Archive

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VILLAGE DISTRICT OF EIDELWEISS

Asset Management Committee Meeting

December 11th, 2018

The Asset Management Committee met at 1:00pm exactly on Tuesday, December 11th, 2018.  In attendance were Committee members, Nancy Cole, Tommy Gunn, Mike Smith and Ralph Lutjen.  Dinah Reiss was not present. No guests were in attendance. The meeting was filmed.

At 1:00 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 warrant article drafts for review.

Ralph Lutjen makes a motion to accept the agenda as presented, Mike Smith seconds and all vote yes.

Nancy Cole makes a motion to accept the minutes as presented from the Asset management meeting of November 13th, 2018, Ralph Lutjen seconds and all present 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.

The purpose of today’s meeting and sole agenda topic was the review proposed draft project write ups to be presented at the annual meeting in February of 2019. The review of the content and edits we discussed for all current, fourteen (14), projects. The team will re-edit the documents in preparation for next week’s meeting. The plan is to have the draft ready for commissioner’s review and ready for posting on the Village District website for voter review prior to the annual meeting. 

Public Comments / Questions: None as no one was present

At 1:50 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 Monday December 17th, 2018 @ 1:00 PM.

Respectfully submitted,

Tommy Gunn

Committee Member

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VILLAGE DISTRICT OF EIDELWEISS
Asset Management Committee Meeting
November 14th, 2018
The Asset Management Committee met at 1:00 pm exactly on Tuesday, November 13th ,

  1. In attendance were Committee members Nancy Cole, Tommy Gunn, Mike Smith and
    Ralph Lutjen. Committee member Dinah Reiss was not present at the meeting. No guests
    were in attendance. The meeting was filmed.
    At 1:04 pm the meeting was called to order by Chairwomen Nancy Cole.
    Chairwomen Nancy Cole passed out documents to include the Agenda and Updated CIP plan.
    Mike Smith 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 any 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.
    Nancy Cole makes a motion to accept the minutes from October 16th, 2018 as presented, Mike
    Smith seconds, all members voted yes for approval.
    Capital Reserve Fund (CRF) review:
    Vehicles:
    Ralph Lutjen discusses the warrant article to replace the current Ford Motor Company F550.
    The current bid for a Dodge 3500 and associated uplifting has an estimated cost of
    $110,000.02. The current uplifting includes plow and sander and the necessary support
    equipment. The Ford F550 has experienced very high maintenance costs, has been unreliable
    at critical times and has reached the end of its useful life and requires replacement, What is
    unclear will be sale and or salvage value of the current Ford F550 and sander and plow
    equipment and where to place those monies. The Commissioners are evaluating trade-in
    value, outright sale with sander and plow and sale or truck, sander and plow as separate
    items. The current Capital Reserve Fund has $25,000 as a down payment for the replacement
    vehicle, question at hand should the sale value of the current Ford F550 and its equipment be
    applied to the purchase price of the new vehicle or redeposited back into the Capital Reserve
    Fund, no decision or recommendation resulted at today’s meeting. The current expected life of
    the new Dodge 3500 is five (5) years.
    Mike Smith questions the timing of the replacement of the Ford F550 and the current planned
    replacement Terra-Star and the 7400. The timing would have a replacement vehicle each year
    in 2023, 2034 and 2025.
    Ralph Lutjen discuss the strategy of the vehicle replacement program and the ongoing
    deposits to the CRF to target a flat tax rate impact in the future.
    1
    Buildings:
    Review of the buildings was lead by Chairperson Nancy Cole no new information was
    available. Review of the planned or identified scope for the Lodge project in 2020. The current
    project is a full renovation of the first floor to include electrical and plumbing. The 2019 scope
    involved replacement of the exterior siding.
    No other building line items were discussed this meeting.
    Roads
    Discussion around the road projects and information provided by Kelly on the estimated cost of
    gravel and shim as well as the prioritization of the proposed projects. Ralph Lutjen suggests
    greater detail needs to be developed by kelly and included in the upcoming annual meeting. As
    well discussion around evolution the timing of various tank projects to insure road upgrades
    will not be completed before planned tank replacements which may require extensive heavy
    equipment use of the roads and damage new or upgraded road surfaces. A review will be
    scheduled.
    Mike Smith asks if we should budget an additional $1,000.00 in the gravel budget should extra
    work be needed, it was also suggested the tank project could carry a contingency amount for
    potential road repairs that result from the tank replacement.
    Discussion on the closing of the Grison and Burgdorf was included as part of the roads CIP
    review. Nancy Cole provided an update on creating the two dead end streets, she has reached
    out for input from local officials, more to follow in December.
    H2O and Tanks:
    The committee reviewed the tank replaced dates and priorities currently in the CIP.
    Discussion around the high pressure issue and reported Paul Fluent is working on a technical
    solutions, to be completed in December.
    Nancy will make adjustments to the CRF in years 2020 and 2021 given current priorities.
    Much discussion revolved around the Reinach tank replacement its timing and the cost
    differences between a State of New Hampshire funded loan and a Bank loan. Benefits and
    detriments of each were discussed with estimated cost differences, it was agreed to table and
    only report details once the actual contractor sealed bids are opened and reviewed on
    December 4th, 2018. The results and recommendation will be discussed at the next meeting in
    December..
    As no guests were present there was no public discussion at this meeting.
    2
    At 2:12 pm Nancy Cole a motion to adjourn the meeting. Tommy Gunn seconds. Motion
    passed unanimously with all members voting yes.
    The next meetings will be held on Tuesday December 11th, 2018 @ 1:00 PM.
    Respectfully submitted,
    Tommy Gunn
    Committee Member
    3

