2018 Documents

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Included in this newsletter

  1. Upcoming events.
  2. Featured Topic (Challenges)
  3. Breaking news and current events
  4. Water Bill Reminder
  5. Tax Bill Reminder
  6. Website updates
  7. How to contact the District of Eidelweiss District office and the Commissioners.
  8. Links to Commissioners and Committee Meeting minutes.

Upcoming events

  • Oct 12 8:00 am         Commissioners meeting at Eidelweiss Office
  • Oct 16 1:00 pm         Asset Management meeting at Eidelweiss Office.
  • Every Tue. 8:00 am  Commissioners meeting at the Eidelweiss District Office.

The Commissioners will not meet 10/2 or 10/9. 

Challenges for VDOE

The Village faces many challenges that will involve major projects and will be costly. This is the first of several memos covering challenges. This memo highlights the information received and discussed with Rick Skarinka of NH DES on Sept 8.

September 8th meeting

  • On September 8, 2018 we had a meeting with the State DES, represented by Rick Skarinka to discuss water system needs. The meeting was attended by over 30 people.
  • First on the agenda was pressure reducing valves. Property owners described their problems with high water pressure. Household prv failure was described. Since the funding that included prvs was voted down at the 2018 annual meeting the VDOE could not currently address several prvs that are causing problems. Due to its priority prvs will be included in the 2019 warrant articles.
  • The Reinach Tank replacement was a major item of discussion. Mr. Skarinka indicated that the replacement of the tanks was a critical issue. If the voters turn down the funding, the State would mandate its replacement. Such action would be undesirable due to the resulting high cost of the State involvement. Many comments and questions were posed by the attendees.
  • A cost analysis was provided that covered the engineering estimate of $512,000 for the construction of a 90,000-gallon concrete tank and related improvements, the proposed schedule and cost of prvs, the proposed schedule and cost of replacing the 5,000-gallon tanks, and recommended capital fund additions.
  • Skarinka recommended that the property owners and the Commissioners work together to get the required actions done.

Upcoming News Letter Focus Topic:

  • Status of 2018 Warrant Articles

Breaking News and Current Events:

Reinach Tank

  • The engineers have started design work on the new Reinach tank. This work includes preparation of bid specifications. The current timing is October 15, 2018 for the completion of the design and bid package. This puts the estimated bids to be received by the end of November. The State revolving loan has a low interest rate and has terms that could extend to 20 years. This loan is currently being researched.

Roads

  • Two major culverts were placed on Jungfrau. This will help in keeping the gravel on the road and thereby reducing costs.
  • A specification is being prepared for a truck to replace the 550.
  • We are going to rent equipment to recover sand. The recovery will produce significant cost savings.
  • Asphalt repair work will be done on Aspen, Chocorua View, Klausen and Old Town Road.
  • Many projects are under way. These include limbing of trees and branches, and culvert cleaning.

Water Bill Reminder: 

This is a friendly reminder that the water bill was due on 5/1. Certified notice for shut off is being sent for all properties with an overdue bill.

Tax Bill Reminder:

Taxes were due in the town of Madison on July 5, 2018.  The second tax payment will be due at year end; generally early December.  Please be aware that all 2018 tax increases for the County, School, Town and District will be included with the second tax payment of the year.

Website updates

If you have photos of the district and would like to share them so that they may be included on the site, please send them to office@vdoe-nh.org.  We will review and select the best photos for use with the site.

How to contact the District office:

  • The VDOE has an official website and sends out emails with emergency notifications. Be sure to visit the website at www.vdoe-nh.org and enroll.
  • The VDOE has a “see something / say something” policy. Anyone who sees something suspicious or unusual should report it for the benefit of the VDOE community to the Madison Police at 603-367-8334 (non-emergency line).
  • Office hours and guidelines have been added to the website to make it more convenient to schedule appointments with the District administrator. Click Here for Office Hours.

The office can always be contacted via email with questions, concerns and suggestions. Messages will be forwarded from the office to the commissioners. The email address is office@vdoe-nh.org

Links to Commissioners and Committee Meeting minutes:

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/09/AssetMngmnt-09-06-18.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
September 6th, 2018

The Asset Management Committee met at 5:01 pm exactly on Thursday, September 6th, 2018. In attendance were Committee members Nancy Cole, Tommy Gunn, Mike Smith, Ralph Lutjen and Dinah Reiss. Also, guests in attendance were Kathy Koziell, Carol Rosenblith, Jay Buckley and Marya Doery. The meeting was filmed.

At 5:01 pm the meeting was called to order by Chairwomen Nancy Cole.

Chairwomen Nancy Cole passed out documents to include the Agenda, CIP plan and recent tank pricing analysis presented to the commissioners a few minutes before the meeting was to commence.

Mike Smith makes a motion to hold all public comment from the guests present until the planned content of the meeting is completed. Ralph Lutjen seconds and all members in attendance vote yes. Motion passes.

Mike Smith makes a motion to return meeting start time to 1:00 PM on agreed to dates. Ralph Lutjen seconds and all members in attendance vote yes. Motion passes.

Mike Smith makes a motion to accept the agenda as presented, Tommy Gunn seconds and all members in attendance vote yes. Motion passes.

Mike Smith makes a motion to accept the minutes from August 15th, 2018 as presented, Nancy Cole seconds, all members voted yes for approval.

Agenda Items:

1. Review CIP – Nancy Cole reviewed the specific updates to the CIP since August 15th, 2018 meeting, which included cumulative updates in all categories as appropriate. Although since the August 15th, 2018 meeting the focus has been on water storage (tanks) and preparation for the meeting with the State of New Hampshire on Saturday September 8th, 2018.
a. Roads – Note the annual road review will be conducted soon once the tank meeting with the State of New Hampshire is complete. Nancy, Tommy and Kelly will align schedules to review and validate the CIP schedule and priorities. Given the departments work load and vacations of late the meeting will be held late September. No update at this meeting.
b. Tanks – Much discussion took place on tanks.
i. Ralph Lutjen reviewed the just completed tank replacement analysis of replacement of the steel tanks with a concrete poured in-place tank. Of note to all the estimated best available pricing of $512,125, this is only an estimate and real cost estimates will happen only after a full scope is developed and the project is bid. And in all cases the scope will only be finalized after State of New Hampshire approval.
ii. Funding strategies were discussed for the tank once a final design is approved and competitively bid. Ralph Lutjen notes the structure of any loan will be very important, asking Dina is it would be possible to float one loan for all expenditures with different loan periods, one for 30 years and the remainder for 15 years.
iii. Diana asks about the priorities for the other tanks and needed funding. Mike Smith suggests we continue with the current thinking of placing funds into the CR fund and in two years’ funds will be available to start the process for other tanks.
iv. Diana also asks if the PRV’s are prioritized, yes they are and planned upgrades will be coordinated with other system upgrades.
v. The discussion also noted other costs identified in the CIP and funding needed to accomplish those initiatives, such as electrical upgrades to the office and piping distribution. Initial thought is two loans would be required but the question needs to be presented to the bank for a valid answer.
vi. Mike Smith notes current Muddy Beach upgrades will be complete in about two weeks and will be a critical part to addressing other areas of the water system.
c. Distribution – Nancy led a discussion on PRV pits and noted they are prioritized. Ralph suggests an edit on the distribution for Reinach given the cost will be covered under the tank replacement. Committee discussed the original thought of staging the PRV pits but given the resources we may need to revisit the timing of that schedule.
d. Water Meter Discussion – There was no further discussion on this topic.

2. Mapping Update – Ron Sandstrom has been working with Chad Roberge of Avitar on isolation valve maps now that the final information has been received final updates can be completed. No new update
3. CSV – Make and Simply Water have found all but three valves. The commissioners have authorized additional funding to complete the final three valves, should be finished by mid-fall. No new update.
4. Preparation for State of New Hampshire Rick Skarinka Meeting, Saturday September 8th, 2018 – Chairperson Nancy Cole notes a document package is drafted and will be finalized tomorrow and sent to Rick for his preparation for Saturdays meeting.
5. Next Meeting – See below for details.

Public Comments / Questions: After completion of the formal meeting content, Chairwomen Nancy Cole opened the meeting for questions and or comments from the guests in attendance.

1. Kathy Koziell asks about the requirement for 90,000 gallons of capacity on the Reinach replacement tank given the current capacity for the two steel tanks is 60,000 gallons? Response from the committee was the state requirement based on anticipated growth and the average usage per customer, question can be presented to the State of New Hampshire representative Rick Skarinka at Saturday.
2. Kathy Koziell asks if we are over calculating given the reported loss of water in the system? The committee response: loss is a complicated issue with many of the leaks having been corrected in the past two years. Other leaks and bleeders have been identified but given the limited resources they are not of the highest priorities given the current challenges with water storage.
3. Jay Buckley – asked about the proposed cast in place concrete tank, what is the proposed color and did the engineer consider energy required to operate the tank above ground in the winter months? The committee responded that today there is no engineering design, that will only occur after the state provides input on the proposed course of action, hopefully on Saturday, September 8th, 2018. The selected engineer will take into consideration all requirements during the design.
4. Jay Buckley comment – Jay Buckley made a comment that the “info-board” he manages has received a comment from a resident that the cost of the water system for improvements and operation should be included in the tax base and not handled as a separate fee to residents.
5. Jay Buckley – Asked a question regarding the potential of not replacing the auxiliary tank at the summit location given planned growth in the area. The committee responded that at this time no final decision has been made and will be evaluated as the system plan rolls out and at this time this tank is the lowest priority.
6. Kathy Koziell - ask why the state is coming? Ralph responds that the intent of the meeting is to get the blessing of the State of New Hampshire of the proposed course of action to replace the two 30,000 gallon tanks with a new cast in-place concrete tanks and that the sizing is correct/
7. Kathy Koziell - Comment – Kathy suggests that the annual meeting include a map, drawing, presentation as appropriate to the voters to fully explain where tanks, PRV’s, distribution and how they all interconnect. Mike Smith points out the Homeland Security dictates what information can be shared as water sources, distribution and storage are considered prime targets and information is distributed on a “need to know” basis. Ralph will look for existing information that may help explain the system to voters and that can be shared within the Homeland Security guidelines.

At 6:12 pm Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed unanimously with all members voting yes.

The next meetings will be held on Wednesday September 12th, 2018 @ 1:00 PM.

Respectfully submitted,

Tommy Gunn
Committee Member

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/09/AssetMngmnt-09-12-18.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
September 12th, 2018

The Asset Management Committee met at 1:06 pm exactly on Wednesday, September 12th, 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 1:06 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 updated hypothetical water meter analysis.

Mike Smith makes a motion to hold all public comment from the guests when present at all future Asset Management meetings until the planned content of the meeting is completed. Ralph Lutjen seconds and all members in attendance vote yes. Motion passes.

Mike Smith makes a motion to accept the agenda as presented, Tommy Gunn seconds and all members in attendance vote yes. Motion passes.

Nancy Cole makes a motion to accept the minutes from September 6th, 2018 as presented, Dinah Reiss seconds, all members voted yes for approval.

Agenda Items:

1. Water Meter Analysis – The committee reviewed the updated theoretical water meter analysis. All agreed the numbers were accurate as estimates to show the magnitude of a worst-case scenario. Some line items could be reduced if ever implemented, examples are buying a used vehicle over new, existing alternatives for program storage and others. But as presented the analysis gives the residents a directionally correct view of the program costs. Dinah asked if administrative costs were included, yes, they were. Once the document with narrative is updated it will be presented to commissioners for approval and placement on the VDOE website.
2. Review CIP – Nancy Cole reviewed the specific updates to the CIP since last weeks, September 6th, 2018 meeting, which included cumulative updates in all categories as appropriate, as well discussion commenced on preparation of warrant articles for the 2019 plan and meeting.
a. Equipment – Review of the plan and CRF was discussed with a focus on the scheduled replacement of the Ford F550. It has been recommended that the replacement vehicle will be a Dodge. Final specifications are being developed. The exact funding mechanism has yet to be developed. Various alternatives are being reviewed to insure the village district selects the most cost effective alternative for residents. Other future years were reviewed.
b. Roads – Note the annual road review is scheduled for September 17th @ 9:00. The meeting will commence at the VDOE headquarters on Rte. 113 in Madison NH. Nancy, Kelly and Tommy will physically review all roads and update the priority and develop next year’s recommendations. Later in the meeting the closing of Burgdorf was discussed the committee agreed to proceed with development of a recommendation and process to close the road.
c. Buildings - The committee reviewed the 2019 initiatives under review. Discussion around the two needs at the DPW garage drainage and rear entry gate, salt shed access control and the lodge building were discussed. Given the available funds planned for the Lodge the focus in 2019 will be to address the envelope and siding issues as they threaten the structural integrity of the building. The identified cosmetic project to paint the ceiling is not a high priority project for 2019. As part of the discussion the current tenant at the Cabana, the Sheriff Department, should be approached to donate to any upcoming projects. The committee agreed to recommend to the commissionaires to send a letter exploring such a donation.
d. Tanks – Limited discussion took place on tanks at this meeting as last week’s meeting and the state meeting on Saturday September 8th, 2018 have help clarified the next steps and direction. The Reinach tank will be a 90,000-gallon poured in place cement tank. Paul Fluent has been engaged and will develop specifications and prepare the bidding documents for perspective contractors. Ralph will be developing a model for the tank CIP section that will help analyze the plan and will be able to be used in other areas. Dinah engaged the committee on possible funding strategies, the committee will work once the bidding is complete to develop and recommend the best alternative for the village district.
e. Distribution –Limited discussion took place this week on distribution other than the tanks are top priority and need to be addressed first.
3. Mapping Update – Ron Sandstrom has been working with Chad Roberge of Avitar on isolation valve maps now that the final information has been received final updates can be completed. No new update
4. CSV – Mike and Simply Water have found all but three valves. The commissioners have authorized additional funding to complete the final three valves, should be finished by mid-fall. No new update.
5. Nancy Cole brought up the item from last meetings guest to develop a short presentation on the water systems and its needs. Although no final plan was developed the committee agreed existing information can be collected to be presented to residents, timing was not agreed to yet but will be prior to the annual meeting.
6. Next Meeting – See below for details.

