2018 Documents

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/03/AssetMngmnt-02-12-18.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
February 12th, 2018

Note: This meeting was captured on video and will be available on the VDOE website for specific dialogue of the committee members and the specific content of meeting.
The Asset Management Committee met at 3:00 pm exactly on Monday, February 12th, 2018. In attendance were Committee members Dinah Reiss, Nancy Cole, Tommy Gunn, Ralph Lutjen and Mike Smith.

At exactly 3:00 pm the meeting was called to order by Chairwomen Nancy Cole.

Nancy Cole passed out and made a motion to approve the agenda as presented, the was seconded by Mike Smith and the motion passed 5-0, all members voting yes. Nancy also passed out documents associated with the water loan detail and Mike Smith’s analysis of inspect/reline & repair various tanks vs the cost to replace.

Agenda:

1. Nancy Cole makes a motion to accept the minutes of January19, 2018 – Ralph Lutjen seconds the motion, the motion passed 5-0 with all members voting yes.

2. Overview – The committee reviewed adjustments to the proposed CIP plan and warrant article to align with reasonable recommendations to voters at the annual meeting in February 2018. Details are discussed later in the meeting document.

3. Review proposed Water Bond Spreadsheets;
• Ralph Lutjen review the detailed spreed sheet on how the water projects were developed and using the plan to present a plan for a 15-year bond, the first three years interest only and the remaining 12 years to pay the principal loan amount. The current estimate for interest rate is 4%.
• The goal to keep the annual water few below $500.00
• Mike Smith makes a motion for the Asset Management Committee to formally support the water bond article in the amount of $525,000. Nancy Cole seconds and all are and vote yes.

4. Mike Smith reviews the detailed analysis that he and Nancy Cole have prepared comparing the estimated costs to inspect and reline the existing water tanks vs. purchasing new tanks.
• Much dialogue on the topic took place, with no firm outcome. The committee acknowledges that relining would extend the useful life of the exiting tanks by about 20 years, the existing tanks are about 43 years old.
• But given the delta of cost, for three tanks just under $20,000 in total. With the minimum estimated useful life of 50+ years would the VDOE be better off replacing the tank rather than inspecting and or relining.

5. Diana notes that on the water project list Reinach Phase 1 is listed but no reference is made to future phases of the Reinach are not mentioned. She raises a concern voters may raise this at the annual meeting, and questions are we prepared to address this?

6. The Committee reviewed the warrant articles 1 – 23, no changes were made or suggested.

7. The Committee reviewed the analysis Mike Smith has prepared looking at electrical usage in the water pump houses and how a VFD (Variable Frequency Drive) can significantly improving the operating efficiency of the pumps and reducing electrical usage. The electrical upgrades and improvements with have a payback period as yet to be determined but will reduce the cost of proposed projects.

8. Establish Next meeting - Next meeting scheduled for Monday March 12th, 2018 @ 3:00 PM

At 4:02 pm Nancy Cole makes a motion to adjourn the meeting. Mike Smith seconds. Motion passed unanimously with all members voting yes.

Respectfully submitted,

Tommy Gunn
Committee Member

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/03/AssetMngmnt-01-16-18.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
January 16th, 2018

Note: This meeting was captured on video and will be available on the VDOE website for specific dialogue of the committee members and the specific content of meeting.
The Asset Management Committee met at 1:02 pm on Tuesday, January 16th, 2018. In attendance were Committee members Dinah Reiss, Nancy Cole, Tommy Gunn, Ralph Lutjen and Mike Smith. Also in attendance was Commissioner Ron Sandstrom.

At 1:02 pm the meeting was called to order by Chairwomen Nancy Cole.

Nancy Cole passed out and made a motion to approve the agenda as presented, the was seconded and the motion passed 5-0.

Nancy Cole also passed out various updated documents, CIP spread Sheet with updates from the commissioners meeting of the earlier on Tuesday January 12, 2018 and updated draft copies of the 2018 warrant document to be presented at the annual meeting. Also Ralph Lutjen distributed copies of his working documents spread sheets on loan projections

Agenda:

1. Overview – The committee reviewed adjustments to the proposed CIP plan and warrant article to align with reasonable recommendations to voters at the annual meeting in February 2018. Adjustments are in progress as detailed numbers are collected.

2. Review CIP Spreadsheets
• Equipment CIP budget for 2018 adjusted from $30,000 to $25,000.
• Buildings, adjusted for lodge exterior renovations, siding, to $12,450.00
• Roads challenge given estimates, both gravel & asphalt for 2018 reduced and move Chocorua View and Old Town to 2019
• Storm water management to be handled as part of operating budget
• Grison and Burgdorf will present a big challenge in future years given initial estimates
• Water Pipe replacement $20,000 to CIP
• PRV Pits adjust to implement the first two critical pits in 2018 for $33,000, then implement one each preceding year with an estimated cost of $25,000.
• Electrical upgrades were discussed as critical to the overall plan. Prioritized as DPW in 2018, Chocorua in 2019 and Summit in 2020.
• All agreed to prioritize all CIP initiatives in numerical order of priority by year to allow flexibility in planning should priorities change

3. Review proposed Warrant for any recommendations to Commissioners
• Nancy will redraft the existing document and distribute for review by Friday. Based on the mornings Commissioners meetings and this Asset Management meeting.