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VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

December 4, 2018

The Board of Commissioners met at 8:00 am on Tuesday, December 4, 2018.  In attendance were Commissioners Mike Smith and Ralph Lutjen.  Also present were Treasurer Dinah Reiss, residents Adam Leiser and Ron Sandstrom.  The meeting was filmed 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 vacant seat on the Board of Commissioners is discussed.  Ralph Lutjen states it is appropriate to add a third Commissioner.  Ralph outlines earlier offers to Marya Doery and Kathy Koziell to fill the seat; both declined.  Ralph Lutjen makes a motion to appoint Ron Sandstrom to the Board of Commissioners.  Mike Smith seconds.  Motion passed 2-0.  Ron Sandstrom states he will not take the monthly stipend allocated to Commissioners. 

Ron Sandstrom is sworn in as Commissioner by Clerk Nancy Cole. 

The action list is reviewed and discussed. 

2. Highway Department Report 

Kelly Robitaille outlines the fifth storm of the season has now occurred.  A blade is needed for the plow for the 550; this will be under $200.00 

Kelly Robitaille outlines that private plow persons are plowing driveways into the roads and along the banks at the edge of the roads; which the DPW will then have to move this snow again.  Mike Smith outlines to Kelly to collect addresses and the VDOE will send letters to the homeowners.  Placing a notice on the website is discussed.  Mike Smith makes a motion to place the information on the website.  Ralph Lutjen seconds.  Discussion on indicating the RSA’s in the notice and rationale for not plowing across the roads.  Motion passed 3-0. 

Kelly Robitaille highlights the recent 15-inch heavy, wet, snow storm.  The plow routes take approximately 1.5 hours.  A plow will come by your property in this time frame.  Should an emergent event occur, please contact the answering service and the DPW will respond.

All equipment is in good shape.  The grader is being outfitted today for winter plowing. 

Salt has been received.  Sand supply is good. 

Ralph Lutjen will meet with Kelly Robitaille on the truck this afternoon. 

Ron Sandstrom highlights that a car was seen in the salt shed.  Resident was informed of the location of the taxpayer sand pile.  Resident sand pile will be marked.  Ron Sandstrom makes a motion to put the taxpayer sand information on the website.  Mike Smith seconds.  Motion passed 3-0.    

Budgets are reviewed and discussed.  Budgets are tight for year end.  Ralph Lutjen outlines costs outside the normal experience, such as 5 storms before December.  Sand, salt, overtime, and equipment use are all increased in this situation.  Ability to deal with contingencies is outlined.  Ron Sandstrom reinforces the notion that sand is placed where needed and try to use less on flat areas.  Kelly Robitaille outlines increase in late night traffic and the need for keeping the roads safe.   

3. Water

Ian Hayes will be in attendance next week. 

A call will be placed to Norm Garside on the siding for Muddy Beach. 

4. Administration

Mike Smith will schedule a safety meeting. 

Treasurer Dinah Reiss states that the transfer from the Water Extension Fund has been completed as authorized by the Board.  Capital Reserve withdrawals will help with year end cash flow.  There are funds available through the TAN loan if needed. 

Dinah Reiss will obtain a number for a 5-year, $100,000 loan payment for the proposed truck. 

Dinah Reiss will pursue the option of direct deposit of the tax check from the Town of Madison.  Mike Smith makes a motion to have the Treasurer proceed with setting up direct deposit of the tax checks.  Ralph Lutjen seconds.  Motion passed 3-0.  Dinah Reiss will verify with the Town that the required information from the tax check calculation be sent to the District. 

Ron Sandstrom discusses having balances for all accounts for the budget hearings in January. 

Water billing open invoice report is reviewed.  Approximately $12,000 is due.  6 houses will be scheduled for shut off.  Ralph Lutjen makes a motion to shut off the customers in January. Ron Sandstrom seconds.  Motion passed 3-0. 

Mike Smith states the monthly newsletter was done well. 

The Asset Management Committee will meet next week 

Mike Smith makes a motion to approve payroll in the amount of $6,570.65.  Ralph Lutjen seconds.  Report and time cards are reviewed and discussed.  Ralph Lutjen highlights a 20-hour shift by Kelly Robitaille, this will be discussed with Kelly.  Discussion on part time employee hours during this payroll.  Motion passed 3-0. 

Budgets are reviewed and discussed.  Ralph Lutjen highlights the total expended on the budget bottom line.  Budgets are tight; $34,805 is the remaining allowable as of this printout for highway/operations and $11,831 in water services.  Ron Sandstrom outlines the projection for remaining expenses which shows the budget will be fully expended.  Increases in budget line items for 2019 are outlined as necessary.     

5.  Accounts Payable

6.  Minutes

Mike Smith motion approve the minutes of 11/28.  Ralph Lutjen seconds.  Motion passed 2-0-1 with Ron Sandstrom abstaining as he was not present. 

7. Commissioners Reports

Ralph Lutjen will handle a review of the proposed truck purchase for 2019 with Kelly Robitaille and Nancy Cole this afternoon.

Ron Sandstrom discusses the project sheet created for all proposed 2019 warrant articles.  Ron Sandstrom proposes placing the project sheets on the website as they are completed.  Releasing the information early with a request for any feedback is recommended.  Ron Sandstrom makes a motion to create a section on the website for the 2019 Warrant projects.  Mike Smith seconds.  Discussion on projects for the 2019 warrant and all projects needed within the District are outlined. 

Ralph Lutjen discusses review of all projects for completion prior to publishing the information.  Reinach tank review will occur next week as the bids are due today at 10 am. 

Ron Sandstrom discusses sharing information as early as possible and get feedback; having residents share in the puzzle is highlighted. 

Mike Smith outlines having all information complete prior to release.  All information is expected by next week.  Priorities of the systems are discussed.  Ian Hayes priority review for the water system is discussed.  The remaining loan funds from the bond approved in 2018 is discussed.  Having projects completed while funds are available is discussed; using the remaining funds from the approved loan are discussed.  Ron Sandstrom questions allocating the remaining funds available in the loan.  Ralph Lutjen outlines managing projects efficiently and effectively that need to be done to improve the Village.  Ron Sandstrom outlines possible repercussions from certain residents who will use information to attempt to sway voters away from the Commissioners plan.  Ralph Lutjen would like to remain focused on the long-term needs of the District.  Motion passed 3-0. 

8. Signature Items  

Mike Smith makes a motion to sign the Capital Reserve withdrawal from the Highway Equipment CRF in the amount of $10,000.00.   Ralph Lutjen seconds.  Motion passed 2-0-1 with Ron Sandstrom abstaining. 

Mike Smith makes a motion to sign PO 273 in the amount of $3,000 for salt.  Ralph Lutjen seconds.  Motion passed 2-0-1 with Ron Sandstrom abstaining.  

9. Correspondence

The Town of Madison has sent a notice requesting all Committees and Commissions do not ask Madison TV to stop taping. 

10. Scheduled Appearances    

11.  Other Business   

Including motions and votes of non-public session will no longer be done at the end of the public session minutes unless specifically voted by the Board.    

Mike Smith makes a motion to schedule a Commissioners meeting Friday, December 28 at 8 am.  Ralph Lutjen seconds.  Motion passed 3-0. 

There will be no meeting 12/25 or 1/1/2019. 

At 9:11 am Mike Smith makes a motion to recess the meeting until the 10 am bid opening.  Ralph Lutjen seconds.  Discussion on bid opening and review of bids.  Motion passed 3-0.     

Mike Smith reconvenes the meeting at 10 am for the bid opening. 

10:00 am – Reinach tank bid opening.  Present are: Commissioners Mike Smith and Ralph Lutjen, engineer Nick Sceggell of Dubois & King, Maureen Brooks of G.W. Brooks & Sons and resident Adam Leiser. 

One bid has been received from G. W Brooks.  Nick Sceggell opens the bid and reviews the documentation for completion.  All documents appear to be in order. 

Both addendums are properly acknowledged. 

Total bid price $992,079.  Bid alternate one is $17,000 to abandon the existing tanks.  Bid alternate two is $15,000 to remove the existing tanks. 

Bid deduct for non-Federal pricing is $10,000.00. 

Engineering estimate is reviewed based on actual bid.  Primary difference is cost of cast-in place tank. 

Discussion on receipt of only one bid.  An explanation of pricing reviews will be completed by Nick Sceggell. Review of varying items as bid will also be done. 

Next step will be the evaluation of bid price by engineer Nick Sceggell.  Discussion on ledge removal cost and increase done when the outlying connections were added to the project is discussed.   

Other persons who attended the pre-bid meeting will be asked why they did not bid.  Nick Sceggell will handle this. 

Discussion is held on possible options for this project.  Nick Sceggell outlines that removal of the outlying connections will not affect the bottom line positively.  Options will be looked into.  Nick Sceggell adds that one bidder was having difficulty locating a concrete contractor with the required experience.

Nick Sceggell questions if bidding prior to the VDOE obtaining approval for funding is a factor in the reduced number of bids received.    

At 10:21 am Mike Smith makes a motion to adjourn the meeting.  Mike Smith seconds.  Motion passed 2-0.     

Respectfully submitted,

Nancy E. Cole

Administrator

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 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

November 28, 2018

The Board of Commissioners met at 8:00 am on Wednesday, November 28, 2018.  In attendance were Commissioners Mike Smith and Ralph Lutjen.  The meeting was filmed for Madison TV.                      

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. Mike Smith makes a motion to add a Non-Public for employee matters.  Ralph Lutjen seconds.  Motion passed 2-0.   

The action list is reviewed and discussed. 

2. Highway Department Report 

Kelly Robitaille reports that work is needed on the equipment from the storm.  A chain will be needed for the sander.  A cutting edge is needed for the plows.  Snow will be pushed back later this week.  Backhoe plow worked well.  The 7400 worked well during this storm.  Clean up of fire hydrants and parking lots is being done this morning. 

One load of salt is in the shed.  One additional storm will be covered and then salt will be needed.  Ralph Lutjen makes a motion to order one load of salt to a maximum of $3,000.  Mike Smith seconds.  Motion passed 2-0. 

Some comp time will be used by the Highway Department personnel at the end of this week. 

A cost for the outfitting of the proposed truck for the 2019 Warrant is discussed.  Kelly Robitaille will pursue this number.  Mike Smith makes a motion to have Kelly Robitaille at the Annual Meeting.  Ralph Lutjen seconds.  Motion passed 2-0. 

3. Water

Discussion is held on limiting discretionary work for the water system.  Ralph Lutjen makes a motion to advise Ian Hayes that there is to be no discretionary work for the remainder of 2018. Mike Smith seconds.  Motion passed 2-0. 

4. Administration

Motion log is reviewed and discussed. 

Discussion on encumbering funds from 2018 Warrant Articles is held. 

Discussion is held on the 2019 proposed budgets.  A correction is made to the Medical line.  Without the plan change, this line would be at $64,000. 

Part time line is recommended for increase to $10,000. 

Discussion on proper funding levels of budget lines is held; budgets are tight for year end. 

November newsletter is discussed.  Number of storms will be updated prior to release.  Mike Smith makes a motion to post the newsletter as updated.  Ralph Lutjen seconds.  Motion passed 2-0. 

5.  Accounts Payable

Mike Smith makes a motion to approve 12 checks for a total of $23,566.09.  Ralph Lutjen seconds.  Checks and invoices are reviewed and discussed.  Motion passed 2-0. 

6.  Minutes

Mike Smith motion approve the minutes of 11/20.  Ralph Lutjen seconds.  Motion passed 2-0. 

7. Commissioners Reports

Mike Smith makes a motion to invite Rick Skarinka to the VDOE Annual Meeting.  Ralph Lutjen seconds.  Motion passed 2-0. 

] 8. Signature Items  

Mike Smith makes a motion to sign the water CRF withdrawal in the amount of $17,000 for the Reinach engineering costs.  Ralph Lutjen seconds.  Motion passed 2-0.

Mike Smith makes a motion to sign the water CRF withdrawal in the amount of $2,500 for design of PRV pits by the engineers.  Ralph Lutjen seconds.  Motion passed 2-0.    

Mike Smith makes a motion to sign the Extension Fund Transfer request.  Ralph Lutjen seconds.  Discussion on reimbursement of curb stop evaluation and installation costs is held.  Motion passed 2-0. 

9. Correspondence

NH Municipal Association has sent the bi-weekly News Link. 

Third party electric provider has sent the monthly report. 

10. Scheduled Appearances    

11.  Other Business   

At 8:30 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 by roll call vote Mike Smith yea, Ralph Lutjen yea and motion passed 2-0. 

Mike Smith makes a motion to seal minutes of the non-public session.  Ralph Lutjen seconds.  Motion passed 2-0. 

At 9:26 am Ralph Lutjen makes a motion to exit Non-Public session and adjourn the meeting.  Mike Smith seconds.  Motion passed 2-0.  

Respectfully submitted,

Nancy E. Cole

Administrator

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 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

November 20, 2018

The Board of Commissioners met at 8:00 am on Tuesday, November 20, 2018.  In attendance were Commissioners Mike Smith and Ralph Lutjen.  Also in attendance were residents Jay Buckley and Kathy Koziell.  The meeting was filmed for Madison TV.                      

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 this is third storm before Thanksgiving.  An aggressive mix of sand and salt is being used on asphalt.  The brine delivery has not yet been put into service, this will be done.  All trucks and equipment are outfitted for winter operations. 

The auger chain on the F-550 sander may need to be changed.  A price will be obtained. 

Salt will be tight for yearend; an additional load may be needed.  Kelly Robitaille will advise.   

3. Water

Bids for Reinach tank are due December 4. 

Muddy Beach siding is scheduled to begin the end of this week. 

4. Administration

The cash flow report is reviewed and discussed.  Cash flow and budget are tight for year end.   

Mike Smith makes a motion to approve payroll in the amount of $6,455.38.  Ralph Lutjen seconds.  Report and time cards are reviewed and discussed.  Motion passed 2-0.

The treasurer will be asked for her report for the month.

Two remaining curb stop valves need to be located.  Ian Hayes will be working on these.

Discussion is held on financing the Reinach tank and pressure zone.  Use of State funds will be beneficial due to the lower interest rate, however, use of these funds may delay the project and may increase the bid price due to the requirements for use of federal funds.  Discussion is held on the engineering cost of $17,000.   Mike Smith makes a motion to fund the $17,000 from the Water System CRF.  Ralph Lutjen seconds.  Motion passed 2-0.     

5.  Accounts Payable

6.  Minutes

Mike Smith motion approve the minutes of 11/13.  Ralph Lutjen seconds.  Motion passed 2-0. 

7. Commissioners Reports

Ralph Lutjen discusses status of warrant article work for the 2019 warrant.  Progress on back up documentation completion and details of proposed projects is outlined.  Data collection for all articles is recommended to be completed by December 11.  Desire is to have firm numbers for all projects for review. 

Mike Smith outlines a list of all proposed Warrant Articles for 2019.  The list will be finalized as plans for projects are put together. 

Discussion is held on amending approved use of $140,000 in loan proceeds.  Determination needs to be finalized on the projects to be proposed. 

Mike Smith outlines discussion with Paul Fluet.  Mike Smith makes a motion to approve $2,500 for design of the PRV pits.  Ralph Lutjen seconds.  Motion passed 2-0.  Mike Smith motion take the $2,500 from Water System CRF.  Ralph Lutjen seconds.  Motion passed 2-0.    

8. Signature Items  

Notary Linda Shackford has joined the meeting to notarize the voluntary lot merger documents for the three lots purchased from the Town. 

Mike Smith makes a motion to sign the water testing agreement for $6,192.00.  Ralph Lutjen seconds.  Motion passed 2-0.  Update to the proposed 2019 budget will be done.   

Mike Smith makes a motion to approve the parking request up to November 29.  Ralph Lutjen seconds.  Discussion on parking in the Huttwil lot and Ordinance are held.  Motion passed 2-0.    

9. Correspondence

Granite State Analytical has sent the monthly bacteria testing results for the water system; clean. Granite State Analytical has sent the monthly pH readings for the water system, pH in range.

Adam Leiser has sent a question/statement on the recent extension of the water main on Burgdorf. 

Adam Leiser has sent a statement that he is not in favor of spending engineering dollars for a review of the upgraded Class VI Grandval Way and Burgdorf Drive for Class V standards. 

Two seasonal shut off requests have been received and sent to Ian Hayes.

The cost sheet for excavation charges has been received as requested from Ian Hayes.

The cost sheet for valve pricing has been received as requested from Ian Hayes.

10. Scheduled Appearances    

11.  Other Business   

Administrator Nancy Cole reports that 14 RSA 91-A requests were responded to last week.

Ian Hayes has sent the pressure readings from the PRV pits to the engineers. 

At 8:39 am Ralph Lutjen makes a motion to adjourn the meeting.  Mike Smith seconds.  Motion passed 2-0.  

Respectfully submitted,

Nancy E. Cole

Administrator

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Included in this newsletter

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

Upcoming events

  • Dec 4 10:00 am            Reinach Tank Project Bid Opening at District Office
  • Dec 11 8:00 am            Public Hearing on Water Ordinance and Driveway Ordinance
  • Dec 11 1:00 pm            Asset Management meeting at Eidelweiss Office.
  • Jan 18, 2019 7:00 pm First Public Hearing on 2019 Budget
  • Jan 25, 2019 7:00 pm Second Public Hearing on 2019 Budget
  • Feb 23, 2019 VDOE Annual Meeting Voting 5pm to 7pm; deliberative session 7 pm.
  • Every Tue. 8:00 am.   Commissioners meeting at the Eidelweiss District Office.

Challenges for VDOE

November activities were focused on normal ongoing activities, the Reinach tank project, organizing the 2019 budget and evaluation of prospective warrant articles. Review of capital requirements is ongoing. The long-term planning is helpful in understanding future needs.

Water System

  • A Reinach tank pre-bid meeting took place on November 6, 2018. Five potential bidders were in attendance. Three potential bidders went to the site.
  • The pre-bid meeting resulted in the issuance of an addendum. The addendum extended the due date for bids to December 4, 2018. This change was requested by several prospective bidders to give them more time for bid preparation. The addendum addressed the issue of potential damage to asphalt road surfaces by indicating that the Village would address the wear and tear issues.
  • A second addendum will be issued to address SCADA requirements.
  • An evaluation of the bids will result in establishing the targeted cost of the Reinach tank project.
  • The priorities for the water system have been reviewed. The recommendations of the water system operator have been taken into consideration for projects that could be funded by the remaining balance of the existing loan.
  • Our engineer is providing a drawing of Rigi and Upper Lakeview PRV designs.

Upcoming News Letter Focus Topic:

  • The 2019 proposed Budgets and Warrant Articles

Breaking News and Current Events:

Roads

  • All equipment has been fitted out for winter use.
  • It had been an unusual November in that we have experienced four snow storms. The 2018 winter storm seasons, to date, have resulted in unusually high work and as a result high costs have been incurred.
  • Three problematic roads have been shimmed. One reduces the incidents of repair of the plow.
  • The specifications for the replacement of the Ford F550 are complete and bids have been requested.
  • A review of gravel needs is underway. Several major road improvements are being considered.

Ordinance updates

  • The Village District of Eidelweiss Board of Commissioners will hold a Public Hearing on Tuesday, December 11, 2018 at 8:00 am at the office, 1680 Conway Road, Madison for proposed updates to the Water Ordinance; amending the dates between which a charge is incurred by the property owner for a seasonal shut off and the Driveway Ordinance; increasing the fine for altering a driveway without a permit.

Rumors and corrections

There is a rumor that the District Commissioners have violated RSA 91-A by not allowing public comments at Commissioner meetings. 

RSA 91-A grants the public access to all public meetings and allows for the public to record all public meetings.  RSA 91-A does not grant the public the right to speak at public meetings.

There is a rumor that the District Commissioners stopped public comments at Commissioners meetings because they do not want to hear from the taxpayers.  

The Commissioners are interested in addressing all questions or comments regarding ongoing and planned projects.  Please email the office with any questions or comments on any ongoing District activities. Email allows the Board the opportunity to review and formulate proper responses.

Water Bill Reminder: 

Any property with an outstanding water bill will have service disconnected December 17.

Tax Bill Reminder:

The second tax payment is due December 6, 2018. Please be aware that all 2018 tax increases for the County, School, Town and District are 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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PUBLIC HEARING NOTICE

The Village District of Eidelweiss Board of Commissioners will hold a Public Hearing on Friday, December 28, 2018 at 8:00 am at the office, 1680 Conway Road, Madison for proposed updates to the Water Ordinance; amending the dates between which a charge is incurred by the property owner for a seasonal shut off and the Driveway Ordinance; increasing the fine for altering a driveway without a permit as outlined below:

PUBLIC HEARING DECEMBER 28, 2018

WATER ORDINANCE PROPOSED UPDATE:

To amend the dates during which there is no charge for a seasonal shut off in section 3.2.3 of the Water Ordinance to the following:

3.2.3 There will not be a charge for one turn off or turn on of water service at the request of the user between April 15th May 1st and November 15th 1st. However, if the user fails to be present during the scheduled time for a turn on there will be a charge of $65 and no turn on service will be provided at that time. Turn off or on of water supply shall be considered once per spring and once per fall.

DRIVEWAY ORDINANCE PROPOSED UPDATE:

To amend the penalty that may be charged for violation in section 12 of the Driveway Ordinance to the following:

12. PENALTY

Any person who violates this regulation shall be deemed to have violated an ordinance of the Village District and may be punished by a fine of not more than $500 $275 with each day of violation considered a separate offense. In the alternative, any violator shall be subject to the penalties by RSA 236:14. In addition, the person responsible for the violation shall be liable for the cost of restoration of the road to a condition satisfactory to the Board of Commissioners.