VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday April 5^th, 2022

The Board of Commissioners met at 9:00am on Tuesday April 5^th, 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, Dinah Reiss, Nick Borelli, Robert Corazzini, John Cancelarich, Dorothy Wondolowski, Gloria Aspinall & Steve Doyon (phone).  

Meeting videotaped by Aysia of Madison TV

At 9:00 am 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 3/29/22, Ralph Lutjen 2nds, passes 3-0

Mike Smith makes a motion to approve the payroll manifest of $8,370.50 Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the Operating Accounts manifest of $12,193.88 Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the Water Assessment Fund manifest of $9,230.68 Jay Buckley 2nds, passes 3-0

DPW

Discussion on 4 Chocorua View Drive driveway permit application

Jay Buckley makes a motion to approve 4 Chocorua View Drive driveway permit for construction, Ralph Lutjen 2nds, passes 3-0

Jay Buckley makes a motion to approve 29 Oak Ridge Road driveway permit for operations, Ralph Lutjen 2nds, passes 3-0

Administration

Discussion on storage for retention records, going to put records in the DPW garage

Mike Smith makes a motion to transfer $9,140.33 from the Water Assessment Fund to the Operating Account, Jay Buckley 2nds, passes 3-0

Donna MacKinnon makes a comment that the water bills went out and we are already receiving payments. Discussion on reporting for water bill payments. Jay Buckley questions outstanding bill of 3 years not paid. If they do not pay by May first, then turn the water off.

Mike Smith makes a motion to send a letter to the homeowner requesting payment for the last 2 years water bills to be paid in full by May 1^st and if not, their water will be turned off. To be sent by certified mail. Jay Buckley 2nds, passes 3-0

Discussion on sale of the Lodge: someone is already possibly interested in the Lodge. Going to have a non-public next week to further discuss the real estate.

Mike Smith makes a motion to have Alexis reach out and get prices on an appraisal for the Lodge, Jay Buckley 2nds, passes 3-0

Discussion on Reinach Tank & invoices. Based on Kathy’s spreadsheet and what is in QuickBooks the $25,921.07 doesn’t exist. Need to close out the project and payments. There is $13,431.73 remaining in the retainage account that will be used for the work needing to be finished. The retainage amount was 10% but is now only 2%.

Ralph Lutjen makes a motion to provide notice to Dawson that we are taking the remaining retainage of $13,431.73 and using it for the transfer switch and other items not completed, Mike Smith 2nds, passes 3-0

Jay Buckley has another landscaper coming today 4/5/22 to give a quote for the seeding around the tank. Donna MacKinnon mentions that Dawson went $2,992.68 over their contract amount. The Board of Commissioners did approve all payments being made at that time. Retainage to also cover the time and money the DPW spent fixing the roads. Mike Smith suggests the letter to Dawson come from the lawyer and not the office. Further discussion on the matter.

Ralph Lutjen makes a motion to have the letter to Dawson come from the office and not a lawyer, Jay Buckley 2nds, passes 2-1

Discussion on the 2020 Audit. Office to follow up again with Scott Eagan. The lawyer sent over his paperwork on March 15^th.

Discussion on DPW costs and time spent on the roads pertaining to the Reinach project.

Ralph Lutjen makes a motion to have the $8,000 in expenditures spent on the roads be put back into the operating account. Motion not 2^nd as it would not make any effect on the current budget.

Commissioner’s Concerns/Reports

Ralph Lutjen makes a motion to have the Dam EAP submitted with the changes made by Mike Smith, Mike Smith 2nds, discussion on the Dam EAP, have Kelly Robitaille the immediate point of contact and then have Kelly Robitaille contact a commissioner. Jay Buckley makes an amendment to add Commissioner to the flow chart, Ralph Lutjen 2nds, Motion passes with amendment 3-0.

Jay Buckley makes a motion to approve the Dam EAP with the amendments, Ralph Lutjen 2nds, passes 3-0

Discussion on the Lodge merge/unmerge. Holding off another 2 weeks before going in front of the selectman so that Linda at Madison Town Hall and investigate the matter more.

Saturday May 7^th is the annual valley pride cleanup day.

Discussion on work orders.

Discussion on motion action log.

Discussion on office layout. Kelly Robitaille is going to help the office rearrange and remove the metal desks. Office to reach out to contractors to get pricing for the partition.

Ralph Lutjen discussion on RFP’s for getting a District engineer for both water and roads. Discussion on Wright Peirce, Dubois & King and HEB as possibilities. Jay Buckley is going to send out a list from DES that shows the engineers with strength ratings in water and roads. Kelly Robitaille is going to look at surrounding towns to see who they use for engineers.

Discussion on pond water levels. On 4/1/22 the water was 4” below the top of the concrete. Going to request information from the fire department on operability needs of the dry hydrants. Kelly Robitaille states the dry hydrant pipe at Big Loop is low enough, but the surrounding vegetation is not. Further discussion on the proposed changes to the pond level management plan. Ralph Lutjen states that in December when a board was removed it was not classified as an emergency which ultimately didn’t follow the plan in place. Ralph Lutjen states that past minutes reflect “All 4 boards are in as of October 17^th” This is an issue as the state recommends a board be pulled by October 15^th to prepare for the winter months. Steve Doyon from DES is involved in all things related to the dam at this time.

Discussion on the floating nest for the loons. According to John Cooley from the LPC the floating nest only has a 20%-25% successes rate in June.

Mike Smith makes a motion to null and void the existing dam policy, Ralph Lutjen 2nds, passes 2-1

Discussion on previous public hearing in August of 2021. Old policy was to always keep water levels as high as possible. Keeping the water at the 4” level below the concrete will allow the loons to nest. In 2021 that water level worked, John Cooley also felt this level was adequate. Beaver dam on Big Pea Pond not allowing water to flow, the water is 12”-14” higher in the pond than in the stream. Kelly Robitaille suggests putting in a 10” board at the Little Pea dam and removing the 5” board.

Mike Smith makes a motion to have Kelly Robitaille maintain the day to day for the dam and have the water level maintained at the red line, Ralph Lutjen 2nds, Passes 3-0

Discussion on the gate at Big Loop, not serving any purpose since it had to be opened due to the beavers.

Ralph Lutjen makes a motion to remove the grate at Big Loop, Mike Smith 2nds, passes 3-0

Discussion on 3 Reinach Place water hook up application.

Mike smith makes a motion to have data loggers set up at 5 Reinach place and at either Bristenstock or Aspen, Jay Buckley 2nds, passes 3-0

Public Appearance

John Cancelarich comes for public appearance regarding the dam.

Discussion on request proposal draft for water level measurements. DPW to take measurements out on the ponds and the office is to record rain measurements from a local rain gauge. John Cancelarich questions if Fish & Game is informed on this matter. Ralph Lutjen states Steve Doyon is involved in everything but at the end of the day the Board of Commissioners oversee the dam.

Steve Doyon joins by phone.

John Cancelarich questions Steve Doyon on the current pond level management plan, Commissioners just null and voided the current plan. John Cancelarich has concerns about the proposed changes, Steve Doyon doesn’t see much change between the two policies. John Cancelarich has concerns about a spring draw down and effect on all life in the pond. Mike Smith says that if the water goes above the concrete a board needs to be pulled, it is causing damage to the structural integrity of the dam. Steve Doyon’s response is that the water can go above the concrete and water is to be managed. 100-year integrity of the dam if no board was ever pulled, DES did a study. Ralph Lutjen says the water level is to be maintained at 4” below the concrete and Mr. Cooley says it will be ok for loon nesting. The beaver dam on Big Pea is causing the water level to be artificially high. Steve Doyon comments on the water level naturally going down over the summer due to evaporation. John Cancelarich is adamant on all boards being put back in. Steve Doyon reiterates that the dam management plan is to be followed as closely as possible by the dam owner. But the plan that is chosen is not going to please everyone and it is up to the dam owner to make a plan.

Discussion on water level measurements. They have nothing to do with the pulling of boards it is just to take measurements at different locations and times as well as monitor the rain fall. John Cancelarich comments that you cannot make the water level higher in the summer and that the boards must be replaced to ensure high water levels for the summer season. Ralph Lutjen responds that we should let nature take its course and on average the water levels with fluctuate. Steve Doyon states that it is up to the dam owner to make these decisions and if they choose to manage the water level 4” below the concrete that is their prerogative. Ralph Lutjen states that he had previously mentioned that the VDOE will be working with the Madison Fire Department to establish a level that is safe for the dry hydrants to operate. Steve Doyon gives Diane Timmons name as a point of contact at NH Fish and Game.

Correspondence

Discussion on beach ordinance. Going to deal with the situation and take all public comments at the public hearing on May 14^th. Jay Buckley states there are currently 41 parking spots for the beaches.

Nick Sceggell is coming on April 7^th for a field meeting

Discussion on Non-Public RSA email. Office is to start a log

Discussion on March daily water usage

Doug Prescott makes public comment: EPOA has items in the lodge to be moved and needs a place to put the stuff, discussion on possible options.

Jay Buckley makes a motion to make the Cabana useable for the EPOA to use for storage. The EPOA is responsible for all costs, Ralph Lutjen 2nds, passes 3-0

Ralph Lutjen makes a motion to adjourn at 11:08am, Jay Buckley 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday March 29^th, 2022

The Board of Commissioners met at 9:00am on Tuesday March 29^th, 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, Dinah Reiss, Nick Borelli, Paul Mckenna, Tom Wondolowski, Robert Corazzini & Christina Aleman.  

Meeting videotaped by Aysia of Madison TV

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

Public Meeting

Ralph Lutjen makes a motion to approve the agenda, Mike Smith 2nds, passes 3-0

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

Mike Smith makes a motion to approve the Operating Accounts manifest of $37,133.33 Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the Water Assessment Fund manifest of $42,650.62 Ralph Lutjen 2nds, passes 3-0

DPW

Discussion on Little Shore Drive tree cutting. Opened the road up now the DPW is working on opening the drainage ways.

Discussion on proposing to 15 Little Shore Drive a culvert project. Kelly Robitaille requested we ask the homeowner if they would be interested in splitting the costs to put in a culvert and help with drainage.

Ralph Lutjen makes a motion to contact the owner at 15 Little Shore Drive and propose a shared culvert cost project, Mike Smith 2nds, passes 2-0

Discussion on another location possibly adding a basin due to drainage issues.

DPW is going to be stump grinding and pulling small stumps at Little Shore Drive tomorrow

Discussion on 29 Oak Ridge Road driveway permit for operations.

Mike Smith makes a motion to send a letter to the homeowner that the Commissioners will not approve the permit for operations, Ralph Lutjen 2nds for discussion.

Kelly Robitaille suggests they either change back to the original plan or come to the board. Tom Wondolowski comments and states the cars are in the driveway and there is no issue with the current parking situation. Kelly Robitaille adds the house is so close to the road they should take it back to the original driveway.

Jay Buckley makes an amendment to add if they want to change the original, they can submit another permit application to make the changes, Ralph Lutjen 2nds, passes 3-0. Motion passes 3-0 on amendment.

Discussion on Dam water level. The DPW was able to modify and put a 5” cap board at 8:00am on 3-29-2022. The measurement from the top of the intake pipe to the top of the concrete is 39” but there is a perforated pipe under the water. The water at the top of the concrete is lower than the recommended dry hydrant of 36”. The water is currently at the red line.

Administration

Donna MacKinnon asks a question about a new property owner needing a driveway permit to access property. Can the new owner get access without a driveway permit that includes septic and home design? The new owner is not going to build for a few years just wants access to the property. Jay Buckley suggests possibly a temporary driveway permit application. He then adds at the end of the driveway application it states you can ask for a waiver for strict compliance. So, this new owner should apply and put in the application a letter stating they are requesting strict compliance for septic and plans.

Donna MacKinnon swore in Robert Ingram for Moderator in the office the other day.

Ralph Lutjen makes a motion to transfer $30,000 from the operating account into the Equipment Repair CRF, Jay Buckley 2nds, passes 3-0

Ralph Lutjen makes a motion to transfer $25,000 from the operating account into the Highway Equipment CRF, Jay Buckley 2nds, passes 3-0

Ralph Lutjen makes a motion to transfer $1 from the operating account into the Office/Meeting Building CRF, Jay Buckley 2nds, passes 3-0

Discussion on the sale of the Lodge, Jay Buckley is meeting with the Selectman next week to unmerge the two lots. Donna MacKinnon mentions that we were not able to get into the rooms at the Lodge that have the paperwork in them. Jay Buckley states he can open the door with some fire fighter tools. Mike Smith questions getting a trailer to store the paperwork so the office can work at their own pace.

Mike smith makes a motion to get pricing for renting a trailer to store the documents at the office, Ralph Lutjen 2nds, Jay Buckley amends motion to see if we can buy a trailer instead of rent one, No 2nd. Original motion passes 3-0

Discussion on Reinach project and payments. There are discrepancies between Kathy Koziell’s spreadsheet and what the office has on record. Jay Buckley discusses the price he found for landscaping of $415 (he felt this number is too low), the transfer switch $617.25 and the receptacle $1274.35. No price yet for shipping or labor.

Mike Smith makes a motion that once the final number is in for outstanding work to be done, we take it out of retainage, Jay Buckley 2nds, passes 3-0

Jay Buckley makes a motion to sign letter to Nancy Cole amending clause 5, Ralph Lutjen 2nds, passes 3-0

Mike Smith makes a motion to sign the letter to the LPC to restore a working relationship, Jay Buckley 2nds for discussion, passes 3-0

Jay Buckley makes a motion to sign the signature cards for the Northway Bank accounts, Mike Smith 2nds, passes 3-0

Jay Buckley makes a motion to sign the signature cards for the Bank of New Hampshire accounts, Mike Smith 2nds, passes 3-0

Jay Buckley makes a motion to approve the water hook-up application for 16 Huttwil Drive, Mike Smith 2nds, passes 3-0

Jay Buckley makes a motion to approve the water hook-up application for 2 Chocorua View Drive, Mike Smith 2nds, passes 3-0

Jay Buckley makes a motion to approve the water hook-up application for 5 Grandval Way, Ralph Lutjen 2nds, passes 3-0

Jay Buckley makes a motion to transfer $42,000 into the Water Line Extension CRF, Mike Smith 2nds, passes 3-0

Dinah Reiss discussion on which account the water hook up fees should be placed into.

Commissioner’s Concerns/Reports

Discussion on Dam EAP. Ralph Lutjen states the main contact should be the office and not Jay Buckley. Section 4.5 the contractors that should be available: need to add VDOE DPW and Simply Water. Kelly Robitaille states that DW Brooks lead time would be too long. The Madison DPW has 24hr service and would be able to assist the DPW. Going to table issue until next week.

Discussion on RSA 33-A:3 on the Retention Committee. Doug Prescott talked with Linda from the Madison Town Hall about the issue. The Committee is to be comprised of the town Clerk, treasurer, an assessor, tax collector and municipal officer designee. Ralph Lutjen recommends Alexis Wagoner (chair) to put together a plan for the following week.

Voting panels came in last week.

Water Committee meeting will be held on April 7, 2022, at 2:00pm. They meet once a month on the first Thursday of the month at 2:00pm.

Jay Buckley discussion on splitting up of tasks among the Commissioners. Requests being put back in charge of the water. Discussion on Commissioners acting out of their “zone”.

Mike Smith makes a motion on the separation agreement to void the entire thing, Ralph Lutjen 2nds for discussion. Ralph Lutjen suggests having Nancy Cole come to the Commissioners. Mike Smith is going to speak to Nancy. Ralph Lutjen makes an amendment to have Mike Smith speak to Nancy to see which aspects of the agreement she is ok with taking away, Mike Smith 2nds, passes 3-0

Ralph Lutjen discussion on his discussion with Steve Doyon from DES about the adding and removing of boards to maintain a specific water level. Ralph Lutjen is going to draft up a proposal and submit it to the board at next week’s meeting.

Office to post the following meetings:

           April 7, 2022, Meeting at 9:00am VDOE office

           April 7, 2022, Water Committee Meeting at 2:00pm Madison Town Hall

           May 7, 2022, Asset Management Public Hearing

Correspondence

Review of Granite State results

Discussion on Dam board pulling emails. Ralph Lutjen states that Big Loop Culvert was reaching capacity at 70% so a board was removed, and debris removed to alleviate the water level. The culvert is now at 25% capacity which is a good level, too much water causes stress on the culvert. Kelly Robitaille states that as of today the water level is at the 4” red line and a 5” board was installed. Ralph Lutjen adds that the scientific issue is having high water level puts the culvert in jeopardy. Kelly Robitaille questions if he need to get permission from the Board of Commissioners to put a board back in. Should he wait to get permission to put a board back in or just put a board back in when the water level is sufficient. Ralph Lutjen states he gave all the Dam information we have from the past year to Steve Doyon to review.

Discussion on Nick Sceggell email. Mike Smith spoke with Ian from Simply Water to see if horizons can use the map and lot numbers from the water bills.

Review of the NHMA Bulletin

Review of the Neighborhood Energy March 2022 flyer

Public Appearance

Nick Borelli and Paul Mckenna discussed the VDOE having town stickers for parking at the beaches. Parking has gotten out of control with people parking on the street. The Madison P.D also thinks this is a good idea and would help to monitor the parking situation. They suggest putting the parking at the beach’s ordinance at the public hearing that is coming up in May to review the other ordinances.

Christina Aleman makes a comment that the taxpayers are paying for the beaches, and it is not fair that they cannot find parking because of the overcrowding. She states she sometimes cannot even get to the kayak rack because of the amount of people on the beach. There has been trash on the beaches, dogs on the beach and inappropriate behavior. Mike Smith suggests the VDOE have their own parking passes and not just use the Madison transfer station sticker. Ralph Lutjen suggests taking a paragraph from the Madison Ordinance on their beach at Silver Lake.

Doug Prescott makes a comment about the EOPA doing some volunteer work to fix the kayak racks. This leads to a discussion about the matter.

Nick Borelli brings up a discussion about putting somewhere in the deed that the Lodge cannot be used as an STR.

Christina Aleman goes back to the discussion about the kayak racks and how many can go on a single rack. The racks were made for canoes not kayaks so the kayaks fall through the gaps since they are smaller. The kayak portal opens on April 15^th.

Mike Smith discussion on an email with John Cooley from the Loon Preservation Committee and a floating nest. Has data showing that the floating nest is only 25% effective in its first year and only 50% effective after 5 years. Christina Aleman adds that she has seen people in the past harassing the loons and maybe signs should be put up to protect them.

Discussion on 91-A request from Adam Leiser.

Mike Smith makes a motion to adjourn at 11:05am, Jay Buckley 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday March 15^th, 2022

The Board of Commissioners met at 9:30am on Tuesday March 15th, 2022.

In attendance for the public meeting are Commissioner Jay Buckley (JB) by phone, Commissioner Mike Smith (MS), Commissioner Ralph Lutjen (RL), Donna MacKinnon (DM)- Administrator, Alexis Wagoner (AW)-Administrator, Kelly Robitaille (KR)-DPW Foreman, Doug Prescott (DP), Dinah Reiss. Meeting videotaped by Aysia of Madison TV

At 9:30 am Commissioner RL calls the meeting to order

PUBLIC MEETING

JB makes a motion to approve the agenda, MS 2nds, passes 3-0

MS makes a motion to approve the minutes of 3/10/22, JB 2nds, passes 3-0

JB makes a motion to approve the sealed Non-Public minutes of 3/10/22, MS 2nds, passes 3-0

MS makes a motion to approve the Non-Public minutes of 3/10/22, RL 2nds, passes 3-0

MS makes a motion to approve the Operating Accounts manifest of $13,917.66, JB 2nds, passes 3-0

MS makes a motion to approve the Water Assessment Fund manifest of $3,026.45, JB 2nds, passes 3-0

DPW

Discussion on 2 Clemens Place. KR states it is 298 ft from the pavement to the end of the road, the VDOE owns the entire road.

MS makes a motion to have the office send a letter to 2 Clemens stating that the VDOE owns the entire road, and they need to fill out a driveway permit application in order to get a driveway, JB 2nds, RL makes amendment to add with winter and snow conditions we have the right to remove cars on the street, JB 2nds, passes 3-0

KR suggests the office also send a copy of the original driveway permit application.

KR discusses filling potholes.

ADMIN

RL makes a motion to spend $100 on office tablet, MS 2nds, passes 3-0

Discussion on Madison TV live streaming meetings. Aysia apologies for not informing the Board last week that live streams were now happening. Can be found on YouTube under MadTV603

Discussion on Lodge Retainage Committee: changed committee to an informal group. Going to gather further information regarding scanning to PDF/A.

Discussion on Madison P.D using Lodge to train their K-9 dogs. DM asks if they need a certificate of insurance. The office is going to send a letter to the Madison P.D asking for a certificate of insurance as well as an application with the dates and times.

MS makes a motion to have the Madison P.D provide a schedule with dates and times, JB 2nds, passes 3-0

DR public comment, the water budget from 2021 was not fully expended. $20,789 is left over and needs to be taken out of the operating account from 2021 and transferred over to the water account.

MS makes a motion to move $20,789 to the water account from the 2021 operating account, JB 2nds, passes 3-0

There is approximately $91,000 in the water assessment fund

Discussion on conference room being occupied on the week of 4/4/22. Office is going to request we use the lower level of the library.

Discussion on office construction of a patrician and rearranging of the office.

Discussion on the Reinach project. JB states there is no model # in the plans for the transfer switch. He found the manual switch enclosure cost $617.25, and the receptacle plug cost $1,274.35. JB mentions that they need to get the right plug to fit the generator. MS suggest recouping the money and possibly buying a generator with a plug and automatic switch. JB to reach out to an electrician for a quote.

Discussion on water and driveway ordinances. Going to have a public hearing for the two ordinances and the parking ordinance. Add into the water ordinance the sleeving and minimum feet from the curb to the septic tank. The office is to draft additional changes.

Discussion on the ditch line.

RL makes a motion to sign revised water system fact sheet, MS 2nds, passes 3-0

MS makes a motion to sign water system ordinance revised, JB 2nds, passes 3-0

Commissioner’s Concerns/Reports

Discussion on Dam EAP. RL discuses additional information needing to be added to the EAP as well as things that should be taken out. Communication on the EAP should be going through the office.

Discussion on water levels on the ponds, they are only an issue during the spring when it is loon season. KR mentions the water levels were never an issue until 2019 when there was an issue with beavers and building dams.

MS makes a motion to have RL contact DES and look at the process of the impact of pulling boards and water levels, RL 2nds, passes 3-0

Discussion on JB conversation with Steve Doyon, JB clarifies the red line located 4” below the grate was determined by the fire chief. The fire chief determined anything below the red line could cause problems with suction on the dry hydrant. MS mentions the water level is to not be below 1 foot from the top of the pipe.

MS makes a motion that RL handles the office, MS handles water and highway and that JB handles the PRV project, RL 2nds for discussion. JB feels all Commissioners should be involved in all the tasks. RL makes an amendment to state certain activities will be continued with the current Commissioner, JB 2nds, passes 3-0

MS makes a motion to have the office handle safety meetings, RL 2nds, passes 3-0

Discussion on additional training for AW

RL suggests needing a relationship with a village engineer. To seek out multiple engineers and get their availability, capability, and pricing.

RL makes a motion to seek out a village engineer, JB 2nds discussion, Wright Pierce a possible option, RL wants to get several proposals, passes 3-0

Discussion on Road Committee, currently has 5 members: Tommy Gunn, Kelly Robitaille, Alexis Wagoner, Nancy Cole & Ralph Lutjen. Meetings will be held once a month during business hours for no longer than 1 hour. Meetings will be posted ahead of time.

Discussion on Nancy Cole separation agreement. Office to prepare letter to Doug Mansfield to end the separation agreement clause 5.

Discussion on Kathy Koziell and pricing for the final cost for the Reinach project.

RL makes a motion to evaluate the cost associated with the Reinach project, JB 2nds, passes 3-0

Office to reach out to Kathy Koziell to get the final Reinach payment schedule information.

Discussion on Health insurance.

RL makes a motion to include $1,500 provision to the family plan and provide $1,500 deductible for children, JB 2nds, RL amends to add that the money will come from the Health Care CRF, JB 2nds, Passes 3-0

Discussion on Horizons coming to a Commissioner Meeting, JB is going to reach out to them to see if they are available 3/22 or 3/29.

Correspondence

Discussion on Class VI Reinach Place email. Deed road is curved but the road was constructed straight. KR comments that the VDOE doesn’t know where the deeded road is and would need to get a survey done to determine that.

Discussion on a 5-member board, RSA 670:2 and RSA 670:2A

RL makes a motion to not address legislature on the matter of turning the board into a 5-member board, MS 2nds, passes 3-0

DP makes a public comment that the Records Retention group will be meeting Wednesday March 23^rd at 10am to check out the Lodge.

DP also comments that the lodge surveyor should add flags on tree branches, so the boundary lines are more visible.

Discussion on the sale of the Lodge

RL makes a motion to contact 3 real estate agents and request identifications of 3 appraisers, MS 2nds, passes 3-0

MS makes a motion to have the office contact Jim Lyons, Select, Pinkham & RE/MAX to get opinions, RL 2nds, passes 3-0

DR mentions that the records retainage is the responsibility of the clerk.

NON-PUBLIC MEETING

MS makes a motion at 11:23 AM to go into Non-Public for RSA 91-A:3, II (L).  RL seconded.  Motion Passes 3-0.

MS makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (L) and return to public meeting at 11:40 AM.  JB seconded.  Motion Passes 3-0.

MS makes a motion to sign the MS-232 out of session, RL 2nds, passes 3-0

MS makes a motion to adjourn at 11:42am, JB 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Friday March 4^th, 2022

The Board of Commissioners met at 9:10am on Friday March 4^th, 2022.

In attendance for the public meeting are Commissioner Jay Buckley (JB), Commissioner Kathy Koziell (KK), Alexis Wagoner (AW)-Administrator, Doug Prescott (DP) & Robert Ingram (RI).

At 9:10 am Commissioner JB calls the meeting to order

PUBLIC MEETING

Discussion on slides given to RI from Mark Graffam. Discussion on the discrepancy between the CRF balances presented at the Budget hearing and the balances Mark presented to RI.

The Water Extension Fund balance was different one sheet had a balance of $84,960.26 and the other sheet had a balance of $90,295.00. The Water System balance was different one sheet had a balance of $66,045.30 and the other sheet had a balance of $46,056.12.

Discussion on Unassigned Fund Balance. The number is always moving. In 2021 $115,000 was taken out of the Unassigned Fund, $30,000 was added to the Unassigned Fund due to an adjustment by the DRA on a warrant article. Another approximately $20,000 will be put into the Unassigned Fund that was left over from the 2021 budget. This brings the approximate pre audit estimate to $248,000 in the Unassigned Fund.

Discussion on keeping the Unassigned Fund balance at the last tax check from the Town of Madison which was $274,847.

Discussion on proposed Warrant Articles that would take money from the Unassigned Fund. These articles are #6, #7, #8, #19 and #21. The money would be moved from the Unassigned Fund into a specific CRF and not necessarily spent right away.

Discussion on Warrant Articles relating to the Lodge and creating a CRF for a future office/meeting place. JB adds a comment about residents questioning of the office had all of the Lodge information. Ron Briggs completed the boundary survey and sent the plans over to the office. Ron is going to stake out the boundary lines and write up an easement to add parking spots for the Lodge sale. Also discussed adding a septic design to the Lodge plan.

Discussion on Petitioned Warrant Article #15 the Water Master Plan. Water Committee meet with Horizons on 3/3/2022. Going forward would be a good idea to just adjust the Master plan from 2005 rather than start a whole new plan.

Discussion on increase in operations budget.

Discussion on Reinach project payments.

Discussion on placement of slides on slideshow. KK asks DP opinion on whether to put the Funding Summary & Anticipated Tax Impact at the beginning or end of the slide show. IT was decided the Funding Summary would be at the beginning and the Anticipated Tax Impact would be at the end.

Discussion on separation agreement Petitioned Warrant Article #19.

Discussion on Petitioned Warrant Article #22 Health Care Account. Ralph to make amendments to article on the floor at the meeting.

Discussion on CRF account balances.

Discussion again on Unassigned Fund Balance. The policy as of 2017 is that a minimum of $200,000 is to be in the account. In 2021 $115,000 was taken out of the Unassigned Fund, $30,000 was added to the Unassigned Fund due to an adjustment by the DRA on a warrant article. Approximately another $20,000 will be put into the Unassigned Fund that was left over from the 2021 budget. Another $25,400 was added to the Unassigned Fund in 2021 from the sale of the Ford F550 on 4/5/2021. This brings the approximate pre audit estimate to $273,400 in the Unassigned Fund.

Discussion on Warrant Article #19 Mailboxes. Stacey from the Post Office sent over information on adding mailboxes to the VDOE. She will be at the annual meeting to discuss the matter.

Discussion on rules and procedures of ordering and rearranging Warrants during the annual meeting. A vote of 2/3 needed to change ordering.

Discussion on meeting times and past meetings.

Discussion on DPW being at the annual meeting, KK & JB did not feel DPW needed to be there.

Discussion on Commissioner’s authority to deiced where money is spent. If money is raised based on a warrant article, that money doesn’t have to be used for that article if the Board later feels it would not be in the best interest of the VDOE.

JB makes a motion to adjourn at 10:46, KK 2nds, passes 2-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday March 3^rd, 2022

The Board of Commissioners met at 9:01am on Thursday March 3^rd, 2022.

In attendance for the public meeting are Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Donna MacKinnon (DM)- Administrator, Alexis Wagoner (AW)-Administrator, Kelly Robitaille (KR)-DPW Foreman, Ian Hayes-Simply Water, Doug Prescott (DP) & Ralph Lutjen (RL). Meeting videotaped by Aysa of Madison TV

At 9:01 am Commissioner JB calls the meeting to order

PUBLIC MEETING

JB makes a motion to approve the agenda, MS 2nds, passes 2-0

MS makes a motion to approve the minutes of 2/24/22, JB 2nds, passes 2-0

JB makes a motion to approve the Non-Public minutes of 2/24/22, MS 2nds, passes 2-0

MS makes a motion to approve the Operating Accounts manifest of $23,665.94, JB 2nds, passes 2-0

MS makes a motion to approve the Water Assessment Fund manifest of $223.14, JB 2nds, passes 2-0

DPW

DPW had two nights in a row of plowing.

Discussion on salt and monthly draw down. DM states that $5,412.44 has been spent on salt and $5,437.50 has been spent on sand so far in 2022

Discussion on citizens coming into the office at any time during the workday.

Discussion on setting time for 91-A requests personnel coming into the office.

Discussion on office space and its functionality. Going to table office issues until after the annual meeting.

Simply Water

Discussion on Upper Lake View possible leak. Simply Water is going to keep an eye on the situation, but it seems to be in good standing.

Discussion on leak detection with Rural State. Will be scheduled in the spring.

Meeting with Nick Sceggell on 3/9 at 11am to discuss the Rigi Pressure Zone.

Discussion on new work orders going forward and a follow up with Nick Sceggell on pending water hook up applications.

Discussion on Rigi Pressure Zone project and getting materials ordered sooner than later to prevent delays. Have until December 1^st to have the project completed.

Discussion on 2022 Water Systems Agreement contract.

MS makes a motion to sign the 2022 Water Systems Agreement contract. JB 2nds, passes 2-0

All parties agree on doing work orders for future work.

Discussion on bleeders and flushing of the water, all pending on the forecast.

Discussion on DP curve stop valve covers. Only work well in wooded areas not suitable for areas that get plowed. MS questioning if the project is worth it? IH says no as going forward it could be more of a hassle in the long run but up to the VDOE to decide on the matter.

Discussion on Water Ordinance and adding in that all piping is to be sleeved. IH thinks it would be a good idea to address this issue as well as the set back.

Discussion on water mains being in the road. MS suggests adding verbiage to the Ordinance to state 25 feet from the ditch line to the closest side of the septic tank.

MS makes a motion to contact the lawyer and ask about the Water Ordinance and adding it to state 25 feet from the ditch line to the closest side of the septic system. JB 2nds, passes 2-0

Discussion on Grant money being offered. If a road is dug up during the replacement of a water main will the replacement of the road be covered under the grant.

MS makes a motion to have the office reach out to Luis Adorno to see if roads are included in grants. JB 2nds, passes 2-0

IH suggests prior to applying to grant get a few checklist items taken care of:

-Income Study (Median vs. North Country)

-Source Assessment

ADMIN

Discussion on DP reimbursement for curb stop valve covers

JB makes a motion to approve the reimbursement to Doug Prescott for $43.57. MS 2nds, passes 2-0

Discussion on Deed to Lodge email.

Discussion on NHMA email.

Discussion on T-Forms and abandoned boat. Forms are not for boats, according to RSA 270-B:7 next course of action is to contact the State Police.

Discussion on Horizons follow up email. JB is going to bring up the master plan information at the Water Committee Meeting set for 3/3/22 at 4pm.

Discussion on email regarding signs posted on VDOE property. Signs not on private property need to be removed. Clarification needs to be given at annual meeting that the vote NO on #8 signs is for the Town of Madison’s annual meeting not the VDOE’s.

Discussion on 2020 audit.

Discussion on Catherine Doe contract increase.

JB makes a motion to accept new contract with Cat’s Bookkeeping Service with a $5.00 increase. MS 2nds, passes 2-0

Discussion on Reinach project transfer switch and work not completed. JB and office reached out but have not heard back. Giving another week for response and if no action has been taken the Commissioners will get pricing for materials and deduct it from the retainage.

Commissioner’s Concerns/Reports

Discussion on Dam EAP. JB is having the VDOE DPW, and Madison DPW added to the plan then sending it out for draft.

Discussion on court date set for Adam Leiser case

Discussion on Nick Sceggell email about PRV pits. JB and IH set to have meeting with Nick on 3/9 at 11am remotely.

Correspondence

Discussion on Granite State trainings

MS makes a motion to approve $85.00 plus milage for Alexis to attend the Granite State Ground Water training on March 24^th. JB 2nds, passes 2-0

Review of Granite State Analytical results

Discussion on February water usage

Discussion on Primex email

Discussion on email from resident on Barden Place

MS makes a motion to adjourn at 10:20, JB 2nds, passes 2-0

Respectfully submitted,

Alexis Wagoner, Administrator.