4. Mike Smith makes a motion to accept the minutes of December 19, 2017 - Nancy seconds the motion the motion passed 5-0.

5. Establish Next meeting - Next meeting scheduled for Tuesday February 13th, 2018 @ 1:00 PM

At 2:02 pm Nancy Cole makes a motion to adjourn the meeting. Mike Smith seconds. Motion passed unanimously.

Respectfully submitted,

Tommy Gunn
Committee Member

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/03/2018-Annual-Meeting-Minutes.pdf"]
Village District of Eidelweiss Annual Meeting
Saturday, February 24, 2018
The Village District of Eidelweiss Annual Meeting was held at Noyes Hall, Madison Elementary School, Madison NH on Saturday, February 24, 2018. Present were Moderator Mark Graffam, Clerk Nancy Cole, Supervisors of the Checklist Emily Sheppard, Cheryl Brooks and Jen Garside, Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen, and VDOE Legal Counsel Christopher Boldt of Donahue, Tucker and Ciandella, Attorneys at Law. 41 voters were in attendance.
The meeting is called to order by Moderator Mark Graffam at 7:04 pm.
Moderator leads the Pledge of Allegiance.
The Moderator’s Rules of Proceeding are reviewed.
Mike Smith moves to amend rule #7 from five to three to comply with NH RSA 40:4-a. Ralph Lutjen seconds. Motion passed by majority count.
Mike Smith moves to amend rule #8 from the Moderator to the District’s Attorney. Ralph Lutjen seconds. Motion passed 24-17.
Mike Smith moves to amend rule #8 to include “in keeping with the NH tradition that the Moderator remain scrupulously impartial, the Moderator shall not explain the articles and shall not campaign for or against any article.” Ralph Lutjen seconds. Motion failed 13 – 19.
Jay Buckley moves to allow non-voters to speak. Tici Lutjen seconds. Motion passed unanimously.

Article 01: Voting for Officers
Voting for Officers:
One Commissioner (Three-year term)
One Moderator (Two-year term)

Polls opened by Moderator Mark Graffam at 5;02 pm. Present were Supervisors of the Checklist Emily Sheppard, Cheryl Brooks and Jen Garside. Also present were Clerk Nancy Cole and Commissioner Ron Sandstrom.
Polls closed at 7:02 pm; re-opened for late arrival.
Polls closed at 7:04 pm by Moderator Mark Graffam.

Election results announced during meeting:
Ron Sandstrom elected Commissioner with 33 votes
Bob Ingram elected Moderator with 15 votes

Article 02: Water system repairs

To see if the District will vote to raise and appropriate the sum of $525,000.00 (gross budget) for repairs and upgrades to the water system over a three year period of withdrawal, and to authorize the issuance of not more than $525,000.00 of bonds or notes in accordance with the provisions of the Municipal Finance Act (RSA 33) over the three year withdrawal period, and to authorize the municipal officials to issue and negotiate such bonds or notes and to determine the rate of interest thereon. Further, to raise and appropriate the amount of $12,129.00 for the first year's payment. Funds for this appropriation will be raised by water user fees, backed by taxation if necessary. This article will be non-lapsing.
Recommended by the Board of Commissioners 3-0
(2/3 ballot vote required)

Article read by Moderator Mark Graffam.
Article moved to floor by Commissioner Mike Smith, second by Ralph Lutjen.
Ralph Lutjen moves to amend article to read “including, but not limited to, inspection and lining of water tanks, completion of Muddy Beach pump station rehabilitation, repair and upgrade of electrical issues within the water system pump houses, upgrading of pressure reducing valve pits, phase 1 connections for creation of the Reinach pressure zone”, second by Ron Sandstrom.
Discussion on article and amendment ensues; bond article over three-year period to allow multiple projects to be completed.
Amendment passed 33 – 11.
Jay Buckley moves to amend article to the amount of $204,930, for the purpose of inspecting and lining the Reinach, Summit, Jungfrau and Chocorua water system storage tanks and to appropriate the amount of $7,000 for the first year’s payment, seconded by Adam Leiser.
Discussion on article and amendment ensues; amend to tanks only.
Glenn Coffin calls for a secret ballot on amendment, seconded by Maureen Coffin with third by Jay Buckley to meet requirements of calling a secret ballot vote. Moderator calls for a vote on use of a secret ballot for this amendment vote. Motion passed with over 18 in favor.
Polls opened for secret ballot on amendment to bond article 2 at 8:15 pm.
Polls closed for secret ballot at 9: 15 pm. Amendment to article 2 passed 32 – 3.
Polls open for voting on article as amended at 9:40 pm.
Polls closed for voting at 10:44 pm.
Article passed 31 – 10; 75%.

David Durivage moves to vote Article 23 next, second by Glenn Coffin. Motion passed unanimously.

Article 23: Petitioned Article

Petitioned Article: Petitioned by Lori Irwin et al
To see if the District will vote to reclassify the Class VI section of Burgdorf Drive from the intersection with Konstanz Place to Grandval Way as Class V, and to reclassify the Class VI section of Grandval Way from the intersection with Burgdorf Drive to Grison Road as Class V.
(Majority vote required)

Article read by Moderator Mark Graffam.
David Durivage moves article to floor, second by Adam Leiser.
Discussion ensues on article.
Nancy Cole moves to amend article to add upon submission of evidence that the road segments have been upgraded to and meet VDOE Class V published road standards, second by Mike Smith.
Amendment fails 15 – 22.
Article passed 24 – 11.

Jay Buckley moves to restrict reconsideration on this article, second by Adam Leiser.
Motion passed 29 – 0.

Adam Leiser moves to vote Article 4 next, seconded by Jay Buckley. Motion passed with 21 for.

Article 04: Lodge Repairs

To see if the District will vote to raise and appropriate the sum of $12,400 for the purpose of repairs to the Lodge, including siding. Funds for this appropriation will be raised by taxation.
Recommended by the Board of Commissioners 2-1
(Majority vote required)

Article read by Moderator Mark Graffam.
Mike Smith moves to floor, second by Nancy Cole.
Mike Smith moves to amend article to the amount of $17,500 and to add painting of the upstairs meeting room ceiling, second by Ralph Lutjen.
Discussion on article and amendment ensues.
Amendment failed with only 4 for.
Bob Ingram moves to amend article to the amount of $2,500. Motion fails for lack of second.
Article fails 12 – 21.

Article 03: Operating Budget

To see if the village district will vote to raise and appropriate the sum of $508,716 for general municipal operations. Funds for this appropriation will be raised by taxation. This article does not include appropriations contained in special or individual articles addressed separately.
Recommended by the Board of Commissioners 3-0
(Majority vote required)

Article read by Moderator Mark Graffam.
Mike Smith moves article to floor, second by Ralph Lutjen.
Ralph Lutjen moves to amend article to the amount of $513,716, second by Mike Smith.
Discussion on article and amendment ensues; $3,000 salt and $2,000 for sand.
Amendment passed 22 – 12.
Article as amended passed 27 – 6.

Adam Leiser moves to vote on Article 05 last, second by Jay Buckley. Motion fails 14-19.

Article 05: Little Loop Road drainage

To see if the District will vote to raise and appropriate the sum of $20,000.00 for the purpose of drainage improvements on Little Loop Road. Funds for this appropriation will be raised by taxation.
Recommended by the Board of Commissioners 3-0
(Majority vote required)

Article read by Moderator Mark Graffam.
Ron Sandstrom moves article to floor, second by Mike Smith.
Ron Sandstrom moves to amend article to the amount of $11,000. Mike Smith seconds.
Discussion on article and amendment ensues; simplified approach to drainage issue.
Ron Sandstrom withdraws the amendment, Mike Smith seconds withdrawal.
Article as presented passed 34 – 0.

Article 06: Storm Water Management

To see if the District will vote to raise and appropriate the sum of $7, 800.00 for the purpose of completing a storm water management drainage study, with $7,800 to come from the Road Construction Capital Reserve Fund with no amount to come from general taxation.
Recommended by the Board of Commissioners 3-0
(Majority vote required)

Article read by Moderator Mark Graffam.
Ron Sandstrom moves article to floor, second by Mike Smith.
Discussion on article ensues; protect ponds for future.
Article passed 16 – 7.

Article 07: Eidelweiss Drive/Thusis Beach drainage

To see if the District will vote to raise and appropriate the sum of $10,000.00 for the purpose of correcting drainage for Eidelweiss Drive at Thusis Beach for storm water management. Funds for this appropriation will be raised by taxation.
Recommended by the Board of Commissioners 3-0
(Majority vote required)

Article read by Moderator Mark Graffam.
Article moved to floor by Ralph Lutjen, second by Mike Smith.
Ralph Lutjen moves to amend article to the amount of $3,000, second by Mike Smith.
Discussion on article and amendment ensues; replace culvert under Eidelweiss Drive only.
Amendment fails 9 – 13.
Mark Graffam offers an amendment, read by Adam Leiser to amend article to the amount of $7,000 for purpose of replacing metal culvert with HDPE pipe across Eidelweiss Drive at Thusis Beach and install a maintenance accessible storm drain cleanout with existing privately-owned culvert to pond.
Amendment passed 21 – 1.
Article as amended passed with 23 for.

Article 08: Sherriff's Contract

To see if the District will vote to ratify the Sherriff's contract renewal from October 24, 2017 through March 31, 2023 for use of the cabana building and site for an emergency dispatch repeater station.
Recommended by the Board of Commissioners 3-0
(Majority vote required)

Article read by Moderator Mark Graffam.
Mike Smith moves article to floor, second by Jay Buckley.
Discussion ensues on article; 911 dispatch repeater in place since 1986.
Article passed unanimously.

Article 09: Mailboxes

To see if the District will vote to raise and appropriate the sum of $10,800.00 for the purpose of upgrading the mailbox area on Huttwil Drive with additional mailboxes, roof repair and bulletin board repair. Funds for this appropriation will be raised by taxation.
Recommended by the Board of Commissioners 3-0
(Majority vote required)

Article read by Moderator Mark Graffam.
Ron Sandstrom moves article to floor, second by Mike Smith.
Discussion on article ensues.
Larry Leonard moves to amend article to the amount of $4,000, fails for lack of second.
Article failed 10 – 14.

Article 10: Highway Equipment CRF

To see if the District will vote to raise and appropriate the sum of $25,000.00 to be added to the previously established Highway Equipment CRF. Funds for this appropriation will be raised by taxation.
Recommended by the Board of Commissioners 3-0
(Majority vote required.)

Article read by Moderator Mark Graffam.
Mike Smith moves article to floor, second by Ron Sandstrom.
Discussion on article ensues; deposit for truck needed in future.
Article passed with 22 for.

Article 11: Water Budget

To see if the District will vote to raise and appropriate the sum of $153,090.00 for the general operation of the water system.
Funds for this appropriation will be raised by water usage fees.
Recommended by the Board of Commissioners 3-0
(Majority vote required)

Article read by Moderator Mark Graffam.
Mike Smith moves article to floor, second by Ron Sandstrom.
Discussion on article ensues.
Article passed with 21 for.

Article 12: Name agents for Tank CRF

To see if the District will vote to appoint the Board of Commissioners as agents to expend from the Water Tank Capital Reserve Fund previously established in 2017.
Recommended by the Board of Commissioners 3-0
(Majority vote required)

Article read by Moderator Mark Graffam.
Mike Smith moves article to floor, second by Ron Sandstrom.
Discussion on article ensues; oversight from last year’s article to create.
Article failed 11 – 12.

Article 13: Water System Pipe Replacement CRF

To see if the District will vote to establish a Water Pipe Improvement Capital Reserve Fund under the provisions of RSA 35:1 for replacing water system main lines and connections and to raise and appropriate the sum of $20,000.00 to be placed in this fund. Further, to name the Board of Commissioners as agents to expend from said fund. Funds from this appropriation will be raised by water user fees.
Recommended by the Board of Commissioners 3-0
(Majority Vote Required)

Article read by Moderator Mark Graffam.
Mike Smith moves article to floor, second by Ralph Lutjen.
Discussion on article ensues; savings for future pipe replacement.
Article passed 16 – 6.

Adam Leiser moves to vote Article 22 next, second by Jeremy Boutilier. Motion passed unanimously.

Article 22: Pump House security

To see if the District will vote to raise and appropriate the sum of $12,500.00 for the purpose of security for pump houses.
Recommended by the Board of Commissioners 3-0
(Majority vote required)

Article read by Moderator Mark Graffam.
Mike Smith moves article to floor, second by Ron Sandstrom.
Discussion on article ensues; security for water system pump houses.
Article passed 15 – 9.

Article 14: Water Extension Fund

To see if the District will vote to raise and appropriate the sum of $50,000.00 for the purpose of making and repairing connections to the water system, extending or repairing water lines and making general improvements to the water system and to authorize the withdrawal of $50,000 from the Water Extension Fund created for that purpose.
Recommended by the Board of Commissioners 3-0
(Majority vote required)

Article read by Moderator Mark Graffam.
Mike Smith moves article to floor, second by Ron Sandstrom.
Discussion on article ensues; annual article.
Article passed with 17 for.

Article 15: Reinach Pressure Zone

To see if the District will vote to raise and appropriate the sum of $55,000.00 for the purpose of phase 1 connections for creation of the Reinach Pressure zone. Funds for this appropriation will be raised by water usage fees.
Recommended by the Board of Commissioners 3-0
(Majority vote required)

Article read by Moderator Mark Graffam.
Mike Smith moves article to floor, second by Ralph Lutjen.
Discussion on article ensues; pressure issues to be corrected.
Article failed 8 – 15.

Article 16: Muddy Beach Phase 2

To see if the District will vote to raise and appropriate the sum of $21,450.00 for the purpose of completion of Phase 2 of Muddy Beach station rehabilitation. Funds for this appropriation will be raised by water usage fees.
Recommended by the Board of Commissioners 3-0
(Majority vote required)

Article read by Moderator Mark Graffam.
Mike Smith makes moves article to floor, second by Ron Sandstrom.
Adam Leiser moves to amend article to the amount of $17,450, second by Kathy Koziel.
Discussion on article and amendment ensues; complete upgrades to Muddy Beach.
Amendment passed 14 – 4.
Article as amended passed with 17 for.

Nancy Cole moves to disregard Moderator’s rule to stop the meeting at 11 pm and complete the remaining articles, second by Jay Buckley. Motion passed unanimously.

Article 17: Reinach and Summit Tank linings

To see if the District will vote to raise and appropriate the sum of $126,000.00 for the purpose of lining water system storage tanks. Funds for this appropriation will be $20,000.00 from the Tank Capital Reserve Fund and $106,000.00 by water user fees.
Recommended by the Board of Commissioners 3-0
(Majority vote required)

Article read by Moderator Mark Graffam.
Mike Smith moves article to floor, second by Ron Sandstrom.
Nancy Cole moves to amend article to the amount of $1.00, second by Jay Buckley.
Discussion on article and amendment ensues; funded by bond.
Amendment passes unanimously.
Article as amended passed unanimously.

Article 18: Jungfrau and Chocorua Tank Inspections

To see if the District will vote to raise and appropriate the sum of $11,650.00 for the purpose of inspecting the tanks at Jungfrau and Chocorua pump houses with $11,650 to come from the Water System Capital Reserve Fund and no amount to come from general taxation.
Recommended by the Board of Commissioners 3-0
(Majority vote required)

Article read by Moderator Mark Graffam.
Mike Smith moves article to floor, second by Ron Sandstrom.
Ralph Lutjen moves to amend article to the amount of $1.00, second by Jay Buckley.
Discussion on article and amendment ensues; funded by bond.
Amendment passed unanimously.
Article as amended passed unanimously.

Article 19: Water Tank CRF deposit

To see if the District will vote to raise and appropriate the sum of $20,000.00 to be added to the previously established Water Tank Capital Reserve Fund. Funds for this appropriation will be raised by water user fees.
Recommended by the Board of Commissioners 3-0
(Majority vote required.)

Article read by Moderator Mark Graffam.
Mike Smith moves article to floor, second by Ralph Lutjen.
Discussion on article ensues; saving for future needs.
Article passed 13 – 7.

Article 20: Pressure Reduction Valve pits

To see if the District will vote to raise and appropriate the sum of $32,700.00 for the purpose of updating and installing new PRV pits with meters at Upper Lakeview and DPW for the water system. Funds for this appropriation will be raised by water user fees.
Recommended by the Board of Commissioners 3-0
(Majority vote required)

Article read by Moderator Mark Graffam.
Mike Smith moves article to floor, second by Ralph Lutjen.
Discussion on article ensues; need to update PRV pits around District outlined.
Article failed with only 3 for.

Article 21: Pump House electrical updates

To see if the District will vote to raise and appropriate the sum of $65,826.00 for the purpose of updating and repairing electrical supply equipment at the DPW well site including needed SCADA and piping upgrades to support the electrical updates. Funds for this appropriation will be raised by water user fees.
Recommendation by the Board of Commissioners 3-0
(Majority vote required)

Article read by Moderator Mark Graffam.
Mike Smith moves article to floor, second by Ron Sandstrom.
Ron Sandstrom moves to amend article to the amount of $1.00, seconded by Jay Buckley.
Amendment passed unanimously.
Article as amended passed unanimously.

To Act upon any other business that may lawfully come before this meeting.

With no other business raised Mike Smith moves to have the meeting adjourned.

At 11:32 pm Moderator Mark Graffam adjourns the 2018 Annual Meeting.

Respectfully submitted,

Nancy E. Cole
VDOE Clerk

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/03/CM030618.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 6, 2018

The Board of Commissioners met at 8:00 am on Tuesday, March 6, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy) and resident Adam Leiser. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the crew is getting ready for the storm. With the roads being soft, plowing will be a challenge. Rubber edges are being put on the plows. The Terra Star is back, still waiting for final determination on the warranty. Sand and salt supplies are good. Crew will come in late tomorrow in preparation for an overnight storm.
Budgets are reviewed. Expenditures to date are reviewed and discussed. Mike Smith makes a motion to move $5,000 from the highway part time line to highway overtime. No second. The line items will be adjusted next year. The engineering line item detail will be reviewed.

3. Water

Ian Hayes will be in attendance next week.
Mike Smith discusses release of the order for the pump and VFD for Muddy Beach. A kick-off meeting is being scheduled for next week.

4. Administration

An Asset Management meeting is scheduled for next week.
Ron Sandstrom discusses the correction needed to the data to complete the isolation valve map update; the data should be ready within a week.
Highway budget has been reviewed; water will be reviewed next week.
Ralph Lutjen makes a motion to set the 2018 water rate at $500.00. Mike Smith seconds. Discussion on establishing rate is held. Reduced funds in reserve for the water system and adding a contingency for non-pay of fees is discussed. A 3% increase brings the rate to $500. Motion passed 3-0.
February water usage is reviewed. Daily usage is stable for February compared with prior years.

5. Accounts Payable

Mike Smith makes a motion to approve 14 checks for a total of $36,795.51. Ralph Lutjen seconds. Checks and invoices are reviewed and discussed. Motion passed 3-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of February 27 as presented. Ralph Lutjen seconds. Motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen outlines that Jeff Tucker, president of Dubois & King, will be in attendance at the April 10 meeting. Date will not have all Commissioners present; April 17 will be recommended.
Ralph Lutjen reviews updates to the Management Discussion and Analysis. Document will be updated and re-sent for review.
Ron Sandstrom states that Josh McAllister of HEB Engineering will be scheduled for a meeting with the Board. Meeting will be scheduled for May 1.
Ron Sandstrom adds that he is reaching out to residents to increase awareness of the requirements of the Commissioners.

8. Signature Items

Mike Smith makes a motion to sign the letters to the three local paving companies. Ralph Lutjen seconds. Motion passed 3-0. Letters are to Perm-a-Drive, D&R Paving and Sunday Paving.
Mike Smith makes a motion to sign the tax anticipation note documents. Ralph Lutjen seconds. Motion passed 3-0.

9. Correspondence

Ron Sandstrom makes a motion to enter a 6-month third party electrical agreement. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to send the information on leak detection submitted by resident Bob Borchers to Ian Hayes. Ralph Lutjen seconds. Motion passed 3-0.
NH Municipal Association has sent two weekly Legislative Bulletins and a bi-weekly News Link magazine.

10. Scheduled Appearances

Adam Leiser has sent a letter outlining his thoughts on ways in which the District could be improved for residents. Ron Sandstrom discusses communication as an area that will be helpful going forward. Ron Sandstrom makes a motion to form a Communication Committee with Adam Leiser, Nancy Cole and himself. Ralph Lutjen seconds. Motion passed 3-0. Adam Leiser adds that he also recommends use of an unpaid intern to work on the VDOE website. Mike Smith informs Adam Leiser that the Asset Management Committee has reviewed the needs for the roads and water system.
Discussion is held on increasing participation at meetings; lack of participation at most meetings and many public hearings is outlined.
Ron Sandstrom makes a motion to delay implementation of the registration for use of canoe racks until next year. Ralph Lutjen seconds. Discussion on the Board having stated will do this last October is held. Put signs on the racks and implement this year. Mike Smith agrees. Adam Leiser outlines communicating the reasons why this plan is being implemented is important. Mike Smith outlines persons taking multiple spaces; persons having spaces taken while using craft has also occurred. Motion failed 1-2 with Ralph Lutjen and Mike Smith against holding the implementation. This issue will be a priority for the new communication committee.

11. Other Business
12. Public Comments

At 9:40 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters. Ron Sandstrom seconds. Motion 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:
None

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

Respectfully submitted,

Nancy E. Cole
Administrator

•

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/03/CM022718.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
February 27, 2018

The Board of Commissioners met at 8:00 am on Tuesday, February 27, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy) and resident Adam Leiser. The meeting was taped for Madison TV by Tim Hughes.

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

Ron Sandstrom was re-elected as Commissioner at the VDOE Annual Meeting Saturday night and takes the Oath of Office.

Chair of the Board for 2018 is discussed. Ron Sandstrom makes a motion to have Mike Smith be Chairman of the Board for 2018. Ralph Lutjen seconds. Motion passed 3-0.

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille states that he has ordered the last load of salt available under the purchase order. Budget line item is reviewed; increase of line allocated at the annual meeting is not on this report allowing additional funds to be available.
Ron Sandstrom discusses seeing a truck with a plow backed into the salt shed. When Ron turned around, the truck exited the property; license plate was covered with snow. Intent for tax payer sand pile is homeowner use, not commercial use. Kelly Robitaille states that the front sand pile does freeze and can be difficult to use. A sign would assist persons in knowing where they should take the sand from. Crew watches for tire marks and shovel marks on both the sand and salt in the tent; problem is not rampant.
Mike Smith makes a motion to approve a purchase order of $5,000 for salt. Ralph Lutjen seconds. Motion passed 3-0.
The use of brine is discussed. Kelly Robitaille reports that the brine is being applied by wetting the salt as it is dispersed. The salt remains where it is placed without bouncing and is effective at lower temperatures than untreated salt. Reduction in the amount of salt applications needed is occurring.
Kelly Robitaille reports that he talked to Liberty International yesterday. The service manager informed him that the parts took 1 ½ weeks to arrive. The truck should be ready mid-week.
Mike Smith makes a motion to post the roads for the reduced weight limit. Ron Sandstrom seconds. Motion passed 3-0.
Discussion on posting beaches with thin ice signs is held. Five signs will be priced out.
Discussion on the passage of the petitioned warrant article to change the classification of Class VI Grandval from Grison to Burgdorf and Class VI Burgdorf to Class V is held. Discussion on the condition of these roads is held.
Resident Adam Leiser would like a review of the planned work now that the Little Loop project has been approved for funding at the Annual Meeting. Mike Smith requests a week for the Board to discuss the project and determine the actions to be taken; use of a contractor is an option the Board may consider.
Mike Smith discusses sending letters to the abutting property owners regarding the project. Use of a contractor for parts or all of the project is discussed.
Kelly Robitaille will meet with Adam Leiser at the property at 9:30 this morning.
Adam Leiser requests to see the easement wording and a cost breakdown for the project. Ron Sandstrom states the information will be sent; it is not yet known how long the easement drafting will take.

3. Water

Ron Sandstrom makes a motion to order the pump house intrusion security system. Mike Smith seconds. Motion passed 3-0.
Mike Smith makes a motion to have Mike Smith hold a kick-off meeting for phase 2 of Muddy Beach next week. Ron Sandstrom seconds. Motion passed 3-0.

4. Administration

Mike Smith will schedule a safety meeting.
The cash flow report is reviewed and discussed. A Tax Anticipation Note (TAN) application in the amount of $220,000 has been completed and sent to the bank by Treasurer Dinah Reiss. The paperwork for the bank will be a signature item next week. The impact of the increase of the monthly expected spend to $65,000 on this year’s report is discussed. The calculation sheet showing actual monthly average spends for 2017, which is greater than $65,000, is reviewed.
Establishing the 2018 water rate is discussed. The sheet of approved expenditures raised by water usage fees will be completed and sent to the Board.
Mike Smith makes a motion to have Ron Sandstrom champion monthly communication from the Board. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to approve payroll in the amount of $6,163.62. Ron Sandstrom seconds. Report and time cards are reviewed and discussed. An error on the worksheet is noted and will be corrected prior to final action on this motion. Error is corrected prior to the conclusion of the meeting. Motion passed 3-0.

5. Accounts Payable
6. Minutes

Mike Smith makes a motion to approve the minutes of February 13 as presented. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to approve the minutes of February 20 as presented. Ralph Lutjen seconds. Motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen discusses that the Board should focus on a few warrant articles during 2018 for better preparation for the 2019 Annual Meeting. Start earlier to prepare more completely. The passage of the bond article to fund the tank inspection and lining is discussed. Creation of a bid package for the Reinach Pressure Zone project, both phases, for next year’s meeting should start now and Ralph volunteers to begin working on it. The electrical upgrades can be funded over the next couple of years. Having the complete plans ready in advance of the budget hearings should be the target. Ron Sandstrom adds that obtaining bids and having full clarity of the intent of the project is needed. Mike Smith makes a motion to have Ralph Lutjen champion the creation of a bid package for the Reinach Pressure Zone project. Ron Sandstrom seconds. Motion passed 3-0.
Ron Sandstrom discusses increasing communication on projects and reaching out to residents to inform them of the status of work. Inviting residents to talk to the Board and work with them to find solutions is needed.
Mike Smith makes a motion to send a letter to the property owner of 3 Little Loop regarding drainage. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to send a letter to the property owner of 6 Little Loop regarding the intent to request a drainage easement. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to allow Gloria Aspinall to work with Nancy Cole on the canoe rack registration at $13/hr. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to request a meeting with the EPOA regarding use of their email list for political purposes. Ralph Lutjen seconds. Ralph Lutjen states that he has resigned from the EPOA Board over the use of the EPOA email list for the political purposes of one person. Mike Smith amends the motion to add request for the meeting to be in April. Ron Sandstrom seconds. Amendment passed 3-0. Additional discussion is held on the benefit of the intended meeting. Sending of a letter stating Commissioners not pleased the EPOA email list was used; the EPOA has taken that political position by default. Board is in favor of and supports many things EPOA does; the group should not be used for political gain. Mike Smith makes a motion to amend the motion to sending of a letter only to the EPOA. Ralph Lutjen seconds. Amendment passed 3-0. Motion passed 3-0.

8. Signature Items

Mike Smith makes a motion to adopt and sign the updated Beach Ordinance. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign purchase order 242 for repair to the F-550 in the amount of $750. Ralph Lutjen seconds. Motion passed 3-0. Repair has been completed; actual cost is $613.44.

9. Correspondence

Sherriff Domenic Richardi has sent an email stating his office has received the grant requested for upgrading of the tower at the cabana site. Sheriff Richardi questions if the Board would like to meet with him regarding intent for plans or once the design is completed. Board states that once design is completed. Sherriff Richardi will be notified.

10. Scheduled Appearances
11. Other Business

The results of voting at the Annual Meeting are reviewed.
The amendment to the bond for article 2 is discussed. If project is completed this year, the entire approved amount would be used and therefore the first year payment, reduced to $7,000 may not be adequate.
The specific amendment wording for the replacement of the culvert under Eidelweiss Drive at Thusis Beach will be reviewed.
Discussion is held on taking action provided it is in the best interest of the VDOE.
All articles and the vote tallies for each are reviewed.
Discussion ensues on the work completed by the Board to create the warrant is held.

12. Public Comments

At 9:17 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (e) legal matters. Ron Sandstrom seconds. Motion 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:
None

At 10:15 am Mike Smith makes a motion to exit Non-Public session. Ron Sandstrom seconds. Motion via roll call Mike Smith yea, Ralph Lutjen yea, Ron Sandstrom yea and the motion passed 3-0.

A consultation with Attorney Chris Boldt followed the Non-Public session.

At 11:04 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds. Motion via roll call Mike Smith yea, Ralph Lutjen yea, Ron Sandstrom yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/03/CM022318.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
February 23, 2018

The Board of Commissioners met 1:00 pm on Friday, February 23, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen.

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

Annual Meeting preparation is approved as agenda.

Discussion is held on the warrant; emails and posts against the articles within the warrant and the Board in general is outlined.

Little Loop is discussed. The Board will review the engineered plan and discuss the ability to save money by using the DPW for most of the project.
The warrant is reviewed by article.
Ralph Lutjen outlines that the tanks are the highest priority to get covered with the bond; if an amendment to reduce the bond to only the tank project is made it will be supported. The other projects can be done over the next couple of years and would not require a bond to be manageable financially. Reinach pressure zone is the exception.
The Board will have an amendment in the amount of $225,000 ready for the bond to cover the tanks and Muddy Beach phase 2.

Accounts payable:

Ralph Lutjen makes a motion to approve one check in the amount of $28,837.67. Ron Sandstrom seconds. Discussion is held on the Oak Ridge Road loan payment being due Monday. Motion passed 3-0.

At 2:10 pm Ralph Lutjen makes a motion to adjourn the meeting. Ron Sandstrom seconds. Motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

•

Please click https://portal.VDOE-NH.org

If you created an account last year, you can skip this step. If you are new to the Portal, you will need to create an account and then activate that account in the confirmation email that will be sent to you. Once activated you will log into the portal and select the Account Tab then Add Properties. This will link properties that you own to your account. You will be able to select a space for each property that you own.

Each year you MUST select a space, either the same space as last year or a new space. Space assignment is NOT held over year to year.

This initial registration period beginning April 15th. If there are spaces still available you will be able to select a second space beginning June 1st.

•

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/03/2018-Beach-Ordinance.pdf"]
REGULATIONS FOR THE VILLAGE DISTRICT OF EIDELWEISS BEACHES

1. Location:

There are five (5) District beaches subject to these regulations as follows: One is
located at Little Pea Porridge Pond by the dam; two beaches are located on Middle Pea Porridge Pond (Eidelweiss Drive and Geneva Place) and two beaches are located on the Big Pea Porridge Pond (Porridge Shore Dr and Eidelweiss Drive).

2. Regulation:

A. No canoes or any other water craft or vehicles of any description shall be allowed on the beaches, or left overnight, except in a registered rack space.

B. No animals are allowed on the beaches.

C. No overnight camping is permitted.

D. No littering of District beaches is allowed in accordance with RSA 207:36-b.

E. No conduct that interferes with the rights of others to use and enjoy the public beaches is permitted. Disorderly conduct shall be dealt with in accordance with RSA 644:2.

F. All District beaches are closed from 10 p.m. to 5 a.m.

G. Moving or removal of swim lines, signs, tables etc. is prohibited.

H. Beaching of canoes, boats or other water craft at all beaches is prohibited.

I. All canoes or any other water craft or vehicles of any description shall be removed from all storage racks no later than November 11th and registered craft may be placed annually no sooner than April1st.

J. All canoes or any other water craft or vehicles of any description left on the beaches or on the storage racks after November 11th will 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 prior to disposal, the owner will be charged a $100 fee for retrieval of the impounded craft.

K. No glass containers are allowed on the beaches.

L. Any person violating any provision of this section shall be guilty of a violation.

M. No fireworks or camp fires are allowed on the beaches.

N. No fishing is allowed on the beaches when there are swimmers on the beaches.

O. Canoe racks are for the use of Eidelweiss residents, property owners and their guests only. Registration is required for use of any rack space. Registration form is available at www.vdoe-nh.org. Registration will open on the first work day of March of and will remain open for the next 10 business days for the submission of registration form and $25 payment to the District office. All complete registration forms with payment received during the registration period will be kept in order of receipt. Registration forms will include Eidelweiss property address, email and phone number along with a minimum of 4 rack space choices in priority order. Assignment of rack spaces will occur within 7 days of registration closure using highest priority choice for available rack space while rack spaces are available. Only 1 registration per property will be permitted during the registration period. If there are open unassigned spaces after the assignment of rack spaces, a second registration request and payment may be submitted and will be processed in the order of receipt. All rack apace assignments are final and may not be exchanged or refunded. All persons who are assigned a space will receive notice of their unique ID number via US Mail. Note: all watercraft must be registered prior to placing a craft in a rack.

P. All water craft stored in a canoe rack is to have owner assigned ID number visible on the craft. Any craft in a space without an ID number or an improper ID number for the rack space will be removed 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 prior to disposal, the owner will be charged a $100 fee for retrieval of the impounded craft.

Q. Any craft located at any beach which is outside of an assigned rack space will be removed 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 prior to disposal, the owner will be charged a $100 fee for retrieval of the impounded craft.

3. Enforcement

A. Any duly appointed police officer is charged with enforcement of these regulations, duly appointed officers of the Department of Safety, the Carroll County Sheriff’s Department and Officers of the Fish & Game Department are also authorized to enforce these regulations.

B. Any law enforcement officer may issue a notice of violation.

C. Such notice of violation shall impose a fine of twenty-five dollars ($25), which must be paid to the District Clerk within 10 (10) days of the notice of violation.

D. In the event such fine is not paid by the violator responsible within the time period specified, a summons shall be issued for appearance in District Court. If found guilty of violating this ordinance, the violator responsible shall be fined up to two hundred and fifty dollars ($250).

E. The Board of Commissioners, in conjunction with the Chief of Police, may amend this Ordinance as the need arises.

Ordinance approved at the District Annual Meeting, February 28, 1998.
Revised August 13th, 2004.
Revised November 12, 2013 following a Public Hearing on October 26, 2013.
Revised February 27, 2018 following a Public Hearing October 14, 2017.

Mike Smith

Ron Sandstrom

Ralph Lutjen
Board of Commissioners