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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 7, 2018

The Board of Commissioners met at 11:00 am on Friday, September 7, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were residents Jay Buckley and Paula Doyle.

At 11:00 am the meeting was called to order by Chairman Mike Smith.

Discussion is held on the handout for tomorrow’s meeting. Packets will be created.
The plan for proceeding with the tank project is outlined; bid packet and then a warrant article. Funding is discussed; currently using best numbers available. Bid will finalize expected costs.

Rules for tomorrow’s meeting will include keeping questions and/or comments to the topic being discussed.

At 11:10 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 6, 2018

The Board of Commissioners met at 8:00 am on Thursday, September 6, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Tim Khrapunov, Jim Foley and Bruce Perlo of BMSI (9 am), Dick Ficke and Anthony Ruddy of Habitat for Humanity (10 am), residents Jay Buckley, Bill Dolan and Diana Dolan.

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

Work on Jungfrau was completed Tuesday.
Review of Bristenstock scheduled for Saturday will be scheduled with Chuck Goodling of Dubois & King. An email will be sent to verify availability.

3. Water

Water system review will be done with Ian Hayes next week.
The roof at Muddy Beach will be completed. Funding will be checked for the siding once the roof is completed.

4. Administration

Water billing status will be reviewed next week.
August monthly communication was sent last week. Focus was on the water tanks. Future newsletters will continue with primary focus.
An Asset Management meeting is today at 5 pm.
A follow up will be done on the status of isolation valve mapping.
The CIP will be updated today at the Asset Management meeting.
Budgets are reviewed. Line items are reviewed and discussed. Highway part time line item and overtime line item are discussed. Gravel line is at 100% with road work done this year. Water services line items are reviewed. Retirement line item will be reviewed for corrections needed. Engineering line item is discussed. Overall, budgets are within expected percentages expended. Discussion on winter operations and the effect on the overall budget is held.
The agenda for Saturday, Sept 8 meeting is discussed. Ground rules for the meeting are discussed. Ralph Lutjen recommends public comment be allowed on discussed topics only to keep focus on the agenda items. Handouts will be created for the meeting. Ralph Lutjen discusses completion of an overall financial needs for the water system. Cost estimates for the capital needs will be updated for Saturday’s meeting. DES representative Rick Skarinka will be sent the agenda for review.

5. Accounts Payable

Mike Smith makes a motion to approve 18 checks for a total of $20,295.92. Ralph Lutjen seconds. Checks and invoices are reviewed and discussed. Motion passed 2-0.

6. Minutes

Mike Smith makes a motion to hold the minutes of 8/28.

7. Commissioners Reports

Ralph Lutjen discusses progress being made on the Reinach tank replacement needs with engineer Paul Fluet.
An update to the Little Loop drawings has been completed and will be reviewed by the Board.
Ralph Lutjen outlines a call received from the owner of 3 Little Loop regarding issues with his neighbor. Property owner stated that his neighbor has been interrupting real estate persons and prospective buyers of the property with negative comments regarding the District. VDOE does not have authority to intervene. Property owner was informed to contact the police.
Mike Smith discusses a post from Jay Buckley outlining the water hook up on Burgdorf. Discussion on the approval of the water hook up on Huttwil from 4 years ago where the VDOE signed an approval and then learned there was no water main; this is not comparable to Burgdorf where it was known that there was no water main in front of the property.

8. Signature Items

Mike Smith makes a motion to sign the EPOA request to use the Lodge 9/22. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve Kelly Robitaille’s requested time off. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve Nancy Cole’s requested day off. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the weekly beach testing results; all beaches clean. Beaches will continue to be tested through September.
Andrew Harteveldt of the EPOA has notified the office that the merry-go-round has been repaired, painted and reinstalled at the playground.
A post that Jay Buckley has placed on the info-board has been sent to the office by Ron Sandstrom. The post compares the water hook up on Burgdorf to the water hook up on Huttwil a few years ago where the VDOE approved the hook up and then became aware that the water main did not extend to the property. In that situation, because the hook up was approved, the VDOE paid for the water main extension. The hook up approval for the property on Burgdorf requires extension of the water main as a condition to hook into the system in compliance with the Water Ordinance.
Ian Hayes has sent the requested cost estimates for work needed within the water system. The moving of the service line for the first house on Lugano that comes from Eidelweiss Drive will be held off due to cost. Cost for digging test pits is reviewed; up to $3,000 per day. This will be added to the 2019 warrant list.
Tom Therrien of Electrical Installation Inc has sent the requested budget number for the SCADA needs for Reinach.
Engineer Paul Fluet has sent the cost estimates for the tank replacement at Reinach for replacing with steel tanks and for replacing with a concrete tank. Initial review of costs shows that the concrete tank will be more cost effective.
Property owner of 18 Little Shore has sent a request to move the proposed curb stop valve location at this new construction. Information has been sent to water operator Ian Hayes.

10. Scheduled Appearances

Meeting reconvened at 9 am. Review of accounting software with representatives of BMSI. A list of customers will be sent for review. Bruce Perlo outlines the beginning of the company; each update has been the result of needs of a client and then made available to all customers.
Software options include asset management and work order processes. Basic accounting software is fully GASB compliant. Option of web-based basis is available as well as option of having software on VDOE network. Updating software going forward is discussed; as software has the option to handle meters, it would not be difficult to incorporate meters in the future.
Software is updated continuously by BMSI and all upgrades are included with the purchase. As regulations evolve; so does the software. Two years are kept available in the active system with prior information accessible through the archive.
Discussion with Habitat for Humanity representatives Anthony Ruddy and Dick Ficke regarding the water main extension on Burgdorf. Estimate is $15,000 for extension of the water main. Anthony Ruddy outlines discussion of an easement that was proposed when building property on Grison in 2015. Easement was not recommended at the time. Discussion on funding for Habitat and unplanned expenses that effect this building and future buildings. Discussion on email sent in 2015 is held which states water main exists on Burgdorf. Timing for installation of the water main is discussed; Ian Hayes states probably within a couple of weeks. Anthony Ruddy questions ability to install this year; Mike Smith outlines intent to allow this construction this year. Discussion on the prior statement of water availability is questioned. Mike Smith responds that VDOE working current application and working to get water to the new house. Habitat will contact GT Burke for an estimate and timing for install. Discussion continues on the costs and family which will be placed in the new house. Anthony Ruddy outlines that he feels the VDOE should be helping as cost was not anticipated.
Discussion on the water system overall is held. Ian Hayes will be kept up to date with the proposed construction. Anthony Ruddy states work will be scheduled as soon as possible.

11. Other Business

The Town of Madison Board of Selectmen awarded the VDOE with all three lots that the bids were placed for. The Town will forward the deeds for signature.
The Town of Madison Board of Selectmen approved the request to use the Town’s chipper this fall. Scheduling will be done between Jon Cyr of Madison and Kelly Robitaille.
Discussion ensues on the focus of the meeting this Saturday. Capital improvement needs will be expensive and need to be scheduled for funding purposes. A long-term note would be beneficial for financing the needs of the water system. Mike Smith adds that there are items that were proposed last year that were not funded that will need to be included in future warrants.

At 8:50 am Mike Smith makes a motion to continue the meeting at 9 am with the representatives of BMSI. Ralph Lutjen seconds. Motion passed 2-0.

At 10:45 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
August 28, 2018

The Board of Commissioners met at 8:00 am on Tuesday, August 28, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Dick Ficke and Anthony Ruddy of Habitat for Humanity, Treasurer Dinah Reiss, residents Carol Rosenblith, Kathy Koziell, Adam Leiser, Bill Dolan and Diana Dolan.

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

Jungfrau work is beginning. Discussion held on the paved driveway at 15 Jungfrau, replacing the pavement once the culvert pipe is placed is discussed. Kelly Robitaille outlines the ability to place the cross culvert in the area as the option outlined by engineer Paul Fluet. The long pipe will correct the water flow in the area. Financially, it will be less costly to place the longer pipe than to replace the pavement. Cost estimate is $1,150 for the culverts. Mike Smith motion approve 5 culverts up to $1,150. Ralph Lutjen seconds. Motion passed 2-0. Kelly Robitaille outlines that at 15 Jungfrau, the pavement in the roadway will be removed. Crew will spend the rest of this week on this work. A driveway grate has been recommended for the pending approval of a driveway permit for construction for the house at 19 Jungfrau. Permit is reviewed. Steepness of driveway will be added for final approval.
All equipment is in good condition; new grader blades are being installed.
Kelly Robitaille outlines the need to replace one additional culvert this fall at the intersection of Bristenstock and Salins. New culvert will go directly across Bristenstock. Mike Smith discusses review September 8 when Nick Sceggell is in the District. Mike Smith makes a motion to have the engineer review Bristenstock Sat Sept 8. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith states Porridge Shore Drive came out well.
Kelly Robitaille outlines sifting of sand will be done in October.
Kelly Robitaille outlines that Burgdorf will be graded once construction on the street is completed.
Culvert cleaning will be done when leaves are removed this fall. All culverts will be visited again before winter hits.

3. Water

Muddy Beach Phase 2 is progressing. All piping and SCADA work is completed; station is on line.
Intrusion panels are discussed. Panels at Chocorua and Summit are too small for installing the new security. This will be looked into.

4. Administration

The cash flow report is reviewed and discussed. Current review shows that existing TAN will be sufficient for year end. A second loan can be acted on this fall if needed. Review of additional accounts added to the report is made. Review of expanded portion of account listing is completed.
Mike Smith makes a motion to approve payroll in the amount of $7,808.48. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Motion passed 2-0.
Department of Revenue has accepted and approved the 2017 financials for the VDOE.
Ralph Lutjen will review the monthly communication letter.
Ralph Lutjen makes a motion to authorize final Little Loop drainage design drawing by D & K in amount of $500. Mike Smith seconds. Motion passed 2-0.
Mike Smith makes a motion to authorize $1,000 for cost analysis of replacing Reinach tanks with 3 steel tanks. Ralph Lutjen seconds. Motion passed 2-0.

5. Accounts Payable

Mike Smith makes a motion to approve 3 checks for a total of $28,937.67. Checks and invoices are reviewed and discussed. Motion passed 2-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of 8/21. Mike Smith seconds. Motion passed 2-0

7. Commissioners Reports

Ralph Lutjen motion forward draft agenda for Sept 8 meeting to Rick Skarinka of DES. Mike Smith seconds. Include back-up materials such as the tank replacement cost analysis for the 5,000-gallon tanks. Ralph Lutjen will create list. Motion passed 2-0.
Discussion on review of accounting software. A price is needed from Edmonds. This software appears to handle all needs of the VDOE. Cost will be requested for comparison with BMSI.
BMSI will be set up for display next week. Edmonds will be contacted for meeting.

8. Signature Items

Mike Smith makes a motion to sign PO 264 in the amount of $250 for grader blades. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign PO 265 in the amount of $1,500 for rental of a sand sifter. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a request to sign the letter to the Town of Madison Selectmen requesting use of the chipper. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to hold the Driveway Permit for Construction for 19 Jungfrau until the grade of the driveway is added. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the water hook up approval for 18 Little Shore Drive. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the water hook up approval for 5 Burgdorf Rd. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve the water hook up for 9 Lucerne. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the weekly beach testing results; all beaches clean.
Marya Doery has expressed interest in the new pond quality committee.
Jeff Tucker of Dubois & King has sent a Thank you to the Board for continuing to use their firm for engineering.
Correspondence between Paul Fluet and Jim Rines of White Mtn Survey has continued on the Little Loop project.
NHMA has sent a special Legislative Bulletin regarding pending Senate & House veto over-rides.

10. Scheduled Appearances

Adam Leiser thanks the Board for the approval of the $500 design and moving forward on this project. This will put the final design on one piece of paper. Marking of trees is discussed, this will be looked into once the design is final.
Anthony Ruddy of Habitat for Humanity outlines the need for the extension of the water main to bring the water to the lot. Mr. Ruddy asks if anything they can do to move connection along; Ian Hayes will be contacted for a quote and scheduling. Mr. Ruddy outlines that Habitat is on hold at this time until the water main is extended for connection. Mike Smith recommends a sit down with Ian Hayes and Habitat construction personnel. Habitat for Humanity hopes to have a family in the house prior to year-end. A meeting will be scheduled.

11. Other Business

At 8:45 am Ralph Lutjen makes a motion to adjourn the meeting. Mike Smith seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 20, 2018

The Board of Commissioners met at 8:00 am on Tuesday, March 20, 2018. In attendance were Commissioners Mike Smith and Ron Sandstrom. Also in attendance were Highway Foreman Kelly Robitaille and Water Operator Ian Hayes. 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

Ron Sandstrom 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 punch outs in the snowbanks are being done.
The F-550 has been brought to Albany Service Center for repairs. The insurance company has been notified. All other equipment is good.
Sand and salt supplies are good.
Forecast is being watched as there is another potential storm this week.

3. Water

Mike Smith outlines a discussion with Maltz Sales yesterday; a request for a discount on the second booster pump for Muddy Beach was made based on charges incurred by the District due to failure of the initial pump received.
Water operator Ian Hayes is informed of the discussion with Maltz Sales regarding ordering of the second booster pump for Muddy Beach.
Work at Muddy Beach pump house is beginning. Electrician Justin Montelin’s schedule will be requested for coordination with contractor Norm Garside. A color chart for the siding will be requested so that a choice may be made.
Tank inspections is being targeted for mid-May; the week of the 14th.
Ian Hayes reports that water usage has been steady. The bleeders will be shut down once accessible. Mike Smith makes a motion to schedule turning off the bleeders the first or seconds week of April. Ron Sandstrom seconds. Motion passed 2-0.
Spring flushing of the water system will be scheduled.
The draw down and recovery period for the Muddy Beach wells has been steady and within expected levels. The two wells still affect each other during draw down. Programming a set point for shut down of the well pumps based on well level is discussed.
Discussion is held on communication alarms from Muddy Beach. Ian Hayes states that the failures have been looked into without resolution. Power supply to the building is discussed as a possibility for the fluctuations. Use of an AVR on the battery backups is discussed as an option to resolve the effect of power fluctuations to the building. This will be looked into.

4. Administration

A safety meeting will be scheduled for April.
Motion log is reviewed.
Cash flow report is reviewed and discussed.
Water invoice template will be updated for 2018 for review and approval.
Drafts for communications to residents will be submitted to the Commissioners by the Committee for approval.
The Asset Management Committee is updating the capital improvement plan spreadsheet and will make recommendations on projects that may be considered for the 2019 Warrant.
Ron Sandstrom is validating the isolation valve information for updating the maps. The data on file with Chad Roberge of Avitar will be requested for final validation.
Mike Smith will work with Ian Hayes on locating the remaining curb stop valves once the snow is gone.

5. Accounts Payable

Mike Smith makes a motion to approve 27 checks for a total of $51,676.01. Ron Sandstrom seconds. Check and invoice are reviewed and discussed. Motion passed 2-0.

6. Minutes
7. Commissioners Reports

Ron Sandstrom requests contact with Chad Roberge of Avitar Associates to extract his data and send to Ron Sandstrom for final verification on the updates.
Ron Sandstrom discusses the Communications Committee meeting yesterday; verbiage for the canoe rack posting is being worked on. An option of distributing profiles for the Board members is discussed.

8. Signature Items
9. Correspondence

Jay Buckley has sent information regarding NH RSA 41:9-a; which outlines establishing fees. A warrant article to adopt RSA 41:9-a was on the Town of Madison warrant and failed at Town meeting last weekend. Obtaining guidance from an attorney is recommended. Mike Smith states that should an additional public hearing be required; that could be done. Ron Sandstrom makes a motion to send the question to legal counsel for guidance. Mike Smith seconds. Motion passed 2-0.
Jerry Mosher has informed the office of 4 bags of trash which were left at the summit area; he disposed of the bags. Mike Smith makes a motion to notify Madison Police. Ron Sandstrom seconds. Motion passed 2-0.
NH Municipal Association has sent the weekly Legislative Bulletin; welcoming new officials and returning officials.

