Commissioners Meeting

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/03/CM020718.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
February 7, 2018

The Board of Commissioners met in emergency session at 8:50 am on Wednesday, February 7, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance was Kelly Robitaille (hwy).

At 8:50 am the meeting was called to order by Chairman Mike Smith.

The damage to the Terra Star is discussed. Estimate for repairs in the amount of $6,117.11 has been received. Warranty coverage is being pursued. Tire spin is being stated as reason for the rear end failure in the truck. Discussion is held on the ice storm – tire slip occurs when transferring from ice to a surface with traction. Board discusses that this should be a warranty repair as the truck should be able to handle icy conditions.
Mike Smith discusses retrieving the parts and pictures of the damage from Liberty International to submit for legal review of issue if necessary. Ralph Lutjen states that when the VDOE pays the repairs a statement of payment under protest should be sent. The truck was being operated under normal winter conditions and should handle the terrain. Mike Smith makes a motion to send contact to Liberty International for retrieval of the parts and pictures. Ralph Lutjen seconds. Motion passed 3-0.

Mike Smith states that he has obtained a quote for painting the ceiling of the lodge in the amount of $5,100. 20% contingency will be added and an amendment will be made to the article at the annual meeting.

Annual Meeting location is discussed. The gym is available; but the bathrooms are not. Port-o potties are available outside the gym entrance. Mike Smith makes a motion to hold the annual meeting at Noyes Hall and to order a handicap port-o-potty for the day. Ralph Lutjen seconds. Motion passed 3-0.

Ralph Lutjen makes a motion to have Ron Sandstrom be the spokesperson for the Little Loop project. Mike Smith seconds. Discussion ensues on yesterday’s interaction with the resident and general disruption of the meeting caused when the resident raised his voice and heated discussion ensued. Motion passed 3-0.
Discussion is held on the Board acting properly and completing due diligence on this project to obtain the most cost effective manner of correcting the drainage issue. The resident will be asked to hold any comments for the public comment section of future meetings should he appear unscheduled.

At 9:45 am Ralph Lutjen makes a motion to adjourn the meeting. Mike Smith seconds. Motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/03/CM020618.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
February 6, 2018

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

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 the motor has failed on the 550 sander. New motor cost is $772. Ralph Lutjen makes a motion to approve purchase of a motor for the F-550 sander not to exceed $800. Ron Sandstrom seconds. Motion passed 3-0.
The Terra Star is in Manchester due to a failure in the rear end of the truck. The work should be covered under warranty.
Ralph Lutjen outlines a discussion held with the engineers and Kelly Robitaille regarding Little Loop. Alternatives are being looked into; reverting to the design with the pipe at the edge of the property line is being considered and priced. Adam Leiser questions the move away from the last plan. Ralph Lutjen outlines that the last design was costly and could fail on the warrant. Adam Leiser outlines prior discussion to not use the boundary line and place the drainage on his property; he has spent money working with the design given previously. The move has been based on cost; the estimate had not been received earlier. Discussion ensues regarding the cost effectiveness of the project, scope of project, reduction of impact to the property at #4 and removal of need to move the existing driveway are discussed. The discussion continues outlining the need to reduce the cost of the project; the receipt of the contractor’s estimate at $16,000 with the previous design will jeopardize approval of the project. All parties want the drainage corrected. Ron Sandstrom outlines that the Board is trying to get the project done at the best cost and protection for VDOE. The reconstruction of the driveway is out of the scope of the VDOE highway crew to complete; potential liability should the District move and rebuild the driveway. Ron emphasizes that everyone wants the project done; the Board is trying to review all options for completing at the best price.
Sand has been delivered.
Salt has been ordered.
Kelly Robitaille will check the area at Muddy Beach at which the propane tank will be set and create the flat area needed.
2018 budget is reviewed and discussed. The highway overtime line is over expended; offset is the part time line item. Ron Sandstrom makes a motion to have all approved purchase orders be deducted from the budget line item. Mike Smith seconds. Discussion on reduction in available funds keeping the Board from over expending a line item as all allocations would be reflected in the expended funds column. Ralph Lutjen outlines the need to correct the budget line items for any purchase order which isn’t fully expended at the end of the year. Ron Sandstrom withdraws the motion. Ralph Lutjen makes a motion to add a committed funds line indicating approved purchase orders to the monthly budget review. Mike Smith seconds. Motion passed 3-0.
Review and discussion of remaining line items continues.

3. Water

Ian Hayes will be in attendance next week.
Ron Sandstrom makes a motion to have Ian Hayes prepare an outline of the chronological time line of the recent water outage. Mike Smith seconds. Motion passed 3-0.
Ron Sandstrom adds that he notified the answering service at 6:30 am of low pressure on Interlaken Circle; the message was delivered to Ian at 9:30.

4. Administration

A safety meeting will be scheduled in February.
Mike Smith makes a motion to approve the VDOE Annual Report as drafted by Ralph Lutjen. Ralph Lutjen seconds the motion. Motion passed 3-0.

5. Accounts Payable

Mike Smith makes a motion to approve 16 checks for a total of $37695.37. Ron Sandstrom seconds. Checks and invoice are reviewed and discussed; $1,200 of the bill from Simply Water will be billed to a property owner. Motion passed 3-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of January 19. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to approve the minutes of the Public Hearing of January 19. Ralph Lutjen seconds. Motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen discusses the options for the water system bond. The information on the bond projects has been broken down to show the impact. Some of the projects are smaller costs and should be considered to be done outside the bond. Ability to get work completed going forward discussed; there is ability to keep water usage rate reasonable and get projects done.
Ralph Lutjen ranks priorities as tanks and electrical needs. Leveling of the water rate with the bond versus the potential fluctuations to the rate if projects are funded separately going forward is discussed. Discussion on water system priorities is held – the bond covers all high priority needs for the system. Projects are ranked with tanks, electrical, Muddy Beach phase 2, Reinach pressure zone, prv pit upgrades, SCADA upgrades.
The availability of the gym for the annual meeting is to be confirmed with the school.
Mike Smith states he is meeting with a painter for a quote for painting of the ceiling at the lodge.
Mike Smith states he has completed the review of the cost analysis for replacing the 5,000 gallon tanks versus inspecting and lining of those tanks. The analysis will be distributed once typed; was given to Nancy late last week.
Ron Sandstrom makes a motion to send an email blast this week reminding of the date of the Annual Meeting and to send again next week. Mike Smith seconds. Motion passed 3-0.

8. Signature Items

Mike Smith makes a motion to sign the warrant. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the MS 636 budget form. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the water system capital reserve fund withdrawal request for $42,000 for the 2017 Muddy Beach project. Ralph Lutjen seconds. Ralph Lutjen summarizes the administrative review from the auditor for the transfer based on appropriation from the fund at the 2017 annual meeting. Motion passed 3-0.

9. Correspondence

NH Department of Environmental Services has sent notice of violation for the repairs done on Grison and Burgdorf which states that no action will be taken against the District as the permits for the proposed culvert replacements have been issued by DES.
Ian Hayes has sent a memo regarding recent events and status of the water system.
Paul Fluet has notified the District that he is working on options for the Grison and Burgdorf road projects that would have more feasible pricing.
The third party electric supplier has sent the monthly review; $108 saved in January.
NH Municipal Association has sent the weekly Legislative Bulletin.
NHMA has sent the bi-weekly News Link.
10. Scheduled Appearances
11. Other Business
12. Public Comments

At 9:15 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters and (e) legal matters. Ralph Lutjen 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 9:55 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

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/03/CM013018.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
January 30, 2018

The Board of Commissioners met at 8:00 am on Tuesday, January 30, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance was Kelly Robitaille (hwy). 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 equipment maintenance is being done; cleaning and repairs are being done. Sand has been ordered. Salt supply is good. Ralph Lutjen discusses call with engineers Nick Sceggell and Paul Fluet, with Kelly and Nancy present to explore options to reduce costs for both the Little Loop and Thusis projects. An attempt to reduce impact to the driveway at #4 Little Loop is desired. Correction for the drainage at Thusis could be altered to replacing the culvert without installing the full pre-cast concrete headers and catch basins that are called for. Correction of the drainage issue by replacing the culvert under Eidelweiss Drive is the immediate need.
Jungfrau is discussed. A final plan for correcting the drainage in the area of #15 has not been determined. Kelly Robitaille outlines that placing a culvert across the road from the end of the paved driveway will move water, but will not correct the issues with the driveway. A driveway culvert at #15 would be the best solution for the road drainage.
Work list for spring includes the culvert near #68 Eidelweiss Drive, Thusis area culvert, Little Loop Road drainage and Jungfrau. Mike Smith makes a motion to send a reminder to the property owner of #11 Jungfrau to restore the driveway to submitted plan. Ralph Lutjen seconds the motion and the motion passed 2-0.