Public Comments / Questions: None

At 2:21 pm Ralph Lutjen makes a motion to adjourn the meeting. Nancy Cole seconds. Motion passed unanimously with all members voting yes.

The next meetings will be held on Tuesday September 25th, 2018 @ 2:00 PM.

Respectfully submitted,

Tommy Gunn
Committee Member

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/09/Agenda-09-18-18.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/09/CM091818R.pdf"] VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 18, 2018

The Board of Commissioners met at 8:00 am on Tuesday, September 18, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), residents Adam Leiser, Gloria Aspinall, Kathy Koziell 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 outlines work on West Bergamo to improve drainage. Forclaz is being ditched this week.
Kelly Robitaille outlines that a roller has been located for $700 for two days. A smaller roller could be rented from Coleman; however, the larger roller is more beneficial. Total cost for three days with delivery would be $1,125. Ralph Lutjen makes a motion to approve rental of the larger machine for two days at $275 per day – with delivery $700. Mike Smith seconds. Motion passed 2-0. Asphalt will be needed in the amount of $5,250.
Sand reclaiming will be done the first week of October. Limb removal along roads and at intersections will be done in October. When not on a project, culverts will be cleaned. Preparing trucks for winter operations will be done early November. Kelly Robitaille highlights that sand reclaiming can be moved to the end of October. Mike Smith states make it the last item to be worked. Roads and culverts are to be worked first.
Inspections are being done on all equipment.
Supplies of sand and salt are good should an early storm occur.
Discussion is held on a proposed review of drainage in the garage. A design would be needed from Dubois & King for the disposal tank.
The driveway permit request for 19 Jungfrau is discussed; the edges should be ditched to make sure water flows into the drainage. Kelly Robitaille is to meet with Perm-A-Pave prior to approval for the paving.
Review of the culvert at the top of Salins at Bristenstock is discussed. Engineer Chuck Goodling reviewed this intersection when in the District Sept 8. Kelly Robitaille outlines that the pipe can be replaced as is without any design. Two pipes will be needed to replace this pipe. The metal pipe is blocked and does not flow at this time.
Pricing for a Dodge 5500 is being compiled for review. Outfitting the truck is being quoted at this time and will be submitted for review.

3. Water

The roof at Muddy Beach has been replaced. Final costs for project will be put together.
Mike Smith did curb stop locating with Ian Hayes last week. One property owner will need to be contacted. There are three valves that have not been located for houses.
A follow up with DES will be done for the septic issue at 23 Huttwil.

4. Administration

Mike Smith makes a motion to send the water disconnect notices. Ralph Lutjen seconds. Motion passed 2-0.
August water usage is discussed. Usage is in line with prior years.
Motion log will be done for next week.
Asset Management will meet next week, 9/25 at 2 pm.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 18 checks in the amount of $11,918.62. Ralph Lutjen seconds. Checks and invoices are reviewed and discussed. Motion passed 2-0.

6. Minutes

Mike Smith motion approve the minutes of 9/6. Ralph Lutjen seconds. Motion passed 2-0
Ralph Lutjen motion approve the minutes of 9/8. Mike Smith seconds. Motion passed 2-0.

7. Commissioners Reports

Ralph Lutjen is working on financial information for the water system needs. This analysis does not use any remaining proceeds from the current approved $204,900-dollar loan. In this “pay as you go” outline, the water bill projected increases go to $625.60 in 2021. The terms for State funding of the tank project are being looked into.
An additional outline will be done using the loan proceeds of the $204,900-dollar loan.
Mike Smith questions Paula Doyle on a statement of “trusting” the Commissioners. Paula Doyle states she does not trust that the Board can handle the projects facing the District. Paula outlines that she feels that the Little Loop design has taken too long and cost too much money; original design could have been used. Mike Smith informs Paula that the VDOE was not going to pay to move the property owner’s driveway or include his landscaping into the District drainage design. Paula responds that she was unaware this was included in the original design submitted by the property owner. Tanks are outlined; Paula highlights that she would inspect and line the existing tanks. Mike Smith outlines that the recommendation of Mass Tank is to replace the tanks and not expend the funds to inspect and line. Paula continues that the replacement should have been proposed on the 2018 Warrant. Mike Smith states that the best interest of the District is to replace. Paula adds that work approved has not been completed. Mike Smith outlines work of the Asset Management Committee that showed replacement as better option. Paula highlights that she does not feel that the Commissioners are doing anything illegal or not looking out for the District. Paula continues that additional persons being involved would be helpful. Mike Smith outlines that there has been no action by the Commissioners that would create distrust. Paula concludes that as a citizen, she feels she has the right to speak her mind. Mike Smith outlines that Adam Leiser interrupting during Commissioner meetings is the reason public comments was removed from the agenda.

8. Signature Items

Mike Smith makes a motion to sign PO 266 in the amount of $1,550 for culverts. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve use of the lodge for Oct 27. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the beach cleaning results. All clean.
The EPOA has sent a request to have the Commissioners attend a meeting 10/6. Ralph Lutjen will not be in town and Mike Smith is not available. EPOA will be notified.
NHRS has sent the employer rates for 2019-2020; rate will move from 11.38% to 11.17%.
A health insurance petition to have employees contribute to the plan has been received. Ralph Lutjen will work on this with Nancy Cole to check other local towns. Mike Smith makes a motion to have analysis completed including employee contribution percentages.
Electrical Installation has sent the renewal contract for SCADA service. Mike Smith makes a motion to sign the renewal. Ralph Lutjen seconds. Motion passed 2-0.
Mark Graffam has sent pictures of Old Town Road. This road is on the plan for this fall.
NHMA has sent the bi-weekly News Link. Nancy Cole will be attending the budget and finance seminar this Thursday.

10. Scheduled Appearances

Adam Leiser states he did not receive design for Little Loop and then corrects that he did receive it electronically. Prints have not yet been received. Update to the easement is questioned. Ralph Lutjen outlines that the design needs to be agreed upon prior to updating the easement. If agreement is reached; the District will proceed with the contractor. Ralph Lutjen discusses updating the easement. Adam Leiser states that the contractor should be engaged at this point. A bid and schedule will be requested. Easements will be needed prior to beginning construction.
Mike Smith and Adam Leiser will discuss project management at a different time.
Adam Leiser states that it is unfair to state he has any responsibility for removal of public comments. Mike Smith outlines outbreaks by Mr. Leiser at past minutes.
Adam Leiser reads a statement regarding the September 8 meeting. Mike Smith outlines that Mr. Skarinka is in support of the Board and has been for a number of years. Adam Leiser questions holding of a meeting to work with the public. Adam states that the Board has an opportunity to engage the public at this time to work on needed projects. An advisory committee is recommended by Adam. Mike Smith invites Adam Leiser to review the tank information. Mike Smith outlines recommendation of Mass Tank to replace the tanks. Adam questions taking the word of Mass Tank stating that they will make money either way. Adam highlights loosing of credibility by the Board. Working together is needed for progress. Discussion surrounding evening and/or weekend meetings was held.

11. Other Business

At 9:28 am Mike Smith makes a motion to enter non-public session pursuant to RSA 91-A:3, II (a) employment matters. Ralph Lutjen seconds. Motion via roll call vote Mike Smith yea, Ralph Lutjen yea. Motion passed 2-0.

At 10:12 am Ralph Lutjen makes a motion to exit non-public session and adjourn the meeting. Mike Smith seconds. Motion via roll call vote Mike Smith yea, Ralph Lutjen yea. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/09/CM091118.pdf"]
[gview file="https://vdoe-nh.org/wp-content/uploads/2018/09/Agenda-09-11-18.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 11, 2018
The Board of Commissioners met at 8:00 am on Tuesday, September 11, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Ian Hayes (water operator), Adam Leiser, Carol Rosenblith, Bill Dolan and Diana Dolan. 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 add a Non-Public session pursuant to RSA 91-A:3, II (a) employment matters and approve the agenda as amended. Mike Smith seconds. Motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

The first quotes for a replacement for the F-550 have been received. Kelly Robitaille outlines review with local departments. The Dodge 5500 is the preferred truck at this time; this truck has a better chassis and plow package available. In discussion with other towns, the Dodge is having a wing plow put on successfully. Additional quotes for trucks and outfitting will be submitted for review and discussion. Trade and/or sale of the F-550 will be worked on for inclusion in the pricing. A three-yard sander will be an option with the Dodge 5500 and that will be an additional benefit for the crew. Using a local shop for outfitting will also be beneficial when repairs are needed.
Jungfrau work is completed. The two culverts were placed crossing the road. Kelly Robitaille outlines that additional gravel was needed for this road and purchased.
Kelly Robitaille outlines that the culvert at the top of Salins can be replaced in kind without additional engineering to redesign the intersection.
Mike Smith makes a motion to have Kelly Robitaille complete a work
plan for the remaining fall weeks for next week’s meeting. Ralph Lutjen seconds. Motion passed 2-0.

3. Water

Discussion on locating a curb stop valve at the intersection of Rte. 113. CSV’s in need of repair will be estimated; approx. 4 hrs. per valve is needed. This will be scheduled with Kelly Robitaille. The State will be notified of the broken valve and need to dig at Rte. 113. Mike Smith motion to send a letter to the State notifying them of the need to dig at Rte. 113. Ralph Lutjen seconds. Motion passed 2-0.
Ian Hayes outlines that Muddy Beach is on line and the Summit is fully online. Water usage mid-week is down to around 55,000-gallons per day. Leak detection is discussed. Ian Hayes would like to watch the usage prior to scheduling Granite State Rural Water. Discussion on leak detection while usage is low is held. Mike Smith discusses using funds remaining on the curb stop repairs prior to engaging in additional leak detection.
New hook ups will need to be installed this fall on Lucerne, Huttwil, Burgdorf, and Bern. Habitat for Humanity will be using GT Burke for the line excavation on Burgdorf. Ian Hayes will be handling all inspections.
Investigation will be done on the valve that was located on West Bergamo.
Ian Hayes is informed the engineers are working on the bid package for replacing the Reinach tanks and complete the pressure zone. Phase 1 information for the pressure zone will be sent to Paul Fluet for inclusion in the Reinach tank project.
Mike Smith makes a motion to send a letter to Mike Hassey of 1 Bristenstock outlining the plan for the Reinach pressure zone. Ralph Lutjen seconds. Motion passed 2-0.
Discussion on high pressure on Oak Ridge Road is held. Pumping schedule for Oak and Chocorua stations being at night is discussed as a possible factor. Ian Hayes states it would increase some pressure in the lines but should not account for the full pressure issues. Additional discussion on the pumping being set to the pressure in the lines; the water lines increase from 130 psi to 150 psi. The data logger will be placed on Lakeview at Mr. Lynch’s property for charting of the pressure. Ian Hayes outlines that the highest pressure recorded on the prior datalogger placement at this property was around 110 psi.

4. Administration

Mike Smith will schedule a safety meeting.
Motion log is next week.
Financial reports are due in two weeks.
A follow up will be done with Tom Therrien of EII on the security panels for the pump houses.
Asset Management will meet tomorrow at 1 pm.
Additional curb stop locating is scheduled for the 13th.
Mike Smith makes a motion to approve payroll in the amount of $7,008.98. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Gloria Aspinall has noted that fill is needed at the parking lot of Boulder Beach and the bottom of Geneva hill. Motion passed 2-0.
The updated drawing for Little Loop has been received. Ralph Lutjen states that if consensus is reached, the easement document will be updated and re-sent to #4 and #6 Little Loop property owners. Ralph Lutjen motion to contact Bob Wirling once signed documentation is received. Mike Smith seconds. Motion passed 2-0. Ralph Lutjen motion to obtain 4 full-size copies of the drawings once agreement is reached. Mike Smith seconds. Motion passed 2-0. Mike Smith makes a motion contact lawyer for update of easement once consensus is reached. Ralph Lutjen seconds. Motion passed 2-0.
Ralph Lutjen makes a motion to put the updated water meter cost analysis on the website. Mike Smith seconds. Motion passed 2-0.

5. Accounts Payable
6. Minutes

Mike Smith makes a motion to approve the minutes of 8/28. Ralph Lutjen seconds. Motion passed 2-0.
Ralph Lutjen makes a motion to approve the minutes of 9/6. Mike Smith seconds. Motion passed 2-0.

7. Commissioners Reports

Ralph Lutjen discusses conversation with Paul Fluet yesterday. Dubois & King will now proceed with the bid documents and specifications for the 90,000-gallon concrete tank. Ralph Lutjen makes a motion to have Ralph Lutjen outline a long-term plan regarding financing water system needs. Mike Smith seconds. Ralph Lutjen states this will be a comprehensive analysis with alternatives for funding that will outline the water user fee going forward. The five-year history of water system operating costs will be used to project upcoming budget levels. The model will include all current known projects; PRV pit upgrades, electrical needs, tanks. Motion passed 2-0.

8. Signature Items

Mike Smith makes a motion to sign the electric agreement for a 4-month term. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the Driveway Permit for Construction for paving at 19 Jungfrau. Ralph Lutjen seconds. Kelly Robitaille outlines the steepness of this driveway and the requirement for a channel grate. A negative grade is also being attempted at the intersection with the road. Mike Smith outlines having the property owner include the grate information within the permit application. Kelly Robitaille would like to meet with the paving contractor to review pitch of the driveway to send water to the ditch. Ralph Lutjen makes a motion to have Kelly Robitaille talk with Perm-a-Pave and amend driveway application and hold permit approval. Mike Smith seconds. Motion passed 2-0.
Mike Smith makes a motion to sign Nancy Cole’s time off request. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the weekly beach testing results. All beaches are good.
BMSI has sent pricing for the accounting system reviewed last week.

10. Scheduled Appearances

A software demonstration is given over the computer by Edmunds & Associates personnel. Billing software and general fund software are reviewed.

11. Other Business

The meeting last Saturday is discussed. Good discussion on PRV needs around the District. Estimates exist for upgrades needed. Part of the issue deals with persons homes and residents were encouraged to contact their plumber for installation of a properly functioning PRV as required in the Water Ordinance.
Rick Skarinka of NH DES outlined that the VDOE must begin work on replacing the water system tanks or the State will mandate the VDOE take action.

At 8:25 Mike Smith makes a motion to continue the meeting when Ian Hayes arrives. Ralph Lutjen seconds. Motion passed 2-0.

At 8:25 am Mike Smith makes a motion to enter non-public session. Ralph Lutjen seconds. Motion passed by roll call vote Mike Smith yea, Ralph Lutjen yea - 2-0.

At 8:53 Mike Smith motion exit non-pub and resume public meeting. Ralph Lutjen seconds. Motion passed by roll call vote Mike Smith yea, Ralph Lutjen yea - 2-0.

At 9:34 Ralph Lutjen makes a motion to end taping. Mike Smith seconds. Motion passed 2-0.

At 10:38 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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Reminder:

CONWAY HOUSEHOLD HAZARDOUS WASTE COLLECTION DAY

SPONSORED BY: THE LOWER MT. WASHINGTON VALLEY SOLID WASTE DISTRICT

“PLEASE DISPOSE OF IT SAFELY”
For the Towns of: Albany, Bartlett, Conway, Eaton, Jackson, Madison, and Hale’s Location
SATURDAY, SEPTEMBER 22nd 2018 8:00 A.M. TO 11:30 A.M. CONWAY TRANSFER STATION,       755 EAST CONWAY ROAD

See flyer at the Huttwil mailbox bulletin board for full details.

 

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/09/AssetMngmnt-08-15-18v3-1.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
August15th, 2018

The Asset Management Committee met at 1:00 pm exactly on Wednesday, August 15th, 2018. In attendance were Committee members Nancy Cole, Tommy Gunn, Mike Smith, Ralph Lutjen and Dinah Reiss. The meeting was filmed.

A guest, Adam Leiser was also present for the meeting.

At 1:05 pm the meeting was called to order by Chairwomen Nancy Cole.

Chairwomen Nancy Cole passed out documents associated with the CIP plan and agenda.

Mike Smith makes a motion to accept the agenda as presented, was seconded and all voted yes.

Nancy Cole makes a motion to accept the minutes from July 9th, 2018 as presented, Mike Smith seconds all members voted yes for approval.

Agenda Items:

1. Review CIP – Nancy Cole reviewed the specific updates to the CIP since July 9th, 2018 meeting, which included cumulative updates in all categories as appropriate.
a. Roads – Note the annual road review will be conducted soon, once schedules are aligned, with Nancy, Tommy and Kelly the purpose is to validate the CIP schedule and priorities. Given the departments work load of late the meeting will be held late August or early September.
b. Tanks – Much discussion was held on the status of the tanks and the best road forward for the VDOE. The committee review the most recent estimates for inspect and reline vs replace. The current review and documents are considered working documents and are not intended to reflect quoted estimates. The guest, Adam Leiser, suggested the current escalation estimate of 5%, straight lined, over the estimated useful life in years is not an accurate method to determine future cost. As discussed last month the committee recognizes this as, first the 10-year cost of inflation is less that 5% and second at the time a project would move forward to be presented to the voters our project leader would use TVM, (Time Value of Money) to accurately estimate the cost of a tank project and the rate of inflation to estimate future and total costs. The prioritization.
i. Reinach
ii. Muddy Beach
iii. Jungfrau
iv. Chocorua
v. Summit Hydro
vi. Summit 10,000 gallon
c. Distribution – Nancy led a discussion on PRV pits and like areas of the CIP suggested we prioritized the specific locations. The next update will reflect the prioritization
d. Water Meter Discussion – The committee discussed the current estimates developed to implement water meters throughout the VDOE. Much discussion on the specific line items was undertaken given the magnitude of the total estimate. Our guest Adam Leiser questioned the cost of specific line items. Specifically, the frequency of the meter reading and labor needed to conduct the reading. The cost of the vehicle, the labor rates and others. Committee members Mike Smith and Ralph Lutjen explained the methodology used to develop the analysis. In any case even if the current estimates were cut in ½ the project does not appear to make wise financial sense.
2. Mapping Update – Ron Sandstrom has been working with Chad Roberge of Avitar on isolation valve maps now that the final information has been received final updates can be completed.
3. CSV – Mike Smith and Simply Water have found all but three valves. The commissioners have authorized additional funding to complete the final three valves, should be finished by mid-fall,
4. Next Meeting – See below for details.

At 1:57 pm Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed unanimously with all members voting yes.

The next meetings will be held on Tuesday September 4th, 2018 @ 5:00 PM as well the meeting with the State of New Hampshire will to take place at the Lodge on Saturday September 8th @ 10:00 am.

Respectfully submitted,

Tommy Gunn
Committee Member

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/09/CM090818-1.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 8, 2018

The Board of Commissioners met at 10:00 am on Saturday, September 8, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Rick Skarinka of NH DES, Engineer Chuck Goodling of Dubois & King, and Water Operator Ian Hayes. 24 people were present. The meeting was filmed for Madison TV by Tim Hughes.
Filming ended at 12:00 pm.

At 10:00 am the meeting was called to order by Chairman Mike Smith.

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

Mike Smith outlines the rules for the meeting. Questions and comments are to remain focused on the item being discussed.

Pressure reducing valve pits are discussed. VDOE needs to update the pits to supply proper pressure at residences. Without upgrading the PRV pits, the District is unable to regulate high pressure areas and still supply water to the lower pressure areas. Rick Skarinka outlines that protection for the homeowner is the reducing valve required in the Ordinance. Addressing the pressure issues on a system wide basis is needed. Mike Smith outlines that the upgrades for the pits will be on the 2019 Warrant. This was on the 2018 warrant but was not passed by the voters. Upgrading of existing infrastructure and adding needed infrastructure is discussed. Resident John Lynch outlines issues at his property with high pressure. Discussion on the valve is held. Importance of functioning valves is outlined. Rick Skarinka outlines doing the repair once and doing it completely; recommendation is to fund the upgrade. Jay Buckley discusses concern for the high pressure in this area. Patricia Lapham also discusses concern for high pressure. Ian Hayes outlines failure rate of off the shelf PRV’s that are generally used in homes. Purchase of a higher end valve; or to replace the valve again is recommended to residents with high pressure. Discussion on cost of PRV upgrade proposal; $32,700 is cost for DPW and Upper Lakeview PRV pit upgrades. Discussion continues on possible interim repair of changing the valve in the pit. Minimum and maximum water pressures are outlined; there is no high-pressure limit under State regulations. Pressure around 100 is recommended. Low pressure is regulated and must be 32 at the hose bid. Addressing the pressure issue is important and the VDOE is trying to address pressure issues by the proposed pit upgrade.

Replacing the Reinach tanks is discussed. Ralph Lutjen outlines the analysis for the water tank inspection and lining project. Inspection showed that neither tank at Reinach is eligible for lining. Recommendation is to pursue the concrete tank at an estimate cost of $512,125. Storage requirements are discussed. Recommendation is for 90,000-gallon replacement. Rick Skarinka outlines the need to address this issue at this time as tank failure would be considered a significant deficiency under NH DES regulations. Historical attempts to line the tanks are outlined. Incorporation of pressure regulating on the Reinach side of the District is discussed. Set up of the concrete tank with two cells to allow for inspection and lining going forward is outlined. The need to take action at this time is reinforced by Rick Skarinka. Financing the project and obtaining a bid for the work are the action items the Commissioners are working on. Discussion occurs on gaining approval for projects in the District. Rick Skarinka outlines some historic challenges in gaining approval. Rick Skarinka adds that if funding is not approved to take action on the water system, the State will mandate repairs with potential fines to the District for non-compliance. Bidding and qualifications of bidders are discussed. Passage of funding for the articles for improvements to the water system are discussed. An overview presentation of the water system is recommended.

The 5,000-gallon tanks are discussed. Recommendation of the Board is to replace these tanks at this time in lieu of inspection and lining. Replacement will give the best value for the dollars spent over the expected life of the tanks. Discussion is held on the 5,000-gallon tanks and if those tanks are of adequate size. Discussion on option of concrete tanks; generally, not done for tanks of this size.

Rick Skarinka discusses the regulatory role of NH DES. Outlines the needs of the system, the storage tanks, the distribution system pipes, and the overall VDOE environment and the level of service expected for the water system. If persons expect the water system to perform, funds must be expended to repair and upgrade the system. Mr. Skarinka warns that if nothing is approved; the State will take enforcement action.

Rick Skarinka recommends additional meetings with key players going forward. The District must begin to work together for the betterment of the District; should this not occur, the VDOE systems will all be put at risk.

At 12:27 pm 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/2018/09/CM090718.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 7, 2018

The Board of Commissioners met at 11:00 am on Friday, September 7, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were residents Jay Buckley and Paula Doyle.

At 11:00 am the meeting was called to order by Chairman Mike Smith.

Discussion is held on the handout for tomorrow’s meeting. Packets will be created.
The plan for proceeding with the tank project is outlined; bid packet and then a warrant article. Funding is discussed; currently using best numbers available. Bid will finalize expected costs.

Rules for tomorrow’s meeting will include keeping questions and/or comments to the topic being discussed.

At 11:10 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator