[gview file="https://vdoe-nh.org/wp-content/uploads/2018/11/Agenda-10-30-18.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/11/CM103018v2.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
October 30, 2018

The Board of Commissioners met at 8:00 am on Tuesday, October 30, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), residents Adam Leiser, Carol Rosenblith and Gloria Aspinall. The meeting was filmed for Madison TV by Tim Hughes.

At 8:00 am the meeting was called to order by Chairman Mike Smith.

1. Agenda

Ralph Lutjen makes a motion to approve the agenda. Mike Smith seconds. Motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

G.W. Brooks has sent an estimate to create an estimate for updating Grandval and Burgdorf. Kelly Robitaille reports that the highway department would be out of scope to attempt to bring these newly adopted Class V roads up to standards. The cost to create the estimate is up to $1,530. Mike Smith makes a motion to ask Dubois & King to give a cost to create the estimate. Ralph Lutjen seconds. Discussion is held on the passage of the petitioned article at the 2018 Annual Meeting. Kelly Robitaille outlines that the highway budget cannot support this work. Motion passed 2-0.
Kelly Robitaille has reviewed the design for placing the new culvert under Eidelweiss Drive at Thusis. The highway department can handle this work. A cost estimate sheet will be created for review. Funds will be encumbered from the 2018 article.
Kelly Robitaille reports that Viking Cives is preparing a cost estimate for outfitting the proposed truck to be purchased in 2019. Ralph Lutjen discusses offsets; a trade value for the F-550 will be requested. Sander for the F-550 which was damaged last year has not been repaired but is operational. The proposed Dodge truck will take a larger sander. Estimates are expected for next week.
Tire chains were purchased last week in the amount of $250.00.
All equipment is in good shape. The blower for the backhoe heater will need to be checked.
The Terra Star was used Saturday for the plowing that was needed.
Kelly Robitaille reports that winter prep is being completed. A blower will be rented when leaves dry from the current rain.
The load of salt has been delivered and should be good for the remaining of the year; weather depending, of course.
The proposed update to the Driveway Ordinance is discussed – update increases the fine for working without obtaining a permit to $500.
Saturday’s plowing is discussed. On Call has worked well. One call was not forwarded from the answering service this past Saturday. Roads were handled appropriately and timely.
Ralph Lutjen recommends reviewing road projects with Kelly Robitaille for the 2019 Warrant. This will be done at 9 am Thursday.

3. Water

The bid has been released for the Reinach tank project. The pre-bid meeting is scheduled for next week; November 6.
Ian Hayes will be looking into additional leak detection to be completed this fall.

4. Administration

The motion log is reviewed and discussed.
Open invoices remaining on the water system are reviewed. All property owners have received certified notice for shut off in November if bill remains unpaid.
Proposed update to the Water Ordinance is reviewed and discussed. Update alters the dates during which a seasonal shut off will be performed at no charge to April 15 and November 15.
Proposed update to the Driveway Ordinance is reviewed and discussed. Update increases the daily fine for violation of the Ordinance to $500.
The bid package for the Reinach tank has been released. A pre-bid meeting is scheduled for November 6. The application for the State Revolving Loan Fund will not be available until April of 2019.
Ralph Lutjen makes a motion to have AmeriGas bring a propane tank to Jungfrau and coordinate placement with Federal Piping. Mike Smith seconds. Motion passed 2-0.
The newsletter for October has been completed. The date for the Annual Meeting and budget hearings will be added. Ralph Lutjen recommends sending the document if no other changes are received once Mike Smith has a chance to review.
Water Ordinance proposed update and Driveway Ordinance proposed update are discussed. Mike Smith makes a motion to schedule the public hearing for December 11. Ralph Lutjen seconds. Motion passed 2-0.
Ralph Lutjen reviews the difference calculated between the State loan and a bank loan. The total difference is $95,982, annually this is $6,273.43 or $13.21 per user. Using State loan funds may also delay the project until 2020 as funds would not be available until later in the year. Using a 3% inflation for the State loan with a 2020 start for the project results in a $16,350 added cost for the State loan making the difference $79,632 or $8.38 per user.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 12 checks in the amount of $12,435.44. Ralph Lutjen seconds. Checks and invoices are reviewed and discussed. Motion passed 2-0.

6. Minutes

Mike Smith motion approve the minutes of 10/23. Ralph Lutjen seconds. Motion passed 2-0.

7. Commissioners Reports

Mike Smith reviews the project sheets completed yesterday for water system projects. Lee Carroll’s report on the water system electrical needs will be added to the cost sheets completed for the projects to be proposed.
Mike Smith makes a motion to send the dialogue between Mass Tank and the District regarding the 5,000-gallon tanks to Rick Skarinka for review. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to post the dialogue on the website. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith discusses creating a time & material number with a not to exceed for excavation costs. This would limit the exposure of the District should problems with the excavation, such as ledge, arise during construction of any proposed cost.

8. Signature Items

Mike Smith makes a motion to sign the CRF withdrawal in the amount of $2,900 from the Land Acquisition fund. Ralph Lutjen seconds. Motion passed 2-0.
PO 270 is corrected to $200.00. Mike Smith makes a motion to sign PO 270 as updated for additional curb stop valve locating. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign PO 271 in the amount of $250 for tire chains. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the monthly pH readings; readings are good.
Madison Code Enforcement has forwarded an email from NH DES regarding the failed septic at 23 Huttwil. NH DES is looking to place an administrative order which would be attached to the deed to the property should the property owners not correct the issue.
Jay Buckley has sent information regarding a call he placed to the answering service Saturday. The call was not noted as an emergency and the need to plow Oak Ridge was not delivered to the highway foreman.
The third-party electric provider has sent the monthly electric cost report; $102 was saved in October.
Adam Leiser has sent an email stating his attorney has reviewed the easement and his intent is to sign the document.
The auditor will be in the District to begin the field work for the 2018 audit on December 12.
NH Municipal Association has sent the biweekly News Link.

10. Scheduled Appearances
11. Other Business

The ad for part time plow operators has been placed.
Discussion is held on input requested from the engineers for the updates to the Upper Lakeview PRV pit.
The 2019 proposed budget will be worked on November 13. A workshop will be scheduled.

At 8:52 am Mike Smith makes a motion adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/CM102318.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/Agenda-10-23-18.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
October 23, 2018

The Board of Commissioners met at 8:00 am on Tuesday, October 23, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), water operator Ian Hayes, Treasurer Dinah Reiss, residents Adam Leiser, Kathy Koziell, Gloria Aspinall, Carol Rosenblith and Paula Doyle. The meeting was filmed for Madison TV by Tim Hughes with filming beginning at 8:08 am.

At 8:00 am the meeting was called to order by Chairman Mike Smith.

1. Agenda

Ralph Lutjen makes a motion to approve the agenda. Mike Smith seconds. Mike Smith motion to amend the agenda to reflect no scheduled appearances unless invited by Board. Ralph Lutjen seconds the amendment. Agenda approved as amended 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that all culverts have been inspected and cleaned. Some culverts will still need to be flushed. All outlets have been cleared to allow for any debris to be cleaned through the pipe. Leaf blowing will be worked on.
The Terra Star is being outfitted for winter operations.
Kelly Robitaille has borrowed a tire stud machine to re-stud the winter tires. Some chains have also been worked on and repaired for protection of the budget.
All equipment is in good condition.
Jeff DeMartino is removing the pile of debris from the end of Forclaz.
Discussion on possible snow is held.
A load of salt has been ordered.
Sand is ok for now.
Kelly Robitaille has replaced the circulation pump on the furnace for this building. Heat is now working in the building.
NH DES has notified the VDOE that someone has built a dam at the outlet of Big Pea Porridge Pond. Mike Smith makes a motion to have the Madison Police investigate the building of the dam. Ralph Lutjen seconds. Discussion is held on the structure that has been built. Motion passed 2-0.
An updated drawing has been received for the culvert at Thusis Beach area under Eidelweiss Drive. All drainage will be directed to VDOE property to remove any use of the neighboring property. Kelly Robitaille will review the drawings. Some of this work may be able to be done in house. One large tree and a boulder that need to be removed may need a contractor. This project will be placed on the 2019 Warrant.
UNH T2 is conducting a survey around the State regarding winter plow budgets. Information will be sent to the Board as Town’s respond to the survey.

3. Water

Ian Hayes joins the meeting. Water system flushing is being done this week.
Granite State Rural Water may be able to be in for a couple of hours next week or the week after to help locate water lines for the remaining two curb stop valves to be located. Mike Smith makes a motion to approve up to 4 hours of Ian Hayes time for located CSV’s. Ralph Lutjen seconds. Motion passed 2-0.
Repairs for bent curb stop valves are being scheduled.
PRV pits will be pumped down next week; information will be sent to Engineer Paul Fluet.
Water system bleeders will be turned on within the next few weeks.
Mike Smith informs Ian Hayes that Norm Garside has been approved to do the siding on the Muddy Beach pump house.
Reinach cast in place tank and pressure zone specifications are being advertised this week.
A pre-bid meeting is being scheduled for November 6 with a bid-due date of November 20. Specifications do not include the cross connections quoted by Ian Hayes last year. Depending on the chosen contractor, this may be part of the project or done in house. The longer line on Bristenstock is the biggest portion of the cross connections needed. SCADA controls may also be handled outside the contract. The plans will be sent to Ian Hayes for review.
Ian Hayes will be unavailable 11-26 through 12-3. Coverage will be in place.
Scheduling a meeting for the tax payers regarding the Reinach tank project is discussed, a date will be scheduled.
Ian Hayes will meet with Mike Smith and Nancy Cole to review projects for the 2019 Warrant – Monday, October 29th at 11 am.
Ian’s priority list for the water system is reviewed. Updated electrical is top priority. A rehab of the Chocorua pump house is also high priority for electrical, meters, SCADA, and piping. The pumps will not need to be replaced at this time. Isolation valves are an issue within the system and lack of valves on the Reinach side limits the ability to isolate a leak on this side. Three priority intersections have been identified. Placing the pressure reducing valve pits as the fourth priority is outlined. Ian states that many areas of the District have high pressure. Making these corrections can be handled over a period of years if needed based on budgetary concerns. As water operator, reducing interruptions in the distribution system is highest priority.
Replacing the Muddy Beach tank is a high priority. Scheduling replacements for Jungfrau and Chocorua going forward is discussed.
Ralph Lutjen discusses allocating the remaining funds within the authorized loan to cover many of the water system projects. Discussion continues on the projects. Ian Hayes outlines that excavation is the most difficult number to establish as costs can change annually and there are always unknowns when digging. Pipe replacement is a future and continuous project for the VDOE. Funds should be saved annually for this project.
Adding a VFD to the Summit hydro system is discussed when that tank is replaced going forward.
Water system budget is reviewed and discussed. Line items are reviewed.

4. Administration

Mike Smith makes a motion to approve payroll in the amount of $6,405.38. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Motion passed 2-0.
The monthly cash flow report is reviewed and discussed. Treasurer Dinah Reiss outlines the deposits made from the water usage to the operating account cover the water budget for this year. No additional funds are due to the operating account. One loan payment is due the end of October. Review of fund balances is completed. Dinah Reiss outlines that remaining funds available in the TAN loan is $100,000.
A safety meeting will be scheduled for November.
Water billing status will be updated for next week.
The monthly email newsletter will be reviewed for next week.

5. Accounts Payable
6. Minutes

Mike Smith motion approve the minutes of 10/16. Ralph Lutjen seconds. Motion passed 2-0.

7. Commissioners Reports

Ralph Lutjen has updated the water calculation spreadsheet to show that the bank can approve a loan for the Reinach water tanks for a 20-year term. The interest rate for use of State funds has been updated to reflect the rate of 2.7%. The difference between using State funds and using bank loan funds is negligible at $13 per year. Given potential cost increases on the project if using State funds, the bank loan could be more beneficial. Indication is that the water bill will be in the high $500 range for the term of the loan.
Review of the 5,000-gallon tanks is done. All information regarding the proposal for replacing the tanks has been reviewed by Carl Horstmann of Mass Tank. Carl Horstmann has stated that the VDOE plan to replace the tanks is reasonable and the replacement analysis appears complete.
Mike Smith has covered his work in other areas.

8. Signature Items

Mike Smith makes a motion to sign PO 268 for one load of salt in the amount of $2,000. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign PO 269 for a circulator pump for the boiler in the amount of $290.00. Ralph Lutjen seconds. Motion passed 2-0.
Ralph Lutjen makes a motion to sign the cancelation of the software order letter. Mike Smith seconds. Motion passed 2-0.

9. Correspondence

Information from Mass Tank has been reviewed.
The dam at Big Pea has been discussed.
Granite State Analytical has sent the monthly bacteria test results; system is clean.
Larry Sodano has sent the waiver used by Habitat for Humanity volunteers for review and possible adoption by the District for use in projects to be completed by volunteers. Mike Smith makes a motion to update the volunteer waiver and send to LGC for review. Ralph Lutjen seconds. Motion passed 2-0.
Engineer Paul Fluet has sent the Reinach Tank specifications.
Engineer Paul Fluet has sent the updated drawings for the Thusis area culvert replacement under Eidelweiss Drive. Drawings will be sent to Kelly Robitaille.
Eversource has sent notice that construction crews will be using drones to inspect the lines.
DES has sent information regarding a cyber attack in North Carolina on a water system.
Third party electric provider has sent the monthly utility report.
UNH T2 center is doing a survey of municipalities regarding establishment of winter plow budgets and overtime.
Adam Leiser has sent information that he would like to see included in the minutes. Mike Smith reports that no updates were made.
Adam Leiser has requested a scheduled appearance regarding the tank information previously discussed. Mr. Leiser is informed that the information is available through a 91-A request.
Lee Loyer has requested a viewing of the lodge as she would like to use the building for her wedding next summer. An appointment has been set for 6 pm.

10. Scheduled Appearances
11. Other Business

Project review with Ian Hayes has been scheduled for next Monday at 11 am.
Discussion on the 2019 Warrant list is held. List is updated.

At 9:27 am Ralph Lutjen makes a motion adjourn the meeting. Mike Smith seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/CM101618.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/Agenda-10-16-18.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
October 16, 2018

The Board of Commissioners met at 8:00 am on Tuesday, October 16, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), residents Adam Leiser, Kathy Koziell, Gloria Aspinall, Jay Buckley and Paula Doyle. The meeting was taped for Madison TV by Tim Hughes.

At 8:00 am the meeting was called to order by Chairman Mike Smith.

1. Agenda

Ralph Lutjen makes a motion to approve the agenda. Mike Smith seconds. Motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille outlines that branches are being checked for this morning with the wind.
Three truck quotes have been received; quotes for outfitting are being obtained. Fairfield and Albany Service will be quoting. A third quote from Viking Cives will also be obtained. Quotes are anticipated for next week. The Dodge 5500 is the leading option for the truck.
Roads are in good shape.
Rafts will be removed from the ponds this week.
Culverts are being cleaned, approximately 20 remain for cleaning this week.
A final grade is needed on a few roads before roads freeze. Kelly Robitaille will do this.
Sand supplies are good. Processing of sand would need a permit from NH DES. If reclaiming sand next summer, the permit requests will be started now.
One load of salt has been approved last week.

3. Water

Ian Hayes will be in next week.
Muddy Beach has been completed, Norm Garside has been notified to work the siding.
Bid documents have been received for the cast in place concrete tank and submitted to Rick Skarinka of NH DES. Bids will go out November 6 with a November 20 due date.
Once documents have been approved by the State, a meeting with the engineers will be scheduled.
Two houses remain for clarification of csv. Mike Smith makes a motion to approve up to $300 for Ian Hayes to work on remaining csv locations. Ralph Lutjen seconds. Motion passed 2-0.
Mapping of isolation valves is being worked on.

4. Administration

The NH Department of Revenue has completed the final review of the MS 535, report of 2017 financials. Report had an error which the auditor has corrected.
The NH Department of Revenue has completed the review of the MS 434, revised revenue report for 2018. The DRA changed the amount of revenue to match the authority for the full $204,930 from the $64,000 actually taken. In 2019, no income will be reported for any additional funds used from this loan.
An initial review of requirements for reestablishing the drain in the garage floor has been completed. NH DES has specific requirements for these drains. A quote will be obtained. Ralph Lutjen makes a motion to determine cost from contractors. Mike Smith seconds. Motion passed 2-0.
Permits from NH Department of Environmental Services will be needed should sand from the back yard be re-claimed for road use. This has been discussed.

5. Accounts Payable
6. Minutes

Mike Smith motion approve the minutes of 10/12. Ralph Lutjen seconds. Motion passed 2-0.

7. Commissioners Reports

Ralph Lutjen has developed a form for use to submit proposals for projects. Form shows scope of work and all cost estimates. Form will be used for preparing the 2019 Warrant.
Ralph Lutjen makes a motion to adopt use of the form. Mike Smith seconds. Motion passed 2-0.
Mike Smith makes a motion to contact Carl Horstman of Mass Tank following this meeting. Ralph Lutjen seconds. Mike Smith outlines previous discussion to replace the tanks that have been in the ground over 40 years with no inspections that was held with Mr. Horstman. Motion passed 2-0.

8. Signature Items

Mike Smith makes a motion to sign the updated MS 535. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

Health Trust has sent the 2019 health insurance rates. Options will be looked into.
Adam Leiser has responded to an email regarding signing of the Little Loop drawings to show agreement with the proposed design stating he will not sign the design unless trees are marked at the property. Commissioners have explained that the contractor will mark the trees once the contractor is engaged for the project. Mike Smith states that the easement will be updated once the drawings are signed.
Jay Buckley has sent information that the volunteers who may work on the mailbox roof do not all have liability insurance that would cover them. Mike Smith makes a motion to cancel this project. Ralph Lutjen seconds. Discussion on notice by Mr. Buckley that the Commissioners have changed regulations, which they have not. Motion passed 2-0.
Mark Graffam sent information regarding a tree down on Appenvel Way. The highway department was informed and removed the tree.
NH Municipal Association has sent the biweekly News Link.

10. Scheduled Appearances

Kathy Koziell has questions on the accounting software that has been purchased by the District. Kathy Koziell outlines remaining with QuickBooks. Mike Smith outlines that primary issue is the inclusion of purchase orders in the software for better year end accounting and control of accounts payable. The new software fully integrates purchase orders and work orders. The new software will also integrate asset management options going forward. Kathy Koziell outlines that QuickBooks should be able to handle the VDOE needs. Ralph Lutjen outlines additional benefits of the system and reporting options available that are better than QuickBooks reports. Kathy Koziell outlines that saving this money would be beneficial. A petition to not move forward with this purchase is presented to the Board.
Kathy Koziell will be sent a form for applying for parking a camper at the Huttwil parking lot.
Adam Leiser states that he would like to see the easement for the Little Loop project. Mike Smith states to sign the drawings since they have been verbally agreed to. Adam requests the easement be released for review as was done in the spring. Ralph Lutjen questions signing the drawing. Adam states does not want to have repercussions should he sign the drawings. Ralph Lutjen states that signing the drawing indicates consensus on the project and is unsure it would have any legal implications. Ralph Lutjen requests an email from Adam that states that he is in agreement with design. Upon receipt, the easement will be released. Contractor RW Nelson may be able to handle this fall, Bob Wirling cannot.
Adam reads an email that will be entered into the public record. Mr. Leiser’s report highlights removal of public comments and 5,000-gallon tank replacement plan. Mr. Leiser requests that the 5,000-gallon tanks be inspected.
Camera is turned off at request of the Commissioners. Camera is turned back on after 3 minutes. Questions are submitted by Mr. Leiser. Mike Smith states that questions will not be answered today. Mike Smith outlines conversation with Carl Horstman earlier in the year to replace the tanks as they have been in the ground over 40 years with no inspections. Adam Leiser reviews lining and inspecting the tanks and his analysis of the costs for completing this project. Adam claims that the analysis the Commissioners put together is understated. Mike Smith reads a letter from Mass Tank stated that a 30,000-gallon tank cost $68,000 where Adam Leiser is claiming that a 5,000-gallon tank will cost $50,000 to $75,000. Discussion continues on the two options. Ralph Lutjen highlights that the Board will discuss with Carl Horstman. Adam Leiser makes a statement about installing a 2-inch water main on Burgdorf stating that this is undersized.

11. Other Business

At 9:33 am Ralph Lutjen makes a motion to enter non-public session pursuant to RSA 91-A:3, II (a) employment matters. Mike Smith seconds. Motion called via roll call vote Mike Smith yea, Ralph Lutjen yea. Motion passed 2-0.

At 10:44 am Ralph Lutjen makes a motion to exit non-public session and adjourn the meeting. Mike Smith seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/Agenda-10-12-18.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/CM101218.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
October 12, 2018

The Board of Commissioners met at 8:00 am on Friday, October 12, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), residents Gloria Aspinall and Paula Doyle. The meeting was taped for Madison TV by Tim Hughes.

At 8:00 am the meeting was called to order by Chairman Mike Smith.

1. Agenda

Ralph Lutjen makes a motion to approve the agenda. Mike Smith seconds. Motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports asphalt work completed last week. Old Town was worked and came out well. Culvert cleaning is being done, majority are over 80% cleaned. The rafts will be brought in next week. A request was received to remove a board from the dam. This will be done today. The second board removed for winter will be done later this month.
All equipment is in good condition. All inspections were completed on the trucks.
Removal of limbs and leaves will be done in the next two weeks.
Kelly Robitaille reports that some gravel is still available for pot holes as needed.
Sand and salt supplies are ok. One load of salt will be needed for the end of the year.
Mike Smith makes a motion to order one load of salt. Ralph Lutjen seconds. Motion passed 2-0.
An email received from Mark Graffam regarding the end of Forclaz is discussed. The pile does not block an area where a vehicle could travel and can be easily walked past. Pile will be removed prior to snow. Owner of 14 Forclaz will be placing a request for this fill.
The EPOA will not be mowing any VDOE properties next year. A lawnmower will be purchased.
Driveway permit for construction for 30 Bern Drive is reviewed and signed.
A quote has been received for a front runner rake. Quote is $4,180. Discussion on placing this on the 2019 Warrant is held. Mike Smith makes a motion to place on 2019 Warrant. Ralph Lutjen seconds. Motion passed 2-0.
Old Town Road is discussed. Placing of the asphalt has significantly improved the road for winter plow operations.
Aspen drive has also been worked on.
Budgets are reviewed and discussed. Line items are discussed. Gravel line item and asphalt line item are discussed; these lines are slightly over-expended. Any materials needed before year end will be brought to the Board.
The contractor will be met with for 19 Jungfrau.
A safety meeting will be held at the conclusion of this meeting.

3. Water
Ian Hayes will be in attendance 10/23.
Muddy Beach project is discussed. Mike Smith makes a motion to proceed with the siding as quoted by Norm Garside. Ralph Lutjen seconds. Motion passed 2-0.
Ralph Lutjen discusses the Reinach tank replacement project and Reinach pressure zone.
Draft for bid specifications is expected today. Rick Skarinka has stated the State needs two weeks to review and approve. Project will be bid November 6 with a bid due date of November 20. State revolving fund requirements will be included in the specifications. The State does not release funds until the latter part of the year; September or October. As this is late in the year, bank financing may be a better option. Bank loan rates will be looked into. A construction index will be included to account for the delay between bid and construction. Mike Smith makes a motion to apply for funding through the local bank. Ralph Lutjen seconds. Discussion on the project continues. Contract oversight cost has been quoted at $33,000. A contractor has already stated interest in this project. Concrete tanks are preferred over steel as it will last longer with less maintenance. Having two finance options, bank and State. Motion passed 2-0. Mike Smith makes a motion to begin the paperwork for the State Revolving Loan Fund application. Ralph Lutjen seconds. Motion passed 2-0. Establishing a meeting with Paul Fluet for the end of October is discussed. Mike Smith makes a motion to meet with Paul Fluet to discusses the project once State approval is received. Ralph Lutjen seconds. Motion passed 2-0.
Finalizing the security panels for the pump houses is discussed.
Asset Management meeting is scheduled for next week.
Completion of the curb stop valve locating is discussed. Contact will be made with the property owner of 1506 Conway Road for access to the house to check the valve.
3 Waldsbut is the other property with out a valve located. Granite State Rural Water will be contacted to run the line if necessary

4. Administration

Safety meeting will be held today.
Finance reports are due the end of the month.
Budgets are reviewed and discussed. Line items are reviewed and discussed.
Mike Smith makes a motion to approve payroll in the amount of $5,429.58. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Motion passed 2-0.
Mike Smith makes a motion to incorporate the updated wording for the water hook up application as proposed. Ralph Lutjen seconds. Motion passed 2-0.
September water usage report is reviewed and discussed. Pump house electric usage report for September is also discussed.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 26 checks for a total of $31,994.46. Ralph Lutjen seconds. Checks and invoices are reviewed and discussed. Motion passed 2-0.

6. Minutes

Mike Smith motion approve the minutes of 9/25. Ralph Lutjen seconds. Motion passed 2-0.

7. Commissioners Reports

Ralph Lutjen discusses the storm water management project. Report has been delayed while UNH T2 reviews permit requirements with NH DES for the drainage pool being created across from Geneva Beach. Ralph Lutjen will do an additional follow up with UNH.
Ralph Lutjen discusses description of PRV and cost analysis for these updates. A detail report will be put together for review and discussion.
Mike Smith discusses replacement of the roof over the mailboxes. Jay Buckley had submitted an offer to replace the shingles as a volunteer. Mike Smith makes a motion to call off the volunteer project. Ralph Lutjen seconds. Discussion on allowing volunteers to do work within the District is held. Protecting the VDOE from liability exposure is discussed. Release of liability and/or proof of liability insurance is needed for all persons to participate. Schedule and proof of insurance for all persons to be involved is discussed. Mike Smith withdraws the motion. Mike Smith makes a motion to request proof of liability insurance for everyone involved in the project and the date the work is to be completed. Ralph Lutjen seconds. Motion passed 2-0.
A review of priorities for the water system has been completed with Ian Hayes. Mike Smith outlines the priorities as discussed with Ian.

8. Signature Items

Mike Smith makes a motion to sign the Driveway permit for Construction for 30 Bern Drive. Ralph Lutjen seconds. Motion passed 2-0.
Required posting for Worker’s Compensation Insurance has been received from Primex. Mike Smith makes a motion to sign and post the notice. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the monthly water system test results – system is clean.
Granite State Analytical has sent the monthly pH testing results – pH is at target range.
Third party electric provider has sent Augusts electric report showing a savings of $149.
The EPOA has sent information regarding mowing of District properties at the entrance and flag pole area. The EPOA will no longer provide this service to the District.
Resident Adam Leiser has distributed his tank analysis for the 5,000-gallon tanks. Analysis shows no details on any of the listed costs.
Resident Mark Graffam has sent a request to remove the debris at the end of Class V Forclaz. This will be done during October.
Resident Andrew Harteveldt has sent a request for a delivery of sand and was informed VDOE does not deliver sand to residents. Mr. Harteveldt was able to obtain the needed sand from Gilbert Block.
10. Scheduled Appearances
11. Other Business

At 9:03 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/Agenda-09-25-18.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/CM092518.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 25, 2018

The Board of Commissioners met at 8:00 am on Tuesday, September 25, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), residents Adam Leiser, Paula Doyle and Gloria Aspinall. The meeting was taped for Madison TV by Tim Hughes.

At 8:00 am the meeting was called to order by Chairman Mike Smith.

1. Agenda

Ralph Lutjen makes a motion to approve the agenda. Mike Smith seconds. Motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the Reinach tanks have been backfilled.
Asphalt work will be done Thursday and Friday of this week. Old Town will be worked first; Chocorua View second and then to the hill on Aspen to work the shoulder area. Small potholes will be filled where possible next week until allocation for asphalt is used.
The International 7400 has been inspected. The Terra Star has also been inspected. The 550 needs a caliper to pass inspection. This will be changed in house.
The rafts will be removed this week.
Other equipment is in good condition.
Ditching and culvert cleaning will continue throughout the fall.
Kelly reports that he has been in contact with a possible vendor to clean the culvert pipes. This will be priced for next year. An estimate will be submitted.
Kelly Robitaille will also submit a list of needed items for next year for budget consideration.
Sand reclaiming will be done if time allows.
Salt may be needed prior to yearend. This will be looked at going forward.
Two classes are available in October – backhoe and chainsaw safety. Kelly Robitaille recommends attendance by both members. Ralph Lutjen makes a motion to allow up to $200 for classes. Mike Smith seconds. Motion passed 2-0.
Driveway permits are reviewed and discussed. Permit for 11 Blinden reviewed and signed. Permit for 7 Biasca reviewed and signed.
Discussion is held on engineering review of the culvert on Bristenstock at Salins. Kelly Robitaille will try to work the culvert to delay replacement to spring.
Home owner at 4 Barden has sent a request for review of his driveway. Kelly Robitaille recommends a driveway culvert. Mike Smith makes a motion to send a letter to the property owner stating place in spring. Ralph Lutjen seconds. Motion passed 2-0.

3. Water

Ian Hayes will be in attendance at the October 12 meeting.
Siding for Muddy Beach will be reviewed for when final bills are received.
Ralph Lutjen has discussed the Reinach Tank bid package with Paul Fluet. The bid package is due to the VDOE on October 15 with bids to be received in November.

4. Administration

Motion log is reviewed and discussed.
Cash flow report is reviewed and discussed. Funds will be tight through yearend. TAN proceeds will be needed for cash flow.
Asset Management meeting is scheduled for today at 2 pm.
Mike Smith makes a motion to send a letter to homeowner on Rte 113 to set up time to test the shut off valve that is believed to be for his property. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve payroll in the amount of $6,296.18. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Motion passed 2-0.
September newsletter has been completed. Newsletter will be sent out today.
Date for the Annual Meeting for 2019 is discussed. Mike Smith makes a motion to schedule the Annual Meeting for February 23, 2019. Ralph Lutjen seconds. Motion passed 2-0.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 1 check in the amount of $9,855.00. Ralph Lutjen seconds. Check and invoice are reviewed and discussed. Motion passed 2-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of 9/7. Ralph Lutjen seconds. Motion passed 2-0
Mike Smith makes a motion approve the minutes of 9/11. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve the revised minutes of 9/18. Ralph Lutjen seconds. Motion passed 2-0.

7. Commissioners Reports

Ralph Lutjen outlines financial analysis completed for the water system needs. The costs are broken down to show the difference between financing or pay as you go options. Impact to the water user fee is estimated for 10 years. State funding for the Reinach tank, if used, can be paid back over a 20-year period. Option of a bank loan is also calculated out. Highest rate if projects are financed is estimated to be $600. If paid as incurred, rate could go to $640. Anything that is removed from the list of proposed projects would alter the estimated rates.
Ralph Lutjen makes a motion to place on website. No second. Mike Smith recommends Asset Management Committee should review first.
Ralph Lutjen discusses applying for the State Revolving Loan Fund for financing of Reinach tank replacement. Authority to pursue financing will be on the Warrant next February. Requirements for the application are reviewed. Application will be worked on and completed as much as possible for submission to the State. Mike Smith makes a motion to begin the application paperwork for the State Revolving Loan Fund. Ralph Lutjen seconds. Motion passed 2-0. Mike Smith makes a motion to review the trust fund funding from DES. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to cancel Jay Buckley’s accepted offer for replacing the shingles on the roof over the mailbox. Ralph Lutjen seconds. Discussion on possible waiver being in place prior to work being completed. Mr. Buckley will be asked who will do the work and if a release will be signed. Mike Smith withdraws motion. Ralph Lutjen makes a motion to ask Jay Buckley who will be involved and if a release of liability will be signed. Mike Smith seconds. Motion passed 2-0.
Mike Smith makes a motion to place an ad for part time snow plow operators. Ralph Lutjen seconds. Discussion on Tony Eldridge as part time employee plowing for the winter; 4 persons is optimal. Motion passed 2-0.

8. Signature Items

Mike Smith makes a motion to sign the MS 434. Ralph Lutjen seconds. Report is reviewed and discussed. Motion passed 2-0.
Mike Smith makes a motion to sign PO 267 in the amount of $700 for rental of the roller. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the proposal for financial software from BMSI with funds to come from the Office Equipment CRF. Ralph Lutjen seconds. Discussion is held on the new software and benefits of moving to municipal software from QuickBooks. Motion passed 2-0.
Ralph Lutjen makes a motion to hold the Dubois & King Amendment to the Reinach Tank proposal. Mike Smith seconds. Discussion is held on the amendment. Ralph Lutjen will discuss with Paul Fluet. As the amendment covers project management oversight during construction of the proposed concrete tank at Reinach, the amendment does not have to be signed today. The cost will be included in the project estimate. Motion passed 2-0.
Mike Smith makes a motion to approve use of the lodge for Sept 29. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the fill agreement for 63 Huttwil. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to give 4 blank fill agreement forms for use by Kelly Robitaille. Ralph Lutjen seconds. Motion passed 2-0. Forms delivered.
Mike Smith makes a motion to sign the Driveway Permit for Construction for 11 Blinden. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the Driveway Permit for Construction for 7 Biasca. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the monthly water system test results – system is clean.
Granite State Analytical has sent the monthly pH testing results – pH is at target range.
Granite State Analytical has sent the weekly beach testing results – clean.
Engineer Chuck Goodling has sent an outline for review of the culvert on Bristenstock at Salins. Kelly Robitaille has reported the culvert will be replaced in kind.
The Coleman Tower site payment has been received.
Kevin Dorney has requested review of his driveway on Barden. Driveway may need a culvert.
Adam Leiser has sent a statement of disappointment with the Sept 18 draft minutes.
Paula Doyle has sent a statement requesting changes to the Sept 18 draft minutes.
Ralph Lutjen outlines that no changes will be made based on the comments.
Marcus Guerrero has questioned problem tree removal and was informed dead or damaged trees can be removed without a permit.
Edmunds & Associates has sent the pricing for their financial software.