10. Scheduled Appearances
11. Other Business

Mike Smith states he sent a request to the Loon Society for confirmation of the presentation scheduled for May 26 at 6 pm at the lodge. Nancy Cole will coordinate the ice cream social.
Ron Sandstrom discusses publishing names of committee members. Names appear in minutes for all committees. Each committee will be asked.

12. Public Comments

At 8:25 am Mike Smith makes a motion to recess the meeting until arrival of water operator Ian Hayes. Ron Sandstrom seconds. Motion passed 2-0.
At 8:32 am Mike Smith reconvenes the session.

At 8:50 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds. Motion passed 2-0.

The Board will meet Monday, March 26 at 9:30 am.
There will not be a meeting Tuesday, March 27.

Respectfully submitted,

Nancy E. Cole
Administrator

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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 15, 2018

The Board of Commissioners met at 8:00 am on Thursday, March 15, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance was Kelly Robitaille (hwy).

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. Ron Sandstrom seconds. Motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that snow banks will be pushed back today and tomorrow. Another storm is predicted for next week. Kelly Robitaille outlines that he pushes back with the road grader and Jeff DeMartino follows with the backhoe plow to clean driveways.
Salt and sand are discussed. Ralph Lutjen makes a motion to approve 2 loads of salt up to $3,000. Ron Sandstrom seconds. Motion passed 3-0.
Sand supplies are good.
Kelly Robitaille outlines that the F-550 went off the road on Upper Lakeview Drive last storm. Truck was pulled out by Bryants; the truck body is damaged in the back, sander is dented. The wing came off the Terra Star on Old Town Road. The truck was used without the wing the remainder of the storm. The welds will be repaired to re-attach the wing. Marking of difficult transition spots is discussed. Shimming Old Town Road this summer is discussed to correct these areas prior to next winter. A warrant article for 2019 may be needed. Chocorua View Drive is also discussed as needing attention.
The Beach Ordinance is discussed. Mike Smith makes a motion to send the water craft registration form to all home owners by mail. Ron Sandstrom seconds. Motion passed 3-0. Posting of canoe racks is discussed. Mike Smith makes a motion to post verbiage on the canoe racks. Ralph Lutjen seconds. Amend to include before April 1, Mike Smith, Ralph Lutjen second. Motion passed 3-0. Mike Smith makes a motion to put the registration information on the website. Ralph Lutjen seconds. Motion passed 3-0. Mike Smith makes a motion to set the registration dates from March 19, 2018 to March 30, 2018. Ralph Lutjen seconds. Discussion on leaving open until full is held. Allowing second slot after June 1 is discussed. Amend to March 19 to June 1, Ralph Lutjen, Mike Smith second. Motion passed 3-0. Mike Smith makes a motion to send an email blast with the information. Ralph Lutjen seconds. Motion passed 3-0. Ron Sandstrom makes a motion to send a request to the EPOA to send to their email list also. Ralph Lutjen seconds. Motion passed 3-0.

3. Water

The VFD for the new pump at Muddy Beach has been ordered.
The intrusion panels for the pump houses have been ordered.
Ralph Lutjen makes a motion to allow Mike Smith to handle the order for the new pump. Ron Sandstrom seconds. Motion passed 3-0.
The exterior building work will be coordinated between the electrician and Norm Garside.
The intent for the tanks is to have the inspection done early May.
Ralph Lutjen discusses intent to focus on the three larger tanks this year for lining. The option of replacing the 5,000-gallon tanks will be looked into further prior to committing to lining these tanks.

4. Administration

A safety meeting was held last week.
Ron Sandstrom is working on the isolation valve information for plotting.
Mike Smith makes a motion to approve up to $400 for locating the remaining curb stop valves with Ian Hayes. Motion fails for lack of second. Topic will be discussed closer to spring.
Mike Smith makes a motion to approve payroll in the amount of $6,372.19. Ralph Lutjen seconds. Report and time cards reviewed and discussed. Motion passed 3-0.
Ralph Lutjen discusses the need for the highway crew to take breaks at least every 4 hours. This will be discussed with Kelly Robitaille. Part time help is discussed; some guarantee on a minimum amount of hours weekly will be discussed as an option.
Mike Smith makes a motion to approve the Management Discussion and Analysis and submit to auditor Tamar Roberts. Ralph Lutjen seconds. Motion passed 3-0.

5. Accounts Payable

Mike Smith makes a motion to approve 1 check for a total of $2,427.26. Ron Sandstrom seconds. Check and invoice are reviewed and discussed. Motion passed 3-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of March 6 as presented. Ralph Lutjen seconds. Motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen has made one recommendation regarding the minutes of the Annual Meeting adding that the minutes were nicely done.
Ron Sandstrom discusses the first Communications Committee meeting held last week. Compliance with all regulations for all committees was reviewed.
Ron Sandstrom adds that he has sent a correction to information posted on a website regarding collection of late fees on water bills.
Mike Smith makes a motion to include page 1 of the NH Department of Environmental Services 2015 NH Water Rate Study with the 2018 water invoice. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to invite Stan Wondolowski and Andrew Harteveldt to the Communications Committee. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith discusses creating a communication regarding the amendment to the water bond at the Annual Meeting stating that the bill is still $500, but fewer projects can now be completed. Use of the intended monthly communication for this message is discussed. The communication will need to state that the remaining projects still need to be completed.
Ralph Lutjen discusses obtaining firm bids for creation of the Reinach Pressure Zone and placing this article on the 2019 Warrant. The remaining items will need to be scheduled over the next few years.
Ron Sandstrom makes a motion to host the NH Loon Preservation Society informational meeting on Saturday May 26 at 6 pm with an ice cream social. Mike Smith seconds. Motion passed 3-0.

8. Signature Items

Mike Smith makes a motion to sign the MS 232, NH Department of Revenue Report of Appropriations. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign purchase order 243 for chains for the International 7400 in the amount of $450. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign purchase order 244 for salt in the amount of $5,000. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to the property owner of 3 Little Loop regarding driveway drainage. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to the property owner of 6 Little Loop regarding intent to establish a boundary line easement. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to the property owner of 11 Jungfrau regarding return of new driveway culvert to location stated on the Permit. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to Granite State Rural Water thanking them for the efforts of employee Andrew Madison creating a Source Water Protection Plan for the District. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to send the sample letters to the neighbors. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter outlining Class V public road status of VDOE roads for Attorney Charles O’Leary of NH State Police Troop F. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the MS 60-A, NH Department of Revenue audit option report. Ron Sandstrom seconds. Motion passed 3-0.

9. Correspondence

Jay Buckley has sent a request for use of the Lodge on May 5th. Mike Smith makes a motion to approve the request contingent upon ability to have the water on in the building. Ralph Lutjen seconds. Motion passed 3-0.
Granite State Analytical has sent the monthly water testing results; system is clean and pH is good.
NH Municipal Association has sent the weekly :Legislative Bulletin; three 91-A bills have failed with 2 remaining to be voted.

10. Scheduled Appearances

11. Other Business

Ralph Lutjen has completed the draft for the bid package for the Reinach Pressure Zone. Project will be put out for bids this summer. Some additional information regarding the connections for phase 1 would be beneficial to the bid packet. Ralph Lutjen makes a motion to allow Ralph Lutjen to contact engineer Nick Sceggell with questions. Ron Sandstrom seconds. Motion passed 3-0.

12. Public Comments

At 9:50 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters. Ron Sandstrom seconds. Motion via roll call Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Motions and votes of Non-Public Session:

Mike Smith makes a motion to give Nancy Cole a 3% salary increase retroactive to January. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to give Kelly Robitaille a 5% salary increase retroactive to January.
Ralph Lutjen makes a motion to adopt a performance based incentive bonus program which will modify the existing 3% of salary cap on bonuses. Ron Sandstrom seconds. Motion passed 3-0.

At 11:15 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ralph Lutjen seconds. Motion via roll call Mike Smith yea, Ralph Lutjen yea, Ron Sandstrom yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/09/CM082118.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
August 21, 2018

The Board of Commissioners met at 8:00 am on Tuesday, August 21, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), residents Jay Buckley, Carol Rosenblith, Paula Doyle, Andrew Harteveldt, Adam Leiser, Michael 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 approve the agenda. Mike Smith amends agenda to delete public comments until further notice. Ralph Lutjen seconds amendment. Motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports grader blades are needed; estimate $250. Mike Smith makes a motion to approve purchase up to $275 for grader blades. Ralph Lutjen seconds. Motion passed 2-0.
Kelly Robitaille reports that DPW II site be re-organized to make room for additional sand that will be reclaimed. Discussion on fill agreements and ability to deliver fill more quickly without the delay of Commissioners signing paperwork. Eliminating this process for persons who had previously had agreements is outlined. Discussion on having 3 or 4 forms signed by the Board in advance is outlined as an option for properties that had a previous agreement. This will be done.
Notices for watercraft removal will be placed on all watercraft outside of a canoe rack space. Difficulty with multiple craft in one space is discussed.
Jungfrau work will begin this week with prep work.
Porridge Shore Drive has been completed.
The catch basin across from 68 Eidelweiss Drive has been installed.
All equipment is in good shape.
Gravel supplies are good; $792.63 remains in the open PO.
Mike Smith makes a motion to approve up to $1,500 for rental of the sand sifter. Ralph Lutjen seconds. Motion passed 2-0.

3. Water

Water system status is discussed. Ian Hayes next appearance will be Sept 11.
Pricing is expected for test pits and repairs to the bottom of Lugano.
Muddy Beach pump was scheduled for install last week; will be followed up on.
Meeting scheduled for 10 am Saturday, Sept 8, with Rick Skarinka of NH DES.
Leak detection is scheduled with GSRWA this week.

4. Administration

A safety meeting will be scheduled for the end of August.
The motion log is reviewed and discussed. All open motions have some action. A follow up will be done with NH DES regarding 23 Huttwil. Mike Smith makes a motion follow up with Bob Boyd of Madison on the status of the septic review. Ralph Lutjen seconds. Motion passed 2-0.
Department of Revenue has stated that the $42,000 cannot be put back into the Water System CRF without a Warrant Article. Item will be placed on 2019 warrant for the reimbursement of the Muddy Beach project funds.
The installation of the security panels for the water stations will be followed up on.
3-curb stop valves remain to be located; funds have been allocated for 4 hours.
Discussion on Asset Management updates including the capital improvement plan (CIP), tank analysis information and water meter analysis.
Ralph Lutjen makes a motion to place the updated water meter analysis on the VDOE website. Mike Smith seconds. Motion passed 2-0.

5. Accounts Payable

Mike Smith makes a motion to approve 9 checks for a total of $68,473.22. Checks and invoices are reviewed and discussed. Motion passed 2-0.

6. Minutes

Ralph Lutjen makes a motion to approve the minutes of 8/14. Mike Smith seconds. Motion passed 2-0

7. Commissioners Reports

Ralph Lutjen outlines suggestion of opening dialogue between Paul Fluet and Jim Rines regarding 4 Little Loop. Discussion has begun and is on-going.
Review of accounting information brochures received from BMSI is discussed. Software appears to have much better reporting options and flexibilities over the current software. Purchase orders can be automated within the system. If approved, the software will be installed and run concurrent with the existing system for transition purposes. New system would be set for January 1 implementation.
Ralph Lutjen outlines contact with Russ Lanoie, a local contractor. Mr. Lanoie has information regarding drainage for Rock House Mountain that effects Big Pea. Information will be pursued.

8. Signature Items

Mike Smith makes a motion to adopt and sign the Compensatory Time Policy. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the Extension Fund Transfer Request moving $29,726.91 to the operating account as due from prior years. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the fill agreement for 6 Grison Road. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the fill agreement for Kelly Robitaille. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve and sign the deposit letter to the Trustees of the Trust Funds. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the weekly beach testing results. All results are good. The posting at Eidelweiss Beach was removed last week.
Granite State Analytical has sent the monthly water system testing results; results are clean, pH is good.
Sharon Rocharz has requested waiver of a billed valve turn fee from late April. Discussion on updating Ordinance dates is held. Moving to April 15 is outlined as an option. Ralph Lutjen makes a motion to waive the $50 fee for all April billed valve turns. Mike Smith seconds. Motion passed 2-0. Mike Smith makes a motion change the date in the Ordinance to the last week of April. Ralph Lutjen seconds. Motion passed 2-0. Public Hearing will be scheduled.
Marya Doery has sent questions regarding the water system and tank conditions. Questions were responded to.
Adam Leiser has sent a question regarding the vacant Commissioners seat; will the Board fill the seat? Mike Smith states intent to remain at 2-member Board for now.
Adam Leiser has sent an update to persons signing the petition circulated with questions to the Board regarding VDOE processes. Mike Smith states no reaction to the petition will be done.
NH Municipal Association has sent the bi-weekly News Link. The seminar on interruptions during public meetings will be signed up for and posted for the Board to attend.
BMSI has sent brochures for review and will be scheduling the requested accounting software demonstration.
Discussion is on-going between VDOE Engineer Paul Fluet and engineer for property owner of 4 Little Loop regarding that project.

10. Scheduled Appearances

Jay Buckley has requested an appearance to discuss water system tanks and leak detection. Mr. Buckley recommends VDOE purchase leak detection equipment. As a member of GSRWA, leak detection services are free for the District with the most up to date equipment available. Mike Smith outlines that process will not be altered even if VDOE had some leak detection equipment; therefore, this is not a recommended purchase.
Jay Buckley questions tank replacement versus inspection and lining. Ralph Lutjen outlines cost of inspecting and lining the 10,000-gallon tank at the Summit as this is a secondary, back-up tank. This tank is now listed as the lowest priority for the water system tanks within the capital improvement plan (CIP). Small cost differences for replacing the 5,000-gallon tanks instead of inspecting and lining these tanks is outlined. Amending the funding available to allow for replacement of tanks is discussed. Funding of Reinach tank replacements is discussed. Purchase of a 1,000-gallon tank that the VDOE could install at any pump house having a tank inspected or replaced is outlined as a need for the District. Allows any station to be updated as needed. Including inspection costs for every 5 years is outlined as part of the costs being reviewed for all tanks.
Jay Buckley outlines run-off at 44 Oak Ridge Road. Discussion on culvert at the property and water running down slope to house on Chocorua View Drive. Blow-off on Oak Ridge Road is stated to also be affecting the slope and house on Chocorua View Drive. Requests an easement be established to use the sideline. Mike Smith makes a motion to have Kelly Robitaille review the area. Ralph Lutjen seconds. Motion passed 2-0.

11. Other Business
12. Public Comments

At 8:48 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (d) property. Ralph Lutjen seconds. Motion via roll-call vote Mike Smith yea, Ralph Lutjen yea. Motion passed 2-0.

Motions and votes of Non-Public Session:

Mike Smith makes a motion to seal the minutes until outcome of the matter is known. Ralph Lutjen seconds. Motion passed 2-0.

At 8:58 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/2018/08/Action-Plan-updated-08-14-2018.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/08/Agenda-08-14-18.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/08/CM081418.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
August 14, 2018

The Board of Commissioners met at 8:00 am on Tuesday, August 14, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), water operator Ian Hayes, Treasurer Dinah Reiss and residents Andrew Harteveldt, Paula Doyle, Gloria Aspinall, Carol Rosenblith, Michael 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 approve the agenda. Mike Smith amends agenda to delete public comments. Ralph Lutjen seconds amendment. Motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Catch basin has been placed across from 68 Eidelweiss Drive.
Kelly Robitaille states intent to begin work on Jungfrau Road next week. Mike Smith makes a motion to send a letter to property owner via registered mail. Ralph Lutjen seconds. Motion passed 2-0.
A permit for paving a driveway at 19 Jungfrau is under review.
Discussion on a fence that is being placed on Lugano. A neighbor has complained that the fence may not meet setbacks – Madison would be enforcement for that complaint.
Equipment is in good shape.
Compliments have been received for work at the intersection of Big Loop.
Mike Smith compliments the work on Little Shore at #16.
Ralph Lutjen makes a motion to adopt a policy for compensatory time. Mike Smith seconds. Proposed policy is reviewed and discussed. Kelly Robitaille states that 40 hours would be preferred, policy draft states up to 24 hours. Comp time would have to be used in same calendar year. Mike Smith makes a motion to amend draft to reflect compensatory time maximum of up to 40 hours. Ralph Lutjen seconds amendment. Motion, as amended, passed 2-0.
Ralph Lutjen makes a motion to approve Jeff DeMartino’s comp time. Mike Smith seconds. Motion passed 2-0.

3. Water

Water operator Ian Hayes joins the meeting. Discussion on the 10,000-gallon tank at Summit is held. Value of a back-up tank is discussed. If 5-year inspection and cleaning schedule is followed, the back-up tank would eliminate the need for a temporary set up for inspection and cleaning. Benefit of having a temporary tank in house that could be used for any tank that is being worked on is held. Cost estimate for inspecting and lining the 10,000-gallon tank is over $27,300. Purchase of a replacement tank is estimated at $27,950. Allowing the tank to continue in service until tank fails is discussed as an option. Ralph Lutjen makes a motion to have Ian Hayes write up and send recommendation to Paul Fluet for review. Mike Smith seconds. Motion passed 2-0.
Ian Hayes reports that the Muddy Beach pump will be installed Thursday.
Mike Smith and Ian Hayes will set date for locating remaining curb stop valves.
Tom Therrien will be in the District next Tuesday to install the pump house security panels and complete Muddy Beach work.
The 30,000-gallon Summit tank will be flushed and tested prior to being put back on line.
Granite State Rural Water Association will be in next week for leak detection on two zones in the District.
Ian Hayes is informed of meeting September 8 at 10 am.
Discussion is held on repairing the connection at the bottom of Lugano. A new line would require pavement to be cut on Lugano as well as digging on Eidelweiss Drive to connect the house to the proper line under Lugano. Mike Smith motion Ian Hayes submit quote for excavation and repair of this line. Discussion on possible need to shut down the water system to isolate the area to allow the repair is held. Isolation could be limited to Eidelweiss Drive from Big Loop to the playground.
Ian Hayes reports that the highway crew uncovered a 3-inch line under Eidelweiss Drive when digging for the catch basin at 71 Eidelweiss Drive. Unknown if pipe is in use or abandoned; records show an 8-inch pipe under Eidelweiss Drive in that area. Discussion on locating the ends of the 8-inch main is held; test pits could be done in select areas to determine where 3-inch and 8-inch pipes meet. Mike Smith makes a motion to have Ian Hayes obtain & submit price for digging test pits to check water main sizes in 3 locations. Ralph Lutjen seconds. Ian Hayes outlines that a recent water main replacement project came in at a lower price per foot than historic values; costs may be lower than anticipated. Motion passed 2-0.
Mike Smith discusses locating a valve at the top of Lugano; this area will also be excavated for checking valve and main.
Water budget line items are reviewed with Ian Hayes. Discussion on establishing additional isolation valve cluster placement on the Reinach side of the District is held. Ian Hayes recommends one or two isolation valve clusters be added on this side of the VDOE. Funding will be checked later in the fall. Salins/Bristenstock intersection is recommended for valve placement. Placement of valves is outlined in the Water System Master Plan and needs to be worked on. The need to complete the maps is highlighted. The benefit of proper isolation valve for system work, including pipe replacement, is outlined.

4. Administration

A monthly safety meeting will be scheduled.
Water billing status is reviewed. $24,807.69 is outstanding at this time. Open invoice report is reviewed. Two properties are pending shut off; tenant notification is being sent.
Mike Smith reports that three curb stop valves are left for final verification. One house will need the property owner present to verify that the valve works. Requests 4 additional hours for locating remaining. Mike Smith makes a motion to approve up to $200 for locating curb stop valves. Ralph Lutjen seconds. Motion passed 2-0.
Asset Management meeting is scheduled for tomorrow at 1 pm.
Rick Skarinka of NH DES has tentatively scheduled a visit to the District. Mike Smith makes a motion to confirm meeting schedule for 9-8 at 10 am with Rick Skarinka, Paul Fluet and Ian Hayes. Ralph Lutjen seconds. Motion passed 2-0.
Budgets are reviewed and discussed. Year to date percentages are reviewed by line item. Heating costs may go over budget. Part time and overtime line items are reviewed and discussed within Highway. Water services line items are reviewed and discussed. Retirement account will be reviewed. No major issues noted at this time. Discussion on difficult spring weather; ice was particularly challenging
Mike Smith makes a motion to approve payroll in the amount of $7,448.18. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Motion passed 2-0.
Kelly Robitaille will be asked to repair the outhouse at Eidelweiss Beach.
The proposal for electric supplier renewal is reviewed. Mike Smith makes a motion to contract for 4 months. Ralph Lutjen seconds. Motion passed 2-0.
A cost analysis is being completed to determine if best to inspect and line versus replacement of the 10,000-gallon tank at Summit. Discussion on expending funds on the 10,000-gallon tank is held; this tank is a back-up to the newly lined 30,000-gallon tank.
The July daily water usage reports are reviewed and discussed. July daily data and summary are in line with the historical values. Comparison of the cost savings between Jungfrau with the VFD and DPW without a VFD is done.
Proposal is reviewed for repair of piping under the lodge. Funding is not available to do this.
Volunteer Lake Assessment Program (VLAP) reports are reviewed and discussed. pH of the ponds is discussed; pH is rising in the ponds. Clarity has also declined over the past years. Storm-water management is being pursued with UNH; a committee is being formed to review the VLAP data for additional protection of the ponds.

5. Accounts Payable
6. Minutes

Mike Smith makes a motion to approve the minutes of 8/07. Ralph Lutjen seconds. Motion passed 2-0

7. Commissioners Reports

Ralph Lutjen discusses the boat in the Huttwil parking lot. Boat is beyond approved parking limit. Ralph Lutjen motion communicate with owner for removal. Mike Smith seconds. Motion passed 2-0.
Ralph Lutjen outlines email received from Paul Fluet highlighting the differences between the drawings on Little Loop in response to an email received from Adam Leiser. The preferred design of the proper owner would require a larger drainage ditch at the driveway; ditch would be deep and wide. Proposed VDOE design using pipe allows ditch to be more narrow and shallow. Additional review completed at request of resident by a CT engineer named Mr. Hulk does not incorporate water flow from other side of road.
Ralph Lutjen outlines request that drawing approved by VDOE be signed and construction completed.
Mike Smith makes a motion to post any canoe out of a canoe rack space for removal. Ralph Lutjen seconds. Discussion is held on canoes on the ground near the racks. Motion passed 2-0. Canoe rack spaces have been registered and second spaces were allowed; no reason for watercraft on the beach. The impound fine for removal is outlined; fine is $100.

8. Signature Items

The principal and interest have been separated on the MS 535 as required by NH Department of Revenue. Mike Smith makes a motion to sign the revised MS 535. Ralph Lutjen seconds. Motion passed 2-0.

Mike Smith makes a motion to sign the letter to the property owner of 15 Jungfrau regarding placement of a driveway culvert. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the weekly beach testing results. Eidelweiss Beach has been posted with a swim advisory due to high bacteria count. Testing has been done for this week and results will be sent when received.
Primex has sent notice of workplace violence coverage that is now part of the P&L insurance for all policyholders.
Resident Adam Leiser has sent notice of a resident petition with requests for the Board of Commissioners.

10. Scheduled Appearances

Andrew Harteveldt discusses fitness stations proposed by the EPOA. Discussion is held on moving the proposed location at Eidelweiss Beach. Update is to move fitness station back so that 12 feet of space will exist between the edge of the basketball court and the fitness station. Andrew Harteveldt will update the marked locations and send photos.

11. Other Business
12. Public Comments

At 9:18 am Mike Smith makes a motion adjourn. Ralph Lutjen seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/08/CM080718.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
August 7, 2018

The Board of Commissioners met at 8:00 am on Tuesday, August 7, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Treasurer Dinah Reiss and residents Adam Leiser, Paula Doyle, Larry Sodano, Jay Buckley, and Marya Doery. 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 basin across from 68 Eidelweiss Drive is planned for Friday. Tony Eldridge and TJ Eldridge will be in to set the basin.
15 Jungfrau will need 6 feet of pavement removed across the entire 20 feet. An estimate to replace the pavement has been requested. An excavator will be needed to move a large boulder on Jungfrau. Work will be planned when quote is received. Coordinating work with paving company is being looked into. Repair on Lugano is also potential work for paving company. Scheduling work on Lugano is discussed; Ian Hayes may have additional work to complete prior to repairing the pavement. Discussion on use of cold patch; cannot pave over cold patch, material would need to be removed. Ian Hayes will be asked for his intent for that water line repair.
Equipment is in good shape. International 7400 has a rear brake issue which has been repaired.
Gravel supplies are good as are sand and salt.
Discussion on a boulder being moved from the edge of Eidelweiss Drive at Boulder Beach. Two large rocks have been removed recently from this area. Will be corrected.
Culverts are being worked on as needed and being checked. Road ditches are being cleaned and maintained. Kelly Robitaille states focus on road damage created by blocked culverts and ditches; driveway issues are secondary.
Roads held well with recent heavy rains. Work on East Bergamo and Little Shore done recently held well.
Kelly Robitaille outlines requests recently received and asks that information be sent to the office.
Budget status is reviewed. Line items are discussed. Review of work to be completed and remaining funds is discussed. Culverts needed for remaining work are discussed. Budgets are tight; caution is recommended moving forward. Kelly Robitaille has reviewed renting a screen and sifter. Cost would be $1,200 per week. Sand can be reclaimed from yard and hill.
Discussion on limit of 2-person crew to handle the sifting. A recommendation for timing and overall cost will be discussed going forward. If this worked, a potential for an entire year of sand could be retrieved. Ralph Lutjen makes a motion reclaim sand at a schedule to not impede other work. Mike Smith seconds. Discussion on cost calculation; labor and equipment calculated. Discussion continues on benefit of doing this work. Could create substantial savings on budget line for sand. Review could be done following one week of sifting to calculate value. Motion passed 2-0.

3. Water

Ian Hayes will be in next week.
Curb stop valve locating is scheduled for Thursday with Mike Smith and Ian Hayes.
Discussion on tank project; inspection of 10,000-gallon tank at Summit is questioned. Costs will be analyzed for next week.
Analysis of replacement for the 5,000-gallon tanks within the system has been completed. Possible amendment to funding for project to include replacement is outlined.

4. Administration

Pump house security will be installed by Tom Therrien when on premises for Muddy Beach work.
Discussion on TAN loan proceeds as relates to funding needed for remainder of year is held.
Asset Management meeting is scheduled for Aug 15. Scheduling a meeting to review CIP is recommended.
Budget status is reviewed. Budgets are in line for 58% of year passed.
Initial review of water system storage needs shows that 90,000 gallons will be needed at Reinach.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 20 checks for a total of $57,879.91. Ralph Lutjen seconds. Checks and invoices are reviewed and discussed. Motion passed 2-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of 7/24. Ralph Lutjen seconds. Motion passed 2-0
Mike Smith makes a motion to approve the minutes of 7/31. Ralph Lutjen seconds. Motion passed 2-0.

7. Commissioners Reports

Ralph Lutjen discusses delay in having meeting with Rick Skarinka of DES. Recommends having a telephone conference or possible Commissioner trip to Concord to meet. Ralph Lutjen makes a motion to send email for proposed dates for telephone conference or visit. Mike Smith seconds. Motion passed 2-0.
Ralph Lutjen proposes establishing a new committee to focus on environmental issues and water quality of the ponds. Committee would examine VLAP reports; physical review of plants in and around the ponds; evaluation of storm water management report; conduct fact finding project on aquatic plants. One area would be the inlet of Middle Pea growth. Working group would be needed. Ralph Lutjen motion establish committee. Mike Smith seconds. Three to five members would be wanted. Ralph would be Commissioner representative. Jay Buckley outlines overgrowth at Middle Pea being visible; could paddle through that area in prior years; now shallow and grown over. Discussion on pond testing results and analysis needed to take protective action. Discussion continues on the ponds and quality; still good but need additional protection to avoid potential future problems. Motion passed 2-0. Mike Smith motion place on website for volunteers with background. Ralph Lutjen seconds. Motion passed 2-0.

Contact with engineer Paul Fluet will occur following this meeting.

8. Signature Items

Ralph Lutjen makes a motion to sign PO 263 in the amount of $3,000 for gravel. Mike Smith seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the letter to Jeff Tucker stating VDOE will continue with engineering services from Dubois & King. Ralph Lutjen seconds. Motion passed 2-0.
Boat parking through August 13 covered in correspondence.

9. Correspondence

Granite State Analytical has sent the weekly beach testing results; all clean. Highlight of numbers done.
Adam Leiser has sent input on the minutes of July 24.
Ford has sent notice of extension of warranty on the exhaust for the F-550.
Adam Leiser has sent a request the Board adopt a policy to not return to public session after a non-public session. No discussion as legal action by Board.
Resident has sent request to have a BBQ on the beach. This has been allowed before. Discussion on when and where the BBQ would occur is held. Request information from resident as to when the event would take place.
Resident has sent request to leave boat in Huttwil parking lot until moved to docks. Mike Smith motion approve through the 13th. Ralph Lutjen seconds. Motion passed 2-0.
Resident of 10 Upper Lakeview has reported low water pressure. Ian Hayes has been informed.
Resident of 1326 Conway Road has notified office of a leak before shut off valve in the house. Ian Hayes has been notified to shut down property at curb stop valve for repair.
Paul Fluet has sent analysis of recent data logger pressure readings; as well as a follow-up to Rick Skarinka of NH DES to schedule meeting with VDOE.

10. Scheduled Appearances

Adam Leiser asks for confirmation he stated intention to work with Board on Little Loop project; yes. Question on status of engineered project at meeting with Nick Sceggell during which Mr. Sceggell made changes to design as design was not fully prepared. Mr. Leiser questions working design and his stated unwillingness to approve. Mike Smith outlines need for VDOE to move forward with design in best interest of road drainage. Design approved by Board of Commissioners. Sign off requested from Mr. Leiser to proceed with project. Ralph Lutjen outlines option to use side-line easement on property if needed, preference is to have property owner grant the easement. Outlines update to removal of grass at resident’s request. Mr. Leiser outlines no formal response to his attorney on easement. Ralph Lutjen outlines response is in the updated drawing. Trees would be marked by contractor. Discussion continues on project and getting project completed this year. Adam requests formal response to his lawyer and engineer. Reiteration of drawings being updated as response. Mike Smith outlines property owner as stumbling block; approve or VDOE will pursue sideline easement over the winter. Adam responds that he has been working to get this done and has spent his own money to show that.
Ralph Lutjen requests Adam review letter and drawings. Letter read aloud by Adam Leiser. Question by Adam on reserve, Ralph Lutjen responds VDOE responsibility to maintain.
Discussion continues; Adam requests call with his engineer, states project could be done in more cost-effective manner.
Mike Smith states Board has approved design and is ready to move forward. Property owner approval needed at this time. Reiteration that contractor will mark the trees once engaged for the project.

Jay Buckley questions ability for VDOE to clean catch basins. Outline that Kelly Robitaille is on board with the design.

11. Other Business
12. Public Comments

Jay Buckley discusses the withdrawal from the Water System CRF for Muddy Beach. Reimbursement for the funds is pending Department of Revenue approval.
Discussion on 90,000-gallon water storage requirement calculated by the engineers. Information will be sent to DES for review.
Jay Buckley questions the 10,000-gallon tank at Summit previously discussed. Reiteration that the cost analysis will be done for inspection and lining vs. replacement.
Schedule for asphalt road maintenance is discussed. Capital Improvement Plan addresses these needs; commissioners are reviewing.
Paula Doyle states information on delays on Little Loop should not be placed on Mr. Leiser. Recommends move forward and get project completed. Mike Smith responds delays on both parts, mistakes on both parts.
As discussion continued; Board states that public comments are over. Objections stated.

At 9:52 am Ralph Lutjen motion adjourn. Mike Smith seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/08/CM073118.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/08/Agenda-073118.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/08/Action-Plan-updated-07-31-2018.xlsx"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
July 31, 2018

The Board of Commissioners met at 8:00 am on Tuesday, July 31, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy) residents Dorothy Wondolowski, Larry Leonard, Andrew Harteveldt and Adam Leiser. 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

Driveway culvert on Little Shore was installed yesterday. Area will be worked today. Porridge Shore work will be continued. Gravel will be needed for this area. Kelly Robitaille states an additional PO is needed for gravel. Mike Smith makes a motion to approve up to $3,000.00 for gravel. Ralph Lutjen seconds. Motion passed 2-0.
Kelly Robitaille outlines recent question on the discussion in May regarding mowing of the lawn. Discussion at the time related to highway department doing the mowing with a one-time expense to EPOA to purchase the mower. No action was taken as the EPOA had hired someone to handle the mowing. Ralph Lutjen outlines that the EPOA could benefit from the long-term savings of not paying someone to mow each year. Mike Smith outlines that the discussion has morphed into a thought that the VDOE had ulterior motives. Compost and some grass seed were placed into the area outside the new containment for the tax payer sand pile. Stabilization of the slope next to the area was the goal and it is being achieved. General discussion on moving forward, not getting caught up in the side shows. Doing the best for the VDOE is the primary rationale of all persons involved.
DES came to the District to review a hydraulic hose break last week. Area was properly cleaned up.
Equipment is good. Kelly Robitaille will be working on specs for 2019 truck, review of Grandval and a replacement for the York rake.
Porridge Shore and West Bergamo will be worked on.
Jungfrau work is discussed. Resident at 15 will be notified amount of pavement to be removed. Mike Smith motion send letter response by Aug 31. Ralph Lutjen 2-0.

3. Water

Muddy Beach pump will be installed next week. Electrician and SCADA programmer are being scheduled.
Status of tank project is outlined.
Mike Smith outlines recommendation from Jay Buckley for purchase of leak detection equipment. Ian Hayes has stated that there are other areas where money is better spent on the water system.

4. Administration

Discussion on water billing status. Report next week.
Mike Smith makes a motion to approve and send the July newsletter. Ralph Lutjen seconds. Motion passed 2-0.
Next Asset Management meeting is August 15 at 1 pm.
Ron Sandstrom will continue working on the mapping of the isolation valves.
Mike Smith has scheduled curb stop valve finding next week with Ian Hayes.
Ralph Lutjen outlines review for storm-water management by UNH T2 and representatives from DES. A plan is expected to be received from UNH T2. Some permits may be needed from DES for work at the Geneva Beach area to improve drainage and retention for protection of the pond.
No upgrades for the cabana area have been received from the Sherriff’s Department.
Mike Smith makes a motion to approve payroll in the amount of $6,299.23. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Motion passed 2-0.
July newsletter has been approved.
DES has accepted the second quarter report for water usage.
The analysis for the water meter installation has been updated. Ralph Lutjen is working on finalizing the spreadsheet. First year costs would be in the area of $600 per property owner for going to a metered system. Second year costs would be over $300 per property; analysis shows increase to the water bills if meters were installed.

5. Accounts Payable
6. Minutes

7-17 Mike Smith makes a motion to approve the minutes of July 17. Ralph Lutjen seconds. Motion passed 2-0
Mike Smith has not yet reviewed 7-24. Hold for next week.

7. Commissioners Reports

Mike Smith discusses Little Loop project. Mike Smith makes a motion to move forward with Dubois & King design; Board will sign design and send to resident for signatures. Ralph Lutjen seconds. 2-0. Mike Smith makes a motion to include August 21 date for response and signed easement for project to be done this year. Ralph Lutjen seconds. Motion passed 2-0.
Discussion on notifying Treasurer that Nancy Cole cannot be Deputy Treasurer as it is a conflict of interest.

8. Signature Items
9. Correspondence

Granite State Analytical has sent the weekly beach testing results; all are clean.
The question regarding lawn mowing has been discussed.
Recommendation to purchase leak detection equipment has been received and discussed.
The Treasurer has sent the account balance information as stated last week.
Nancy Cole cannot be Deputy Treasurer as it is a conflict of interest. However, the office can be assigned to handle deposits should the Treasurer not be available.

10. Scheduled Appearances
11. Other Business

Discussion on the proposed locations for the exercise stations for the EPOA is held. Request to move location at Eidelweiss Beach to the right of current location so as to not interfere with the basketball court. Geneva Beach area will be looked at by the Commissioners. Discussion ensues with Andrew Harteveldt outlining the EPOA plan which is in preliminary stages. New area will be marked out.
Federal Piping will be reviewing pipes under the lodge for any updates needed.
Mike Smith makes a motion to have Federal Piping review Jungfrau for propane installation. Ralph Lutjen seconds. Motion passed 2-0.

12. Public Comments

Larry Leonard questions denial for parking at the Huttwil lot. Ralph Lutjen outlines seasonal as long-term parking over 4 months; not temporary. Inappropriate use of parking lot is outlined. Larry Leonard outlines VDOE parking lot for use by residents maintained by tax dollars. Larry Leonard states 8 – 10 week request is temporary. Mike Smith recommends an update to the Ordinance if resident wants to change parking restriction. Mr. Leonard looking for definition of temporary, has modified request.
Larry Leonard outlines issue at his driveway from water system flushing this spring. Culvert is blocked and needs to be cleaned.
Adam Leiser outlines definition of temporary as not permanent. Supports parking request. Paula Doyle adds that she also supports request to park in the lot.
Paula Doyle outlines issue with Ralph statement of not reading posts. States Board is not open to criticism or input from the residents. States that new people have different ideas. Suggests Board sit down with people who may be interested in meters prior to releasing analysis. Paula requests resignation of Ralph Lutjen for stating he doesn’t care or listen to the message boards. Ralph responds that he will not take his time to review information that is not factual – spends time handling items that are in best interest of VDOE. Paula iterates that dialogue needs to be open and Board should be responsive.
Mike Smith responds to water meter analysis comments. Paula states that information should be reviewed with residents prior to release. Mike Smith outlines information still being completed.
Jay Buckley recommendation for leak detection equipment purchase is discussed. Paula outlines communicating with residents; process should be improved.
Andrew Harteveldt outlines that the suggestion for EPOA purchase of a lawn mower and VDOE to handle the mowing is a good idea. Thanks Ralph Lutjen for outlining suggestion accurately and EPOA can look at this next year.
Andrew recommends that the office be notified of any canoes on the beaches at the time they are seen so DPW can post.
Andrew discusses merry-go-round. Ride is being sent for sand-blasting and cleaning. Andrew outlines that many people in Eidelweiss care and would like to contribute. Manners of how persons communicate and responding to that appropriately is outlined as way to succeed. Use the community for help and involve them. States including persons in the dialogue may change the outcome. Urges Board to include and enable two-way dialogue. Having residents review suggestions when they make them and deliver the results to the Board is outlined as a way to involve additional people. Empower the residents and tax-payers by delegating work to others.
Andrew outlines involvement by persons who want to help as having long term benefits.
Adam Leiser would like to know the amount of dollars spent on Little Loop this year. Adam questions if Paul Fluet discussed design with his engineer following July 6th email. Mike Smith states he assumes Paul Fluet did, was not confirmed.
Paula questions why VDOE did not use original design submitted by resident. States appearance that VDOE spent dollars unnecessarily.
Larry Leonard outlines inventory done a few years back did not include any leak detection equipment. Leak detection by the professionals of GSRWA is proper for the District as they have the most up to date equipment.
States involvement of new people is good.
Dorothy Wondolowski asks if access to EPOA site from VDOE website had changed; it has not.
Larry Leonard discusses completion of Little Loop project. States should be done by now.
States use of DPW could also be helpful.
Adam Leiser asks if concerned that the VDOE engineer did not reach out to the resident’s engineer. Mike Smith outlines difficulty of working between two engineers who did not agree on which manner of proceeding is best; VDOE choice is VDOE design. Adam would like to know how no consensus between the two engineers can be stated when Paul Fluet did not reach out to Mr. Rines. Adam Leiser claims that tax payer money has been wasted. Mike Smith states that if mistake was made, it is being corrected now by choice of VDOE plan.
Adam continues with statement that job could be done in less costly manner. Has tried to save money for the District.
Larry Leonard outlines that Little Loop should be on Action List. Also states that work orders should be used as a tool to eliminate items dropping through the cracks.

At 9:30 am Mike Smith motion non-pub 91-A:3, II (D) Property. Ralph Lutjen seconds. Motion by roll call vote Mike Smith yea, Ralph Lutjen yea. Motion passed 2-0.

Mike Smith makes a motion to seal the minutes of the non-public session. Ralph Lutjen seconds. Motion by roll call vote Mike Smith yea, Ralph Lutjen yea. Motion passed 2-0.

At 9:43 am Mike Smith makes a motion to exit non-public session and adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
July 17, 2018

The Board of Commissioners met at 8:00 am on Tuesday, July 17, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy) and resident Adam Leiser. 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. Ron Sandstrom seconds. Add Non-Public. Motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille discusses the backhoe. Part was shipped to wrong address. Backhoe will be completed upon receipt of the part.
Diesel Works has offered to purchase the Volvo software for the District equipment. Hourly rate will be obtained. This proposal will be looked into going forward. Kelly Robitaille will pursue additional information.
A run-in with a resident was reported to Madison Police recently. Mike Smith makes a motion to go into non-public session. Ron Sandstrom seconds. Roll-call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea. Motion passed 3-0.
Mike Smith seal minutes. Ron Sandstrom seconds. Motion passed 3-0.
Scheduling is good. Grading has been worked on due to lack of backhoe to clean culverts.
Gravel is good. Sand PO exists for stock-piling.
Information on piling brush will be posted prior to cutting limbs.
A real estate sign on Middle Shore will be removed and stored.

3. Water

The leak on Lugano is being repaired today.
Mike Smith will schedule the curb stop locating with Ian Hayes.
Meeting with Rick Skarinka of NH DES is being scheduled.

4. Administration

A safety meeting will be scheduled for August.
The cash flow report is reviewed and discussed. Updates are being done to the report to obtain the most accurate information for the Board to review. The averages will be updated to remove the loan payments and recalculated to improve accuracy.
Asset management team is working on a cost and benefit analysis for tanks.
Mike Smith makes a motion to approve payroll in the amount of $7,756.68. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Running total on any comp time will be kept. Discussion on possible development of comp time policy for the VDOE is held. Motion passed 3-0.
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5. Accounts Payable
6. Minutes

Mike Smith makes a motion to approve the minutes of 7-10. Ralph Lutjen seconds. Motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen outlines completion of 5-year average analysis for expenditures. Accounts which show the highest increases show readily; salaries and employee benefits highlighted.
Update will be done to purchase order log; amount expended and remaining will be shown. Review can be done in fall to update/close any remaining purchase orders. Updates to the monthly reviews by the Board will continue. Discussion on removal of full amount of purchase orders is held. This will not be done going forward so Board sees actuals. Review of purchase order log will be added to monthly reviews.
Thursday morning meeting with North Conway Water Precinct is set for 9 am. Meeting has been posted.
Ron Sandstrom discusses report on CRF withdrawals. Ralph Lutjen outlines plan to include these transactions in the monthly reports.
Ron Sandstrom discusses posting on info-board regarding comp time policy; posting states it was passed and it is only being looked into.
Ron Sandstrom discusses moving meetings back to Monday morning. Agenda can be completed Friday and posted. Ralph Lutjen discusses not being available on Monday mornings regularly. Publishing agenda is goal for Ron.
Mike Smith outlines completion of water meter cost analysis. First year costs would double the water rate; ongoing costs would be $489 per year. Does not include costs that the homeowners would incur for installation of the meter. Mike Smith motion send to asset management team. Ron Sandstrom seconds. Motion passed 3-0.
Ralph Lutjen motion post to website. Ron Sandstrom seconds. Motion passed 3-0.

8. Signature Items

Mike Smith makes a motion to sign PO 258 in the amount of $250 for purchase of the culvert for the driveway at 16 Little Shore. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign PO 259 in the amount of $1,600 for purchase of ledge pack. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign PO 260 in the amount of $275 for purchase of a limb attachment for the chainsaw. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign PO 261 in the amount of $3,000 for purchase of sand. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign PO 262 in the amount of $3,000 for purchase of Sodium Hydroxide for the water system. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to Larry Leonard regarding the recent visit from DES. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to Ted Foley regarding the recent visit from DES. Ralph Lutjen seconds. Motion passed 3-0.
Ralph Lutjen makes a motion to sign the letter to Mark Graffam responding to a recent email. Mike Smith seconds. Discussion on the overage classification as immaterial in audit standards is held. Statement responds to issue raised in the email. Motion passed 3-0.
Mike Smith makes a motion reconsider the parking request from Larry Leonard. Ralph Lutjen seconds. Discussion on re-submission of trailer/boat parking request following denial. Parking lot is for temporary parking; seasonal is not the intent for use. Motion failed 0-3.
Mike Smith makes a motion to approve Jeff DeMartino’s time off. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion approve Kelly Robitaille’s time off. Ron Sandstrom seconds. Motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the weekly beach water test results. The beaches are clean.
The EPOA would like an opportunity to look at the merry-go-round and advise if it needs to be removed or if it can be repaired.
91-A requests for draft minutes have been received and responded to.
David Maudsley has submitted a water usage survey report.

10. Scheduled Appearances
11. Other Business

Meeting has been requested for scheduling Rick Skarinka of DES and engineer Paul Fluet regarding water system status.
Awaiting status update from Paul Fluet on Little Loop projects. A follow up call will be made to Paul Fluet following meeting.

12. Public Comments

Adam Leiser discusses the Treasurer report that was listed as due today. Communication will be done with Dinah Reiss by the Board to discuss status of report.
Discussion on request by Larry Leonard to park his boat/trailer is questioned by Adam Leiser.
Denial reason is long-term, not temporary parking.
Discussion on line items and over-expending of overtime line is held. Adam Leiser questions the line items and how they are set. A clarification of the overtime line and part time line item within the highway budget is given.
Draft minutes discussed. Adam Leiser states that no correction was made by Board. Request for draft minutes is made. Adam Leiser outlines release of draft minutes showed that comp time was not approved; beneficial to District. Ron Sandstrom outlines the occasional typographical error that is updated on the drafts. Adam Leiser states intent to continue to request draft minutes.
The water bill is discussed. Adam Leiser outlines the division that the water rate can create as persons take issue with the flat rate. Information on meter analysis will be distributed.
Report by David Maudsley on water usage is discussed. Adam questions validity. Adam questions if Commissioners view the report as valid. Ron Sandstrom highlights not VDOE report; report by individuals. Discussion on assumptions used for report. Ralph Lutjen outlines Board has no position on report. Adam highlights percentages that remain the same and can show variations within usage.
Adam Leiser highlights working together, responding to report is recommended. Mike Smith highlights number of persons using water is what drives the usage; making an assumption based on cars is not accurate.
Discussion on comp time and tracking hours until a policy is developed is outlined. If no policy is approved; employee would be paid out the two hours in question on this payroll.
Action by two Commissioners is discussed. Outline of a quorum is made. Research should be done and not held for a full Board.

At 9:57 am Mike Smith non-public. Ron Sandstrom seconds. Motion by roll call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea. Motion passed 3-0.

No motions were voted during the non-public session.

At 10:38 am Mike Smith makes a motion to exit non-public session. Ralph Lutjen seconds. Motion passed 3-0.

Public Session resumed:
The Commissioners have a discussion on the Communications Committee and support rotating the Chair position.

At 10:40 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds. Motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator