VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday September 27, 2022

The Board of Commissioners met at 9:00am on Tuesday September 27, 2022.

In attendance for the public meeting are Commissioner Mike Smith, Commissioner Ralph Lutjen, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator, Kelly Robitaille-DPW Forman, Doug Prescott, Gloria Aspinall & Dave Cribbie.

Meeting videotaped by Carol of Madison TV

At 9:00am Commissioner Ralph Lutjen calls the meeting to order

Public Meeting

Ralph Lutjen makes a motion to approve the agenda, Mike Smith 2nds, passes 2-0.

Mike Smith makes a motion to approve the Minutes of 9/20/22, Ralph Lutjen 2nds, passes 2-0.

Mike Smith makes a motion to approve the 9/20/22 Sealed Non-Public Minutes RSA 91-A:3 II (a), Ralph Lutjen 2nds, passes 2-0

Mike Smith makes a motion to approve the 9/20/22 Sealed Non-Public Minutes RSA 91-A:3 II (d), Ralph Lutjen 2nds, passes 2-0

Mike Smith makes a motion to approve the 9/20/22 Sealed Non-Public Minutes RSA 91-A:3 II (e), Ralph Lutjen 2nds, passes 2-0.

Ralph Lutjen makes a motion to approve the Operating Account manifest for $11,094.80, Mike Smith 2nds, passes 2-0

Ralph Lutjen makes a motion to approve the Water Assessment Fund Manifest for $10,003.00, Mike Smith 2nds, passes 2-0

DPW

Discussion on salt quote from Eastern Minerals, price went up quite a bit from last year.

Ralph Lutjen makes a motion to approve the agreement with Eastern Minerals, Mike Smith 2nds, passes 2-0

Dave Cribbie from G.W Brooks came in to talk about the dry hydrants on the ponds

Dave Cribbie discusses if the VDOE is wanting a bid or a budgetary estimate. The last time G.W Brooks did work was for the Grison & Bergdorf Culvert. He then gives an overview of the dry hydrant designs. The last hydrant they did was for Freedom, but they also did 2 in Madison. He also mentions that DES prefers you de-water the area that is having the work done, you can either drain the area or do a coffin dam.

Ralph Lutjen- could we just extend the pipe to add water height above the hydrant

Dave Cribbie- There is an air leak somewhere in the hydrant line, it loses prime frequently.

Ralph Lutjen- What about just replacing and extending the line, would it need to be de-watered for that?

Dave Cribbie- Yes, I would suggest just replacing and extending the line, but it would still need to be de-watered. It would cost around $2,000 give or take for the consultation which includes talking with DES.

Mike Smith- Would the $2,000 cover the paperwork as well or just the conversation?

Dave Cribbie- I would give you a letter explaining what DES requires, no paperwork just a conversation. I would do all the paperwork and permitting if you decide to go with us for the project.

Ralph Lutjen- So there is something wrong with the pipe and it needs to be replaced. What about the hydrant at Big Loop?

Dave Cribbie- There is nothing wrong with the Big Loop hydrant. The dam hydrant doesn’t work properly, when there was a fire at Jungfrau, we had issues and were only pumping air at times. Engine 3 at the time was the only engine that could defeat the air issue when I was on board the Madison FD 3-4 years ago.

Ralph Lutjen makes a motion to engage G.W Brooks for a consultation on the dry hydrant with a cap of $2,000, Mike Smith 2nds for discussion.

Dave Cribbie- The budgetary consultation would be done hopefully within in a month.

Mike Smith- There was a PBN pulled before that was not completed, will this cause any issues? Also, when would be the best time to have the work done.

Dave Cribbie- No there should be no issue. The best time to do the work would be right after Labor Day before the fall rain.

Kelly Robitaille- My only concern would be with draining the pond. The people are not going to be ok with that, I have concerns we will spend all this money and then the people will vote it down.

Dave Cribbie- We could potentially put a dam at Middle Pea to keep the water in Middle and Big Pea and only drain Little Pea.

Kelly Robitaille- Could we stay closer to the shore to prevent draining the pond as much?

Dave Cribbie- Doing that would not gain much, I can look at the other options and we can possibly do the coffin dam.

Ralph Lutjen- Can we get a quote for the project so that we have something to put together for the annual meeting?

