2018 Documents

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/AssetMngmnt-09-25-18v2.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
September 25th, 2018

The Asset Management Committee met at 2:00 pm exactly on Tuesday, September 25th, 2018. In attendance were Committee members Nancy Cole, Tommy Gunn, Mike Smith, Ralph Lutjen and Dinah Reiss. No guests were in attendance. The meeting was filmed.

At 2:00 pm the meeting was called to order by Chairwomen Nancy Cole.

Chairwomen Nancy Cole passed out documents to include the Agenda, Updated CIP plan and Tank replacement financial analysis and modeling developed by Committee Member Ralph Lutjen.

Dinah Reiss makes a motion to accept the agenda as presented, Nancy Cole seconds and all vote yes.

Mike Smith makes a motion to hold all public comment from the guests present at today’s Asset Management meeting until the planned content of the meeting is completed. Ralph Lutjen seconds and all members in attendance vote yes. Motion passes. There were no guests present at today’s meeting.

Dinah Reiss makes a motion to accept the minutes from September 12th, 2018 as presented, Nancy Cole seconds, all members voted yes for approval.

Nancy Cole suggests before reviewing the specific agenda items that the committee review the detailed analysis and financial modeling developed by Ralph Lutjen to look at all possible options to fund the replacement of the VDOE’s tanks, specifically focused on Reinach tank. The analysis has looked at all possible funding sources to offer to the voters for approval looking to minimize the impact on residents. Further, the model can be adjusted once actual bid pricing is received and vetted for accuracy by replacing the current best estimated costs from the engineer with actual bid costs.

The current estimated costs are $512,000 for the tank installation and $33,000 for engineering due diligence during the actual onsite pouring of the concrete and connections to the existing system. After walking the committee through the model and options Ralph Lutjen suggests and recommends the selection of option 1 to be presented to voters in 2019. The committee agrees.

Much discussion took place over the next thirty minutes on specifics of the developed options to include use of the existing loan of $205,000 which has a balance of $142,000 available and may be incorporated into the needs of the Village District with voter approval required to modify the language of the original bond, these funds must be used within the next two years. This will be vetted by the committee over the next few weeks to determine the best way forward to present to the voters in February of 2019.

As part of that preparation Mike Smith will work with the VDOE water operator to develop a list of water projects and prioritize the importance of each to be presented by next meeting.

The status of the 10,000-gallon summit tank remains in question of to replace or abandon, in all cases it is the last priority and will be addressed later.

Agenda Items:

1. Review CIP – Nancy Cole reviewed the specific updates to the CIP since last meeting on September 12th, 2018, which included cumulative updates in all categories as appropriate, as well discussion continued the preparation of warrant articles for the 2019 plan and meeting.
a. Equipment – Nothing new to report
b. Roads – The annual road review took place on Monday September 17th. The review took place with Kelly, Tommy and Nancy. Priorities were updated from 2017 and discussed with the commissioners early on this day. The public works team will focus this week on asphalt priorities and once a status is complete end of week the priorities will be updated and presented at the next meeting.
c. Buildings - Nothing to report.
d. Tanks – Limited discussion as today’s meeting focused on the discussion above on funding and financial analysis/modeling of the tanks and related projects.
e. Distribution –Nothing new to report
2. Mapping Update – Ron Sandstrom has the final updates and will deliver the final electronic file within the next few weeks.
3. CSV – Mike and Simply Water have found two of three valves. This should be complete by next meeting
4. Next Meeting – See below for details.

Public Comments / Questions: None

At 3:05 pm Ralph Lutjen makes a motion to adjourn the meeting. Mike Smith seconds. Motion passed unanimously with all members voting yes.

The next meetings will be held on Tuesday October 16th, 2018 @ 1:00 PM.

Respectfully submitted,

Tommy Gunn
Committee Member

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VILLAGE DISTRICT OF
EIDELWEISS
Board of Commissioners
WATER SYSTEM FLUSHING

Flushing of the Water System will begin on Monday, October 22, 2018. Some customers may experience short periods of low pressure and slight water discoloration. Should your water be discolored, please run a large faucet (outside spigot, tub, kitchen sink) for a period of 10 minutes. If the situation does not clear up, please contact the office at 603-367-9022.
The flushing program is implemented to ensure high quality drinking water, and to comply with the requirements of the NH Department of Environmental Services.

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/Agenda-10-12-18.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/CM101218.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
October 12, 2018

The Board of Commissioners met at 8:00 am on Friday, October 12, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), residents Gloria Aspinall and Paula Doyle. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

Ralph Lutjen makes a motion to approve the agenda. Mike Smith seconds. Motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports asphalt work completed last week. Old Town was worked and came out well. Culvert cleaning is being done, majority are over 80% cleaned. The rafts will be brought in next week. A request was received to remove a board from the dam. This will be done today. The second board removed for winter will be done later this month.
All equipment is in good condition. All inspections were completed on the trucks.
Removal of limbs and leaves will be done in the next two weeks.
Kelly Robitaille reports that some gravel is still available for pot holes as needed.
Sand and salt supplies are ok. One load of salt will be needed for the end of the year.
Mike Smith makes a motion to order one load of salt. Ralph Lutjen seconds. Motion passed 2-0.
An email received from Mark Graffam regarding the end of Forclaz is discussed. The pile does not block an area where a vehicle could travel and can be easily walked past. Pile will be removed prior to snow. Owner of 14 Forclaz will be placing a request for this fill.
The EPOA will not be mowing any VDOE properties next year. A lawnmower will be purchased.
Driveway permit for construction for 30 Bern Drive is reviewed and signed.
A quote has been received for a front runner rake. Quote is $4,180. Discussion on placing this on the 2019 Warrant is held. Mike Smith makes a motion to place on 2019 Warrant. Ralph Lutjen seconds. Motion passed 2-0.
Old Town Road is discussed. Placing of the asphalt has significantly improved the road for winter plow operations.
Aspen drive has also been worked on.
Budgets are reviewed and discussed. Line items are discussed. Gravel line item and asphalt line item are discussed; these lines are slightly over-expended. Any materials needed before year end will be brought to the Board.
The contractor will be met with for 19 Jungfrau.
A safety meeting will be held at the conclusion of this meeting.

3. Water
Ian Hayes will be in attendance 10/23.
Muddy Beach project is discussed. Mike Smith makes a motion to proceed with the siding as quoted by Norm Garside. Ralph Lutjen seconds. Motion passed 2-0.
Ralph Lutjen discusses the Reinach tank replacement project and Reinach pressure zone.
Draft for bid specifications is expected today. Rick Skarinka has stated the State needs two weeks to review and approve. Project will be bid November 6 with a bid due date of November 20. State revolving fund requirements will be included in the specifications. The State does not release funds until the latter part of the year; September or October. As this is late in the year, bank financing may be a better option. Bank loan rates will be looked into. A construction index will be included to account for the delay between bid and construction. Mike Smith makes a motion to apply for funding through the local bank. Ralph Lutjen seconds. Discussion on the project continues. Contract oversight cost has been quoted at $33,000. A contractor has already stated interest in this project. Concrete tanks are preferred over steel as it will last longer with less maintenance. Having two finance options, bank and State. Motion passed 2-0. Mike Smith makes a motion to begin the paperwork for the State Revolving Loan Fund application. Ralph Lutjen seconds. Motion passed 2-0. Establishing a meeting with Paul Fluet for the end of October is discussed. Mike Smith makes a motion to meet with Paul Fluet to discusses the project once State approval is received. Ralph Lutjen seconds. Motion passed 2-0.
Finalizing the security panels for the pump houses is discussed.
Asset Management meeting is scheduled for next week.
Completion of the curb stop valve locating is discussed. Contact will be made with the property owner of 1506 Conway Road for access to the house to check the valve.
3 Waldsbut is the other property with out a valve located. Granite State Rural Water will be contacted to run the line if necessary

4. Administration

Safety meeting will be held today.
Finance reports are due the end of the month.
Budgets are reviewed and discussed. Line items are reviewed and discussed.
Mike Smith makes a motion to approve payroll in the amount of $5,429.58. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Motion passed 2-0.
Mike Smith makes a motion to incorporate the updated wording for the water hook up application as proposed. Ralph Lutjen seconds. Motion passed 2-0.
September water usage report is reviewed and discussed. Pump house electric usage report for September is also discussed.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 26 checks for a total of $31,994.46. Ralph Lutjen seconds. Checks and invoices are reviewed and discussed. Motion passed 2-0.

6. Minutes

Mike Smith motion approve the minutes of 9/25. Ralph Lutjen seconds. Motion passed 2-0.

7. Commissioners Reports

Ralph Lutjen discusses the storm water management project. Report has been delayed while UNH T2 reviews permit requirements with NH DES for the drainage pool being created across from Geneva Beach. Ralph Lutjen will do an additional follow up with UNH.
Ralph Lutjen discusses description of PRV and cost analysis for these updates. A detail report will be put together for review and discussion.
Mike Smith discusses replacement of the roof over the mailboxes. Jay Buckley had submitted an offer to replace the shingles as a volunteer. Mike Smith makes a motion to call off the volunteer project. Ralph Lutjen seconds. Discussion on allowing volunteers to do work within the District is held. Protecting the VDOE from liability exposure is discussed. Release of liability and/or proof of liability insurance is needed for all persons to participate. Schedule and proof of insurance for all persons to be involved is discussed. Mike Smith withdraws the motion. Mike Smith makes a motion to request proof of liability insurance for everyone involved in the project and the date the work is to be completed. Ralph Lutjen seconds. Motion passed 2-0.
A review of priorities for the water system has been completed with Ian Hayes. Mike Smith outlines the priorities as discussed with Ian.

8. Signature Items

Mike Smith makes a motion to sign the Driveway permit for Construction for 30 Bern Drive. Ralph Lutjen seconds. Motion passed 2-0.
Required posting for Worker’s Compensation Insurance has been received from Primex. Mike Smith makes a motion to sign and post the notice. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the monthly water system test results – system is clean.
Granite State Analytical has sent the monthly pH testing results – pH is at target range.
Third party electric provider has sent Augusts electric report showing a savings of $149.
The EPOA has sent information regarding mowing of District properties at the entrance and flag pole area. The EPOA will no longer provide this service to the District.
Resident Adam Leiser has distributed his tank analysis for the 5,000-gallon tanks. Analysis shows no details on any of the listed costs.
Resident Mark Graffam has sent a request to remove the debris at the end of Class V Forclaz. This will be done during October.
Resident Andrew Harteveldt has sent a request for a delivery of sand and was informed VDOE does not deliver sand to residents. Mr. Harteveldt was able to obtain the needed sand from Gilbert Block.
10. Scheduled Appearances
11. Other Business

At 9:03 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/Agenda-09-25-18.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/CM092518.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 25, 2018

The Board of Commissioners met at 8:00 am on Tuesday, September 25, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), residents Adam Leiser, Paula Doyle and Gloria Aspinall. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

Ralph Lutjen makes a motion to approve the agenda. Mike Smith seconds. Motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the Reinach tanks have been backfilled.
Asphalt work will be done Thursday and Friday of this week. Old Town will be worked first; Chocorua View second and then to the hill on Aspen to work the shoulder area. Small potholes will be filled where possible next week until allocation for asphalt is used.
The International 7400 has been inspected. The Terra Star has also been inspected. The 550 needs a caliper to pass inspection. This will be changed in house.
The rafts will be removed this week.
Other equipment is in good condition.
Ditching and culvert cleaning will continue throughout the fall.
Kelly reports that he has been in contact with a possible vendor to clean the culvert pipes. This will be priced for next year. An estimate will be submitted.
Kelly Robitaille will also submit a list of needed items for next year for budget consideration.
Sand reclaiming will be done if time allows.
Salt may be needed prior to yearend. This will be looked at going forward.
Two classes are available in October – backhoe and chainsaw safety. Kelly Robitaille recommends attendance by both members. Ralph Lutjen makes a motion to allow up to $200 for classes. Mike Smith seconds. Motion passed 2-0.
Driveway permits are reviewed and discussed. Permit for 11 Blinden reviewed and signed. Permit for 7 Biasca reviewed and signed.
Discussion is held on engineering review of the culvert on Bristenstock at Salins. Kelly Robitaille will try to work the culvert to delay replacement to spring.
Home owner at 4 Barden has sent a request for review of his driveway. Kelly Robitaille recommends a driveway culvert. Mike Smith makes a motion to send a letter to the property owner stating place in spring. Ralph Lutjen seconds. Motion passed 2-0.

3. Water

Ian Hayes will be in attendance at the October 12 meeting.
Siding for Muddy Beach will be reviewed for when final bills are received.
Ralph Lutjen has discussed the Reinach Tank bid package with Paul Fluet. The bid package is due to the VDOE on October 15 with bids to be received in November.

4. Administration

Motion log is reviewed and discussed.
Cash flow report is reviewed and discussed. Funds will be tight through yearend. TAN proceeds will be needed for cash flow.
Asset Management meeting is scheduled for today at 2 pm.
Mike Smith makes a motion to send a letter to homeowner on Rte 113 to set up time to test the shut off valve that is believed to be for his property. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve payroll in the amount of $6,296.18. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Motion passed 2-0.
September newsletter has been completed. Newsletter will be sent out today.
Date for the Annual Meeting for 2019 is discussed. Mike Smith makes a motion to schedule the Annual Meeting for February 23, 2019. Ralph Lutjen seconds. Motion passed 2-0.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 1 check in the amount of $9,855.00. Ralph Lutjen seconds. Check and invoice are reviewed and discussed. Motion passed 2-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of 9/7. Ralph Lutjen seconds. Motion passed 2-0
Mike Smith makes a motion approve the minutes of 9/11. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve the revised minutes of 9/18. Ralph Lutjen seconds. Motion passed 2-0.

7. Commissioners Reports

Ralph Lutjen outlines financial analysis completed for the water system needs. The costs are broken down to show the difference between financing or pay as you go options. Impact to the water user fee is estimated for 10 years. State funding for the Reinach tank, if used, can be paid back over a 20-year period. Option of a bank loan is also calculated out. Highest rate if projects are financed is estimated to be $600. If paid as incurred, rate could go to $640. Anything that is removed from the list of proposed projects would alter the estimated rates.
Ralph Lutjen makes a motion to place on website. No second. Mike Smith recommends Asset Management Committee should review first.
Ralph Lutjen discusses applying for the State Revolving Loan Fund for financing of Reinach tank replacement. Authority to pursue financing will be on the Warrant next February. Requirements for the application are reviewed. Application will be worked on and completed as much as possible for submission to the State. Mike Smith makes a motion to begin the application paperwork for the State Revolving Loan Fund. Ralph Lutjen seconds. Motion passed 2-0. Mike Smith makes a motion to review the trust fund funding from DES. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to cancel Jay Buckley’s accepted offer for replacing the shingles on the roof over the mailbox. Ralph Lutjen seconds. Discussion on possible waiver being in place prior to work being completed. Mr. Buckley will be asked who will do the work and if a release will be signed. Mike Smith withdraws motion. Ralph Lutjen makes a motion to ask Jay Buckley who will be involved and if a release of liability will be signed. Mike Smith seconds. Motion passed 2-0.
Mike Smith makes a motion to place an ad for part time snow plow operators. Ralph Lutjen seconds. Discussion on Tony Eldridge as part time employee plowing for the winter; 4 persons is optimal. Motion passed 2-0.

8. Signature Items

Mike Smith makes a motion to sign the MS 434. Ralph Lutjen seconds. Report is reviewed and discussed. Motion passed 2-0.
Mike Smith makes a motion to sign PO 267 in the amount of $700 for rental of the roller. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the proposal for financial software from BMSI with funds to come from the Office Equipment CRF. Ralph Lutjen seconds. Discussion is held on the new software and benefits of moving to municipal software from QuickBooks. Motion passed 2-0.
Ralph Lutjen makes a motion to hold the Dubois & King Amendment to the Reinach Tank proposal. Mike Smith seconds. Discussion is held on the amendment. Ralph Lutjen will discuss with Paul Fluet. As the amendment covers project management oversight during construction of the proposed concrete tank at Reinach, the amendment does not have to be signed today. The cost will be included in the project estimate. Motion passed 2-0.
Mike Smith makes a motion to approve use of the lodge for Sept 29. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the fill agreement for 63 Huttwil. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to give 4 blank fill agreement forms for use by Kelly Robitaille. Ralph Lutjen seconds. Motion passed 2-0. Forms delivered.
Mike Smith makes a motion to sign the Driveway Permit for Construction for 11 Blinden. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the Driveway Permit for Construction for 7 Biasca. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the monthly water system test results – system is clean.
Granite State Analytical has sent the monthly pH testing results – pH is at target range.
Granite State Analytical has sent the weekly beach testing results – clean.
Engineer Chuck Goodling has sent an outline for review of the culvert on Bristenstock at Salins. Kelly Robitaille has reported the culvert will be replaced in kind.
The Coleman Tower site payment has been received.
Kevin Dorney has requested review of his driveway on Barden. Driveway may need a culvert.
Adam Leiser has sent a statement of disappointment with the Sept 18 draft minutes.
Paula Doyle has sent a statement requesting changes to the Sept 18 draft minutes.
Ralph Lutjen outlines that no changes will be made based on the comments.
Marcus Guerrero has questioned problem tree removal and was informed dead or damaged trees can be removed without a permit.
Edmunds & Associates has sent the pricing for their financial software.

10. Scheduled Appearances

Gloria Aspinall discusses improvements that can be made for the beach racks for 2019. Limiting to two craft per space is recommended with stickers for each one.
Repair of the racks should be done prior to spring.
Gloria recommends replacing the wooden rafts with the plastic ones. Three are recommended. Instructions for renters are recommended to be sent to property owners to place watercraft in appropriate places.
Discussion on persons leaving chairs on the beaches is held. Ordinance will be checked to verify that no personal items or debris is to be left on the beaches.
Welding is needed at the outhouse on Eidelweiss Beach.
Mike Smith outlines that Mr. Leiser should remain on topic for Chocorua water tank replacement only. Mr. Leiser highlights that he needs access to persons that would be involved. Mike Smith makes a motion that Adam Leiser has no access to any persons involved. Ralph Lutjen seconds. Ralph Lutjen discusses not incurring any costs, but all Mass Tank estimates are available. Motion passed 2-0.

11. Other Business

At 9:03 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator