[gview file="https://vdoe-nh.org/wp-content/uploads/2018/05/CM050118.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 1, 2018

The Board of Commissioners met at 8:00 am on Tuesday, May 1, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille, Treasurer Dinah Reiss, Josh McAllister of HEB Engineering and resident 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. Ron Sandstrom seconds. Motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille recommends removal of the spring road weight limitation. Ron Sandstrom makes a motion to remove the road weight limit postings. Mike Smith seconds. Motion passed 3-0.
Kelly Robitaille discusses obtaining Calcium Chloride (CaCl) for use on roads this summer. Mike Smith makes a motion to approve purchase of up to $1,500 for CaCl. Ron Sandstrom seconds. Discussion is held on use for dust control and following grading of a road. Motion passed 3-0.
Kelly Robitaille reports that some work was done on canoe racks. Many of the racks didn’t have a bottom board; boards were added as needed. Work is still needed on the racks at Eidelweiss Beach; they are currently under water and not accessible.
Gravel is being hauled for roads and pot holes are being filled as needed. The edges of the roads are still soft; full grading will wait.
Culverts will be cleaned; Eidelweiss Drive at #68 and Winnegon Road at #13 included.
The budgets are reviewed. General Government heating is at 92%; $4,300 remains between part time and overtime highway salary lines when combined. Discussion is held on the need for part time personnel. Highway repair line item is high; $6,600 is due to Liberty. Discussion is held on establishing a work plan for the summer with a focus on cleaning culverts and ditches to protect the budget lines. Crack sealing on asphalt roads will also be planned. Increasing budgets for winter portions; sand, salt, fuel, heat next year is discussed.
Congratulations to Jeff DeMartino for completion of the NH Department of Environmental Services Culvert Maintainer and Certified Installer course. Both members of the crew are now certified.
At 8:25 am the camera is requested to be turned off for protection of Loon Preservation Committee equipment; at 8:27 am filming resumes.
Mike Smith makes a motion to allow Mike Smith to regulate the water level of the ponds by instructing the DPW on the installation and removal of boards from the dam for loon nesting. Ron Sandstrom seconds. Motion passed 3-0.
A non-public session will be scheduled for next week.

3. Water

Ian Hayes will be in attendance next week.
The electrical work at Muddy Beach has been completed with all wiring run and variable frequency drive installed.
Ralph Lutjen discusses the completion of the draft bid documents and maps for the Reinach Pressure Zone by Paul Fluet. Ralph will review the documents and submit recommendations to the Board and Paul Fluet.
The status of the loan application for the tank inspection is discussed by Treasurer Dinah Reiss. The interest rate on the loan will be reviewed for adjustment every five (5) years of the loan repayment. Notice of an interest change will be received by the VDOE 120 days in advance. Closing of the loan can be set by the Commissioners. Mike Smith recommends next week. Dinah Reiss will work on obtaining the necessary documents for signing. Mike Smith makes a motion to contact Mass Tank for confirmation of May 14th as the scheduled date for the inspection of one of the Reinach tanks and the large tank at the Summit. Ralph Lutjen seconds. Motion passed 3-0.
Discussion is held on high pressure complaint from resident on Oak Ridge Road. This will be discussed with Ian Hayes next week. The billing to the resident on Diessbach for emergency services will also be discussed.

4. Administration

A safety meeting will be scheduled.
$154,000 has been collected to date for water usage.
An Asset Management meeting was held last week. The Capital Improvement Plan is being updated to reflect proposed expenditures and an accumulated total of recommended funding for each project.

5. Accounts Payable

Mike Smith makes a motion to approve 9 checks for a total of $16,957.12. Ron Sandstrom seconds. Checks and invoices are reviewed and discussed. Motion passed 3-0.
The check held last week to Chadwick-BaRoss for road grader service is discussed. Itemization of the bill received will be discussed with Kelly Robitaille.

6. Minutes

Mike Smith makes a motion to approve the minutes of April 20 as presented. Ralph Lutjen seconds. Motion passed 2-0-1 with Ron Sandstrom abstaining as he was not present.

7. Commissioners Reports

Ron Sandstrom congratulates the Kennett High Robotics team on their appearance in the Robotics World Championship; the girls won the Excellence in Programming award.
The Muddy Beach statement posted last week regarding the withdrawal of $42,000 from the Water System Capital Reserve Fund is held. Ron Sandstrom outlines the review of the statement by the Auditor and recommendation of wording changes suggested by her resulting in the titling of the document as a joint statement and then removing that title at her request. Ralph Lutjen outlines the audit as a stand-alone document and that the auditor will not issue a statement regarding the intention to return the $42,000 to the reserve fund.
The resident meeting planned for May 5th is discussed. Ron Sandstrom reviews the history of distrust within the District regardless of who the Commissioners are as evidenced by review of postings on resident sites. Changing the environment is discussed.
Mike Smith discusses having an engineer review Grandval Way and Burgdorf for creation of a 2019 article for the warrant for updating the roads to Class V standards. Mike Smith makes a motion to have the engineer review the roads with Kelly Robitaille for creation of an estimate. Ron Sandstrom seconds. Discussion is held on the road; it’s narrow, has rocks, needs drainage and the warrant did not include the dead end section. The dead end could be beneficial for putting snow from the area. The reclassification will cost money; do the analysis this year. Motion passed 3-0. Ralph Lutjen discusses being mindful of the engineering budget. Mike Smith makes a motion to have Kelly Robitaille begin the review of Grandval and Burgdorf. Ron Sandstrom seconds. Discussion on focus of review being protection of equipment and safety for employees is held. Motion passed 3-0.

8. Signature Items

Mike Smith makes a motion to sign the five (5) recommended letters to neighbors who abut the aquifer included in the recently completed Source Water Protection Plan. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the requests for use of the lodge on May 26 and July 14 submitted by the EPOA. Ron Sandstrom seconds. Motion passed 3-0.
Discussion is held on the EPOA Annual meeting agenda for this year; no report from the Commissioners is requested as the EPOA will be having an Eidelweiss Neighborhood Watch Program discussion with the Police.

9. Correspondence

Bank of New Hampshire has sent the loan information discussed earlier.
Bill Copeland of Oak Ridge Road has sent a complaint about high water pressure. This will be discussed with Ian Hayes next week.
Jay Buckley has forwarded a post regarding the VDOE capital reserve funds that is posted on Mark Graffam’s Fans of Eidelweiss Facebook page. The information does not match the records of the District as supplied by the Trustees for January 1, 2018.
Rick LaTouch of Little Shore has sent a thank you to Ron Sandstrom for clarification of the name change on the Muddy Beach finance information.
Adam Leiser has sent an email regarding the monthly communication bulletin and posting of draft minutes. Ralph Lutjen discusses the lack of information in the monthly communication bulletin regarding any VDOE project status. Ralph Lutjen makes a motion to disband the Communication Committee. Mike Smith seconds. Discussion ensues with Ron Sandstrom requesting the Board give this new committee a chance; it was the first bulletin. Ralph Lutjen discusses real information that should be included; bleeders off, flushing, equipment status, etc. Ron Sandstrom outlines the inclusion of three new persons from the District that have not served on a committee before. It’s important to keep the new people involved to change the attitude towards the officials. Mike Smith adds that the chair is acting on his own; this email is not from the committee. The meeting scheduled for 8:45 am Saturday is questioned; a 15 minute meeting is planned? Ron Sandstrom continues discussion on giving the committee a chance to give meaningful input. Ralph Lutjen withdraws the motion.
Larry Leonard has sent notice that the culvert under his driveway is blocked with a request to clean prior to flushing of the valves near his property to keep the water in the ditch.
Lynn Kalinowski has sent a message regarding ability to specify a rack level when registering for a canoe rack space.
Derek Way of Bern Drive reported a trash dump at the Bern-Huttwil loop. The DPW has cleared the area.
NH Municipal Association has sent the bi-weekly News Link and the weekly Legislative Bulletin.

10. Scheduled Appearances

Josh McAllister of HEB Engineering has joined the meeting to discuss engineering for road projects. The Commissioners outline the desire to have an engineer that is locally based for road projects. Receipt of plans that cannot be implemented due to cost is discussed; this is expensive and yields no return for the District. Moving forward with a partnership to not spend engineering dollars on multiple versions of the same project is discussed. Josh McAllister highlights the benefit of a local engineer is the ability to view and review a site location during the design phase of a project. The ability to interact with and respond to clients is much greater when the client is close; HEB Engineering limits the distance for which they will contract with a client for this reason. Mr. McAllister outlines that HEB works with many municipalities in the area; they are aware of budget constraints and annual meeting time line needs. Meeting on site during design and having a clear understanding of what is practical and realistic to install/create is easier and can be more spontaneous with a local engineer. Practical solutions versus strict technical solutions are discussed. Ralph Lutjen outlines a recent recommendation to increase a culvert under Eidelweiss Drive to a large culvert that would be deeper than the current road bed as an example of a technical design solution that is not practical; the culvert being replaced has not overflowed in 40 years. Josh McAllister states that ability to do site review and familiarity with underlying surfaces within the Mt. Washington Valley area is a benefit to working with HEB.
Mr. McAllister will send a price sheet outlining annual services available with associated hourly charges. Each project would then receive its own Scope of Services agreement. Mr. McAllister adds that working with another engineering firm for any water related items effecting a road project is not an issue; general standing practice for the firm.

Mike Smith leaves the meeting at 9:45 am.

11. Other Business
12. Public Comments

Treasurer Dinah Reiss discusses the classification change to Class V for Grandval Way and the lower portion of Burgdorf Drive. If the roads are costly to bring to up to Class V status, a 2019 Warrant Article will be used.
Treasurer Dinah Reiss discusses the Muddy Beach funding posting; recommending a correction of the word “or” to the word “and” as it appears in the amendment to the 2017 Warrant.
Treasurer Dinah Reiss recommends the Board meet annually with the Auditor.
Ralph Lutjen makes a motion to develop a policy for transfer of water hook-up charges from the Water Extension Fund upon receipt of the expense. Ron Sandstrom seconds. Motion passed 2-0.
Treasurer Dinah Reiss outlines that $87,000 will need to be transferred from the operating account to Capital Reserve Funds prior to the end of the year.
Discussion is held on budget status, expenditures, review of fund levels and accounting practices.
Resident Gloria Aspinall discusses a tree that is leaning out over the water near #41 Eidelweiss Drive and some stumps that are in the area. The DPW will be informed.

At 10:05 am Ron Sandstrom 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/2018/05/CM042018.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 20, 2018

The Board of Commissioners met at 8:00 am on Friday, April 20, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille and resident 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. Ron Sandstrom seconds. Motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that grader blades will be needed; cost is $275. Mike Smith makes a motion to approve purchase of grader blades in the amount of $275. Ron Sandstrom seconds. Motion passed 3-0.
The F-550 has been transported to MacDonald Motors to have the frame checked. If straight, the remaining repairs will be completed, if bent, the insurance company will be contacted.
Kelly Robitaille reports that culverts are being checked. Marker posts will be replaced as needed.
Kelly Robitaille states that sign posts will be needed. Pricing will be checked locally as shipping costs are high from the current provider.
The cost of the recent grader service is discussed; $1,080.14. The invoice does not include number of hours, hourly rate or a description of material disposed; but does include expenses for these items. Mike Smith makes a motion to request additional breakdown. Ralph Lutjen seconds. Motion passed 3-0.
Kelly Robitaille is still reviewing available front-runner style rakes to replace the current York rake.
The repair to the Terra-Star for the damaged axle stated to be caused by rear-wheel slip is discussed. Kelly Robitaille has reached out to other municipal departments for problems they may have had with a Terra-Star. One department stated that they completed a $1,700 upgrade to the truck that helps reduce the potential of this failure occurring. Overall, the forum does not give favorable reviews of performance for the Terra-Star.
Ron Sandstrom compliments the crew on the road conditions last Sunday morning; roads outside VDOE were in much poorer condition. Kelly Robitaille adds that the rubber plow edges purchased previously made a big difference with clearing the roads for this last storm.
The International 7400 has had the sander removed to facilitate the beginning of hauling gravel.

3. Water

The delivery to Grundfos of the non-working pump received last October has been confirmed. Ed Russell of Maltz Sales is working with Grundfos to expedite the warranty review for this pump.
Mike Smith makes a motion to send a confirmation email to Mass Tank for the tank inspections scheduled for May 14. Ron Sandstrom seconds. Ralph Lutjen discusses the status of the loan and having confirmation that the loan is approved prior to confirming the schedule with Mass Tank. Treasurer Dinah Reiss will be asked to proceed with the loan application. Mike Smith withdraws the motion. Ron Sandstrom makes a motion to contact Mass Tank for schedule confirmation once Treasurer Dinah Reiss has confirmed the loan is approved; with a copy to be sent to Ian Hayes. Ralph Lutjen seconds. Motion passed 3-0.

4. Administration

The motion log has been distributed and is reviewed.
The monthly cash flow report is reviewed and discussed.
The security panels for the pump houses have been ordered through Electrical Installation.
The monthly VDOE newsletter is reviewed. Mike Smith corrects Loon Society to Loon Preservation Society. Ron Sandstrom makes a motion to send the newsletter with the correction to Loon Preservation Society. Mike Smith seconds. Motion passed 3-0.
The Asset Management committee is scheduled to review the CIP document details. Ron Sandstrom is working on the mapping data.
Muddy Beach financing of 2017 is reviewed and discussed. A summary with recommended action has been created. Ralph Lutjen will make additional modifications to the document for clarity. Discussion on review by auditor prior to posting on the website is held. This will be done. Once final, document will be placed on the VDOE website with a copy to other sites requesting placing of a link to the document on the VDOE site.
The number of remaining spaces on canoe racks for each beach after completion of the initial registration is give; all beaches have space available should a property owner wish to register a rack space. Discussion is held on checking the racks prior to the season beginning. Having the DPW check the racks is outlined as an option; hiring a contractor to check and repair is outlined as an alternative option. Mike Smith makes a motion to have the DPW check the racks and report any needed repairs. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to approve payroll in the amount of $5,927.49. Ron Sandstrom seconds. Report and time cards are reviewed and discussed. Motion passed 3-0.

5. Accounts Payable

Mike Smith makes a motion to approve 14 checks for a total of $8,927.42. Ron Sandstrom seconds. Holding of the check to Chadwick-BaRoss for response to the previously discussed invoice questions is discussed. Mike Smith moves to amend the motion to approve 13 checks for a total of $7,847.01. Ron Sandstrom seconds. Discussion ensues on the request from a resident billed for emergency services to have the number of hours billed reviewed for reduction is held. Mike Smith makes a motion to request back up verification from Ian Hayes. Ralph Lutjen seconds. Motion passed 3-0. Motion to approve manifest of 13 checks passed 3-0.
6. Minutes

Mike Smith makes a motion to approve the minutes of April 3. Ralph Lutjen seconds. Motion passed 2-0-1 with Ron Sandstrom abstaining as he was not present.
Mike Smith makes a motion to approve the minutes of April 10. Ralph Lutjen seconds. Motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen reports that the spring water run off testing was done this week; the 24 samples have been brought to the State Lab. Ralph Lutjen makes a motion to send a thank-you letter to Bob Borchers for his work during the spring testing. Ron Sandstrom seconds. Motion passed 3-0.
Ron Sandstrom states that he is hopeful the longer term results of the Communication Committee will show improvement in the overall perception of the District.
Mike Smith makes a motion to contract Barry’s Tree Service subject to receipt of the requested easements for Little Loop Rd. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith discusses use of remaining encumbered funds from the 2017 Lodge project to repair the piping under the building in the crawl space. Mike Smith makes a motion to use the encumbered funds to have the plumber replace and property install water lines in the crawl space under the lodge. Ron Sandstrom seconds. Discussion on obtaining an estimate to determine if the remaining funds are adequate to cover the cost is held. Mike Smith withdraws the motion. Ron Sandstrom makes a motion to get an estimate for replacement of the water lines in the crawl space under the lodge. Ralph Lutjen seconds. Motion passed 3-0.
Nancy Cole outlines that the inspection was completed at the Lodge this week with Madison Fire Chief Richard Clark and Code Enforcement Officer Bob Boyd. A Certificate of Occupancy will be created as one is not on file with the Town. Occupancy will differ between a seating only meeting style use and a table and chair dinner style use of the main room.
Mike Smith discusses that all Communication Committee information distributed for posting on other sites is to direct the reader to the District site.

8. Signature Items

Mike Smith makes a motion to sign PO 247 in the amount of $5,000 for gravel. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign PO 248 in the amount of $275 for a new trimmer. Ron Sandstrom seconds. Motion passed 3-0.
PO 249 in the amount of $1,080.14 for grader repairs will be held.
Mike Smith makes a motion to sign the letter to the property owner of 4 Little Loop to request the easement be executed. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to the property owner of 6 Little Loop to request the easement be executed. Ralph Lutjen seconds. Motion passed 3-0.

9. Correspondence

Property owner of 18 Diessbach has sent a request for a reduction in the amount billed for the emergency repairs at the property.
Larry Leonard has sent a request for an explanation of the 2017 Muddy Beach project funding. The response will be sent once review by the auditor is completed.
Granite State Analytical has sent the monthly water system testing results; bacteria are absent, pH is low.
NH Department of Environmental Services has announced a new Asset Management Database that is available on the DES website. Mike Smith makes a motion to have Nancy Cole review and report on the new DES Asset Management database. Ralph Lutjen seconds. Motion passed 3-0.

10. Scheduled Appearances

Resident Gloria Aspinall recommends checking of the playground equipment in addition to the canoe racks. Ralph Lutjen makes a motion to have the DPW check the playground equipment. Ron Sandstrom seconds. Motion passed 3-0.

11. Other Business

The Communication Committee has recommended the VDOE purchase a laptop for use by the office. Current use of personnel equipment is outlined. Mike Smith makes a motion to price and purchase a lap top from the Office Equipment Capital Reserve Fund. Ron Sandstrom seconds. Motion passed 3-0.
Upgrading of QuickBooks is also recommended by the Communication Committee. Ron Sandstrom makes a motion to price an update for QuickBooks that will include batch billing and integration of purchase orders. Mike Smith seconds. Motion passed 3-0.
The Communication Committee is also recommending the District publish agendas one business day prior to any meeting. As the Commissioners meet weekly, it is impractical to post the agenda.
The Communication Committee is recommending usage of the updated daily water usage spreadsheet which incorporates the historical summary and charts. This will be reviewed when the April water usage report is generated.
Dr. Jamie Houle of UNH Storm-Water Management has notified the District that work is beginning on preliminary drawings and drainage recommendations from last year’s survey for submission to the Board.
Ron Sandstrom questions if DES permits are needed for the Little Loop project. Mike Smith makes a motion to send the question to Paul Fluet. Ron Sandstrom seconds. Motion passed 3-0.

12. Public Comments

Ron Sandstrom congratulates the Kennett High School robotics team on making the World Championship. Good job and good luck!!

The Board of Commissioners will not meet Tuesday, April 24.

At 9:25 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds. Motion passed 3-0.
Respectfully submitted,
Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/04/CM041018R.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 10, 2018

The Board of Commissioners met at 8:00 am on Tuesday, April 10, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille, resident Adam Leiser, Water Operator Ian Hayes (8:30) and Treasurer Dinah Reiss (8:40). 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. Motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that tree limbs will be trimmed and brushwork along roads is planned for this week. The trimmer is not working. Ralph Lutjen makes a motion to approve purchase of a trimmer in the amount of $275. Ron Sandstrom seconds. Motion passed 3-0.
The York rake is discussed; axle is bent, rake does not hold the roads properly. Replacing the rake with a front-runner style is recommended by Kelly Robitaille for more efficient raking of dead ends. First estimate received is $4,000 from Allied Equipment, additional vendors will be checked with for pricing.
Pot holes are being filled where possible.
Repairs are beginning on the F-550
Service was completed last week on the road grader; batteries were changed and the computer reset.
Boards are out of the dam for run-off.
Ralph Lutjen discusses trees along roads that are being nicked by plow blades. Kelly Robitaille will mark and note the trees so that pricing for removal can be obtained. The option of removing trees by section of the District over a course of a couple of years is discussed; this will be dependent upon pricing for the removal of the trees.

3. Water

Ian Hayes reports that bleeders will be off this week. Flushing will be scheduled for the end of the month.
SCADA programmer Tom Therrien has delivered the Variable Frequency Drive for the second pump at Muddy Beach. Electrician Justin Montelin has been informed.
Mike Smith discusses shipping of the second pump. Mike Smith makes a motion that if no response to the request for shipment of the pump is received from Maltz Sales, another vendor will be chosen. Ralph Lutjen seconds. Motion passed 3-0.
Ian Hayes states tanks to be inspected will be opened mid-May. Once the tank at Reinach is exposed, the road will be blocked off for protection of the area. A hatch may need to be created at the summit pump house to allow access for the inspection equipment. If needed, this will be done.
Leak detection efforts will continue in the spring; zones will be isolated and checked. Areas of suspicion will be checked with leak detection devices by Granite State Rural Water as has been done in the past. Discussion of alternative options for leak detection is held. Ian Hayes outlines that the submitted options are invasive and used most effectively in large cities and areas with redundant pipes.
Electrician Justin Montelin is scheduling the work for the Muddy Beach pump house. Norm Garside will be informed of the dates upon receipt.
Ian Hayes will submit a list for spring work that is needed for the water system.

4. Administration

Mike Smith states that a safety meeting will be scheduled.
Avitar is working on extracting the original data for verification of the updated data; once completed the new maps can be created.
Mike Smith makes a motion to approve payroll in the amount of $5,378.88. Ron Sandstrom seconds. Report and time cards are reviewed and discussed. Motion passed 3-0.
The daily water usage report for March is reviewed and discussed.
The first quarter water usage report has been filed and accepted by NH Department of Environmental Services. The quarterly usage is in line with historical averages.

5. Accounts Payable
6. Minutes
7. Commissioners Reports

Ralph Lutjen discusses that he met with Bob Wirling to review the Little Loop construction design. Quote of $10,500 has been received; this does not include tree removal. Attorney Chris Boldt is working on the easements for #4 and #6 Little Loop. Mike Smith makes a motion to accept the quote from Bob Wirling for $10,050*. Ron Sandstrom seconds. Adam Leiser questions the plan; plan is as presented at Annual Meeting. Discussion ensues on the plan. The need for addition of a grate along the driveway at #3 Little Loop will be evaluated and pursued if needed once the remainder of the project is completed. Ron Sandstrom invites Adam Leiser to have his engineer submit any concerns he may have after review of the plans. Discussion on pursuing the plan as created by the VDOE engineers is held; if the crowning of the road and catch basin across the street does not stop the water crossing the road, a grate will be pursued for the driveway at #3. Mike Smith states intent to call the vote. Ron Sandstrom requests to allow 1 week for submission of any input from Mr. Leiser’s engineer. Motion passed 2-1 with Ron Sandstrom against approval without granting time for input.
Ralph Lutjen discusses the receipt of the engineering proposal for Saint Moritz at Basal. The proposal is costly; over $5,000 just for the drainage study – the design for the drainage would be additional.
*Typo corrected after publication(was $10,500); republished 4/27/18
8. Signature Items

Request for use of Huttwil parking lot for a 6-wheel dump truck until the first week of May has been received. Mike Smith makes a motion to approve use of the parking lot for the 6-wheel dump truck until the first week of May. Ron Sandstrom seconds. Discussion on limited time that truck will be in the lot is held. Motion passed 3-0.

9. Correspondence

Resident Adam Leiser has sent a question regarding establishment of the easement needed at his property. This is in process.
Avitar Associates has sent a statement that the extraction of data is being worked on and will be sent.
NH Municipal Association has sent the weekly Legislative Bulletin.

10. Scheduled Appearances
11. Other Business

Ron Sandstrom outlines yesterday’s Communication Committee meeting. Property owner Paula Doyle has stated interest in becoming the fifth member of the Committee. Discussion ensues on a 5 person board being beneficial as it allows for additional input and distribution of work efforts. The limits of a three person board are discussed. Ron Sandstrom makes a motion to set the Communication Committee as a five (5) person board. Ralph Lutjen seconds. Motion passed 3-0. Mike Smith makes a motion to withdraw last week’s motion to set the Communication Committee as a three (3) person board. Ralph Lutjen seconds. Motion passed 2-0-1 with Ron Sandstrom abstaining as he was not involved in the original vote. Ron Sandstrom makes a motion to appoint Paula Doyle to the Communications Committee. Ralph Lutjen seconds. Motion passed 3-0.
Ron Sandstrom discusses re-arranging the office set up to allow Nancy Cole to have access to a computer during meetings. Ron Sandstrom makes a motion to move the office desk area. Ralph Lutjen seconds. Motion passed 3-0.
Discussion is held on separating the VDOE logo from the Eidelweiss crest. An initial mock-up of an idea has been created and is reviewed. Ability to trade-mark the logo once developed is discussed as beneficial reason for changing. Offering a design a logo contest among residents is discussed as an option.
Posting of draft minutes has been requested from the Communications Committee as a means of quicker release of information. Mike Smith makes a motion to allow only approved minutes to be posted on the website. Ralph Lutjen seconds. Discussion ensues on getting information out to the public in a quicker manner. An option of creating a list of key topics for information that would be desirable for quickest release can be submitted to the Board for consideration. Adam Leiser outlines that other websites get some information out before the District; this creates challenges. Adam adds that the Communication Committee is attempting to help get information out, but needs support of the Commissioners to be effective. Verification of the accuracy of the minutes during review and approval process is sited as the reason for not posting drafts. Motion passed 3-0.

12. Public Comments

Treasurer Dinah Reiss outlines the collection of funds for the 2017 Muddy Beach project within the water bills and also from the Capital Reserve Fund (CRF). A deposit back to the CRF would be appropriate.
Treasurer Dinah Reiss questions taking of the loan authorized at the Annual Meeting and beginning of the application process for the loan. Ralph Lutjen will create a review of the funding needs for the portion of the project planned for 2018. Water tanks will be the primary topic at the next scheduled Asset Management Committee meeting (April 17).
Communications Committee member Adam Leiser discusses the vote of the Commissioners to limit the committee to 3 persons. Mike Smith outlines that no response had been received for a fifth member, thus the vote to set the committee at 3 persons occurred with Nancy Cole willing to step down and accept the role of alternate.
Adam Leiser discusses the plan for the drainage corrections on Little Loop, which will affect his property. Mr. Leiser is concerned that the project will not succeed as designed. Ron Sandstrom reiterates that the concern raised by Mr. Leiser’s engineer has been addressed by the contingency plan to install a channel grate at the driveway at #3 Little Loop if necessary once the primary portion of the project has been completed. Adam Leiser responds that he should be more involved in the plans.
The color charts for siding options and roofing for Muddy Beach pump house have been received. Mike Smith makes a motion to allow Nancy Cole to choose the colors. Ralph Lutjen seconds. Motion passed 3-0.

At 9:40 am Mike Smith makes a motion to enter non-public session pursuant to RSA 91-A:4 II (d) property. Ron Sandstrom seconds. Motion called via roll call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea. Motion passed 3-0.

Motions and votes of Non-Public session:
Ron Sandstrom makes a motion to have Ralph Lutjen and Kelly Robitaille review the intersection of Saint Moritz at Basal Street for low cost drainage corrections; such as road grading with slope towards odd number side of street drainage ditch.

At 10:05 am Ron Sandstrom makes a motion to exit non-public session. Ralph Lutjen seconds. Motion is called by roll call vote Mike Smith yea, Ron Sandstrom yea. Motion passed 3-0.

Public Session resumed:
Mike Smith makes a motion to sign the DRA Form MS 535. Ron Sandstrom seconds. Motion passed 3-0.

At 10:10 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/2018/04/CM040318.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 3, 2018

The Board of Commissioners met at 8:00 am on Tuesday, April 3, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance was Highway Foreman Kelly Robitaille. 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 roads are holding well. Pot holes are being filled where possible. Some snow and ice is in the forecast, crew is ready.
The sander for the F-550 has been declared a total loss by the insurance company. The truck is repairable and repairs will take approximately one month. The backhoe plow has been getting used and works great for dead ends and cleaning up after pushing back snow banks. The brine delivery system was not damaged and will be functional when the F-550 is back.
Jeff DeMartino is in a culvert class through the UNH Technology Transfer (T2) center.
Highway budgets are reviewed and discussed.

3. Water

The new pump for Muddy Beach will be ordered today.

4. Administration

Water bills are ready and will be brought to the post office today.
The Communications Committee will be preparing a draft for the April monthly communication for Board review and approval. Target date is April 24.
Mapping updates are being worked on.
The budget is reviewed and discussed. NH Retirement System allocations will be checked.
The updated Management Discussion and Analysis report for the 2017 audit as recommended by the auditor is reviewed. Mike Smith makes a motion to approve the updates as recommended. Ralph Lutjen seconds. Motion passed 2-0.
The Communication Committee has submitted a draft for a letter to be sent to residents with the canoe rack registration sticker. Letter will be used as submitted.

5. Accounts Payable

Mike Smith makes a motion to approve 16 checks for a total of $16,500.16. Ralph Lutjen seconds. Checks and invoices reviewed and discussed. Motion passed 2-0.
6. Minutes

Ralph Lutjen makes a motion to approve the minutes of March 26, 2018 as presented. Mike Smith seconds. Motion passed 2-0.

7. Commissioners Reports

Ralph Lutjen is working on the Reinach Pressure Zone bid package with Engineer Paul Fluet. Paul Fluet has recommended allowing Dubois & King to produce a full bid package with all components of all forms and sections; a budget of $2,000 - $3,000 is recommended. Paul Fluet also recommends the bid package be produced for one project. An option of establishing the packet so that a bidder could choose to bid on only one portion of the project is discussed. Ralph Lutjen makes a motion to have Dubois & King produce the bid document up to $3,000. Mike Smith seconds. Mike Smith states that the total cost if produced as one project may be too high; the project may need to be completed in two phases for financing. Ralph Lutjen agrees that two phases may be the best for financing. Ralph Lutjen will discuss further with Paul Fluet. Motion passed 2-0.
Mike Smith makes a motion to send the Thusis amendment passed at the Annual Meeting to Paul Fluet for review and approval. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to reduce the Communication Committee to 3 members with Nancy Cole to become an alternate. Ralph Lutjen seconds. Motion passed 2-0.

8. Signature Items

Mike Smith makes a motion to sign the audit representation letter for completion of the 2017 audit. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

The property owner of 11 Jungfrau has responded to the letter from the Commissioners thanking them for allowing the culvert alteration to facilitate construction material delivery and stating that he will complete the restoration of the driveway to comply with the Driveway Permit for Construction this spring.
Placement of multiple watercrafts within one space at the beach canoe racks has been questioned. Ralph Lutjen makes a motion that multiple watercrafts can be placed in one space provided they do not overhang the space allocated for safety reasons. Mike Smith seconds. Motion passed 2-0. The sticker is to be visible within all spaces at all times.
The third-party electricity supplier has sent the March report; $35 was saved.
Jesse Lyman Oil & Propane has sent notice that a partnership has been reached with Eastern Propane.
NH Department of Environmental Services has sent information regarding the water exposition being held May 17.
NH Retirement System has sent an update on proposed legislation that could impact the system.
NH Municipal Association has sent the bi-weekly News Link and the weekly Legislative Bulletin. A public hearing regarding Moderator’s ability to postpone a Town Meeting or Town election was held and very well attended. It is reported that even the Secretary of State’s representative at the hearing agreed that for a non-state-wide emergency, the Moderator’s are the most informed person to make a determination for postponement.

10. Scheduled Appearances
11. Other Business

The Loon Preservation Society has confirmed the presentation for Saturday, May 26 at 6 pm at the lodge.
Legal counsel has confirmed that no registration fee can be charged for the canoe rack spaces until passed by the legislative body at an annual meeting.
Unscheduled appearances at a Commissioners meeting may have their discussion deferred to a future meeting if the Board has not had a chance to review documents or correspondence prior to the meeting.

12. Public Comments

At 8:40 am Mike Smith makes a motion to enter non-public session pursuant to RSA 91-A:4 II (d) property. Ralph Lutjen seconds. Motion called 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 the matter is finalized. Ralph Lutjen seconds the motion. Motion passed 2-0.

At 9:00 am Mike Smith makes a motion to exit non-public session. Ralph Lutjen seconds. Motion is called by roll call vote Mike Smith yea, Ralph Lutjen yea. Motion passed 2-0.
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/2018/04/CM032618.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 26, 2018

The Board of Commissioners met at 9:30 am on Monday, March 26, 2018. In attendance were Commissioners Mike Smith and Ron Sandstrom. Also in attendance were Highway Foreman Kelly Robitaille and residents Adam Leiser and Jay Buckley.

At 9:30 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 requests a purchase order for gravel. Mike Smith makes a motion to create an open purchase order in the amount of $5,000. Ron Sandstrom seconds. Motion passed 2-0.
The F-550 was looked at by the insurance company appraiser Friday. The sander was also looked at. We are waiting for the insurance company determination.

3. Water
4. Administration

Mike Smith makes a motion to approve payroll in the amount of $8,350.28. Ron Sandstrom seconds. Report and time cards are reviewed and discussed. Motion passed 2-0.
Mike Smith makes a motion to approve the 2018 Water Usage invoice template. Ron Sandstrom seconds. Wording on template discussed. Motion passed 2-0.
The water system pump house electrical report showing kWh and costs by station is reviewed.
Mike Smith discusses improvements that will be seen now that Muddy Beach is on propane and not electric heat.
Mike Smith makes a motion to sign PO 245 in the amount of $3,000 for salt. Ron Sandstrom seconds the motion. Motion passed 2-0.
Mike Smith makes a motion to sign PO 246 in the amount of $496.27 for the mailing of the canoe rack information and registration form. Ron Sandstrom seconds. Motion passed 2-0.

5. Accounts Payable
6. Minutes

Mike Smith makes a motion to approve the minutes of March 15, 2018 as presented. Ron Sandstrom seconds. Motion passed 2-0.
Mike Smith makes a motion to approve the minutes of March 20, 2018 as presented. Ron Sandstrom seconds. Motion passed 2-0.

7. Commissioners Reports
8. Signature Items
9. Correspondence

Resident Adam Leiser has sent an email to the Commissioners and Communications Committee. Mike Smith recommends bringing this back to the Board after discussion with the Communications Committee. Discussion on direction for the Committee coming from the Board is held. Ron Sandstrom outlines the roles of the Board as management while in public session; not as individual contributors for labor. Discussion on the Communications Committee developing the communications for recommendation to the Board is held. Work flow and available resources are discussed; ability to increase the outflow of information is beneficial to the VDOE. Adam Leiser outlines the importance of filming meetings for transparency.

10. Scheduled Appearances
11. Other Business

Mass Tank has been contacted for scheduling the tank inspections the week of May 14th.
Madison Police have been notified of the recent trash dump at the scenic overlook reported and cleaned up by resident Jerry Mosher. Thanks Jerry!
Madison Code Enforcement Officer Bob Boyd and Fire Chief Richard Clark have been asked to schedule an inspection of the lodge.

12. Public Comments

At 10:01 am Mike Smith makes a motion to enter non-public session pursuant to RSA 91-A:4 II (d) property. Ron Sandstrom seconds. Motion called via roll call vote Mike Smith yea, Ron Sandstrom yea. Motion passed 2-0.

Motions and votes of Non-Public session:
Mike Smith makes a motion to seal the minutes until the matter is finalized. Ron Sandstrom seconds the motion. Motion passed 2-0.

At 10:05 am Mike Smith makes a motion to exit non-public session. Ron Sandstrom seconds. Motion is called by roll call vote Mike Smith yea, Ron Sandstrom yea. Motion passed 2-0.
Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/03/CM030618.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 6, 2018

The Board of Commissioners met at 8:00 am on Tuesday, March 6, 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

Ron Sandstrom makes a motion to approve the agenda. Ralph Lutjen seconds. Motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the crew is getting ready for the storm. With the roads being soft, plowing will be a challenge. Rubber edges are being put on the plows. The Terra Star is back, still waiting for final determination on the warranty. Sand and salt supplies are good. Crew will come in late tomorrow in preparation for an overnight storm.
Budgets are reviewed. Expenditures to date are reviewed and discussed. Mike Smith makes a motion to move $5,000 from the highway part time line to highway overtime. No second. The line items will be adjusted next year. The engineering line item detail will be reviewed.

3. Water

Ian Hayes will be in attendance next week.
Mike Smith discusses release of the order for the pump and VFD for Muddy Beach. A kick-off meeting is being scheduled for next week.

4. Administration

An Asset Management meeting is scheduled for next week.
Ron Sandstrom discusses the correction needed to the data to complete the isolation valve map update; the data should be ready within a week.
Highway budget has been reviewed; water will be reviewed next week.
Ralph Lutjen makes a motion to set the 2018 water rate at $500.00. Mike Smith seconds. Discussion on establishing rate is held. Reduced funds in reserve for the water system and adding a contingency for non-pay of fees is discussed. A 3% increase brings the rate to $500. Motion passed 3-0.
February water usage is reviewed. Daily usage is stable for February compared with prior years.

5. Accounts Payable

Mike Smith makes a motion to approve 14 checks for a total of $36,795.51. Ralph Lutjen seconds. Checks and invoices are reviewed and discussed. Motion passed 3-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of February 27 as presented. Ralph Lutjen seconds. Motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen outlines that Jeff Tucker, president of Dubois & King, will be in attendance at the April 10 meeting. Date will not have all Commissioners present; April 17 will be recommended.
Ralph Lutjen reviews updates to the Management Discussion and Analysis. Document will be updated and re-sent for review.
Ron Sandstrom states that Josh McAllister of HEB Engineering will be scheduled for a meeting with the Board. Meeting will be scheduled for May 1.
Ron Sandstrom adds that he is reaching out to residents to increase awareness of the requirements of the Commissioners.

8. Signature Items

Mike Smith makes a motion to sign the letters to the three local paving companies. Ralph Lutjen seconds. Motion passed 3-0. Letters are to Perm-a-Drive, D&R Paving and Sunday Paving.
Mike Smith makes a motion to sign the tax anticipation note documents. Ralph Lutjen seconds. Motion passed 3-0.

9. Correspondence

Ron Sandstrom makes a motion to enter a 6-month third party electrical agreement. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to send the information on leak detection submitted by resident Bob Borchers to Ian Hayes. Ralph Lutjen seconds. Motion passed 3-0.
NH Municipal Association has sent two weekly Legislative Bulletins and a bi-weekly News Link magazine.

10. Scheduled Appearances

Adam Leiser has sent a letter outlining his thoughts on ways in which the District could be improved for residents. Ron Sandstrom discusses communication as an area that will be helpful going forward. Ron Sandstrom makes a motion to form a Communication Committee with Adam Leiser, Nancy Cole and himself. Ralph Lutjen seconds. Motion passed 3-0. Adam Leiser adds that he also recommends use of an unpaid intern to work on the VDOE website. Mike Smith informs Adam Leiser that the Asset Management Committee has reviewed the needs for the roads and water system.
Discussion is held on increasing participation at meetings; lack of participation at most meetings and many public hearings is outlined.
Ron Sandstrom makes a motion to delay implementation of the registration for use of canoe racks until next year. Ralph Lutjen seconds. Discussion on the Board having stated will do this last October is held. Put signs on the racks and implement this year. Mike Smith agrees. Adam Leiser outlines communicating the reasons why this plan is being implemented is important. Mike Smith outlines persons taking multiple spaces; persons having spaces taken while using craft has also occurred. Motion failed 1-2 with Ralph Lutjen and Mike Smith against holding the implementation. This issue will be a priority for the new communication committee.

11. Other Business
12. Public Comments

At 9:40 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:
None

At 10:10 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom 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/2018/03/CM022718.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
February 27, 2018

The Board of Commissioners met at 8:00 am on Tuesday, February 27, 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.

Ron Sandstrom was re-elected as Commissioner at the VDOE Annual Meeting Saturday night and takes the Oath of Office.

Chair of the Board for 2018 is discussed. Ron Sandstrom makes a motion to have Mike Smith be Chairman of the Board for 2018. Ralph Lutjen seconds. Motion passed 3-0.

1. Agenda

Ron Sandstrom makes a motion to approve the agenda. Ralph Lutjen seconds. Motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille states that he has ordered the last load of salt available under the purchase order. Budget line item is reviewed; increase of line allocated at the annual meeting is not on this report allowing additional funds to be available.
Ron Sandstrom discusses seeing a truck with a plow backed into the salt shed. When Ron turned around, the truck exited the property; license plate was covered with snow. Intent for tax payer sand pile is homeowner use, not commercial use. Kelly Robitaille states that the front sand pile does freeze and can be difficult to use. A sign would assist persons in knowing where they should take the sand from. Crew watches for tire marks and shovel marks on both the sand and salt in the tent; problem is not rampant.
Mike Smith makes a motion to approve a purchase order of $5,000 for salt. Ralph Lutjen seconds. Motion passed 3-0.
The use of brine is discussed. Kelly Robitaille reports that the brine is being applied by wetting the salt as it is dispersed. The salt remains where it is placed without bouncing and is effective at lower temperatures than untreated salt. Reduction in the amount of salt applications needed is occurring.
Kelly Robitaille reports that he talked to Liberty International yesterday. The service manager informed him that the parts took 1 ½ weeks to arrive. The truck should be ready mid-week.
Mike Smith makes a motion to post the roads for the reduced weight limit. Ron Sandstrom seconds. Motion passed 3-0.
Discussion on posting beaches with thin ice signs is held. Five signs will be priced out.
Discussion on the passage of the petitioned warrant article to change the classification of Class VI Grandval from Grison to Burgdorf and Class VI Burgdorf to Class V is held. Discussion on the condition of these roads is held.
Resident Adam Leiser would like a review of the planned work now that the Little Loop project has been approved for funding at the Annual Meeting. Mike Smith requests a week for the Board to discuss the project and determine the actions to be taken; use of a contractor is an option the Board may consider.
Mike Smith discusses sending letters to the abutting property owners regarding the project. Use of a contractor for parts or all of the project is discussed.
Kelly Robitaille will meet with Adam Leiser at the property at 9:30 this morning.
Adam Leiser requests to see the easement wording and a cost breakdown for the project. Ron Sandstrom states the information will be sent; it is not yet known how long the easement drafting will take.

3. Water

Ron Sandstrom makes a motion to order the pump house intrusion security system. Mike Smith seconds. Motion passed 3-0.
Mike Smith makes a motion to have Mike Smith hold a kick-off meeting for phase 2 of Muddy Beach next week. Ron Sandstrom seconds. Motion passed 3-0.

4. Administration

Mike Smith will schedule a safety meeting.
The cash flow report is reviewed and discussed. A Tax Anticipation Note (TAN) application in the amount of $220,000 has been completed and sent to the bank by Treasurer Dinah Reiss. The paperwork for the bank will be a signature item next week. The impact of the increase of the monthly expected spend to $65,000 on this year’s report is discussed. The calculation sheet showing actual monthly average spends for 2017, which is greater than $65,000, is reviewed.
Establishing the 2018 water rate is discussed. The sheet of approved expenditures raised by water usage fees will be completed and sent to the Board.
Mike Smith makes a motion to have Ron Sandstrom champion monthly communication from the Board. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to approve payroll in the amount of $6,163.62. Ron Sandstrom seconds. Report and time cards are reviewed and discussed. An error on the worksheet is noted and will be corrected prior to final action on this motion. Error is corrected prior to the conclusion of the meeting. Motion passed 3-0.

5. Accounts Payable
6. Minutes

Mike Smith makes a motion to approve the minutes of February 13 as presented. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to approve the minutes of February 20 as presented. Ralph Lutjen seconds. Motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen discusses that the Board should focus on a few warrant articles during 2018 for better preparation for the 2019 Annual Meeting. Start earlier to prepare more completely. The passage of the bond article to fund the tank inspection and lining is discussed. Creation of a bid package for the Reinach Pressure Zone project, both phases, for next year’s meeting should start now and Ralph volunteers to begin working on it. The electrical upgrades can be funded over the next couple of years. Having the complete plans ready in advance of the budget hearings should be the target. Ron Sandstrom adds that obtaining bids and having full clarity of the intent of the project is needed. Mike Smith makes a motion to have Ralph Lutjen champion the creation of a bid package for the Reinach Pressure Zone project. Ron Sandstrom seconds. Motion passed 3-0.
Ron Sandstrom discusses increasing communication on projects and reaching out to residents to inform them of the status of work. Inviting residents to talk to the Board and work with them to find solutions is needed.
Mike Smith makes a motion to send a letter to the property owner of 3 Little Loop regarding drainage. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to send a letter to the property owner of 6 Little Loop regarding the intent to request a drainage easement. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to allow Gloria Aspinall to work with Nancy Cole on the canoe rack registration at $13/hr. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to request a meeting with the EPOA regarding use of their email list for political purposes. Ralph Lutjen seconds. Ralph Lutjen states that he has resigned from the EPOA Board over the use of the EPOA email list for the political purposes of one person. Mike Smith amends the motion to add request for the meeting to be in April. Ron Sandstrom seconds. Amendment passed 3-0. Additional discussion is held on the benefit of the intended meeting. Sending of a letter stating Commissioners not pleased the EPOA email list was used; the EPOA has taken that political position by default. Board is in favor of and supports many things EPOA does; the group should not be used for political gain. Mike Smith makes a motion to amend the motion to sending of a letter only to the EPOA. Ralph Lutjen seconds. Amendment passed 3-0. Motion passed 3-0.

8. Signature Items

Mike Smith makes a motion to adopt and sign the updated Beach Ordinance. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign purchase order 242 for repair to the F-550 in the amount of $750. Ralph Lutjen seconds. Motion passed 3-0. Repair has been completed; actual cost is $613.44.

9. Correspondence

Sherriff Domenic Richardi has sent an email stating his office has received the grant requested for upgrading of the tower at the cabana site. Sheriff Richardi questions if the Board would like to meet with him regarding intent for plans or once the design is completed. Board states that once design is completed. Sherriff Richardi will be notified.

10. Scheduled Appearances
11. Other Business

The results of voting at the Annual Meeting are reviewed.
The amendment to the bond for article 2 is discussed. If project is completed this year, the entire approved amount would be used and therefore the first year payment, reduced to $7,000 may not be adequate.
The specific amendment wording for the replacement of the culvert under Eidelweiss Drive at Thusis Beach will be reviewed.
Discussion is held on taking action provided it is in the best interest of the VDOE.
All articles and the vote tallies for each are reviewed.
Discussion ensues on the work completed by the Board to create the warrant is held.

12. Public Comments

At 9:17 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (e) legal 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:
None

At 10:15 am Mike Smith makes a motion to exit Non-Public session. Ron Sandstrom seconds. Motion via roll call Mike Smith yea, Ralph Lutjen yea, Ron Sandstrom yea and the motion passed 3-0.

A consultation with Attorney Chris Boldt followed the Non-Public session.

At 11:04 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom 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/2018/03/CM022318.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
February 23, 2018

The Board of Commissioners met 1:00 pm on Friday, February 23, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen.

At 1:00 pm the meeting was called to order by Chairman Mike Smith.

Annual Meeting preparation is approved as agenda.

Discussion is held on the warrant; emails and posts against the articles within the warrant and the Board in general is outlined.

Little Loop is discussed. The Board will review the engineered plan and discuss the ability to save money by using the DPW for most of the project.
The warrant is reviewed by article.
Ralph Lutjen outlines that the tanks are the highest priority to get covered with the bond; if an amendment to reduce the bond to only the tank project is made it will be supported. The other projects can be done over the next couple of years and would not require a bond to be manageable financially. Reinach pressure zone is the exception.
The Board will have an amendment in the amount of $225,000 ready for the bond to cover the tanks and Muddy Beach phase 2.

Accounts payable:

Ralph Lutjen makes a motion to approve one check in the amount of $28,837.67. Ron Sandstrom seconds. Discussion is held on the Oak Ridge Road loan payment being due Monday. Motion passed 3-0.

At 2:10 pm Ralph Lutjen makes a motion to adjourn the meeting. Ron Sandstrom seconds. Motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/03/CM022018.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
February 20, 2018

The Board of Commissioners met at 8:00 am on Tuesday, February 20, 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. Motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille will contact Liberty International for an update on the Terra Star repair. The 4-wheel drive axle has broken on the F-550; the 4-wheel drive is not working. An estimate of $700-$800 for repair has been received from Albany Service Center. Kelly Robitaille states that this repair can be done in-house by the crew, saving labor costs. Ralph Lutjen makes a motion to approve up to $750 for repair to the F-550. Mike Smith seconds. Motion passed 3-0. Wear & tear on the equipment is discussed.
Punch outs are being done throughout the District.
Sand and salt budgets are discussed. An increase to the line items is discussed. Mike Smith makes a motion to amend the proposed budget in the amount of $5,000; $3,000 salt, $2,000 sand. Ralph Lutjen seconds. Motion passed 3-0. Equipment repair line item is discussed; approaching 50% expended of proposed budget. Discussion ensues on increasing this line item; use of reserve funds if needed is outlined.

3. Water

Ian Hayes was in attendance last week.
Mike Smith makes a motion to request Ian Hayes attend the Annual Meeting. Ron Sandstrom seconds. Motion passed 3-0.

4. Administration

Motion log is reviewed and discussed. Two items remain outstanding; a failed septic system and a driveway. A meeting will be established with the Town Selectmen regarding action on the septic system.
Ron Sandstrom makes a motion to add monthly communication from the Board to the motion log. Mike Smith seconds. Motion passed 3-0.
The 2018 water rate will be established by the Commissioners after the Annual Meeting.
An update to the payroll report approved last week is presented. Mike Smith makes a motion to approve an additional $315.30 for payroll. Ralph Lutjen seconds. Motion passed 3-0.
An offer for donation of the lot located at 50 Amden Place has been received. Mike Smith makes a motion to accept the donation of the lot. Ralph Lutjen seconds. Motion passed 3-0.
The updates to the Beach Ordinance as discussed at the Public Hearing Oct 14, 2017 are discussed. The draft registration form is reviewed. Ron Sandstrom discusses holding the implementation of the registration until 2019 to allow time to publish the updated Ordinance, registration form and process. The information signs at the beaches will also need to be updated to reflect the registration system. Discussion ensues on taking the action as discussed at the public hearing. Mike Smith makes a motion to approve the registration form. Ralph Lutjen seconds. Motion passed 3-0. Mike Smith makes a motion to send the registration form to the Attorney for review. Ron Sandstrom seconds. Motion passed 3-0.

5. Accounts Payable

Mike Smith makes a motion to approve 23 checks for a total of $26,530.51. Ron Sandstrom seconds. Checks and invoice are reviewed and discussed. Motion passed 3-0.

6. Minutes
7. Commissioners Reports

Ralph Lutjen discusses a call received from engineer Paul Fluet. An additional meeting with Jeff Tucker of Dubois & King has been suggested for discussion on value engineering. Meeting will be established for early March; Ralph Lutjen will schedule. Discussion on the engineers as partners on projects to get the most cost effective solutions for the VDOE is held. Projects that are estimated at $4 - $500 thousand are not realistic solutions that can be implemented.
Ron Sandstrom congratulates Kennett High robotics on qualifying for the World Championship.
Mike Smith makes a motion to ask Mike Hassey of 1 Bristenstock to attend the Annual Meeting if possible. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to shut the camera off for discussion on Commissioners schedules. Ralph Lutjen seconds. Motion passed 3-0. There will not be a Commissioners meeting held March 27 or April 3 based on availability of a quorum.

8. Signature Items
9. Correspondence

Granite State Analytical has sent the monthly bacteria test results; clean and pH test results; good.
The monthly tower site rental check has been received.
A driveway permit issued by the State DOT for Eversource to create a temporary driveway on VDOE property to access the utility right-of-way has been received. Access will be at the Rte 113 intersection with undeveloped Class VI Huttwil.
NH Municipal Association has sent the weekly Legislative Bulletin.
NHMA has sent the bi-weekly News Link.

10. Scheduled Appearances
11. Other Business

Handouts for the Annual Meeting are discussed. Photos of work completed at the lodge will be included. The road work completed in 2017 will be included.
Ralph Lutjen makes a motion to have a Commissioners meeting Friday at 1 pm. Mike Smith seconds. Motion passed 3-0.
Mike Smith makes a motion to amend the lodge article by $5,100 for painting of the ceiling. Ralph Lutjen seconds. Motion passed 3-0.

12. Public Comments

Resident Adam Leiser questions the VDOE sideline easement. The documentation from the Title Company and Attorney Dan Crean will be sent.
Adam Leiser discusses the plan for the drainage on Little Loop Road. Ron Sandstrom outlines that the intent is to proceed with the design received from the VDOE engineers.

At 9:10 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (e) legal 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 seal the minutes of the non-public session. Ralph Lutjen seconds. Motion passed 3-0.

At 9:30 am Mike Smith makes a motion to exit Non-Public session and recess the meeting until 10:30 am. Ralph Lutjen seconds. Motion via roll call Mike Smith yea, Ralph Lutjen yea, Ron Sandstrom yea and the motion passed 3-0.

At 10:30 am Mike Smith makes a motion to reconvene the session and enter Non-Public session pursuant to RSA 91-A:3, II (e) legal 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 seal the minutes of the non-public session. Ralph Lutjen seconds. Motion passed 3-0.

At 11:44 am Mike Smith makes a motion to exit Non-Public session and adjourn the meeting. Ron Sandstrom 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/2018/03/CM021318.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Feb 13, 2018

The Board of Commissioners met at 8:00 am on Tuesday, February 13, 2018. In attendance were Commissioners Mike Smith, Ralph Lutjen and Ron Sandstrom. Also in attendance was Kelly Robitaille (hwy). Water operator Ian Hayes joins the meeting at 9:00 am. The meeting was taped for Madison TV by Tim Hughes.

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

Kelly Robitaille reports:
Action list was discussed, new chains for the big truck is discussed. Mike Smith makes a motion for chains for the 7400 in the amount of $450.00. Ralph Lutjen seconds, motion passes 3-0.

Grader needs routine maintenance travel costs for maintenance is $150.00.

Sand inventory is good for now.

Concern over budget level for maintenance for the year, the need for possible adjustment was discussed.

7 Alpenhof is discussed. Mike Smith makes a motion to sign the driveway permit. Ralph Lutjen seconds, motion passes 3-0.

Meeting continues following Kelly’s report.

Discussion about yesterday’s Asset Management meeting took place. The Asset Management team voted 5-0 to support and go forward with the bond on the warrant.

Mike Smith makes a motion to change the name from Operation manual to Office Procedures and process. Ralph Lutjen seconds, the motion passes 3-0.

Mike Smith makes a motion to approve update to the water inspection form, Ralph Lutjen seconds, the motion passes 3-0.

Mike Smith makes motions to approve minutes from 1/30, 130/18 non-public, 2/6/18, 2/16/18, 2/7/18 non-public Ralph Lutjen seconds, the motion passes 3-0.

Mike Smith makes motion to approve payroll for $7,426.72, Ralph Lutjen seconds, the motion passes 3-0.

Mike Smith makes a motion to sign and certify the warrant, Ralph Lutjen seconds, the motion passes 3-0.

Mikes Smith makes a motion to sign a P.0 for $800.00 for the sander replacement. Ralph Lutjen seconds, the motion passes 3-0.

Mike Smith makes a motion to pause the meeting until Ian Hayes arrives. Ralph Lutjen seconds, the motion passes 3-0.

Mike Smith re-starts the meeting and makes a motion to go into non-public. Ralph Lutjen seconds. Roll call vote, Ralph yes, Ron Yes and Mike yes, motion passes 3-0.
.
At 9:05 non-public meeting exits and general meeting restarts.

Ian Hayes is reporting:

A review of the water outage that occurred following the ice storm is done.

Key findings,
• Ice storm caused loss of power to the DPW building.
• Battery backup on the DPW PLC controller failed and shut off before the PLC could signal for a power failure. If the battery backup had held power for 2 minutes or less, the PLC would have tried to notify Ian. The PLC controller would send the notification to the computer in the office that also requires power to run. Power is also required to send a notification out to the auto dialer. To send a power failure communication the battery backups must be functional and working on the PLC, SCADA Computer, The Phone system and the Internet must be operational.
• Answering service waited 3 hours before sending 12 water outage notifications to Ian.
• The fail over system for the district is the answering service to report issues manually. In this case the answer service did not respond promptly to the emergency.

Ron Sandstrom makes a motion to have Nancy call the answering service to register a complaint. Mike Smith seconds, motion passes 3-0.

Mike discusses the bond issue with Ian with the objective of reviewing priorities. This is being done in the event that the bond does not pass and the district is left to passing each warrant article separately.

At 10:05 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Non-Public meeting – concern on about legal for Little Loop.

Little Loop project discussion, cost estimate is now $11,000.

Respectfully submitted,

Ron Sandstrom
Commissioner