Dave Cribbie- I can prepare a proposal for you to have next week. As for talking with DES and getting all the information I should have that by the end of the year.

Motion passes 2-0

Discussion on Driveway Permits

Ralph Lutjen makes a motion to approve the Driveway permit for construction at 5 Grimsel Road, Mike Smith 2nds, passes 2-0

Mike Smith makes a motion to approve the Driveway permit for construction at 41 Bristenstock Drive, Ralph Lutjen 2nds, passes 2-0

Discussion on Lugano Paving

Kelly Robitaille states that it would be $5,580 to shim the left side only but next year we would still need to do an overlay. To do the whole road full shim and overlay it would by $15,8000.

Mike Smith raises concern about the operating budget being over around 7% for this time of the year. Ralph Lutjen suggests doing the smaller project this year and having a warrant article to do the whole road next year.

Ralph Lutjen makes a motion to shim the left side of Lugano, Mike Smith 2nds, passes 2-0

Discussion on the Dam.

Kelly Robitaille mentions that an 11” board was pulled on 9/23/22. The water was about 5” over the concrete. Talks about the fall draw down.

Ralph Lutjen makes a motion to pull a 2^nd board out just before the October 15^th drawdown deadline, Mike Smith 2nds, passes 2-0

Mike Smith thanks Kelly Robitaille on his work with maintaining the pond levels and doing a great job of it.

Administration

Discussion on the Annual Meeting date and time

Ralph Lutjen makes a motion to accept the budget hearing for Friday February 3^rd and the annual meeting for Saturday March 11^th, Mike Smith 2nds, passes 2-0

Discussion on the dental plan, only one plan can be picked. Review of the difference between plan 15C and plan 1. Cost wise it is only about $1,151 difference a year.

Ralph Lutjen makes a motion that at the renewal they put through dental plan 1, Mike Smith 2nds, passes 2-0

Donna MacKinnon mentions that there is only one water shut off, all the other bills are paid and there is only $232.50 outstanding in water fees.

Ralph Lutjen makes a motion to transfer $10,000 from the water assessment fund to the water line extension CRF, Mike Smith 2nds, passes 2-0

Commissioner’s Concerns/Reports

Discussion on the PRV project. Ralph Lutjen reads the email from Jay Buckley regarding the matter. He has requested that DES extend the deadline from December 1^st to December 20^th.

The estimate from Dawson was for $69,480.00. Ralph Lutjen Questions if the grant expires do, we still follow through with the project.

Ralph Lutjen makes a motion to fund the project for $69,480.00 and take funds out of the waterline extension CRF, Mike Smith 2nds for discussion.

The water project account has around $19,000 in it which will reduce the amount taken from the CRF to about $50,000. The grant will reimburse 24% which will be around $17,000.

Motion passes 2-0 Office is to reach out to Dawson that we accept his bid.

Mike Smith spoke with Ian Hayes, and he will be doing water hook-ups next week.

Mike Smith was approached by a homeowner who wanted to buy a raft, but he didn’t have a price point. Spoke with Kelly Robitaille and they determined between $1,500 and $2,000 per raft.

Mike Smith makes a motion to sell the raft for $2,000, no 2^nd

Mike Smith makes a motion to contact NHMA to find out if we must have an auction or if we can just sell the rafts, Ralph Lutjen 2nds, passes 2-0

Ralph Lutjen mentions that the highway committee will be meeting soon to go over warrant articles.

Discussion on the backhoe, No word back from the DRA. The office is to reach out to them.

Overview of Granite State Analytical results

Neighborhood Energy overview, contract ends in November.

Mike Smith makes a motion to look at other energy companies, Ralph Lutjen 2nds, passes 2-0

Public Comment

Doug Prescott discusses that the EPOA held a meeting on 9/15/22 and the discussion of the rafts being a quality-of-life issue came up. They decided to inform homeowners about the rafts being sold and they made a motion to send a letter to the Commissioners.

Gloria Aspinall questions if there is any update on replacing the sign at Eidelweiss Drive and Town Line Road. Donna MacKinnon informs her that she saw a Madison Selectman’s meeting and they mentioned that the signs were on order.

NON-PUBLIC MEETING

Ralph Lutjen makes a motion at 10:13am to go into Non-Public for RSA 91-A:3, II (a).  Mike Smith seconded.  Motion Passed unanimously 2-0.

Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (a) and return to public meeting at 10:30am.  Ralph Lutjen seconded.  Motion Passed unanimously 2-0.

Mike Smith makes a motion at 10:30am to go into Non-Public for RSA 91-A:3, II (d).  Ralph Lutjen seconded.  Motion Passed unanimously 2-0.

Ralph Lutjen makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (d) and return to public meeting at 11:05am.  Mike Smith seconded.  Motion Passed unanimously 2-0.

Public Session

Mike Smith makes a motion to seal the minutes from 9/27/2022 under RSA 91-A:3, II (a), Ralph Lutjen 2nds, passes unanimously 2-0

Mike Smith makes a motion to seal the minutes from 9/27/2022 under RSA 91-A:3, II (d), Ralph Lutjen 2nds, passes unanimously 2-0

Discussion on 2 Chocorua View Drive water hook-up and water line extension.

Mike Smith makes a motion to send a letter to the homeowner informing him that if he does not want to have the water line extension done than we can refund him his money minus what was spent to find the water line and he can get a well, Ralph Lutjen 2nds, passes 2-0

Mike Smith makes a motion to adjourn at 11:22am, Ralph Lutjen 2nds, passes 2-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday September 20, 2022

The Board of Commissioners met at 9:00am on Tuesday September 20, 2022.

In attendance for the public meeting are Commissioner Mike Smith, Commissioner Ralph Lutjen, Commissioner Jay Buckley, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator, Kelly Robitaille-DPW Forman, Doug Prescott & Kerry McNiven.

Meeting videotaped by Carol of Madison TV

At 9:00am Commissioner Ralph Lutjen calls the meeting to order

Public Meeting

Mike Smith makes a motion to approve the agenda, Jay Buckley 2nds, Mike Smith adds a Non-Public Under RSA 91-A:3 II (a), Ralph Lutjen 2nds, passes 3-0.

Jay Buckley makes a motion to approve the Minutes of 9/13/22, Mike Smith 2nds, passes 3-0.

Mike Smith makes a motion to approve the 9/13/22 Non-Public Minutes RSA 91-A:3 II (a), Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion to approve the 9/13/22 Non-Public Minutes RSA 91-A:3 II (e), Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion to approve the 9/13/22 Sealed Non-Public Minutes RSA 91-A:3 II (c), Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion to approve the 9/13/22 Sealed Non-Public Minutes RSA 91-A:3 II (a), Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion to approve the Payroll Manifest for $8,807.75, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the Operating Account manifest for $8,039.08, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the Water Assessment Fund Manifest for $5,413.01, Ralph Lutjen 2nds, passes 3-0

DPW

DPW is still shorthanded, the rain has been washing the roads out and they have not been able to properly ditch since it has been a two-man crew.

Kelly Robitaille mentions that he requested a non-public for employee matters.

Discussion on paving.

Jay Buckley mentions there is still money in the paving line can we pave Lugano this year? Kelly Robitaille states that he mentioned this last week and the DPW does not have time to shim it. He has a call in with a paving company to get a quote to shim the left side and then they can do the whole thing next year.

Discussion on the rafts.

Kelly Robitaille starts the conversation off stating that he had no intention of getting rid of the rafts all together they just needed to address the safety concerns. Ralph Lutjen responds that the EPOA was out of hand sending out an email blast. We stated last week that we would wait a week to make any decisions after hearing back from Primex.

Ralph Lutjen makes a motion to have the EPOA take over the insurance for the rafts and full responsibility since they are the ones who keep inquiring about them, for them to provide proof of insurance, Mike Smith 2nds for discussion. Kerry McNiven speaks up to state that it is the taxpayers pay for the rafts and it is the responsibility of the VDOE to keep the rafts in the water. The EPOA should not be responsible for paying for them as they do not have a large pool of members. Ralph Lutjen responds that this is an insurance liability, if someone were to be injured it would fall back on the VDOE. Jay Buckley questions where it states that there is significant potential liability. Ralph Replies that it was stated in one of the emails. Mike Smith goes on to mention that years ago the VDOE sold the swimming pool due to liability concerns. It was a similar situation, and the Commissioners did not have to seek approval from the voters.

Ralph Lutjen rescinds his motion. And repeats the rescinded motion to Doug Prescott.

Ralph Lutjen makes a motion to evaluate non tippable rafts with a satisfactory contractor and put it as a warrant article at the next annual meeting, Mike Smith 2nds and adds that we go with Primex’s recommendation that the raft be either plastic, aluminum or fiberglass, Jay Buckley 2nds the amendment, motion passes 3-0

Ralph Lutjen makes a motion to evaluate non tippable rafts with a satisfactory contractor and put it as a warrant article at the next annual meeting and that we go with Primex’s recommendation that the raft be either plastic, aluminum or fiberglass, Jay Buckley 2nds, passes 3-0

Jay Buckley makes a motion to hold the rafts until the annual meeting and if the article fails see if a company can secure the wooden ones we have, No 2^nd.

Kelly Robitaille states again that he never wanted to get rid of the rafts, but it was a serious safety concern. Kids are going on them and trying to tip them, a kid is going to get hurt or killed. I got a quote for a 10’ x 10’ aluminum raft for $5,000 but it only had 1 anchor and we would need at least 2.

Mike Smith makes a motion to sell the rafts, Ralph Lutjen 2nds, passes 2-1

Discussion on the price for the current rafts the District has to sell

Kerry McNiven speaks against the Commissioner’s decision to sell the rafts. Ralph Lutjen mentions that we will wait for the voters to vote to spend up to $20,000 for new docks. Doug Prescott states there is no liability in storing the rafts over the winter. Ralph Lutjen replies no but come spring we will still not be putting the wooden rafts back in.

Administration

Discussion on NH Paid Family Leave,

Ralph Lutjen makes a motion to get a quote from MetLife, Mike Smith 2nds, passes 3-0

Discussion on the Annual Meeting. The office is to find out when Madison’s annual meeting will be held.

Ralph Lutjen makes a motion to move the meeting time and have voting from 8am-10am and start the public session at 10am, Mike Smith 2nds, passes 3-0

Discussion on the August end of month operating budget draw down. Review of a few of the item lines. The total percent spent of the budget is 73%. The budget is normally around 65% this time of year but we can move money around if need be.

Discussion on the August end of month water budget draw down. Review of a few of the line items. The total percent spent of the budget is 65% which is a good place to be.

Discussion on the backhoe, the letter was sent to the DRA last week. We have extended the rental another month until we hear back from the DRA.

Jay Buckley makes a motion to accept the October meeting schedule, Ralph Lutjen 2nds, passes 3-0

Jay Buckley takes a moment to thank Donna MacKinnon for cleaning the mini split in the office and getting that back up and running.

Jay Buckley makes a motion to approve the transfer from the Water Assessment Fund to the Operating Fund in the amount of $5,410.84 for the month of August, Ralph Lutjen 2nds, passes 3-0

Commissioner’s Concerns/Reports

Jay Buckley is still talking with contractors about the PRV Project

Mike smith has no reports

Ralph Lutjen discussion on the dental insurance. The 15C plan covers 100% of the preventative and 60% basic with no orthodontic and is $116.19 a month per a family plan. The next plan up plan 1 covers 100% of the preventative, 80% of the basic and 50% orthodontic and is $152.25 a month per family plan. It would cost $2,788.56 a year for 2 families for the first plan and $3,654.00 a year for the 2^nd plan.

Jay Buckley makes a motion to go forward with plan 15C, Mike Smith 2nds, motion fails no vote.

Mike Smith makes a motion to ask Health Trust if we can split different plans among employees, Jay Buckley 2nds, passes 3-0

Discussion on the Madison health plan.

Jay Buckley makes a motion to continue with the same health plan we currently have, Mike Smith 2nds, passes 3-0

Discussion on Pyramid and a tower, Ralph Lutjen is not around Monday but Mike and Jay could do 10am non-public at the office. Going to change to Tuesday at 10:30am after the regular meeting.

Water Committee Meeting is tomorrow 9/21/2022

NON-PUBLIC MEETING

Ralph Lutjen makes a motion at 9:58am to go into Non-Public for RSA 91-A:3, II (a).  Mike Smith seconded.  Motion Passed 3-0.

Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (a) and return to public meeting at 10:20am.  Ralph Lutjen seconded.  Motion Passed 3-0.

Mike Smith makes a motion to seal the minutes of 9/20/2022 under RSA 91-A:3, II (a), Ralph Lutjen 2nds, passes 3-0

Jay Buckley will not be at the next meeting as he will be at the rate setting seminar all day.

Mike Smith makes a motion at 10:24am to go into Non-Public for RSA 91-A:3, II (d).  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (d) and return to public meeting at 10:27am.  Jay Buckley seconded.  Motion Passed 3-0.

Jay Buckley makes a motion at 10:27am to go into Non-Public for RSA 91-A:3, II (e).  Ralph Lutjen seconded.  Motion Passed 3-0.

Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (e) and return to public meeting at 10:30am.  Ralph Lutjen seconded.  Motion Passed 3-0.

Mike Smith makes a motion to seal the minutes from 9/20/2022 under RSA 91-A:3, II (d), Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to seal the minutes from 9/20/2022 under RSA 91-A:3, II (e), Ralph Lutjen 2nds, passes 3-0

Mike Smith makes a motion to adjourn at 10:30am, Jay Buckley 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday September 13, 2022

The Board of Commissioners met at 9:00am on Tuesday September 13, 2022.

In attendance for the public meeting are Commissioner Mike Smith, Commissioner Ralph Lutjen, Commissioner Jay Buckley, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator, Kelly Robitaille-DPW Forman, Doug Prescott & James Nyman.

Meeting videotaped by Carol of Madison TV

At 9:00am Commissioner Ralph Lutjen calls the meeting to order

Public Meeting

Jay Buckley makes a motion to approve the agenda, Ralph Lutjen 2nds, passes 3-0.

Jay Buckley makes a motion to approve the Minutes of 9/7/22, Mike Smith 2nds, passes 3-0.

Mike Smith makes a motion to approve the 9/7/22 Non-Public Minutes RSA 91-A:3 II (c), Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion to approve the Operating Account manifest for $10,481.11, Ralph Lutjen 2nds, passes 3-0

Mike Smith makes a motion to approve the Water Assessment Fund Manifest for $5,077.04, Jay Buckley 2nds, passes 3-0

Ralph Lutjen makes a motion to approve the Water Project Fund Manifest for $289.50, Mike Smith 2nds, passes 3-0

DPW

Discussion on the backhoe. Kelly Robitaille spoke with Chadwick and the only way for them to source a harness was for them to have one made. The harness should be done by the end of October and then another two-week time frame before installation. The harness was $834.00, and it will be around $2,000.00 for labor and installation. He told them not to bother fixing the current harness since it may just fail again and to just order the new harness and install that. It would have cost about another $2,000 for them to fix the current harness which was not worth it. Kelly Robitaille then goes on to state that even though the harness will be fixed does not mean that something else won’t go. He recommends still going with the John Deere backhoe. He has been having a hard time getting a call back from Chadwick and issues with scheduling. They are already around $10,000 over budget for the repair line item and once the harness is installed another $3,000 will be added to that. Kelly Robitaille also mentions that they cannot modify the John Deere as it is just a rental so no radio can be installed or lights.  

Ralph Lutjen suggests modifying the letter to the DRA to include the most recent information regarding the harness and having that sent out once the new lease agreement comes in.

Ralph Lutjen makes a motion to modify the DRA letter regarding the harness, Jay Buckley 2nds, Mike Smith makes an amendment to add the estimated time frame of 3 months to get it fixed, Jay Buckley 2nds the amendment motion passes 3-0

Ralph Lutjen makes a motion to submit the DRA letter, Jay Buckley 2nds, passes 3-0

The DPW is still short staffed with Jeff DeMartino being out. They have been working to get the roads patched but are not able to do it all with only two people. They will be working on the culvert across from Gloria’s house since it is the VDOE’s responsibility as they were the ones who installed it.

Administration

Discussion on the cybersecurity grant. The office has received the cybersecurity action plan based on the questionnaire that was completed last week. Alexis Wagoner is going to review it with Andrew Harteveldt and then work on submitting the grant application.

Public Appearance

James Nyman makes a statement that he had a new plot plan designed and submitted that to the office along with a photo of the rock that was removed from the path of the waterline. The septic is completed and installed, the state is coming out today to inspect it. Ralph Lutjen states that Ian Hayes can now hook-up the water at the property, the office is to reach out to him.

Administration

Jay Buckley makes a motion to sign the disbursement for the Reinach Tank project in the amount of $3,908.22, Ralph Lutjen 2nds, passes 3-0

Discussion on the Reinach project. Kelly Robitaille states that he just needs to get hay to put around the tank when seeding and then that will be complete. Jay Buckley adds that the PRV project will also come from the current amount of money left to be disbursed form the state.

Discussion on the 2021 audit. The MS-535 will be available by the end of the week for signature and there will be no adverse opinion on this year’s audit. Donna MacKinnon is going to go over the journal entries with Catherine Deyoe on Thursday.

Commissioner’s Concerns/Reports

Mike Smith asks where the Commissioners stand with CMA. Ralph Lutjen responds that we are just waiting for the final version of the contract there were a few items to be corrected.

Ralph Lutjen makes a motion to sign the CMA agreement out of session, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to sell the rafts that were pulled out of the ponds, Ralph Lutjen 2nds for discussion. Motion passes 2-1

Jay Buckley states that he objected because there have always been rafts and they are a benefit to the people. Possibly if we anchor them better and add signage, we will have less liability. Ralph Lutjen adds to that, that he is not happy to remove them either but after what happened this year and people taking it upon themselves to move them, it is not ideal. We could find out if there is a way to reduce liability.

Ralph Lutjen makes a motion to reach out to Primex and see if there is a way to reduce liability with the rafts and evaluate next week, Jay Buckley 2nds, passes 3-0

Jay Buckley states that he reached out to Jake Dawson with the PRV project design, and they are working on a quote. He also heard back from T & D Excavating, and they are working on finalizing their quote. Spoke with three vault companies and only two responded, one cannot do it and the other is going to reach out to Shea Concrete to see if they can get one from them.

Ralph Lutjen mentions that we need to review the potential addition of dental insurance for the 2023 year. The Madison health plan is around $600 more a month, we currently have done a good job dealing with the deductible. It may be best to leave the current health plan and just add dental, but we can discuss next week.

Discussion on the sale of the Lodge and creating an office building.

Ralph Lutjen makes a motion to create a committee to evaluate the potential to construct a new office/meeting space. Jay Buckley 2nds and makes an amendment to have people submit their qualifications, Ralph Lutjen 2nds the amendment for discussion. Mike Smith brings up the idea of selling some of the District lots to help fund the new building. Anything that is not green space could be sold. Ralph Lutjen responds that the cap for the new building should be what the proceeds from the Lodge were. The new committee would also determine a location for the building. Ralph Lutjen also adds that we do not want to see the District maxed out by selling District lots. Mike Smith brings up that the green space is off limits and selling of other lots would bring revenue in taxes, water hook-ups and driveway permits to the District. Motion passes 3-0

Ralph Lutjen makes a motion to evaluate properties for potential sale, Jay Buckley 2nds, Ralph Lutjen adds this would be done by the same committee, Jay Buckley 2nds amendment, passes 3-0

Correspondence

Review of NH Paid Family Leave flyer. Going to review after getting pricing.

Discussion on 108 Eidelweiss Drive. Kelly Robitaille states that the DPW did not change or do anything to the road. This is the homeowner’s responsibility to fix it. The homeowner recently modified their driveway and added new gravel which washes easily. Ralph Lutjen says to reiterate to the homeowner that it is their responsibility.

Discussion on 2 Chocorua View Drive. Homeowner is asking the VDOE to help with costs for the extension of the water main. The Commissioners agree that it is still the homeowner’s responsibility per the District Ordinance, and we need to set precedent.

Ralph Lutjen makes a motion to require the homeowner to pay for the full amount of the extension, Jay Buckley 2nds, passes 3-0

Review of VLAP testing, going to wait for the annual report to discuss.

Discussion on the Eversource usage for 2022 verse 2021. Usage has drastically gone up in the past year.

Water Committee

Doug Prescott speaks on behalf of the Water Committee to present their plan for capital improvement over the next six years. (Attached is the spreadsheet he presented to the Commissioners outlining the projects they plan to do over the next six years and the cost and budgeting of these projects) The spreadsheet is ranked from highest priority and spread out over 6 years. It also outlines possible inflation and material cost increases over that time period and what the estimated current project cost is. Doug Prescott mentions that the Water Committee will be having a walkthrough of the pump houses with Ian Hayes sometime in October. He also requests that the office provides the cybersecurity action plan, Eversource water usage, Daily water usage and the leak detection application that was submitted. Alexis Wagoner responds that the daily water usage is on the VDOE website and that there has been no further information on the leak detection grant. Jay Buckley requests the office reach out to Simply Water and ask if they plan on having Granite State come out for the leak detection program this year.

Discussion on the Eidelweiss paving project and the water work to be done on Eidelweiss Drive.

Ralph Lutjen mentions that the maps should be included in future planning. Work should be done to upgrade the maps; a lot of data is still missing from the maps system that was provided by Horizons. There is also lots of data in card file format that has not been incorporated.

Discussion on 2023 warrant articles being Interlaken Circle and the Bern/Huttwil Connector.

Discussion on item #10 on the spreadsheet the electrical at the Oak Pump House. Jay Buckley states that a flood occurred in the pump house some years back and flooded everything. It is still running but the flood reduced the life expectancy of the equipment. He also adds that he believes there is only one functioning pump there now.

Jay Buckley mentions that the Chocorua Pump House was the #1 item in the AMP, but the Water Committee did not feel that was accurate. Ian Hayes had stated that if the tank failed, we would be in a bad place. Ralph Lutjen mentions that we should have a review of all the tanks and determine which ones need relining. Doug Prescott states that the Water Committee had reached out to Mass Tanks for an inspection, and they told them that it is just as expensive to do the inspection as it is to reline the tank. Ralph Lutjen adds that doing the tanks is more important than doing the piping.

Mike Smith comments that the new engineer should be given these plans and information to give their input. He also gives kudos to the Water Committee on what they have presented as it was more than he expected. Mike Smith suggests we look at doing test pits and getting as built for water lines. Jay Buckley responds to that, that we could investigate a ground penetrating radar which is less intrusive and can give the same information. The first priority would be dead ends and the second would be important waterlines that are questionable. The Water Committee is working on getting a price for this. Mike Smith adds that we need to start putting money aside for this. Also need to check with the new engineers and find out the current price per foot. Ralph Lutjen mentions that we need to keep in mind the pipes may not be deep enough and there may be ledge under them. Mike Smith adds that $123,914 may not be enough, we need to spend at least $250,000 a year which would equivalate 1 million every four years. Ralph Lutjen states that we should look into financing the project and take a long-term bond to spread out payments and also move the time frames of projects up. Doug Prescott mentions that the Committee is working on including all the other projects into the spreadsheet. Mike Smith suggest the Water Committee come up with a number that the VDOE should spend each year and a timeline of 20-25 years. He also suggests the District seek out two contractors to do all the projects. The projects need to be done in the fall and spring as the summers are too busy. Doug Prescott adds that the Committee talked about setting a budget of around $200,000 but felt that was too high and left room for other projects that may come up. He also adds that the district should think about having a back up plan for the what ifs.

Ralph Lutjen states to have the Water Committee set a target of $200,000 for next year.

Discussion on having meetings with the Water Committee and Commissioners. Going to plan on having a meeting on October 12^th to focus on warrant articles.

NON-PUBLIC MEETING

Ralph Lutjen makes a motion at 10:57am to go into Non-Public for RSA 91-A:3, II (a).  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (a) and return to public meeting at 11:21am.  Jay Buckley seconded.  Motion Passed 3-0.

Jay Buckley makes a motion at 11:21am to go into Non-Public for RSA 91-A:3, II (e).  Ralph Lutjen seconded.  Motion Passed 3-0.

Ralph Lutjen makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (e) and return to public meeting at 11:36am.  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion at 11:36am to go into Non-Public for RSA 91-A:3, II (c).  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (c) and return to public meeting at 11:58am.  Ralph Lutjen seconded.  Motion Passed 3-0.

Mike Smith makes a motion at 11:58am to go into Non-Public for RSA 91-A:3, II (a).  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (a) and return to public meeting at 12:00pm.  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion to seal the minutes from 9/13/2022 under RSA 91-A:3, II (c), Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to seal the minutes from 9/13/2022 under RSA 91-A:3, II (a), Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to adjourn at 12:02pm, Jay Buckley 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.