10. Scheduled Appearances

Gloria Aspinall discusses improvements that can be made for the beach racks for 2019. Limiting to two craft per space is recommended with stickers for each one.
Repair of the racks should be done prior to spring.
Gloria recommends replacing the wooden rafts with the plastic ones. Three are recommended. Instructions for renters are recommended to be sent to property owners to place watercraft in appropriate places.
Discussion on persons leaving chairs on the beaches is held. Ordinance will be checked to verify that no personal items or debris is to be left on the beaches.
Welding is needed at the outhouse on Eidelweiss Beach.
Mike Smith outlines that Mr. Leiser should remain on topic for Chocorua water tank replacement only. Mr. Leiser highlights that he needs access to persons that would be involved. Mike Smith makes a motion that Adam Leiser has no access to any persons involved. Ralph Lutjen seconds. Ralph Lutjen discusses not incurring any costs, but all Mass Tank estimates are available. Motion passed 2-0.

11. Other Business

At 9:03 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/09/Agenda-09-18-18.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/09/CM091818R.pdf"] VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 18, 2018

The Board of Commissioners met at 8:00 am on Tuesday, September 18, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), residents Adam Leiser, Gloria Aspinall, Kathy Koziell and Paula Doyle, The meeting was taped for Madison TV by Tim Hughes.

At 8:00 am the meeting was called to order by Chairman Mike Smith.

1. Agenda

Ralph Lutjen makes a motion to approve the agenda. Mike Smith seconds. Motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille outlines work on West Bergamo to improve drainage. Forclaz is being ditched this week.
Kelly Robitaille outlines that a roller has been located for $700 for two days. A smaller roller could be rented from Coleman; however, the larger roller is more beneficial. Total cost for three days with delivery would be $1,125. Ralph Lutjen makes a motion to approve rental of the larger machine for two days at $275 per day – with delivery $700. Mike Smith seconds. Motion passed 2-0. Asphalt will be needed in the amount of $5,250.
Sand reclaiming will be done the first week of October. Limb removal along roads and at intersections will be done in October. When not on a project, culverts will be cleaned. Preparing trucks for winter operations will be done early November. Kelly Robitaille highlights that sand reclaiming can be moved to the end of October. Mike Smith states make it the last item to be worked. Roads and culverts are to be worked first.
Inspections are being done on all equipment.
Supplies of sand and salt are good should an early storm occur.
Discussion is held on a proposed review of drainage in the garage. A design would be needed from Dubois & King for the disposal tank.
The driveway permit request for 19 Jungfrau is discussed; the edges should be ditched to make sure water flows into the drainage. Kelly Robitaille is to meet with Perm-A-Pave prior to approval for the paving.
Review of the culvert at the top of Salins at Bristenstock is discussed. Engineer Chuck Goodling reviewed this intersection when in the District Sept 8. Kelly Robitaille outlines that the pipe can be replaced as is without any design. Two pipes will be needed to replace this pipe. The metal pipe is blocked and does not flow at this time.
Pricing for a Dodge 5500 is being compiled for review. Outfitting the truck is being quoted at this time and will be submitted for review.

3. Water

The roof at Muddy Beach has been replaced. Final costs for project will be put together.
Mike Smith did curb stop locating with Ian Hayes last week. One property owner will need to be contacted. There are three valves that have not been located for houses.
A follow up with DES will be done for the septic issue at 23 Huttwil.

4. Administration

Mike Smith makes a motion to send the water disconnect notices. Ralph Lutjen seconds. Motion passed 2-0.
August water usage is discussed. Usage is in line with prior years.
Motion log will be done for next week.
Asset Management will meet next week, 9/25 at 2 pm.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 18 checks in the amount of $11,918.62. Ralph Lutjen seconds. Checks and invoices are reviewed and discussed. Motion passed 2-0.

6. Minutes

Mike Smith motion approve the minutes of 9/6. Ralph Lutjen seconds. Motion passed 2-0
Ralph Lutjen motion approve the minutes of 9/8. Mike Smith seconds. Motion passed 2-0.

7. Commissioners Reports

Ralph Lutjen is working on financial information for the water system needs. This analysis does not use any remaining proceeds from the current approved $204,900-dollar loan. In this “pay as you go” outline, the water bill projected increases go to $625.60 in 2021. The terms for State funding of the tank project are being looked into.
An additional outline will be done using the loan proceeds of the $204,900-dollar loan.
Mike Smith questions Paula Doyle on a statement of “trusting” the Commissioners. Paula Doyle states she does not trust that the Board can handle the projects facing the District. Paula outlines that she feels that the Little Loop design has taken too long and cost too much money; original design could have been used. Mike Smith informs Paula that the VDOE was not going to pay to move the property owner’s driveway or include his landscaping into the District drainage design. Paula responds that she was unaware this was included in the original design submitted by the property owner. Tanks are outlined; Paula highlights that she would inspect and line the existing tanks. Mike Smith outlines that the recommendation of Mass Tank is to replace the tanks and not expend the funds to inspect and line. Paula continues that the replacement should have been proposed on the 2018 Warrant. Mike Smith states that the best interest of the District is to replace. Paula adds that work approved has not been completed. Mike Smith outlines work of the Asset Management Committee that showed replacement as better option. Paula highlights that she does not feel that the Commissioners are doing anything illegal or not looking out for the District. Paula continues that additional persons being involved would be helpful. Mike Smith outlines that there has been no action by the Commissioners that would create distrust. Paula concludes that as a citizen, she feels she has the right to speak her mind. Mike Smith outlines that Adam Leiser interrupting during Commissioner meetings is the reason public comments was removed from the agenda.

8. Signature Items

Mike Smith makes a motion to sign PO 266 in the amount of $1,550 for culverts. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve use of the lodge for Oct 27. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the beach cleaning results. All clean.
The EPOA has sent a request to have the Commissioners attend a meeting 10/6. Ralph Lutjen will not be in town and Mike Smith is not available. EPOA will be notified.
NHRS has sent the employer rates for 2019-2020; rate will move from 11.38% to 11.17%.
A health insurance petition to have employees contribute to the plan has been received. Ralph Lutjen will work on this with Nancy Cole to check other local towns. Mike Smith makes a motion to have analysis completed including employee contribution percentages.
Electrical Installation has sent the renewal contract for SCADA service. Mike Smith makes a motion to sign the renewal. Ralph Lutjen seconds. Motion passed 2-0.
Mark Graffam has sent pictures of Old Town Road. This road is on the plan for this fall.
NHMA has sent the bi-weekly News Link. Nancy Cole will be attending the budget and finance seminar this Thursday.

10. Scheduled Appearances

Adam Leiser states he did not receive design for Little Loop and then corrects that he did receive it electronically. Prints have not yet been received. Update to the easement is questioned. Ralph Lutjen outlines that the design needs to be agreed upon prior to updating the easement. If agreement is reached; the District will proceed with the contractor. Ralph Lutjen discusses updating the easement. Adam Leiser states that the contractor should be engaged at this point. A bid and schedule will be requested. Easements will be needed prior to beginning construction.
Mike Smith and Adam Leiser will discuss project management at a different time.
Adam Leiser states that it is unfair to state he has any responsibility for removal of public comments. Mike Smith outlines outbreaks by Mr. Leiser at past minutes.
Adam Leiser reads a statement regarding the September 8 meeting. Mike Smith outlines that Mr. Skarinka is in support of the Board and has been for a number of years. Adam Leiser questions holding of a meeting to work with the public. Adam states that the Board has an opportunity to engage the public at this time to work on needed projects. An advisory committee is recommended by Adam. Mike Smith invites Adam Leiser to review the tank information. Mike Smith outlines recommendation of Mass Tank to replace the tanks. Adam questions taking the word of Mass Tank stating that they will make money either way. Adam highlights loosing of credibility by the Board. Working together is needed for progress. Discussion surrounding evening and/or weekend meetings was held.

11. Other Business

At 9:28 am Mike Smith makes a motion to enter non-public session pursuant to RSA 91-A:3, II (a) employment matters. Ralph Lutjen seconds. Motion via roll call vote Mike Smith yea, Ralph Lutjen yea. Motion passed 2-0.

At 10:12 am Ralph Lutjen makes a motion to exit non-public session and adjourn the meeting. Mike Smith seconds. Motion via roll call vote Mike Smith yea, Ralph Lutjen yea. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/09/CM091118.pdf"]
[gview file="https://vdoe-nh.org/wp-content/uploads/2018/09/Agenda-09-11-18.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 11, 2018
The Board of Commissioners met at 8:00 am on Tuesday, September 11, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Ian Hayes (water operator), Adam Leiser, Carol Rosenblith, Bill Dolan and Diana Dolan. The meeting was taped for Madison TV by Tim Hughes.

At 8:00 am the meeting was called to order by Chairman Mike Smith.

1. Agenda

Ralph Lutjen makes a motion to add a Non-Public session pursuant to RSA 91-A:3, II (a) employment matters and approve the agenda as amended. Mike Smith seconds. Motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

The first quotes for a replacement for the F-550 have been received. Kelly Robitaille outlines review with local departments. The Dodge 5500 is the preferred truck at this time; this truck has a better chassis and plow package available. In discussion with other towns, the Dodge is having a wing plow put on successfully. Additional quotes for trucks and outfitting will be submitted for review and discussion. Trade and/or sale of the F-550 will be worked on for inclusion in the pricing. A three-yard sander will be an option with the Dodge 5500 and that will be an additional benefit for the crew. Using a local shop for outfitting will also be beneficial when repairs are needed.
Jungfrau work is completed. The two culverts were placed crossing the road. Kelly Robitaille outlines that additional gravel was needed for this road and purchased.
Kelly Robitaille outlines that the culvert at the top of Salins can be replaced in kind without additional engineering to redesign the intersection.
Mike Smith makes a motion to have Kelly Robitaille complete a work
plan for the remaining fall weeks for next week’s meeting. Ralph Lutjen seconds. Motion passed 2-0.

3. Water

Discussion on locating a curb stop valve at the intersection of Rte. 113. CSV’s in need of repair will be estimated; approx. 4 hrs. per valve is needed. This will be scheduled with Kelly Robitaille. The State will be notified of the broken valve and need to dig at Rte. 113. Mike Smith motion to send a letter to the State notifying them of the need to dig at Rte. 113. Ralph Lutjen seconds. Motion passed 2-0.
Ian Hayes outlines that Muddy Beach is on line and the Summit is fully online. Water usage mid-week is down to around 55,000-gallons per day. Leak detection is discussed. Ian Hayes would like to watch the usage prior to scheduling Granite State Rural Water. Discussion on leak detection while usage is low is held. Mike Smith discusses using funds remaining on the curb stop repairs prior to engaging in additional leak detection.
New hook ups will need to be installed this fall on Lucerne, Huttwil, Burgdorf, and Bern. Habitat for Humanity will be using GT Burke for the line excavation on Burgdorf. Ian Hayes will be handling all inspections.
Investigation will be done on the valve that was located on West Bergamo.
Ian Hayes is informed the engineers are working on the bid package for replacing the Reinach tanks and complete the pressure zone. Phase 1 information for the pressure zone will be sent to Paul Fluet for inclusion in the Reinach tank project.
Mike Smith makes a motion to send a letter to Mike Hassey of 1 Bristenstock outlining the plan for the Reinach pressure zone. Ralph Lutjen seconds. Motion passed 2-0.
Discussion on high pressure on Oak Ridge Road is held. Pumping schedule for Oak and Chocorua stations being at night is discussed as a possible factor. Ian Hayes states it would increase some pressure in the lines but should not account for the full pressure issues. Additional discussion on the pumping being set to the pressure in the lines; the water lines increase from 130 psi to 150 psi. The data logger will be placed on Lakeview at Mr. Lynch’s property for charting of the pressure. Ian Hayes outlines that the highest pressure recorded on the prior datalogger placement at this property was around 110 psi.

4. Administration

Mike Smith will schedule a safety meeting.
Motion log is next week.
Financial reports are due in two weeks.
A follow up will be done with Tom Therrien of EII on the security panels for the pump houses.
Asset Management will meet tomorrow at 1 pm.
Additional curb stop locating is scheduled for the 13th.
Mike Smith makes a motion to approve payroll in the amount of $7,008.98. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Gloria Aspinall has noted that fill is needed at the parking lot of Boulder Beach and the bottom of Geneva hill. Motion passed 2-0.
The updated drawing for Little Loop has been received. Ralph Lutjen states that if consensus is reached, the easement document will be updated and re-sent to #4 and #6 Little Loop property owners. Ralph Lutjen motion to contact Bob Wirling once signed documentation is received. Mike Smith seconds. Motion passed 2-0. Ralph Lutjen motion to obtain 4 full-size copies of the drawings once agreement is reached. Mike Smith seconds. Motion passed 2-0. Mike Smith makes a motion contact lawyer for update of easement once consensus is reached. Ralph Lutjen seconds. Motion passed 2-0.
Ralph Lutjen makes a motion to put the updated water meter cost analysis on the website. Mike Smith seconds. Motion passed 2-0.

5. Accounts Payable
6. Minutes

Mike Smith makes a motion to approve the minutes of 8/28. Ralph Lutjen seconds. Motion passed 2-0.
Ralph Lutjen makes a motion to approve the minutes of 9/6. Mike Smith seconds. Motion passed 2-0.

7. Commissioners Reports

Ralph Lutjen discusses conversation with Paul Fluet yesterday. Dubois & King will now proceed with the bid documents and specifications for the 90,000-gallon concrete tank. Ralph Lutjen makes a motion to have Ralph Lutjen outline a long-term plan regarding financing water system needs. Mike Smith seconds. Ralph Lutjen states this will be a comprehensive analysis with alternatives for funding that will outline the water user fee going forward. The five-year history of water system operating costs will be used to project upcoming budget levels. The model will include all current known projects; PRV pit upgrades, electrical needs, tanks. Motion passed 2-0.

8. Signature Items

Mike Smith makes a motion to sign the electric agreement for a 4-month term. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the Driveway Permit for Construction for paving at 19 Jungfrau. Ralph Lutjen seconds. Kelly Robitaille outlines the steepness of this driveway and the requirement for a channel grate. A negative grade is also being attempted at the intersection with the road. Mike Smith outlines having the property owner include the grate information within the permit application. Kelly Robitaille would like to meet with the paving contractor to review pitch of the driveway to send water to the ditch. Ralph Lutjen makes a motion to have Kelly Robitaille talk with Perm-a-Pave and amend driveway application and hold permit approval. Mike Smith seconds. Motion passed 2-0.
Mike Smith makes a motion to sign Nancy Cole’s time off request. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the weekly beach testing results. All beaches are good.
BMSI has sent pricing for the accounting system reviewed last week.

10. Scheduled Appearances

A software demonstration is given over the computer by Edmunds & Associates personnel. Billing software and general fund software are reviewed.

11. Other Business

The meeting last Saturday is discussed. Good discussion on PRV needs around the District. Estimates exist for upgrades needed. Part of the issue deals with persons homes and residents were encouraged to contact their plumber for installation of a properly functioning PRV as required in the Water Ordinance.
Rick Skarinka of NH DES outlined that the VDOE must begin work on replacing the water system tanks or the State will mandate the VDOE take action.

At 8:25 Mike Smith makes a motion to continue the meeting when Ian Hayes arrives. Ralph Lutjen seconds. Motion passed 2-0.

At 8:25 am Mike Smith makes a motion to enter non-public session. Ralph Lutjen seconds. Motion passed by roll call vote Mike Smith yea, Ralph Lutjen yea - 2-0.

At 8:53 Mike Smith motion exit non-pub and resume public meeting. Ralph Lutjen seconds. Motion passed by roll call vote Mike Smith yea, Ralph Lutjen yea - 2-0.

At 9:34 Ralph Lutjen makes a motion to end taping. Mike Smith seconds. Motion passed 2-0.

At 10:38 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/09/CM090818-1.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 8, 2018

The Board of Commissioners met at 10:00 am on Saturday, September 8, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Rick Skarinka of NH DES, Engineer Chuck Goodling of Dubois & King, and Water Operator Ian Hayes. 24 people were present. The meeting was filmed for Madison TV by Tim Hughes.
Filming ended at 12:00 pm.

At 10:00 am the meeting was called to order by Chairman Mike Smith.

Ralph Lutjen makes a motion to approve the agenda. Mike Smith seconds. Motion passed 2-0.

Mike Smith outlines the rules for the meeting. Questions and comments are to remain focused on the item being discussed.

Pressure reducing valve pits are discussed. VDOE needs to update the pits to supply proper pressure at residences. Without upgrading the PRV pits, the District is unable to regulate high pressure areas and still supply water to the lower pressure areas. Rick Skarinka outlines that protection for the homeowner is the reducing valve required in the Ordinance. Addressing the pressure issues on a system wide basis is needed. Mike Smith outlines that the upgrades for the pits will be on the 2019 Warrant. This was on the 2018 warrant but was not passed by the voters. Upgrading of existing infrastructure and adding needed infrastructure is discussed. Resident John Lynch outlines issues at his property with high pressure. Discussion on the valve is held. Importance of functioning valves is outlined. Rick Skarinka outlines doing the repair once and doing it completely; recommendation is to fund the upgrade. Jay Buckley discusses concern for the high pressure in this area. Patricia Lapham also discusses concern for high pressure. Ian Hayes outlines failure rate of off the shelf PRV’s that are generally used in homes. Purchase of a higher end valve; or to replace the valve again is recommended to residents with high pressure. Discussion on cost of PRV upgrade proposal; $32,700 is cost for DPW and Upper Lakeview PRV pit upgrades. Discussion continues on possible interim repair of changing the valve in the pit. Minimum and maximum water pressures are outlined; there is no high-pressure limit under State regulations. Pressure around 100 is recommended. Low pressure is regulated and must be 32 at the hose bid. Addressing the pressure issue is important and the VDOE is trying to address pressure issues by the proposed pit upgrade.

Replacing the Reinach tanks is discussed. Ralph Lutjen outlines the analysis for the water tank inspection and lining project. Inspection showed that neither tank at Reinach is eligible for lining. Recommendation is to pursue the concrete tank at an estimate cost of $512,125. Storage requirements are discussed. Recommendation is for 90,000-gallon replacement. Rick Skarinka outlines the need to address this issue at this time as tank failure would be considered a significant deficiency under NH DES regulations. Historical attempts to line the tanks are outlined. Incorporation of pressure regulating on the Reinach side of the District is discussed. Set up of the concrete tank with two cells to allow for inspection and lining going forward is outlined. The need to take action at this time is reinforced by Rick Skarinka. Financing the project and obtaining a bid for the work are the action items the Commissioners are working on. Discussion occurs on gaining approval for projects in the District. Rick Skarinka outlines some historic challenges in gaining approval. Rick Skarinka adds that if funding is not approved to take action on the water system, the State will mandate repairs with potential fines to the District for non-compliance. Bidding and qualifications of bidders are discussed. Passage of funding for the articles for improvements to the water system are discussed. An overview presentation of the water system is recommended.

The 5,000-gallon tanks are discussed. Recommendation of the Board is to replace these tanks at this time in lieu of inspection and lining. Replacement will give the best value for the dollars spent over the expected life of the tanks. Discussion is held on the 5,000-gallon tanks and if those tanks are of adequate size. Discussion on option of concrete tanks; generally, not done for tanks of this size.

Rick Skarinka discusses the regulatory role of NH DES. Outlines the needs of the system, the storage tanks, the distribution system pipes, and the overall VDOE environment and the level of service expected for the water system. If persons expect the water system to perform, funds must be expended to repair and upgrade the system. Mr. Skarinka warns that if nothing is approved; the State will take enforcement action.

Rick Skarinka recommends additional meetings with key players going forward. The District must begin to work together for the betterment of the District; should this not occur, the VDOE systems will all be put at risk.

At 12:27 pm Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator