Archive

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/05/AssetMngmnt-03-15-18.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
March 15th, 2018

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

At 1:00 pm the meeting was called to order by Chairwomen Nancy Cole.

Chairwomen Nancy Cole passed out documents associated CIP plan and CR effort. The document will be edited at this meeting to reflect the outcome of the annual meeting.

Agenda Items:

1. Diana Reiss makes a motion to accept the minutes of February 12th, 2018 – Mike Smith seconds the motion, the motion passed 5-0 with all members voting yes.
2. Review of Annual Meeting Outcome:
• Various adjustments to the current CIP / CRF were made based on the actual outcome of the annual meeting held on February 23rd 2018.
• One item generated much discussion and that was the lodge and how to proceed with insuring the asset continues to be maintained with the minimal funds now available. It was agreed in 2018 to review the siding in detail and prepare a presentation for the voters to review. Then in 2019 the VDOE will conduct a Building Condition Assessment to present to the voters the overall condition of the lodge and the estimated cost to bring the lodge’s condition to a usable status. The assessment will also look at a “run to fail” model and the number of year remaining if no corrective maintenance is conducted and the lodge becomes unusable do to safety and health concerns.
• The wing plow was damaged on old town and with the reduction of possible funding from the annual meeting will shift priorities. The highway maintenance team will look to shim rather than reclaim to extend the life of old town and Chocorua view. Adjustments will be made to the CIP plan, roads division.
• Burgdorf, Eidelweiss Drive @ Thusis and Grison original plans were discussed. Committee agreed a new engineering plan is needed and assessments of the impact of closing sections to reduce cost based on the outcome of the annual meeting voting.
• Water - Various adjustments to the draft CIP will be made by Chairwomen Nancy Cole for final review of the committee and then distribution as necessary.
• Distribution - Various adjustments to the draft CIP will be made by Chairwomen Nancy Cole for final review of the committee and then distribution as necessary.
3. Review CIP
• Update any proposed year for week based on annual meeting – Various updates were made to the CIP and adjustments in estimated cost and dates made in the draft copy. Nancy Cole will make the edits on the draft documents and circulate to committee members for final agreement prior to distribution.
• Propose items for Board of Commissioners to review for bids during 2018
4. Mapping Update – Ron Sandstorm working with Chad Roberge of Avitar on isolation valve mapping – Nancy Cole reported that Ron is on schedule to provide the updates by the end of next week. Updating the maps using Microsoft Excel and GPS points proved to be a challenge in insuring the maps are as accurate as possible
5. Mike Smith to complete CSV location information late spring/early summer with Ian Hayes. We wish mike and Ian success in locating the final few CSV’s.
6. Other Business:
• F550 – Review of a recent issue with the F550 were discussed and its impact on the equipment and the CIP. Outcome will be impacted by any insurance claim and its impact on the CIP
• Rural Water Report – Chairwomen Nancy Cole discussed the report completed for the VDOE. The report was distributed to committee members and showed the greatest risk to the water supply at the VDOE is the Gun Range and its Lead Waste the result of activity. The team will review and discuss at the next meeting.

At 2:05 pm Nancy Cole makes a motion to adjourn the meeting. Dinah Reiss 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/2018/05/CM042018.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 20, 2018

The Board of Commissioners met at 8:00 am on Friday, April 20, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille and resident 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. Ron Sandstrom seconds. Motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that grader blades will be needed; cost is $275. Mike Smith makes a motion to approve purchase of grader blades in the amount of $275. Ron Sandstrom seconds. Motion passed 3-0.
The F-550 has been transported to MacDonald Motors to have the frame checked. If straight, the remaining repairs will be completed, if bent, the insurance company will be contacted.
Kelly Robitaille reports that culverts are being checked. Marker posts will be replaced as needed.
Kelly Robitaille states that sign posts will be needed. Pricing will be checked locally as shipping costs are high from the current provider.
The cost of the recent grader service is discussed; $1,080.14. The invoice does not include number of hours, hourly rate or a description of material disposed; but does include expenses for these items. Mike Smith makes a motion to request additional breakdown. Ralph Lutjen seconds. Motion passed 3-0.
Kelly Robitaille is still reviewing available front-runner style rakes to replace the current York rake.
The repair to the Terra-Star for the damaged axle stated to be caused by rear-wheel slip is discussed. Kelly Robitaille has reached out to other municipal departments for problems they may have had with a Terra-Star. One department stated that they completed a $1,700 upgrade to the truck that helps reduce the potential of this failure occurring. Overall, the forum does not give favorable reviews of performance for the Terra-Star.
Ron Sandstrom compliments the crew on the road conditions last Sunday morning; roads outside VDOE were in much poorer condition. Kelly Robitaille adds that the rubber plow edges purchased previously made a big difference with clearing the roads for this last storm.
The International 7400 has had the sander removed to facilitate the beginning of hauling gravel.

3. Water

The delivery to Grundfos of the non-working pump received last October has been confirmed. Ed Russell of Maltz Sales is working with Grundfos to expedite the warranty review for this pump.
Mike Smith makes a motion to send a confirmation email to Mass Tank for the tank inspections scheduled for May 14. Ron Sandstrom seconds. Ralph Lutjen discusses the status of the loan and having confirmation that the loan is approved prior to confirming the schedule with Mass Tank. Treasurer Dinah Reiss will be asked to proceed with the loan application. Mike Smith withdraws the motion. Ron Sandstrom makes a motion to contact Mass Tank for schedule confirmation once Treasurer Dinah Reiss has confirmed the loan is approved; with a copy to be sent to Ian Hayes. Ralph Lutjen seconds. Motion passed 3-0.

4. Administration

The motion log has been distributed and is reviewed.
The monthly cash flow report is reviewed and discussed.
The security panels for the pump houses have been ordered through Electrical Installation.
The monthly VDOE newsletter is reviewed. Mike Smith corrects Loon Society to Loon Preservation Society. Ron Sandstrom makes a motion to send the newsletter with the correction to Loon Preservation Society. Mike Smith seconds. Motion passed 3-0.
The Asset Management committee is scheduled to review the CIP document details. Ron Sandstrom is working on the mapping data.
Muddy Beach financing of 2017 is reviewed and discussed. A summary with recommended action has been created. Ralph Lutjen will make additional modifications to the document for clarity. Discussion on review by auditor prior to posting on the website is held. This will be done. Once final, document will be placed on the VDOE website with a copy to other sites requesting placing of a link to the document on the VDOE site.
The number of remaining spaces on canoe racks for each beach after completion of the initial registration is give; all beaches have space available should a property owner wish to register a rack space. Discussion is held on checking the racks prior to the season beginning. Having the DPW check the racks is outlined as an option; hiring a contractor to check and repair is outlined as an alternative option. Mike Smith makes a motion to have the DPW check the racks and report any needed repairs. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to approve payroll in the amount of $5,927.49. Ron Sandstrom seconds. Report and time cards are reviewed and discussed. Motion passed 3-0.

5. Accounts Payable

Mike Smith makes a motion to approve 14 checks for a total of $8,927.42. Ron Sandstrom seconds. Holding of the check to Chadwick-BaRoss for response to the previously discussed invoice questions is discussed. Mike Smith moves to amend the motion to approve 13 checks for a total of $7,847.01. Ron Sandstrom seconds. Discussion ensues on the request from a resident billed for emergency services to have the number of hours billed reviewed for reduction is held. Mike Smith makes a motion to request back up verification from Ian Hayes. Ralph Lutjen seconds. Motion passed 3-0. Motion to approve manifest of 13 checks passed 3-0.
6. Minutes

Mike Smith makes a motion to approve the minutes of April 3. Ralph Lutjen seconds. Motion passed 2-0-1 with Ron Sandstrom abstaining as he was not present.
Mike Smith makes a motion to approve the minutes of April 10. Ralph Lutjen seconds. Motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen reports that the spring water run off testing was done this week; the 24 samples have been brought to the State Lab. Ralph Lutjen makes a motion to send a thank-you letter to Bob Borchers for his work during the spring testing. Ron Sandstrom seconds. Motion passed 3-0.
Ron Sandstrom states that he is hopeful the longer term results of the Communication Committee will show improvement in the overall perception of the District.
Mike Smith makes a motion to contract Barry’s Tree Service subject to receipt of the requested easements for Little Loop Rd. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith discusses use of remaining encumbered funds from the 2017 Lodge project to repair the piping under the building in the crawl space. Mike Smith makes a motion to use the encumbered funds to have the plumber replace and property install water lines in the crawl space under the lodge. Ron Sandstrom seconds. Discussion on obtaining an estimate to determine if the remaining funds are adequate to cover the cost is held. Mike Smith withdraws the motion. Ron Sandstrom makes a motion to get an estimate for replacement of the water lines in the crawl space under the lodge. Ralph Lutjen seconds. Motion passed 3-0.
Nancy Cole outlines that the inspection was completed at the Lodge this week with Madison Fire Chief Richard Clark and Code Enforcement Officer Bob Boyd. A Certificate of Occupancy will be created as one is not on file with the Town. Occupancy will differ between a seating only meeting style use and a table and chair dinner style use of the main room.
Mike Smith discusses that all Communication Committee information distributed for posting on other sites is to direct the reader to the District site.

8. Signature Items

Mike Smith makes a motion to sign PO 247 in the amount of $5,000 for gravel. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign PO 248 in the amount of $275 for a new trimmer. Ron Sandstrom seconds. Motion passed 3-0.
PO 249 in the amount of $1,080.14 for grader repairs will be held.
Mike Smith makes a motion to sign the letter to the property owner of 4 Little Loop to request the easement be executed. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to the property owner of 6 Little Loop to request the easement be executed. Ralph Lutjen seconds. Motion passed 3-0.

9. Correspondence

Property owner of 18 Diessbach has sent a request for a reduction in the amount billed for the emergency repairs at the property.
Larry Leonard has sent a request for an explanation of the 2017 Muddy Beach project funding. The response will be sent once review by the auditor is completed.
Granite State Analytical has sent the monthly water system testing results; bacteria are absent, pH is low.
NH Department of Environmental Services has announced a new Asset Management Database that is available on the DES website. Mike Smith makes a motion to have Nancy Cole review and report on the new DES Asset Management database. Ralph Lutjen seconds. Motion passed 3-0.

10. Scheduled Appearances

Resident Gloria Aspinall recommends checking of the playground equipment in addition to the canoe racks. Ralph Lutjen makes a motion to have the DPW check the playground equipment. Ron Sandstrom seconds. Motion passed 3-0.

11. Other Business

The Communication Committee has recommended the VDOE purchase a laptop for use by the office. Current use of personnel equipment is outlined. Mike Smith makes a motion to price and purchase a lap top from the Office Equipment Capital Reserve Fund. Ron Sandstrom seconds. Motion passed 3-0.
Upgrading of QuickBooks is also recommended by the Communication Committee. Ron Sandstrom makes a motion to price an update for QuickBooks that will include batch billing and integration of purchase orders. Mike Smith seconds. Motion passed 3-0.
The Communication Committee is also recommending the District publish agendas one business day prior to any meeting. As the Commissioners meet weekly, it is impractical to post the agenda.
The Communication Committee is recommending usage of the updated daily water usage spreadsheet which incorporates the historical summary and charts. This will be reviewed when the April water usage report is generated.
Dr. Jamie Houle of UNH Storm-Water Management has notified the District that work is beginning on preliminary drawings and drainage recommendations from last year’s survey for submission to the Board.
Ron Sandstrom questions if DES permits are needed for the Little Loop project. Mike Smith makes a motion to send the question to Paul Fluet. Ron Sandstrom seconds. Motion passed 3-0.

12. Public Comments

Ron Sandstrom congratulates the Kennett High School robotics team on making the World Championship. Good job and good luck!!

The Board of Commissioners will not meet Tuesday, April 24.

At 9:25 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds. Motion passed 3-0.
Respectfully submitted,
Nancy E. Cole
Administrator

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VILLAGE DISTRICT OF
EIDELWEISS
Board of Commissioners
WATER SYSTEM FLUSHING

Flushing of the Water System will begin on Monday, April 30, 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/2018/04/Water-System-Flushing-April-2018.pdf"]
VILLAGE DISTRICT OF
EIDELWEISS
Board of Commissioners
WATER SYSTEM FLUSHING

Flushing of the Water System will begin on Monday, April 30, 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/2018/04/newsletter-April-2018-final.pdf"]
April 2018 Newsletter from the Village District of Eidelweiss

The VDOE Communication Committee intends to highlight a different person each month –

Get to know: Commissioner Ron Sandstrom
Ron Sandstrom moved to Eidelweiss in 2010 with his wife Leeann and their children. Ron has an undergraduate degree in Geology and a graduate degree in computer science. These days Ron can be found running one of his businesses, coaching the multiple-time state champion robotics team at Kennett High School, serving on a local board, or volunteering on a local committee. He is currently serving his third three-year term as a commissioner in Eidelweiss. Ron has embraced all that the Mount Washington Valley has to offer.

Upcoming events
May 5th is Valley Cleanup Day. Registration will be at the lodge at the conclusion of the info-board meeting. There is a communications committee meeting in the Lodge starting at 8:45am the same day. All are encouraged to attend. Food and coffee will be there for everyone. The Hampton Inn is also having an event from 12-2. There will be food, music and a water park.
May 26th is a Loon Preservation Society Presentation at the Lodge beginning at 6pm.

Did you know…
All are welcome to reserve the lodge if desired. Contact the VDOE office for additional information.

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. They can’t do it all and they encourage anyone who sees something to report it for the benefit of the VDOE community to the Madison Police at 603-367-8334 (non-emergency line).

Village District of Eidelweiss
Employees:
Nancy Cole (Administrator)
Kelly Robitaille, Jeff DeMartino (Highway Department)

Elected officials (term ends):
Commissioners - Mike Smith (2019), Ron Sandstrom (2021), Ralph Lutjen (2020)
Treasurer - Dinah Reiss (2019)
Moderator – Robert Ingram (2020)
Clerk – Nancy Cole (2019)

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/04/Canoe-rack-update-042018.pdf"]
CANOE RACK REGISTRATION UPDATE

 There is no charge for registering a space for 2018.
It was brought to the District’s attention that pursuant to RSA 41:9-a, the process for adding a fee was not followed prior to the public hearing October 2017. Therefore, no fee is being charged for 2018 and all received checks are being returned.

 You may put multiple watercraft into one space provided they fit.
No overhanging of the edge of the racks is allowed as this may interfere with someone else safely loading or unloading their watercraft.

 There are still spaces available
All 5 beaches still have spaces available. Please submit the registration form to the office if you would like to keep your watercraft at one of the beaches. Spaces remaining on June 1 will be open to persons who would like a second space.

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/04/Muddy-Beach-2017-Finance-Statement-2.pdf"]
Commissioners Statement Regarding Water Usage Charges for the 2017 Muddy Beach Project

The background of the issue involving the project accounting and funding is summarized by the following description.

An accounting error took place with the recording of Muddy Beach project funding. This was caused by the wording of the Warrant Article that stated the funds for the project could come from the Capital Reserve or from the water fees. Two transactions were recorded that in effect double counted the funding of $42,000 to cover the appropriation. One charge was to the Capital Reserve and the other was inclusion in the calculation of the current year’s water fees. This situation was not discovered until after the audit of the financial statements had been completed.

The Board of Commissioners will rectify this situation by returning $42,000 to the Capital Reserve from the operating account, and also want to stress that no over-charge took place in the water billing.

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/04/CM041018R.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 10, 2018

The Board of Commissioners met at 8:00 am on Tuesday, April 10, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille, resident Adam Leiser, Water Operator Ian Hayes (8:30) and Treasurer Dinah Reiss (8:40). 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. Ron Sandstrom seconds. Motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that tree limbs will be trimmed and brushwork along roads is planned for this week. The trimmer is not working. Ralph Lutjen makes a motion to approve purchase of a trimmer in the amount of $275. Ron Sandstrom seconds. Motion passed 3-0.
The York rake is discussed; axle is bent, rake does not hold the roads properly. Replacing the rake with a front-runner style is recommended by Kelly Robitaille for more efficient raking of dead ends. First estimate received is $4,000 from Allied Equipment, additional vendors will be checked with for pricing.
Pot holes are being filled where possible.
Repairs are beginning on the F-550
Service was completed last week on the road grader; batteries were changed and the computer reset.
Boards are out of the dam for run-off.
Ralph Lutjen discusses trees along roads that are being nicked by plow blades. Kelly Robitaille will mark and note the trees so that pricing for removal can be obtained. The option of removing trees by section of the District over a course of a couple of years is discussed; this will be dependent upon pricing for the removal of the trees.

3. Water

Ian Hayes reports that bleeders will be off this week. Flushing will be scheduled for the end of the month.
SCADA programmer Tom Therrien has delivered the Variable Frequency Drive for the second pump at Muddy Beach. Electrician Justin Montelin has been informed.
Mike Smith discusses shipping of the second pump. Mike Smith makes a motion that if no response to the request for shipment of the pump is received from Maltz Sales, another vendor will be chosen. Ralph Lutjen seconds. Motion passed 3-0.
Ian Hayes states tanks to be inspected will be opened mid-May. Once the tank at Reinach is exposed, the road will be blocked off for protection of the area. A hatch may need to be created at the summit pump house to allow access for the inspection equipment. If needed, this will be done.
Leak detection efforts will continue in the spring; zones will be isolated and checked. Areas of suspicion will be checked with leak detection devices by Granite State Rural Water as has been done in the past. Discussion of alternative options for leak detection is held. Ian Hayes outlines that the submitted options are invasive and used most effectively in large cities and areas with redundant pipes.
Electrician Justin Montelin is scheduling the work for the Muddy Beach pump house. Norm Garside will be informed of the dates upon receipt.
Ian Hayes will submit a list for spring work that is needed for the water system.

4. Administration

Mike Smith states that a safety meeting will be scheduled.
Avitar is working on extracting the original data for verification of the updated data; once completed the new maps can be created.
Mike Smith makes a motion to approve payroll in the amount of $5,378.88. Ron Sandstrom seconds. Report and time cards are reviewed and discussed. Motion passed 3-0.
The daily water usage report for March is reviewed and discussed.
The first quarter water usage report has been filed and accepted by NH Department of Environmental Services. The quarterly usage is in line with historical averages.

5. Accounts Payable
6. Minutes
7. Commissioners Reports

Ralph Lutjen discusses that he met with Bob Wirling to review the Little Loop construction design. Quote of $10,500 has been received; this does not include tree removal. Attorney Chris Boldt is working on the easements for #4 and #6 Little Loop. Mike Smith makes a motion to accept the quote from Bob Wirling for $10,050*. Ron Sandstrom seconds. Adam Leiser questions the plan; plan is as presented at Annual Meeting. Discussion ensues on the plan. The need for addition of a grate along the driveway at #3 Little Loop will be evaluated and pursued if needed once the remainder of the project is completed. Ron Sandstrom invites Adam Leiser to have his engineer submit any concerns he may have after review of the plans. Discussion on pursuing the plan as created by the VDOE engineers is held; if the crowning of the road and catch basin across the street does not stop the water crossing the road, a grate will be pursued for the driveway at #3. Mike Smith states intent to call the vote. Ron Sandstrom requests to allow 1 week for submission of any input from Mr. Leiser’s engineer. Motion passed 2-1 with Ron Sandstrom against approval without granting time for input.
Ralph Lutjen discusses the receipt of the engineering proposal for Saint Moritz at Basal. The proposal is costly; over $5,000 just for the drainage study – the design for the drainage would be additional.
*Typo corrected after publication(was $10,500); republished 4/27/18
8. Signature Items

Request for use of Huttwil parking lot for a 6-wheel dump truck until the first week of May has been received. Mike Smith makes a motion to approve use of the parking lot for the 6-wheel dump truck until the first week of May. Ron Sandstrom seconds. Discussion on limited time that truck will be in the lot is held. Motion passed 3-0.

9. Correspondence

Resident Adam Leiser has sent a question regarding establishment of the easement needed at his property. This is in process.
Avitar Associates has sent a statement that the extraction of data is being worked on and will be sent.
NH Municipal Association has sent the weekly Legislative Bulletin.

10. Scheduled Appearances
11. Other Business

Ron Sandstrom outlines yesterday’s Communication Committee meeting. Property owner Paula Doyle has stated interest in becoming the fifth member of the Committee. Discussion ensues on a 5 person board being beneficial as it allows for additional input and distribution of work efforts. The limits of a three person board are discussed. Ron Sandstrom makes a motion to set the Communication Committee as a five (5) person board. Ralph Lutjen seconds. Motion passed 3-0. Mike Smith makes a motion to withdraw last week’s motion to set the Communication Committee as a three (3) person board. Ralph Lutjen seconds. Motion passed 2-0-1 with Ron Sandstrom abstaining as he was not involved in the original vote. Ron Sandstrom makes a motion to appoint Paula Doyle to the Communications Committee. Ralph Lutjen seconds. Motion passed 3-0.
Ron Sandstrom discusses re-arranging the office set up to allow Nancy Cole to have access to a computer during meetings. Ron Sandstrom makes a motion to move the office desk area. Ralph Lutjen seconds. Motion passed 3-0.
Discussion is held on separating the VDOE logo from the Eidelweiss crest. An initial mock-up of an idea has been created and is reviewed. Ability to trade-mark the logo once developed is discussed as beneficial reason for changing. Offering a design a logo contest among residents is discussed as an option.
Posting of draft minutes has been requested from the Communications Committee as a means of quicker release of information. Mike Smith makes a motion to allow only approved minutes to be posted on the website. Ralph Lutjen seconds. Discussion ensues on getting information out to the public in a quicker manner. An option of creating a list of key topics for information that would be desirable for quickest release can be submitted to the Board for consideration. Adam Leiser outlines that other websites get some information out before the District; this creates challenges. Adam adds that the Communication Committee is attempting to help get information out, but needs support of the Commissioners to be effective. Verification of the accuracy of the minutes during review and approval process is sited as the reason for not posting drafts. Motion passed 3-0.

12. Public Comments

Treasurer Dinah Reiss outlines the collection of funds for the 2017 Muddy Beach project within the water bills and also from the Capital Reserve Fund (CRF). A deposit back to the CRF would be appropriate.
Treasurer Dinah Reiss questions taking of the loan authorized at the Annual Meeting and beginning of the application process for the loan. Ralph Lutjen will create a review of the funding needs for the portion of the project planned for 2018. Water tanks will be the primary topic at the next scheduled Asset Management Committee meeting (April 17).
Communications Committee member Adam Leiser discusses the vote of the Commissioners to limit the committee to 3 persons. Mike Smith outlines that no response had been received for a fifth member, thus the vote to set the committee at 3 persons occurred with Nancy Cole willing to step down and accept the role of alternate.
Adam Leiser discusses the plan for the drainage corrections on Little Loop, which will affect his property. Mr. Leiser is concerned that the project will not succeed as designed. Ron Sandstrom reiterates that the concern raised by Mr. Leiser’s engineer has been addressed by the contingency plan to install a channel grate at the driveway at #3 Little Loop if necessary once the primary portion of the project has been completed. Adam Leiser responds that he should be more involved in the plans.
The color charts for siding options and roofing for Muddy Beach pump house have been received. Mike Smith makes a motion to allow Nancy Cole to choose the colors. Ralph Lutjen seconds. Motion passed 3-0.

At 9:40 am Mike Smith makes a motion to enter non-public session pursuant to RSA 91-A:4 II (d) property. Ron Sandstrom seconds. Motion called via roll call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea. Motion passed 3-0.

Motions and votes of Non-Public session:
Ron Sandstrom makes a motion to have Ralph Lutjen and Kelly Robitaille review the intersection of Saint Moritz at Basal Street for low cost drainage corrections; such as road grading with slope towards odd number side of street drainage ditch.

At 10:05 am Ron Sandstrom makes a motion to exit non-public session. Ralph Lutjen seconds. Motion is called by roll call vote Mike Smith yea, Ron Sandstrom yea. Motion passed 3-0.

Public Session resumed:
Mike Smith makes a motion to sign the DRA Form MS 535. Ron Sandstrom seconds. Motion passed 3-0.

At 10:10 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/2018/04/CM040318.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 3, 2018

The Board of Commissioners met at 8:00 am on Tuesday, April 3, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance was Highway Foreman Kelly Robitaille. 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 roads are holding well. Pot holes are being filled where possible. Some snow and ice is in the forecast, crew is ready.
The sander for the F-550 has been declared a total loss by the insurance company. The truck is repairable and repairs will take approximately one month. The backhoe plow has been getting used and works great for dead ends and cleaning up after pushing back snow banks. The brine delivery system was not damaged and will be functional when the F-550 is back.
Jeff DeMartino is in a culvert class through the UNH Technology Transfer (T2) center.
Highway budgets are reviewed and discussed.

3. Water

The new pump for Muddy Beach will be ordered today.

4. Administration

Water bills are ready and will be brought to the post office today.
The Communications Committee will be preparing a draft for the April monthly communication for Board review and approval. Target date is April 24.
Mapping updates are being worked on.
The budget is reviewed and discussed. NH Retirement System allocations will be checked.
The updated Management Discussion and Analysis report for the 2017 audit as recommended by the auditor is reviewed. Mike Smith makes a motion to approve the updates as recommended. Ralph Lutjen seconds. Motion passed 2-0.
The Communication Committee has submitted a draft for a letter to be sent to residents with the canoe rack registration sticker. Letter will be used as submitted.

5. Accounts Payable

Mike Smith makes a motion to approve 16 checks for a total of $16,500.16. Ralph Lutjen seconds. Checks and invoices reviewed and discussed. Motion passed 2-0.
6. Minutes

Ralph Lutjen makes a motion to approve the minutes of March 26, 2018 as presented. Mike Smith seconds. Motion passed 2-0.

7. Commissioners Reports

Ralph Lutjen is working on the Reinach Pressure Zone bid package with Engineer Paul Fluet. Paul Fluet has recommended allowing Dubois & King to produce a full bid package with all components of all forms and sections; a budget of $2,000 - $3,000 is recommended. Paul Fluet also recommends the bid package be produced for one project. An option of establishing the packet so that a bidder could choose to bid on only one portion of the project is discussed. Ralph Lutjen makes a motion to have Dubois & King produce the bid document up to $3,000. Mike Smith seconds. Mike Smith states that the total cost if produced as one project may be too high; the project may need to be completed in two phases for financing. Ralph Lutjen agrees that two phases may be the best for financing. Ralph Lutjen will discuss further with Paul Fluet. Motion passed 2-0.
Mike Smith makes a motion to send the Thusis amendment passed at the Annual Meeting to Paul Fluet for review and approval. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to reduce the Communication Committee to 3 members with Nancy Cole to become an alternate. Ralph Lutjen seconds. Motion passed 2-0.

8. Signature Items

Mike Smith makes a motion to sign the audit representation letter for completion of the 2017 audit. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

The property owner of 11 Jungfrau has responded to the letter from the Commissioners thanking them for allowing the culvert alteration to facilitate construction material delivery and stating that he will complete the restoration of the driveway to comply with the Driveway Permit for Construction this spring.
Placement of multiple watercrafts within one space at the beach canoe racks has been questioned. Ralph Lutjen makes a motion that multiple watercrafts can be placed in one space provided they do not overhang the space allocated for safety reasons. Mike Smith seconds. Motion passed 2-0. The sticker is to be visible within all spaces at all times.
The third-party electricity supplier has sent the March report; $35 was saved.
Jesse Lyman Oil & Propane has sent notice that a partnership has been reached with Eastern Propane.
NH Department of Environmental Services has sent information regarding the water exposition being held May 17.
NH Retirement System has sent an update on proposed legislation that could impact the system.
NH Municipal Association has sent the bi-weekly News Link and the weekly Legislative Bulletin. A public hearing regarding Moderator’s ability to postpone a Town Meeting or Town election was held and very well attended. It is reported that even the Secretary of State’s representative at the hearing agreed that for a non-state-wide emergency, the Moderator’s are the most informed person to make a determination for postponement.

10. Scheduled Appearances
11. Other Business

The Loon Preservation Society has confirmed the presentation for Saturday, May 26 at 6 pm at the lodge.
Legal counsel has confirmed that no registration fee can be charged for the canoe rack spaces until passed by the legislative body at an annual meeting.
Unscheduled appearances at a Commissioners meeting may have their discussion deferred to a future meeting if the Board has not had a chance to review documents or correspondence prior to the meeting.

12. Public Comments

At 8:40 am Mike Smith makes a motion to enter non-public session pursuant to RSA 91-A:4 II (d) property. Ralph Lutjen seconds. Motion called via roll call vote Mike Smith yea, Ralph Lutjen yea. Motion passed 2-0.

Motions and votes of Non-Public session:
Mike Smith makes a motion to seal the minutes until the matter is finalized. Ralph Lutjen seconds the motion. Motion passed 2-0.

At 9:00 am Mike Smith makes a motion to exit non-public session. Ralph Lutjen seconds. Motion is called by roll call vote Mike Smith yea, Ralph Lutjen yea. Motion passed 2-0.
Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator