VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Wednesday September 7, 2022

The Board of Commissioners met at 9:00am on Wednesday September 7, 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, Ian Hayes, Doug Prescott, Kathy Koziell & Ethan-Simply Water.

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, passes 3-0.

Mike Smith makes a motion to approve the Minutes of 8/30/22, Ralph Lutjen 2nds, passes 2-0-1.

Mike Smith makes a motion to approve the 8/30/22 Sealed Non-Public Minutes RSA 91-A:3 II (a), Ralph Lutjen 2nds, passes 2-0-1.

Mike Smith makes a motion to approve the payroll manifest for $8,746.30, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the Operating Account manifest for $11,734.71, Ralph Lutjen 2nds, passes 3-0

DPW

Discussion on 5 Chocorua View Drive driveway permit application

Mike Smith makes a motion to sign and approve the permit application for construction & operations at 5 Chocorua View Drive, Jay Buckley 2nds, passes 3-0

Kelly Robitaille is alone this week, Jeff DeMartino is out with an injury and Tony Eldridge is on vacation.

Discussion on the roads: Kelly Robitaille explains they have not been in the best condition due to excessive rain and a short, staffed department. People have been calling in complaining about their driveways washing out. Many people are down hill which is hard to prevent the water from running down their driveway. The DPW is constantly getting called to run out and fix people’s driveways. Homeowners should be responsible for the washout if it was not caused by a fault in the drainage system. Ralph Lutjen outlines what Kelly Robitaille said and adds that we are not responsible for issues with driveways due to rain fall unless it is due to a drainage issue on the District’s part.

Discussion on Maudsley email regarding driveway damage.

Ralph Lutjen makes a motion to communicate that we are not responsible for issues with driveways due to rain fall unless it is due to a drainage issue on the district’s part, Jay Buckley 2nds for discussion. Jay Buckley mentions that the DPW should not be going onto homeowners’ private property. If there is drainage failure, then the DPW will fix the drainage issue and evaluate the damage done to a driveway. If the damage done is directly related to the drainage it will be fixed. Kelly Robitaille mentions that in some instances the problems are due to drains and ditches being clogged but many times it is due to heavy rain fall. Kelly Robitaille requests that he have the permission to determine whether or not the damage done was due to drainage issues or if it was just from the heavy rain fall leaving the responsibility to fix the issue at the homeowner’s discretion. Jay Buckley questions Appenvel road being fixed. Kelly Robitaille informs Jay that it is already planned to be fixed next week and that we have communicated with the homeowner. Mike Smith adds to the conversation that we cannot be fixing all these driveways, it is not our responsibility to fix them. Kelly Robitaille states it needs to be determined case by case. Ralph Lutjen makes an amendment to the motion that if a drainage issue was due to a clogged District culvert then we will be responsible for the damage, Jay Buckley 2nds, passes 3-0

Further discussion on Maudsley email, office is to respond to her with the motion just made. Kelly Robitaille says the DPW will fix the road below where the water is running into the woods and created a ditch by the propane tank, but the driveway is their responsibility.

Ralph Lutjen brings up Jim Lyons property which in the past Jim has mentioned that the water from the road is running down his driveway and causing damage to his property and septic system. Ralph states that a potential solution would be to create a modest depression on the paved area in front of his driveway to allow the water to run down the road rather than onto Jim’s driveway.

Ralph Lutjen makes a motion to have Kelly Robitaille get a cost to put a modest depression in front of Jim Lyons driveway, Jay Buckley 2nds for discussion. Mike Smith brings up a concern about the insurance company coming out in the past and stating that we would be responsible for his driveway if we made any modifications. Kelly Robitaille adds that the DPW did not make any changes to the drainage in that area and did not create the problem. Water is falling onto his driveway from the sky not from the road. Ralph Lutjen makes an amendment that Jim Lyons can contract someone at his own expense with Kelly’s supervision to put a small indentation into the pavement at the top of his driveway, Jay Buckley 2nds, Mike Smith adds to the motion that ay legal costs to the VDOE will be the homeowners responsibility, Mike Smith rescinds his amendment. Motion passes 2-1 with first amendment.

Kathy Koziell questions if we would have the homeowners sign a waiver of liability. Ralph Lutjen responds that all liability would be on the homeowner and that if he wants to do this it needs to be done with the supervision of the DPW to ensure it does not affect the road.  

Discussion on 3 Grimsel Road

Jay Buckley brings up that the driveway is up against the abutting property. They have a cut out in the driveway that pools the water and then dumps it into the woods which is on another owner’s property. The driveway has not been approved for operations and they may need to fix this. The office is to look for an approval for operations.

Kelly Robitaille asks Jay Buckley how he found out about the issue. Jay Buckley responds that the homeowner contacted him. Kelly Robitaille responds that it should have gone through the office not through you. Jay Buckley replies that he agrees but they requested him to look at it first.

Ralph Lutjen makes a motion that Jay Buckley should make inspections with Kelly Robitaille if he is going to be inspecting these things. Do it jointly, Mike Smith 2nds for discussion, Ralph Lutjen retracts his motion.

Simply Water

Discussion on 5 Grandval Way.

Ian Hayes states the inspection looked good just need to verify that the septic is placed where the design shows. The water will not be connected until the septic is installed and everything looks good. Ian Hayes adds that the contractor is not allowed on site when he is there.

Discussion on 2 Chocorua View Drive line extension

Ian Hayes mentions that there are two ways this could be done a service line is run directly from the existing water main or a water main is installed and extended of which the service line would come off that. Ian Hayes suggests the District extend the water main with a 2” pipe and add a blowoff to the end of it. In the ordinance it states that the homeowner is responsible for extending the water main to the end of their property line. Ian Hayes adds that he may add a bleeder to the end of the line to prevent the line from freezing as it is not buried the proper depth in some areas.

Ralph Lutjen makes a motion to share the cost of the water main extension. The homeowner is to pay for the water main and the VDOE will pay for the other work, Jay Buckley 2nds for discussion. Ian Hayes mentions that in the past the homeowner was responsible for all the costs. Ralph Lutjen makes an amendment that the homeowner would be responsible for all costs, Jay Buckley 2nds passes 3-0

Discussion on water hook-ups for the 2022 year. Jay Buckley questions Kelly Robitaille if he can do the water hook-ups with all he has going on with the roads. Kelly Robitaille responds that he cannot do both, he could dig once a week but twice a week is cutting into road work. Jay Buckley suggests that Ian Hayes reach out to another contractor to help with the hook-ups.

Ralph Lutjen makes a motion at 10:08am to go into Non-Public for RSA 91-A:3, II (c).  Mike Smith seconded.  Motion Passed 3-0.

Jay Buckley makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (c) and return to public meeting at 10:37am.  Mike Smith seconded.  Motion Passed 3-0.

Administration

Discussion on 5 Grimsel Road, the homeowner wants to put a garage on his property without having a house there first. The homeowner will need to submit a driveway application with the plot plan and septic design. He could also request a waiver if need be.

Discussion on the 2021 audit.

Discussion on the backhoe, Ralph Lutjen has had communication with the lawyer and how we can proceed.

Ralph Lutjen makes a motion to sign the letter to the DRA, Mike Smith 2nds, passes 2-1

Ralph Lutjen mentions that with the letter will include the lease agreement and the resolution stating that the Board of Commissioners can expend funds in the CRF accounts. The Volvo is still broken, Chadwick has not come out to fix it yet.

Mike Smith makes a motion to sign the DRA letter out of session, Ralph Lutjen 2nds, passes 3-0

Discussion on the CMA agreement.

Mike Smith makes a motion to allow Ralph Lutjen to contact CMA, Jay Buckley 2nds, passes 3-0

Discussion on the wetland extension for the Grison Culvert project.

Ralph Lutjen makes a motion to extend the meeting from 11:00am to 11:30am, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to sign the Wetland extension application, Jay Buckley 2nds passes 3-0

Discussion on the 5 Huttwil water hook-up application

Jay Buckley makes a motion to sign and approve the water hook-up application for 5 Huttwil Drive, Ralph Lutjen 2nds, passes 3-0

Commissioner’s Concerns/Reports

Jay Buckley states that there is no update on the PRV project he is still contacting contractors.

Jay Buckley makes a motion to rescind the no trespass order that was issued to Dinah Reiss, No 2^nd

Ralph Lutjen reviews the DPW operating spending budget of 2022 which was $326,000.00. Going forward the budget doesn’t change much. We plan on pushing the truck loan out to 2027. Looking for around $65,000.00 for warrant articles in 2023. Eidelweiss Drive paving will start funding in 2023 and do the project in 2026 with a 10-year loan. The Grison Culvert will start in 2025 with a 15-year loan.

Jay Buckley mentions that Madison put together a spreadsheet of each vehicle they have and that possibly the Highway Committee could do something like this. Ralph Lutjen mentions that the VDOE already has these records with our budgets and in our books.

Next week we will reschedule our meeting with the Water committee and have them send the presentation to the office ahead of time.

Correspondence

Discussion on the Tower proposal email at the top of Oak Ridge.

Mike Smith makes a motion to contact them and invite them for a Non-Public, Jay Buckley 2nds, passes 3-0

Review of the August daily water usage

Ralph Lutjen makes a motion to adjourn at 11:19am, Mike Smith 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday August 30, 2022

The Board of Commissioners met at 9:00am on Tuesday August 30, 2022.

In attendance for the public meeting are Commissioner Mike Smith, Commissioner Ralph Lutjen, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator, Kelly Robitaille-DPW Forman, Kathy Koziell, Gloria Aspinall, James Nyman & John DeYoung.

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, Ralph Lutjen 2nds, passes 2-0.

Mike Smith makes a motion to approve the Minutes of 8/23/22 Change “push” on pg. 3 to “move”, Ralph Lutjen 2nds, passes 2-0.

Ralph Lutjen makes a motion to approve the 8/23/22 Non-Public Minutes RSA 91-A:3 II (c), Mike Smith 2nds, passes 2-0.

Mike Smith makes a motion to approve the Operating Account manifest for $63,603.40, Ralph Lutjen 2nds, passes 2-0

Mike Smith makes a motion to approve the Water Assessment Fund manifest for $10,103.17, Ralph Lutjen 2nds, passes 2-0

DPW

There was major rain last week, the DPW has been busy repairing washouts to the roads and ditches. Jeff DeMartino is off this week due to injury and Tony Eldridge is off next week. The DPW is not digging with Simply Water this week since each crew has a man out. Kelly Robitaille mentions he spoke with Ian Hayes and Ian was under the impression that he was to use Dawson for all future digs not just the PRV project. Ian was also concerned about Kelly getting his water operator license and trying to push Ian out. Kelly Robitaille states that is not the case and that also it was decided to use Dawson when needed for supplementing.

Mike Smith makes a motion to contact Ian Hayes and have a conversation with him to clear the air on these matters, Ralph Lutjen 2nds, passes 2-0

Kelly Robitaille mentions that digging for the water has started to interfere with the DPW work and that it is not a bad idea to start supplementing with Dawson so that all the work can get done on both sides.

Discussion on 33 Saint Moritz driveway permit, Kelly Robitaille mentions the driveway is already complete and looks good.

Ralph Lutjen makes a motion to sign the driveway permit for construction and for operations at 33 Saint Moritz Drive, Mike Smith 2nds, passes 2-0

Discussion on the Backhoe. Ralph Lutjen mentions that a letter was sent to the DRA regarding the matter. Also spoke with the attorney who suggested getting the DRA’s approval and have a public hearing and court appearance to move forward. The purchase price without a trade in would be $136,360 for a 7-year lease to purchase. That would be $24,644 a year. If we were to rent it for 6-7 months, it would cost $22,800 to $26,600. The lease agreement has a 1-year escape clause. There are currently no parts available for the Volvo and economically the damage would be the same to rent or purchase.

Ralph Lutjen makes a motion to send a letter to the DRA for review of the lease agreement, Mike Smith 2nds, going to prepare a letter and review it with the attorney first, passes 2-0

Mike Smith mentions that a few years ago they had similar issues with a truck and the BOC at the time did not want to get a new truck. They ended up spending more on repairs then they would have if they got a new truck.

Kelly Robitaille adds that the Volvo has very limited use right now.  Ralph Lutjen adds that we could come into trouble come winter and their repair times for the Volvo are long and unpredictable. We could do a monthly rental for the Backhoe but if John Deere decides to sell then the vehicle is out of here. Kelly Robitaille mentions that he watched last weeks meeting and Jay Buckley raised some concerns that were false. Jay Buckley should have waited until Kelly was there to speak on the matter. The Volvo needs many repairs, its 8 years old and the repairs are going to be costly. The “demo” came brand new, still had the plastic on the seats. Ralph Lutjen states that the vehicle was bought at a lower price schedule and if we were to buy another one today it would be about $20,000 more.

Administration

Discussion on the outhouses, back in the spring it was voted on that we would talk come the fall to decide whether we leave an outhouse open for the winter for the ice skaters and other traffic.

Ralph Lutjen makes a motion to leave the Boulder beach outhouse open year-round and have it cleaned once every other week, Mike Smith 2nds, passes 2-0

Mike Smith makes a motion to close the outhouses after Columbus Day weekend except for the outhouse at Boulder Beach, Ralph Lutjen 2nds, passes 2-0

Discussion on 2 Chocorua View Drive, water main does not extend up to the property. They need to have it extended but since it is a dead end do they have to extend it to the end of their property or not. Kathy Koziell states that she believes in the ordinance it says that it only has to be extended to the end of the property line if there are buildable lots past the property which isn’t the case here.

Ralph Lutjen makes a motion to not extend the water main to the end of the property, only extend it as far as Ian Hayes sees fit, Mike Smith 2nds, passes 2-0

Ralph Lutjen makes a motion to sign the fill request for 4 Grachen Road, Mike Smith 2nds, passes 2-0

Mike Smith makes a motion to sign the transfer request from the Dawson Retainage Account to the Water Project Fund for $416, Ralph Lutjen 2nds, passes 2-0

Ralph Lutjen makes a motion to sign the transfer request from the Water Assessment Fund to the Water Extension CRF for $10,000, Mike Smith 2nds, passes 2-0

Ralph Lutjen makes a motion to sign all the water turn off Certified mail letters, Mike Smith 2nds, passes 2-0

Commissioner’s Concerns/Reports

Mike Smith makes a motion to have the office review VDOE owned lots and formulate a list of sellable lots, Ralph Lutjen 2nds for discussion. Mike Smith states that we should see which lots are sellable so we can put that money towards a new office building. Put to vote at the annual meeting where the money from the Lodge goes. Ralph Lutjen reiterates just getting a list put together, passes 2-0

Discussion on a new office building, Ralph Lutjen mentions that the current office is not fit for the VDOE anymore, we have outgrown it. The office is also not handicap accessible. We need a new place that has office space, a meeting area and storage. There are a lot of places the $357,000 could go: The water system needs 4 million in upgrades and the roads also need work done. It is up to the voters to determine where the funds are distributed.

Discussion on the parking lot ordinance. Ralph Lutjen reads his proposed changes to the current ordinance:

“Vehicles, trailers and recreational vehicles may not be left in any of the Village District parking lots for more than seven days.

The Huttwil Parking lot can be used for temporary parking for a seven-day time period. Parking in excess of seven days requires a permit issued by the VDOE office. In no event parking will be permitted for a term of greater than 30 days per year.

Long term parking will be permitted at the Bern Road parking area for as many as six vehicles. A parking permit is required for any vehicle or trailer to be parked in this lot. A fee of $200 a month (adjusted for shorter time periods on a pro-rata basis) is the required fee for parking.  Availability is on a first come first served basis. In order to obtain a permit, the following information is required:

• Tax bill showing Eidelweiss home ownership
• Vehicle registration

Parking is excess of the time periods stated above or without a permit will result in a fine and/ or the vehicle being towed.”

Kelly Robitaille needs to verify that 6 spots are doable at the Bern Road lot. We will also need to hold another public hearing.

Ralph Lutjen makes a motion to bring this to the public hearing as the new parking ordinance wording, Mike Smith 2nds and adds to the ordinance proof of insurance is needed, Ralph Lutjen 2nds amendment, passes 2-0

Kathy Koziell states that the Bern parking lot is tucked away in the woods and hard to maneuver with big vehicles/trailers.

Ralph Lutjen responds that Kelly Robitaille is going to check it out. We also need to set a public hearing dates 30 days from now. The hearing will be held on October 15^th at 9:00am.

There is a Highway & Roads Committee Meeting tomorrow, the goal is to get some warrant articles put together for the annual meeting.

Correspondence

Review of the Maudsley email, the DPW is going to check it out

Review of the email from the homeowner who had a bear enter her home. Fish & Game gave recommendations to deter bears.

Review of the Mark Graffam email

Public Appearance

James Nyman speaks out about his water hook up; he missed the cut off last year by 2 days. He installed the waterline on his property back in October/November of last year 2021. He reissued a new check in January for the $8,000 since it would have been past the time frame to cash it. James Nyman states that they dug up the waterline and sleeved the entire water line. Also made sure that the water line is 6 feet deep. The waterline needs to be exactly where it is shown on the drawing. There is no other way to put the septic and waterline.

Ralph Lutjen makes a motion to have Ian Hayes review the site plans and do a site visit, Mike Smith 2nds, passes 2-0

John DeYoung comments that Ian Hayes came out and where he checked the waterline it was shallow due to no fill being put in yet. The waterline is now 6 feet or more in all places. Mike Smith comments that he did not appreciate James Nyman going to the farmers market and telling a different story. James Nyman states that everything is good to go now, and he has followed all the guidelines. Ian Hayes just needs to inspect the line.

Gloria Aspinall discusses how the green space through out the VDOE is what makes Eidelweiss special. Also questions the money from the sale of the Lodge and if it can go to the people and some of it towards the office depending on what warrant articles are written.

NON-PUBLIC MEETING

Mike Smith makes a motion at 10:02am to go into Non-Public for RSA 91-A:3, II (a).  Ralph Lutjen seconded.  Motion Passed 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 10:53am.  Ralph Lutjen seconded.  Motion Passed 2-0.

Public Meeting

Discussion on EPOA yard sale, they are charging a $10 fee for non-members to participate in the yard sale.

Mike Smith makes a motion to send notice to the EPOA that they either need to cancel the yard sale or refund the $10 fee to non-members. They cannot make a profit on District property, Ralph Lutjen 2nds, passes 2-0

Discussion on the office building

Discussion on the Annual Meeting

Mike Smith makes a motion to seal the minutes from 8/30/2022 under RSA 91-A:3, II (a), Ralph Lutjen 2nds passes 2-0

Mike Smith makes a motion to adjourn at 11:07am, Ralph Lutjen 2nds, passes 2-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday August 23, 2022

The Board of Commissioners met at 9:00am on Tuesday August 23, 2022.

In attendance for the public meeting are Commissioner Jay Buckley, Commissioner Mike Smith, Commissioner Ralph Lutjen, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator, Doug Prescott, Larry Leonard, Ian Hayes, Andrew Harteveldt, Kathy Koziell & Wooda 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, passes 3-0.

Jay Buckley makes a motion to approve the Minutes of 8/16/22, Ralph Lutjen 2nds, passes 3-0.

Jay Buckley makes a motion to approve the 8/16/22 Non-Public Minutes RSA 91-A:3 II (b), Ralph Lutjen 2nds, passes 3-0.

Mike Smith makes a motion to approve the 8/16/22 Non-Public Minutes RSA 91-A:3 II (c), Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion to approve the payroll manifest for $9,685.50, Jay Buckley 2nds, passes 3-0

Jay Buckley makes a motion to approve the Operating Account manifest for $10,093.43, Ralph Lutjen 2nds, passes 3-0

Ralph Lutjen makes a motion to approve the Water Project Fund manifest for $907.50, Jay Buckley 2nds, passes 3-0

Administration

Discussion on Alexis Wagoner & Donna MacKinnon becoming notaries.

Mike Smith makes a motion to have Alexis Wagoner & Donna MacKinnon apply for notary status paid for by the VDOE, Jay Buckley 2nds, passes 3-0

Discussion on parking lot signs and the current ordinance. The parking lot signs need to reflect the current ordinance stating that you need to notify the office after 30 days for longer parking.

Ralph Lutjen reads the parking sign “Welcome to the Village District of Eidelweiss Huttwil Parking lot. Please Park at your own risk, there is no surveillance at this lot. Please contact the office to fill out a parking request form when parking more than 30 nights. Maximum of 30 consecutive days allowed for parking at this lot. Please notify the Madison Police directly at 603-367-8334 to report any violation or suspicious activity. Thank you! Your cooperation is greatly appreciated!”

Ralph Lutjen makes a motion to approve the parking lot sign with the updated wording, Jay Buckley 2nds, passes 2-1

Discussion on proposed beach signs. Ralph Lutjen reads beach sign “Welcome to the Village District of Eidelweiss Beaches Please Help Keep Our Property Safe, Clean, And Enjoyable by Following These Regulations: No Lifeguard on Duty – Swim at Your Own Risk Trash Receptacles Are Not Provided – Carry In, Carry Out. Do Not Dump Trash in The Outhouses. Children Under 10 Years of Age Must Be Accompanied by An Adult No Smoking, Open Fires or Fireworks Allowed. Alcoholic Beverages and Glass Containers are Not Allowed. Dogs Are Not Permitted on The Beaches at Any Time. Please Be Respectful of the Wildlife.  Do Not Feed the Ducks.  Do Not Approach or Chase the Loons. Canoes, Kayaks and Other Watercraft Cannot be Stored or Tied on District Property Unless in an Assigned Rack Space Beaches Are Closed From 10 pm to 6 am. Camping is Not Permitted, Except with Permission from the Board of Commissioners Please Notify the Madison Police Directly at 603-367-8334 to Report Any Violation of These Regulations. Thank You!  Your Cooperation is Greatly Appreciated! You Are at Eidelweiss Beach; 78 Eidelweiss Drive”

Ralph Lutjen makes a motion to approve the beach sign wording, Jay Buckley 2nds, Ralph Lutjen makes an amendment to run it by Primex before having the signs made, Jay Buckley 2nds amendment, passes 3-0

Discussion on 2021 audit. The draft will be here in 2 weeks. Ralph Lutjen asks Donna MacKinnon to reach out about the adverse opinion.

Discussion on September Meeting Schedule.

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

Discussion on backhoe. Spoke with the DRA and we do not need to have a special meeting since it does not go over the budget or bind the VDOE to spend in the future. Going to sign the rental agreement to rent for 1 month.

Ralph Lutjen makes a motion to sign a 1-month rental agreement with John Deere for the backhoe, Mike Smith 2nds, passes 3-0

Ralph Lutjen explains the backhoe situation again: Going to lease for 1 year that has an escape clause. At the March meeting we will present it to the voters to either buy the backhoe or get out of the lease. Jay Buckley comments that he thinks the VDOE should fix the Volvo and continue to use it until the annual meeting where the voters can decide what to do next.

Jay Buckley makes a motion to continue using the Volvo until the March Annual Meeting, No 2^nd.

Ralph Lutjen states that there is a high risk if we do not have the John Deere and rely on the Volvo. What if the Volvo breaks in the winter, how long until that can get fixed. If it breaks again in the winter, then we will not have the equipment to deal with the snow thus putting us in an emergency situation. With the John Deere the voters will have the ability to end the lease and not move forward but ensure we have something to get us through the winter. To move forward the office needs to get an updated lease agreement and permission from the DRA to move forward in this manner. We did reach out to get three quotes, Caterpillar did not answer our request, Case came in $16,531 above what John Deere is asking. John Deere is the best that we can do and is an American made company that will not have a shortage in parts.

It would cost $9,820 a year to lease the backhoe from John Deere. They also gave a trade in value of $28,000 for the Volvo backhoe.

Ralph Lutjen makes a motion to transfer $416.00 from the Dawson’s Excavation & Utility Services Retainage Account to the Operating Account, Jay Buckley 2nds, passes 3-0.

Sale of the Lodge

Jay Buckley opens the Lodge conversation mentioning that we spoke with the lawyer this morning regarding Ron Briggs installing the property markers which will not be done until October. The VDOE will pay the $1,200 for the work to be completed and the lawyer is going to write up paperwork for the Commissioners to sign stating that we will be responsible for the fee.

Ralph Lutjen explains that the gross sale of the Lodge was for $375,000 after closing costs the net proceeds came to $357,010.80.

Ralph Lutjen makes a motion to sign the closing documents for the sale of the Lodge, Jay Buckley 2nds, passes 3-0

Jay Buckley discusses the vaults for the PRV project and that he has reached out to other concrete companies.

The Commissioners signed the closing documents for the Lodge with Linda Shackford as the Notary.

Jay Buckley makes a motion to resign CD-575 out of session, Ralph Lutjen 2nds, passes 3-0

The commissioners thank Alexis Wagoner & Donna MacKinnon on all the work they have done to get the Lodge ready for sale and for making all of this happen.

Ralph Lutjen mentions that the buyer had waived the inspection and bought it with a failed septic system. It is going to cost them probably another $30,000 to do the septic. The new buyer will most likely make improvements.

Commissioner’s Concerns/Reports

Jay Buckley goes back to his conversation about the PRV project concrete vaults. He reached out to three companies, and one was completely bided out and couldn’t do the work. Another we could buy directly from and the third was booked out but could purchase the vault for us from the 2^nd company as well. Jay Buckley spoke with Rick Skarinka and noted that if we were to do the project in house then we would need to get two quotes for everything needed which would be hard going forward since we only have one quote for the vault.

Jay Buckley discusses Kelly Robitaille getting his water operator license. He doesn’t think that it is necessary, and that Kelly already has enough on his plate.

Mike Smith makes a motion to move the question since it was already voted on, No 2^nd.

Mike Smith asks Jay Buckley if he is going to run for Commissioner next year. Jay Buckley responds no comment. Mike Smith thinks that the VDOE shouldn’t be paying for milage for Jay Buckley to attend the water rate setting seminar if he isn’t going to be setting the rates next year. He suggests the office go instead.

Mike Smith makes a motion to send the girls in the office and to see if there is a zoom version, and if not have them go in person, Ralph Lutjen 2nds for discussion, Ralph Lutjen makes an amendment to include the Board of Commissioners and the Office for attending, Jay Buckley 2nds the amendment, passes 3-0

Water System

Discussion on the SCADA system and the cybersecurity grant. Andrew Harteveldt discusses the SCADA computer and suggests doing interval replacement and replacing the computer prior to it dying. The computer is from at least 2012 and the recommended age to be replaced is every 7 years. The software also needs to be updated. With the grant that is available right now we will need to have a free cybersecurity assessment done. Andrew Harteveldt suggests getting a rack computer with no mouse, keyboard or monitor and having remote access only which would increase security and take up less room in the office. The first step to the grant is getting the free assessment done.

Jay Buckley makes a motion to apply for the free cybersecurity assessment, Ralph Lutjen 2nds, passes 3-0

Andrew Harteveldt also adds that he is not sure if the grant will cover the cost of a new computer, but we will have to wait for the assessment to come back. The software is pricy but that would be covered under the grant. Ian Hayes mentions that this is something that has been talked about for a while now and needs to be done. Andrew Harteveldt states that we need to make sure that there’s a backup and everything is recorded. Ian Hayes responds that Tom from EII maintains all the PLC’s and has the backups and there should be documentation in the office on where the backups are. Andrew Harteveldt state that he can help the office fill out the application. Mike Smith has a question for Tom which is do the pump houses need any upgrades to their systems. Ian Hayes answers that Tom has gone through the pumphouses and upgraded about half the PLC’s and some of the other hardware. Mike Smith requests we reach out to Tom to ensure nothing needs to be upgraded in the pump houses that this grant could cover.

Ralph Lutjen mentions that the Highway & Roads Committee is meeting next week to go over the 5-year plan for roads and which projects we will do and how they will be paid for.

Jay Buckley mentions that the Water Committee met and there is conflict with the paving of Eidelweiss Drive since the two projects would go hand and hand.

Correspondence

Review of Neighborhood Energy August Report

Jay Buckley adds that he spoke with Shauna Kondrat from the BPPWPA, and she had told him that someone had removed the man-made dam but then someone had put the dam back. Ralph Lutjen states that he reached out to the state, and they fully support the VDOE removing the man-made dam.

NON-PUBLIC MEETING

Ralph Lutjen makes a motion at 10:20am to go into Non-Public for RSA 91-A:3, II (c).  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 (c) and return to public meeting at 10:58am.  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion to adjourn at 10:59am, Jay Buckley 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday August 16, 2022

The Board of Commissioners met at 9:00am on Tuesday August 16, 2022.

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

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, Mike Smith 2nds, passes 3-0.

Kelly Robitaille requests that Jeff’s review be postponed until jeff is back from vacation.

Mike Smith makes a motion to approve the Minutes of 8/9/22, Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion to approve the 8/9/22 Non-Public Minutes RSA 91-A:3 II (d), Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion to approve the Operating Account manifest for $22,848.25, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the Water Assessment Fund manifest for $59,666.04, Jay Buckley 2nds, passes 3-0

DPW

Kelly Robitaille requests the week of 8/22/22 off, Jeff DiMartino is off this week 8/15/22 and then Tony Eldridge will be off for two weeks starting 8/29/22.

Mike Smith makes a motion to approve Kelly’s vacation time off request, Ralph Lutjen 2nds, passes 3-0

Discussion on the rafts on the ponds. The DPW removed a raft on Geneva beach, someone had relocated the raft and the chains were all twisted. On Boulder beach Kelly Robitaille found 8-10 kids trying to flip the raft, he yelled at them to stop but none of the kids cared, and the parents did nothing either. Kelly Robitaille is concerned the raft is going to flip over onto someone and get seriously hurt. Alexis Wagoner spoke with Primex, and signs need to be posted on the rafts to reduce liability but even with the signs posted there is still liability.

Ralph Lutjen makes a motion to remove the rafts from the beaches, Mike Smith 2nds, passes 3-0

Kelly Robitaille states that the VDOE has tried other alternate options to the rafts in the past, but nothing has worked well. Jay Buckley adds that we can review next year and see if there is anything else out there. The DPW is going to pull them completely and store them away until next year. There is potential to sell them as well.

Discussion on signage at the beaches. Signs need to be there that state swim at your own risk, no lifeguard on duty, etc. Office is to put together verbiage for the next meeting. Kelly Robitaille also mentions to add no dog sins on the beach as people have been bringing their dogs to the beach and allowing them to go to the bathroom on the beach.

Discussion on beaver dam. It is dismantled and the water levels are the same on each side. There are no signs of beaver activity. There is a log placed up stream from the beaver dam that someone put there to try and stop water flow. There are rocks and sand on either side of the log to build it up. Kelly Robitaille will remove the log dam once Jeff is back from vacation. Jay Buckley mentions that a homeowner stated to him that the dam is being built up even more. He also contacted the Madison P.D and suggests contacting the dam bureau to get guidance. Ralph Lutjen will send an email to the dam bureau with a picture to get guidance.

Discussion on digging for water, doing well with the excavator it does a better job than the backhoe.

Discussion on the backhoe. It is breaking right now; Chadwick is coming to look at it again this week. The rental from John Deere is coming this week as well. Discussion on purchasing the backhoe from John Deere. 80% of the rental cost would go to the purchase. It is available for purchase, last week a quote came in for $155,000 but since the machine that is coming had been ordered before the mark up the price would be $132,400 before trade. The trade in would be $28,000, giving a net price of $108,400. Ralph Lutjen states that with a lease purchase the interest rate would be 6.5% and then we could take $50,000 out of the $75,000 Highway CRF to help off set the amount and lower the loan amount to $58,4000. For a 7-year loan the yearly payment would be $9,820 and for a 5-year loan the yearly payment would be $13,210. We are going to need to set up a public hearing to bring the matter to the voters. Ralph Lutjen adds that it comes with a 5-year warranty bumper to bumper only have to pay for the cost of milage. Kelly Robitaille is going to try to get 2 other bids. Caterpillar has not responded, and Case is coming in tomorrow. Ralph Lutjen mentions that this is an opportunity to resolve the backhoe issue. John Deere is the choice for the State of NH, and this will also prevent issues from arising in the winter. Kelly Robitaille adds that we are also getting a cost reduction by the machine being a demo which was only used for 2 days. The office is going to contact the DRA to see how we would proceed in setting up a meeting. Jay Buckley discusses fixing the Volvo and continuing to use that. Kelly Robitaille states it is going to get fixed but what is going to break next and how long will it take to be repaired. The Volvo was originally built in Poland and the parts are sourced from overseas. There are currently no harnesses available, and one is going to have to be constructed. Chadwick is going to take the entire harness apart to see if they can rewire and fix the current harness before getting a new one assembled.

Discussion on needing a new dump truck. Kelly Robitaille mentions that during the Highway Committee meeting it was discussed that we hold onto the dump truck for at least another 4 years. A lot of the work can be done in house. The backhoe is the most important machine and the District cannot go a day without it.

Ralph Lutjen makes a motion to conduct a special meeting to discuss the purchase of the backhoe, Mike Smith 2nds for discussion. Passes 3-0

Ralph Lutjen makes a motion to contact the DRA with the information about the backhoe, circumstances, and a recommended solution of going through the Bank of NH with a bank loan of $9,820.04 a year. This will also not over run the budget. Mike Smith 2nds, passes 3-0

Going to wait to discuss a date for the meeting until the DRA gets back to the office.

Discussion on Jim Lyons email. Water comes down the road and down the asphalt driveway. Kelly Robitaille mentions that engineers have looked at the issue in the past. A drainage culvert was installed at the other side of the road, but that homeowner is not allowing drainage onto their property. The water goes down hill and there is no sand/silt that is going down the driveway. Ralph Lutjen suggests taking pictures of the damage. Mike Smith states that in the past Primex had stated that is it not the VDOE’s property and not our issue. Ralph Lutjen then suggests that the only solution is to create a ditch line on his driveway. Jay Buckley adds that a catch basin was located at the intersection and would have diverted water, but it has since been closed off. In the spring the DPW hand shoveled the side of the road, but it was only a temporary fix. The only way to permanently fix the issue is to pave the intersection but that was voted down at a past annual meeting. Ralph Lutjen states to respond to the homeowner that the DPW will continue to do maintenance on the road.

Jay Buckley brings up Beth Gannon’s email from the spring regarding water going down the Porridge Shore beach and eroding the sand. Kelly Robitaille responds that he looked at it the other day and they are going to install drainage.

Administration

Discussion on the POW flag.

Jay Buckley makes a motion to request a POW flag from the VFW and if they do not provide one to spend up to $30 to get a new one, Mike Smith 2nds, passes 3-0

Discussion on Granite State Analytical invoice for leak detection in 2020. Bill received on 8/2/2022 from 7/15/2020 for $25.00.

Ralph Lutjen makes a motion to pay the $25 to Granite State Analytical, Jay Buckley 2nds, passes 3-0

July Budget overview: Ralph Lutjen comments that everything looks consistent. Comments on the Asset Management line going to continue to investigate it. Jay Buckley states that the budget is usually spent a bit more towards the end of the year and that the numbers should be a little bit less. In past years there has been a lower draw down at this point. Ralph Lutjen responds that this is the risk we live with each year.

Jay Buckley makes a motion to transfer $10,000 from the Water Assessment Fund to the Water Extension Fund CRF for a new water hook-up, Ralph Lutjen 2nds, passes 3-0

Jay Buckley makes a motion to transfer $4,545.91 from the Water assessment Fund to the Operating Fund for the July expenses, Ralph Lutjen 2nds, passes 3-0

Commissioner’s Concerns/Reports

Jay Buckley brings up sending a letter to the people with campers on their properties. Kelly Robitaille is going to get the address; he spoke with Bob Boyd about the campers on Jungfrau. Bob Boyd suggested updating the ordinance to make the camper issue clearer. He stated Kathy Koziell is working on the matter already, Ralph Lutjen is going to see what she has found.

Discussion on rate setting seminar Loui Adorno suggested Jay Buckley attend on 9/27 from 8-3.

Discussion on Upper Lake View PRV. Jay Buckley contacted some other contractors that seem interested he also reached out to a couple other concrete companies for the vault. Jay Buckley is going to reach out to Dawson for the job as well. Jay Buckley spoke with Ian Hayes and Ian mentioned how he would like to know the contractor for the safety of his men.

Mike Smith discusses his disappointment from the Water Committee on their presentation last week. He expected there to more of a list for future planning.

Mike Smith makes a motion that by 8/26 the Water Committee is to come up with a to do list for the annual meeting, Ralph Lutjen 2nds for discussion. Ralph Lutjen states that the engineers should review the AMP plan and meet with the Water Committee to discuss projects. He also adds that the priority list should be based on which projects would be catastrophic if not done. Ralph Lutjen mentions an idea of going to the bond bank to get a large loan to tackle a bunch of the projects on the list. A $50 water bill increase is not going to cover the millions of dollars needed for these projects. Projects need to be lined up to avoid outages in the future. Jay Buckley adds that we could go to the bod bank for items that are on the list of high failure consequences. Ralph Lutjen adds that we need to pick projects that are at the highest risk to the system, He is impressed with the work done by the Water committee but there needs to be a list. Mike Smith comments that the Water Committee has not provided anything for next year’s budget, and that they are relying too much on getting grant money and not focusing on reasonable projects. Doug Prescott comments that they wanted to do the Muddy Beach floor with the money remaining in the Asset Management budget line and that the list of projects with the highest priority are highlighted in red in the AMP.

Ralph Lutjen makes an amendment to the original motion to ask for the priority list and figures and to extend the deadline to 9/6, Mike Smith 2nds the amendment, Passes with amendment 3-0

Mike Smith makes a motion to have Kelly Robitaille get his water operator license, Ralph Lutjen 2nds for discussion. Mike comments that it is not a bad idea to have a back up if for some reason Ian cannot get to the District. Having another person know the water system. Kelly Robitaille mentions that if the DPW is going to continue getting more involved in the water system in the future then it is not a bad idea for him to have a license and know where the shut off valves are incase of an emergency. Jay Buckley states that he would like more information. Motion Passes 2-1

Discussion on doing water work in house and purchasing an excavator in the future. Mike Smith states that it could save a ton of money since a lot of piping needs to be replaced. Also, the Water committee should do a cost analysis for doing the work in house.

Discussion on Hydro Model Calibration.

Jay Buckley makes a motion to respond to Cathy and OK moving forward with Ian, Ralph Lutjen 2nds, passes 3-0

Correspondence

Review of Eversource July Report

Review of Granite State Results

Discussion on 65 Huttwil Drive email regarding treehouse. The Commissioners agreed that if it falls within zoning there was no issue.

Discussion on EPOA email regarding upcoming events: an ice cream social on 8/27, yard sale on 9/4 and fall walk on 10/8.

Mike Smith makes a motion to approve the ice cream social and the fall walk but not the yard sale, No 2^nd.

Doug Prescott comments that the Madison PD have been contacted and that if they cannot do it in the parking lot then each individual will do it at their home and people will have to drive around the District. Mike Smith feels that since the other request for a yard sale at the Huttwil lot was denied it is only fair to deny this one as well.

Ralph Lutjen makes a motion to approve all EPOA events on the list, Jay Buckley 2nds, passes 2-1

Public Comment

Doug Prescott discusses the engineer on file for the VDOE. Comparing CMA Engineers with Horizons Engineering. Outlining roads and water needs verse each company.

NON-PUBLIC MEETING

Ralph Lutjen makes a motion at 10:52am to go into Non-Public for RSA 91-A:3, II (b).  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 (b) and return to public meeting at 11:05am.  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion at 11:05am to go into Non-Public for RSA 91-A:3, II (c).  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 (c) and return to public meeting at 11:16am.  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion to adjourn at 11:18am, Jay Buckley 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday August 9, 2022

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

In attendance for the public meeting are Commissioner Jay Buckley, Commissioner Mike Smith, Commissioner Ralph Lutjen, Alexis Wagoner-Administrator, Kelly Robitaille-DPW Foreman, Paul McKenna, Larry Leonard, Larry Sodano, Doug Prescott, Ian Hayes, Kevin Flynn, Nick Borelli & Arthur Babineau.

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, passes 3-0.

Mike Smith makes a motion to approve the Minutes of 8/2/22, Ralph Lutjen 2nds, passes with change 3-0.

Mike Smith makes a motion to approve the 8/2/22 Sealed Non-Public Minutes RSA 91-A:3 II (b), Ralph Lutjen 2nds, passes 3-0.

Mike Smith makes a motion to approve the 8/2/22 Non-Public Minutes RSA 91-A:3 II (d), Ralph Lutjen 2nds, passes 3-0.

Mike Smith makes a motion to approve the 8/3/22 Meeting Minutes, Ralph Lutjen 2nds, passes 2-0-1.

Mike Smith makes a motion to approve the 8/3/22 Sealed Non-Public Minutes RSA 91-A:3 II (d), Ralph Lutjen 2nds, passes 2-0-1.

Ralph Lutjen makes a motion to approve the Payroll Manifest for $8,506.00, Jay Buckley 2nds, passes 3-0

Ralph Lutjen makes a motion to approve the Operating Account manifest for $8,874.75, Jay Buckley 2nds, passes 3-0

DPW

Discussion on water hook-ups: didn’t go well last week one home had ledge and the other the road was too busy. Doing more hook-ups this week.

Discussion on 12 Dorfli driveway permit application.

Mike Smith makes a motion to approve the driveway permit for construction at 12 Dorfli Road with the recommendations, Ralph Lutjen 2nds, passes 3-0

Discussion on 71 Eidelweiss Drive culvert email. Homeowner is under the impression that the DPW is responsible for the maintenance and repairs. The DPW only cleans them out. Kelly Robitaille states that the culvert needs to be removed and reset. Jay Buckley suggests having the homeowner submit a driveway application to repair/reset the culvert and if any damage is done to the roads, it is their responsibility. Kelly Robitaille responds that he doesn’t believe they need a new application.

Ralph Lutjen makes a motion to send a letter to the homeowner that if they wish to repair or replace the culvert it is their responsibility, Jay Buckley 2nds, passes 3-0

Discussion on backhoe: it is currently failing. Kelly Robitaille spoke with Chadwick and there are no harnesses available they would need to manufacture a harness and they have no idea how long that would take. There are no loaner or rental backhoes right now. They could rent an excavator and a loader which would cost $3,200 a month for the excavator and $3,300 a month for the loader.

Ralph Lutjen makes a motion to rent an excavator and a loader for a month with an estimated cost of $7,000, Mike Smith 2nds, Ralph Lutjen makes an amendment to change amount to $7,500, Mike Smith 2nds amendment, passes 3-0

Discussion on where to take the money from Mike Smith suggests taking it out of the Equipment Repair CRF there is currently $41,756.57 in there. Going to revisit once final bills come in.

Kelly Robitaille is going to ship the backhoe to Chadwick for repair.

Ralph Lutjen sates that the VDOE bought a Volvo because at the time the state of NH was also buying Volvo’s. NH quickly learned that Volvo was not adequate and traded them in for John Deere. Volvo mostly focuses on the Asian countries.

Kelly Robitaille got a quote from John Deere for $155,433. Ralph Lutjen states that the highest priority is getting the backhoe replaced it is needed for winter. Going to explore having an emergency meeting (the office will investigate this).

Paul McKenna asks will the John Deere have a warranty guarantee that they will have parts in the future to prevent what is happening now to happen again? Ralph Lutjen answers him that yes, they have a warranty and that there is such a huge need and profit in the U.S for John Deere there should be no issues.

Nick Borelli states that an emergency meeting should be held for this matter, Ralph Lutjen explains that the office is going to investigate it and then get back to the BOC to move forward.

Discussion on 24 Appenvel Way Driveway. There is a cut out driveway, but the property owner has no intention of putting in a paved driveway or home anytime soon. Kelly Robitaille states that the property owner should be able to have access to his property. Jay Buckley raises concern that if we allow this now it could introduce problems down the road. Kelly Robitaille adds that the property owner is going to have to jump through hoops just to gain access, he should be able to get a waiver to access the property without having to get a home design and septic plan.

Larry Sodano states that the property owner should have to comply with VDOE regulations.

Mike Smith makes a motion to have the property owner obtain a driveway permit, Ralph Lutjen 2nds, passes 3-0

Jay Buckley asks about getting all the addresses for properties that have trailers on them, Kelly Robitaille is going to get that together.

Asset Management/Water Committee

Members of the Water Committee are Larry Leonard, Larry Sodano, Doug Prescott & Jay Buckley

Doug Prescott gives an overview of the Committee members.

Jay Buckley makes a motion to appoint Woea McNiven to the Water Committee, Ralph Lutjen 2nds, passes 3-0

The Water Committee gave a PowerPoint presentation to overview the work that has been completed by them and the work they hope to achieve in the future. Attached at the bottom you can find a copy of the PowerPoint manuscript.

Ralph Lutjen mentions that the outline of projects is in the 4 million dollars range and if that is accurate, we are only nicking away at it. The AMP is lacking information and context for future projects. Having difficulty defining something meaningful over the next 5 years, possibly need to substantially increase the water bill fee.

Larry Leonard responds to Ralph that the 3-4 million was stretched out over 15-20 years. If we get the 100k grant we could get a lot of projects done and dig deeper into the needs of the water system.

Ralph Lutjen mentions that the Highway Committee is attempting to put together a 5-year plan to build up the CRF accounts and putting together things that need to be done as well as cost and a timeline. For instance, we are going to need $320,000 for Eidelweiss drive which has been pushed out a few years. Ralph Lutjen would like the Water Committee to focus on a 5-year plan with the highest priority. There can also be an added line item for potential grants.

Doug Prescott mentions that this has already been started and the most important things are being explored. If grants do come in, then we can move up certain projects.

Discussion on grants for roads. The most recent grant awarded was only for Towns the VDOE was not eligible for it. We are looking into road grants but there are not many.

Mike Smith comments on the final AMP stating it was a crash to the finish line. The Water Committee needs to act as if we will not be getting any grant money. It would be great if we do get money, but we need to be prepared for the worst-case scenario. Start planning warrant articles for the upcoming year and plan small projects that can be started now.

Discussion on projects that were not completed with the last master plan.

A new engineer has been selected for the VDOE. They were a better fit than Horizons and once the contract is signed the new District Engineer will be disclosed.

Ralph Lutjen discusses the template designed in 2018 or future funding and projects. This could be a good template for the Water Committee to use going forward. We are currently in a good place to start planning for next year’s warrant articles and not cramming them in at the last minute.

Doug Prescott mentions that DES has now given 2 years for projects to be completed since it had been found that 1 year is not enough time to complete projects.

Ralph Lutjen adds that the old master plan did a good job outlining all projects and costs. As well as the water mains and size of the piping. The 2” lines that are supplying homes should be 4” lines due to growth in the District.

Discussion on cybersecurity grant. Andrew Harteveldt also sent in an email alerting the office of this grant. Ralph Lutjen suggests having a meeting with Ian Hayes, Andrew Harteveldt, Tom from EII and the Water Committee to go over the SCADA system and need for upgrades.

Ian Hayes gives his opinion on the Water Committee’s presentation: that the water system is complex and we need to move forward with an engineer that will be around long term. A lot of work needs to be done on all parties, very old water system 50+ years. Chocorua pump house was such a high priority because if it fails it would be a scramble to get it back up since it is on a slope and the location of the house. Need to set up a 50-year plan to move forward and determine costs moving forward and projects. Water usage is going to go up each year with new homes, people moving up fulltime and STR’s. Leak at Altdorf was fixed but the water usage remained. A lot going on, the Water Committee has worked hard. The new engineering firm will want to see the AMP plan. Also grant writing should be done through the engineers, they know how to write them and know people. Volunteer work is also critical. We need to find an engineer that we can keep for a long time and not keep relearning the wheel. Something is bound to happen with the water system, so it is critical to work on it. We need to prevent something bad from happening and get things replaced.

Mike Smith states that Horizons was only hired as the engineer for the AMP grant. They were not the engineer on record for the VDOE.

Discussion on a Master Plan verse the AMP. Ian Hayes believes they are very similar to one another, and that the AMP has more of what we need. An outline of the pipes, timelines, how long things will last, what are the priorities that are needed. The old master plan was very beneficial. A concrete list of assets and priorities is needed as well as better O & M ‘s that would be good for someone else to be able to come in and operate.  

Larry Sodano speaks up and states that it seems everyone is on the same page and wants to accomplish the same goals.

Ralph Lutjen adds that when we start a project, we need to be sure to finish the project. Tank issues in the past: relined two tanks and stopped there.

Doug Prescott asks what is available in the Asset Management budget line. The report from Donna MacKinnon is showing only $975 was spent, is this correct? Alexis Wagoner is going to double check and get back to Doug Prescott.

Simply Water

Discussion on water hook-ups from last week. One home there was ledge going to have blasting done there. The two homes on Chocorua View Drive we needed to line up the homes to be done at the same time. The water main may possibly need to be extended at Chocorua. Jungfrau is being hooked up today. The backhoe is not working well for digging it has been hard to maneuver for the jobs.

Discussion on the water main at Thusis and Appenvel. There is about 900-100ft that needs to be added to connect the two lines. Might as well update the entire line if the project is going to be done. Discussion on if a bleeder would need to be added/removed for this water main. Ian Hayes suggests that looping the water main would be worth it if there are buildable lots in the area.

Discussion on email from Patricia Freysinger.

Ralph Lutjen makes a motion to send a letter to the homeowner that the VDOE is not financially responsible, and they need to pay the fee, Jay Buckley 2nds, passes 3-0

Administration

Mike Smith makes a motion to sign and approve the water hook-up application for 39 Interlaken Circle, Jay Buckley 2nds, passes 3-0.

Jay Buckley makes a motion to sign the fill request agreement for 4 Porridge Shore Drive, Ralph Lutjen 2nds, passes 3-0.

Discussion on POW MIA Flag at the bottom of Oak Ridge.

Jay Buckley makes a motion to get a price for a POW flag, Mike Smith 2nds, passes 3-0

Commissioner’s Concerns/Reports

Jay Buckley discusses the vault for the PRV. It is a custom designed vault. AJ Foss cannot do the job as they do not have an engineer. There is a request in with Gilbert Block. Mike Smith suggests getting it submitted and having Dubious & King sign off on it.

Mike Smith makes a motion to have the office get the price spent on the Lodge sale- Motion adjourned. The office already has the documents, so far $4,986.04 has been spent not including legal fees.

Mike Smith makes a motion to contact NHMA on parking lot liability, Ralph Lutjen 2nds, passes 3-0

Discussion on Freedom pulling their rafts out of the lakes

Mike Smith makes a motion to contact NHMA on the liability of the rafts in the ponds, Ralph Lutjen 2nds, passes 3-0 Jay Buckley adds that we should contact Primex as well.

Correspondence

Overlook of the VLAP testing going to wait for full report.

NON-PUBLIC MEETING

Mike Smith makes a motion at 11:25am 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 11:47am.  Ralph Lutjen seconded.  Motion Passed 3-0.

Mike Smith makes a motion to adjourn at 11:47am, Jay Buckley 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Wednesday August 3, 2022

The Board of Commissioners met at 2:30pm on Wednesday August 3, 2022.

In attendance are Commissioner Jay Buckley (phone), Commissioner Ralph Lutjen, Alexis Wagoner-Administrator & Emily Kubichko.

At 2:31pm Commissioner Ralph Lutjen calls the meeting to order

NON-PUBLIC MEETING

Ralph Lutjen makes a motion at 12:32pm to go into Non-Public for RSA 91-A:3 II (d).  Mike Smith seconded.  Motion Passed 3-0.

Jay Buckley leaves the meeting.

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 13:44pm.  Ralph Lutjen seconded.  Motion Passed 2-0.

Public Meeting

Mike Smith makes a motion to seal the minutes of 8/3/22 under RSA 91-A:3 II (d), Ralph Lutjen 2nds, passes 2-0

Mike Smith makes a motion to sign check for $9,140.03 to BNH for line of credit water loan, Ralph Lutjen 2nds, passes 2-0.

Mike Smith makes a motion to adjourn at 3:45pm, Ralph Lutjen 2nds, passes 2-0

Respectfully submitted,

Alexis Wagoner, Administrator.