bridge repaired and painted up to safe working standards, Jay Buckley 2nds passes 3-0

Discussion on kayak racks needing to be repaired/replaced.

Mike Smith makes a motion to repair kayak racks that are in rough shape, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to have the office send an email blast that the kayak racks will be open on May 15th, Jay Buckley 2nds passes 3-0

Mike Smith makes a motion to have the office reach back out to the welder to get a time frame for the bathrooms, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to get cleaning done to the outhouses after the toilets are fixed, Jay Buckley 2nds, passes 3-0

Office to get pricing for cleaning

Mike Smith discusses the EPOA going into the Lodge without prior notice/permission or someone accompanying them. Mike Smith mentions how the EPOA doesn’t pay a water bill. Further discussion on this.

Jay Buckley makes a motion to allow water hook-up to exist at 1 Eidelweiss Drive without water bill payment, Ralph Lutjen 2nds, passes 2-1

Discussion on getting records out of the Lodge.

Kelly Robitaille discusses the EPOA requesting access to the DPW garage years ago, Ralph Lutjen elaborates on the EPOA history.

Discussion on the AMP Draft, Ralph Lutjen states the draft is inadequate and that the current master plan is still valid just needs some updates.

Ralph Lutjen makes a motion to have the public hearing on May 7th be cancelled, Mike Smith 2nds for discussion

Discussion on May 7th public hearing meeting. Larry Sodano mentions that the May 7th meeting is a requirement for the grant program. Jay Buckley adds that the figures in the draft are if there are unlimited funds, Larry Sodano adds to that comment that it states this is what is needed but it will be dictated by the budget. Ralph Lutjen states the document does not have a realistic approach and there so no plan or discussion on leak detection. Doug Prescott speaks up to say that this is a 1st draft from a template and has a lot of work to be done to it. Larry Sodano mentions that there was a prior asset management grant that did not go well, and this is the states way of giving the VDOE a 2nd chance.

Ralph Lutjen amends his original motion to have the meeting on May 7th, Jay Buckley 2nds, passes 3-0

Discussion on CAD Data files.

Discussion on how much of the asset management money has been spend. Around $5,000 has been spent out of the account.

Jay Buckley mentions that we are waiting on Nick Sceggell to send final design for the new PRV Pit at the intersection of Upper Lakeview Drive and Rigi Drive. We have $25,000 to spend on the project. He should have it to us by the end of this week.

Public Appearance

Doug Prescott discusses the old equipment in the Lodge and ways to dispose of it.

Discussion on moving the EPOA equipment out of the Lodge. Doug Prescott presents 2 options to the Board of Commissioners. Option 1 is in the smaller garage bay and option 2 is in the center of the Cabana room.

Discussion on the VDOE records storage and disposal of the items in the Lodge.

Doug Prescott questions if he can ask the EPOA Board if they can use the 7’ x 11’ room in the cabana? Doug Prescott is going to bring both options to the EPOA Board this weekend and give the Board of Commissioners an answer next week.

Kelly Robitaille asks if they EPOA is still planning on putting an additional speed bump between Little Shore and Oak Ridge.

Discussion on moving the May 14th public hearing to the Madison Library.

NON-PUBLIC MEETING

Jay Buckley makes a motion at 11:16 AM to go into Non-Public for RSA 91-A:3, II (a).  Ralph Lutjen seconded.  Motion Passed 3-0.

Jay Buckley makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (a) and return to public meeting at 11:21 AM.  Ralph Lutjen seconded.  Motion Passed 3-0.

Mike Smith makes a motion to adjourn at 11:22am, Ralph Lutjen 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.