3. Water

Tank inspections were held for weather. Completing the inspection prior to the Annual Meeting is still the goal.

4. Administration

A safety meeting will be scheduled in February.
An Asset Management meeting is scheduled for Feb 13.
Mike Smith makes a motion to approve payroll in the amount of $6,606.81. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Motion passed 2-0.
The draft 2018 Warrant is reviewed. Warrant is posted on website under Annual Meeting Draft Documents, but will be moved to the front page. Mike Smith makes a motion to approve Articles 2 through 23. Ralph Lutjen seconds. Motion passed 2-0.
A list of all segments of the work at the Lodge and Muddy Beach in 2017 will be compiled.
No Commissioners recommendation will be added for Article 24; which is petitioned.

5. Accounts Payable

Mike Smith makes a motion to approve 12 checks for a total of $12,222.26. Ralph Lutjen seconds. Checks and invoice are reviewed and discussed. Motion passed 2-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of January 9. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve the minutes of January 16. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve the minutes of January 23. Ralph Lutjen seconds. Motion passed 2-0.

7. Commissioners Reports
8. Signature Items

Mike Smith makes a motion to sign the auditors request for information from insurance carrier Primex. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve amended PO 236 in the amount of $1,900 for sand. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve PO 238 in the amount of $5,000 for sand. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve PO 239 in the amount of $5,000 for salt. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve PO 240 in the amount of $250 for gravel for Schwyz. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the Health Trust web portal access approval for the office. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the synthetic organic chemical (SOC) testing results. All results are good.
NH Department of Environmental Services (DES) has sent notice that the District did not obtain funding for the Asset Management Grant. Ralph Lutjen makes a motion to remove the asset management article from the 2018 Warrant. Mike Smith seconds. Motion passed 2-0.
The fourth quarter water usage report has been completed, submitted to NH DES, and accepted.
Final payment for 2017 Coleman Tower Site has been received.
A thank you for the information sent by email to persons registered through the “Stay Connected” option on the website regarding the water outage of last week has been received.
Mark Graffam notified the office of a need to sand the mailbox area; he had spread sand in front of the Conway Daily Sun box for safety. The DPW were notified and treated the area. A thank you was sent to Mark Graffam for having sanded the walkway to the CDS box.
NH Municipal Association has sent the weekly Legislative Bulletin.

10. Scheduled Appearances
11. Other Business

Ralph Lutjen will update the draft of the 2017 VDOE Annual Report.
Ralph Lutjen discusses information for distribution prior to the Annual Meeting; draft of a communication regarding the proposed bond for the water system is reviewed.

12. Public Comments

At 8:34 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters, (e) legal matters, and (c) matters of reputation. Ralph Lutjen seconds. Motion via roll call Mike Smith yea, Ralph Lutjen yea and the motion passed 2-0.

Motions and votes of Non-Public Session:
Mike Smith makes a motion to seal the minutes of the employee matter discussion. Ralph Lutjen seconds. Motion passed 2-0
Mike Smith makes a motion to seal the minutes of the legal matter discussion until the matter is resolved. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to seal the minutes of the discussion regarding reputation matters. Ralph Lutjen seconds. Motion passed 2-0.

At 10:35 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 and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/02/CM012318.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
January 23, 2018

The Board of Commissioners met at 8:00 am on Tuesday, January 23, 2018. In attendance were Commissioners Mike Smith, Ralph and Ron Sandstrom. Meeting was video-taped by Tim Hughes. Resident Adam Leiser stopped by the meeting.

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

Nancy Cole is out sick, minutes by Ron Sandstrom.

Ralph Lutjen makes a motion to share the Little Loop and Thusis documents with Kelly Robitaille for review. Ron Sandstrom seconds. Motion passes 3-0.

Ralph discusses the public hearing budget meeting. Concerned raised over a low budget number provided by a resident for a job lining the tanks.

Ron Sandstrom makes a motion to have the office send an email out thanking the residents for an excellent budget hearing and inviting the community to meet with the Commissioners prior to Annual Meeting to review any concerns, especially if they think they can do the job cheaper or better than the contracted pricing we have. Mike Smith seconds. Motion passes 3-0.

Mike Smith makes a motion to have Nancy Cole follow up on the sewage issue on Huttwil Drive and to meet with Madison Selectmen. Ralph Lutjen seconds. Motion passes 3-0.

Resident Adam Leiser mentioned that he had a tree contractor out reviewing the trees and the work that needed to be done and also mentioned that he is willing to participate in the cost. He was asked to submit a proposal to the office. Resident Adam Leiser was also concerned about being clear who is responsible for the long-term maintenance of the easement area. The Board informed him that the District would be responsible for the maintenance of the easement area.

Ralph Lutjen makes a motion to send out an email blast focused on the water system. In the email add a link to the video taken of the budget hearing. Mike Smith seconds. Motion passes 3-0.

At 9:35 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Ron Sandstrom
Commissioner

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/02/CM011918.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
January 19, 2018

The Board of Commissioners met at 8:00 am on Friday, January 19, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen.

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

The budget detail is reviewed and discussed.
Discussion on maintaining the 3% increase for employee wages that has been included is held. Encouraging crew for most cost-effective manner of proceeding with tasks is desired. Establishment of priorities for DPW road work is discussed. Proceeding with ditch work with a focus on Oak Hill side of the District for 2018 is a primary task; Reinach side was worked on in 2017; the area around the ponds was completed in 2016.
A more definitive work plan for the DPW to be able to establish benchmarks is discussed.
Ralph Lutjen and Ron Sandstrom are in favor of salary line items as presented. Mike Smith states he would like to increase it to 5% and may do so at the Annual Meeting.
Efficiency of work needed on District roads can be increased; use of contractors as needed is outlined as an option to review.
The use of the calculated three-year average expenditure to establish the 2018 proposed budget for some line items is discussed. 2% inflation is discussed; oil prices and electricity costs are discussed.
Mike Smith discusses the pump house electric usage and cost report stating that the inefficiency of the old pump at Muddy Beach station shows on the report; usage elevates above the other stations for the time period the pump was on. This report will be brought tonight for use by the Commissioners.
The water projects proposed are reviewed. Loan detail sheet will be included in the handouts.
The budget detail with the difference column will be included in the handouts.
Mike Smith outlines intent not to allow focus to become 2017 expenditures; but keep focus on the 2018 proposed budget amounts.
The Little Loop article cost estimate received is reviewed. Article will be set at $20,000. Some cost offsets are possible for this project.

Intent for discussion points for each article by the Commissioners is established.
The tax impact sheet water rate calculation per article is reviewed. Sheet will be altered for tonight’s meeting for clarity.

Handout will include:
Warrant
Budget with difference column
Loan impact sheet
Tax impact sheet with base water rate calculation with and without loan
Sheet from October public hearing for capital water projects completed since the beginning of VDOE.

The pump house electrical report and highway repair line item detail will be available for reference. The profit & loss expense detail for 2017 will be available for reference.

At 9:45 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds. Motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/02/CM011618.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
January 16, 2018

The Board of Commissioners met at 8:00 am on Tuesday, January 16, 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 reports that a leaf spring was noticed to be cracked on the Terra Star last week. Parts were purchased from Berlin Spring and installed in house to save labor costs and down time. Parts cost was $677. The F-550 was sent to Albany Service Center with a decrease in power. An electrical issue is being diagnosed.
Roads are in good shape
Additional sand has been ordered as supply was low and frozen and ice is in the forecast. Ralph Lutjen makes a motion to increase the PO for sand by $900. Mike Smith seconds. Motion passed 3-0. Mike Smith makes a motion to create an open PO for sand in the amount of $5,000. Ralph Lutjen seconds. Motion passed 3-0. Mike Smith makes a motion to create an open PO for salt in the amount of $10,000. Ron Sandstrom seconds. Discussion ensues on amount to be approved at this time; $5,000 is recommended. Mike Smith moves to amend the amount of approval to $5,000. Ron Sandstrom seconds; amendment passed 3-0. Motion passed 3-0.
The damage reported to Schwyz is discussed. Kelly Robitaille reports a large rock fell in front of and blocked a driveway culvert. Water diverted and washed out a portion of the driveway and a portion of the road down to West Bergamo. Gravel will be needed to repair the area. The undermining of the paved driveway is discussed; Ralph Lutjen outlines the driveway is the property owners’ responsibility. Discussion ensues on an option to manage the paved area while working asphalt next year. Mike Smith makes a motion to approve up to $250 for gravel, delivered by Coleman’s, to repair Schwyz. Ralph Lutjen seconds. Motion passed 3-0.

3. Water

Tank inspections for one Reinach tank and the large tank at the Summit are scheduled for this week. Weather may delay the inspection.
A report of a water leak on Middle Shore near Geneva is being investigated today. If possible, Ian Hayes will attempt to identify the size of the water main in this area. The excavation for the leak may not expose the water main. Depending on difficulty excavating, the main may be exposed to identify the size.

4. Administration

The motion log is reviewed and discussed. The registration form for canoe rack space is being worked on.
Draft inspection form for water line inspections is reviewed. Mike Smith makes a motion to add the psi at the curb stop valve to the form. Ron Sandstrom seconds. Motion passed 3-0.
The cash flow report through 12-31-17 is reviewed.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,782.30. Ron Sandstrom seconds. Report and time cards are reviewed and discussed. Motion passed 3-0.
November and December monthly water usage numbers are reviewed.
Water system electric usage report is discussed. The decline in kilowatt hours used shows the improvements to the water system. This report will be brought to the budget hearing Friday.
Mike Smith makes a motion to approve the Holiday List for 2018. Ron Sandstrom seconds. Motion passed 3-0.
Draft warrant for 2018 and proposed budget are reviewed and discussed.
Article 2; water bond in the amount of $500,000. Options for loan discussed. Alternative options that may exist for the Reinach Pressure Zone creation are discussed. A loan for tanks only in the amount of $150,000 is outlined as an option. Discussion on approaching the State for possible relief based on estimated cost for the pressure zone is discussed. Mike Smith states that the need for the pressure zone has been in the Master Plan since 2005; the zone needs to be created to deliver proper pressure to customers; a reasonable plan has been developed. The system needs to be taken care of and improved; bond should remain at $500,000. Discussion on inspection of tanks only this year so as to prioritize the order for lining the tanks going forward. The benefit of providing a known impact to the water user fee and ability to level the rate with a large loan is discussed.
Article 3; Highway/Operations Budget. Line items are reviewed. Ralph Lutjen recommends no additional increase over the 3% included to salary lines. The medical insurance is a large financial benefit for the employees. Ron Sandstrom outlines that the information gathered has shown that the VDOE is at the bottom of the spectrum regarding salaries. Mike Smith adds that retainage of good employees is desired; a good raise should be given. Discussion continues on the line item for highway salary.
Article 4; some highway something….
Article 5; Old Town Road reconstruction. Mike Smith makes a motion to remove Article 5. Ron Sandstrom seconds. Motion passed 3-0.
Article 6; Lodge repairs. Mike Smith makes a motion to include this article on the warrant. Ron Sandstrom seconds. Motion passed 2-1 with Ron Sandstrom against additional funding for the lodge at this time.
Article 7; storm water management. Mike Smith makes a motion to include this article funded in the amount of $7,800 from the Road Construction Capital Reserve Fund. Ralph Lutjen seconds. Motion passed 3-0.
Article 8; final numbers still needed; expected Thursday.
Article 9; final numbers needed; expected Thursday.
Article 10; Mike Smith makes a motion to include article as written. Ralph Lutjen seconds. Motion passed 3-0.
Article 11; Mike Smith makes a motion to amend article to $25,000. Ralph Lutjen seconds. Motion passed 3-0.
Article 12; Mike Smith makes a motion to include as written. Ron Sandstrom seconds. Motion passed 3-0.
Article 13; Mike Smith makes a motion to include as written. Ralph Lutjen seconds. Motion passed 3-0.
Article 14; Mike Smith makes a motion to include as written. Ron Sandstrom seconds. Motion passed 3-0.
Article 15; Mike Smith makes a motion to include as written. Ralph Lutjen seconds. Motion passed 3-0.
Article 16; Mike Smith makes a motion to include as written. Ralph Lutjen seconds. Motion passed 3-0.
Article 17; Mike Smith makes a motion to include as written. Ralph Lutjen seconds. Motion passed 3-0.
Article 18; Mike Smith makes a motion to include as written. Ralph Lutjen seconds. Motion passed 3-0.
Article 19; Mike Smith makes a motion to include in the amount of $21,450. Ron Sandstrom seconds. Motion passed 3-0.
Article 20; Mike Smith makes a motion to amend article to tank inspections only this year. Ralph Lutjen seconds. Discussion on amending amount is held. Ralph Lutjen makes a motion to include this article in the amount of $126,000 with $20,000 to be funded from the Water Tank Capital Reserve Fund. Ron Sandstrom seconds. Motion passed 3-0.
Article 21; Mike Smith makes a motion to include as written. Ralph Lutjen seconds. Motion passed 3-0.
Article 22; Mike Smith makes a motion to include article in the amount of $32,700. Ron Sandstrom seconds. Motion passed 3-0.
Article 23; Mike Smith makes a motion to include article in the amount of $65,826. Ralph Lutjen seconds. Motion passed 3-0.
Ron Sandstrom makes a motion to reduce the gravel budget to $10,000 and asphalt to $7,000. Mike Smith seconds. Motion passed 3-0.
Mike Smith makes a motion to have Nancy Cole contact Eaton, Albany, Freedom and Madison for salary and benefit level comparisons. Ralph Lutjen seconds. Motion passed 3-0.

5. Accounts Payable

Mike Smith makes a motion to approve 30 checks for a total of $39,542.09. 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 January 3. Ralph Lutjen seconds. Ralph Lutjen amends minutes to include Kelly Robitaille request for review of the proposed salary line item for 2018 and non-public session with the Commissioners. Motion, as amended, passed 3-0.

7. Commissioners Reports

Mike Smith makes a motion to allow Mike Smith to do a budget analysis for replacement of the 5,000-gallon tanks for the water system versus lining of those tanks. Ron Sandstrom seconds.
Mike Smith makes a motion to not have a new propane fireplace log placed at the lodge. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to have the ceiling in the lodge painted if funds allow. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to add a warrant article for pump house security in the amount of $12,500. Ralph Lutjen seconds. Motion passed 3-0.

8. Signature Items

Mike Smith makes a motion to approve PO 234 in the amount of $550 for chains. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to approve PO 235 in the amount of $6,000 for salt. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to approve PO 236 in the amount of $1,000 for sand. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to approve PO 237 in the amount of $650 for a mirror for the Terra Star. Ralph Lutjen seconds. Motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the first of the chemical testing results and the monthly bacteria and pH testing results. All results are good.
NH Municipal Association has sent the weekly Legislative Bulletin. Numerous bills are being followed, including 4 that would affect the Right to Know law, RSA 91-A.

10. Scheduled Appearances

Adam Leiser is informed that the drawings for Little Loop have been received. Ralph Lutjen adds that a review of the area was conducted with himself and contractor Bob Wirling to obtain pricing for the project. The estimate is expected Thursday. The disturbance area of the project appears to require removal of 5-6 trees. Demarcation of the project to identify VDOE work and costs and property owner work and cost will be determined should the project be approved at the annual meeting. An easement request will be drafted prior to construction. Adam Leiser states that he will agree to the easement. Ralph Lutjen adds that the tree removal does not appear to be a major issue. Adam Leiser questions that if the moving of the driveway is part of the VDOE drainage design would the majority of cost be incurred by the VDOE? Adam adds that he would split 50/50 any additional tree work above the $1,800 quote already received by the District. Ralph Lutjen recommends discussion once the estimate is received. Additional discussion will be needed on what portion of the project would be the responsibility of the homeowner and that portion that the VDOE will fund. Adam Leiser requests that all costs be known prior to construction so as to avoid a “nickel and dime” situation during the project. Ralph Lutjen reiterates that the estimate is expected Thursday; fairness to all parties is primary goal. Adam Leiser questions the impact of the driveway across the street from the proposed drainage project and is informed that the work needed at that property is all within the VDOE right of way and will be handled by the District with that property owner.

11. Other Business

Mike Smith makes a motion to schedule a Commissioner meeting for Friday, January 19 at 8 am. Ron Sandstrom seconds the motion. Motion passed 3-0.

12. Public Comments

At 10:42 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/2018/02/CM010918.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
January 9, 2018

The Board of Commissioners met at 8:00 am on Wednesday, January 3, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Ian Hayes (water operator) and resident Adam Leiser. Engineers Nick Sceggell and Paul Fluet are contacted via telephone during the meeting. 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 the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Salt and sand have been ordered. Equipment is ready for the next storm. Use of brine is discussed; works well, reduces active temperature range for the salt and reduces the bouncing of salt when applied so that it remains on the road. Supply will continue to be purchased from Coleman’s as needed.
Roads are in good shape; a good job was done with the recent storm. The benefits of the ditch work and road widening of the last two years shows in the ability to keep the roads clear.
Budget line items for the proposed 2018 budget are discussed. Kelly Robitaille requests a non-public session for salary discussion. Mike Smith states that he believes the line items are low; 3% is not much for a raise. Increasing the lines to allow for a 5% raise is recommended by Mike Smith.
The ability to increase sand and salt lines at the Annual Meeting if needed is outlined.
The highway repair line item will be reviewed.

3. Water

Mass Tank is scheduled to inspect the tanks on January 17. Water operator Ian Hayes will have the tanks drained and open prior to the arrival of the Mass Tank personnel. An inspection observation will be requested. Weather will be a factor for the inspection.
The wet area on Grison is discussed. Ian Hayes states he has shut the area down and not had a substantial drop in water flow; a large leak would be expected to drop the flow 10 or more gallons per minute. Based on this result, it does not appear that this is a water system leak. Known issues with groundwater exist in this area. The area will be watched. The DPW will fill the pothole as needed and the area will be investigated in the spring.
The water budget is reviewed.
Projects for the water system are discussed. The need to obtain bids on some projects is discussed. The estimates requested are discussed; objective is to get appropriate costs for the projects. Ian Hayes outlines the differences in size of the projects and scope of each parties’ involvement as factors that can be difficult to estimate; time allowed for each project will be established to allow for extras that may be needed. If projects are done with current vendors on time and material construction basis, the total costs will most likely be below the estimates. When a contract exists through a bid process; the cost is set.
The expectations of the Board are outlined; best effort for most reasonable project cost.

4. Administration

A safety meeting was held last Friday.
Water shut offs for non-payment have been done.
Mapping information for the isolation valve map update is being worked on.
The 2018 proposed budget is reviewed. No additional changes at this time.
The draft 2018 Warrant is reviewed. Final numbers are being compiled for updating estimates used in the draft. All details will be needed for the Annual Meeting. The estimate for building the new pump house needed for the Reinach Pressure Zone is being worked on. Mike Smith makes a motion to have engineer Nick Sceggell produce an estimate for Reinach Pressure Zone phase 2. Ron Sandstrom seconds the motion and the motion passed 3-0.
The wording for the bond article for the water system is to be reviewed by the Department of Revenue and legal counsel prior to being finalized.
The article for reconstruction of Chocorua View Drive will be updated to Old Town Road.
The estimates for Little Loop and Thusis projects are being worked on.
The water articles will be arranged to group those articles that would be included in the bond together at the end of the warrant.
The tax impact and estimated water impact will be put together for review. Concern for the impact of the warrant is discussed. The ability to level the water rate with the bond option is discussed. The challenge of getting the information to the voters is outlined; low participation at meetings is discussed. Discussion is held on the impact to the water rate should the bond fail and the projects be voted individually.

5. Accounts Payable

Mike Smith makes a motion to approve 1 check for a total of $2,175.92. Ron Sandstrom seconds the motion. Check and invoice are reviewed and discussed. Motion passed 3-0.

6. Minutes
7. Commissioners Reports

Ralph Lutjen discusses an encounter with a snowmobile that was being used on Saint Moritz Drive. Discussion is held on signage; it is posted on the bulletin board at the mailboxes that recreational vehicles, OHRV’s and ATV’s are not allowed on public roads. Madison Police will be notified of the snowmobile on the roads.

8. Signature Items
9. Correspondence

Residents have sent questions regarding the recent posting of the Neighborhood Watch signs. An informational sheet has been developed. Ralph Lutjen makes a motion to put the information on the website. Ron Sandstrom seconds the motion. Discussion is held on the lack of notification to property owners regarding the program from the Eidelweiss Property Owner’s Association, who proposed and paid for the signage. Motion passed 3-0.

10. Scheduled Appearances

Resident Adam Leiser has attended the meeting to join in the discussion with engineer Nick Sceggell regarding the proposed Little Loop drainage corrections. Mr. Leiser states that the two-foot increments on the updated drawings are too big; original drawing by Mr. Leiser’s engineer used a one foot increment scale. Adam Leiser questions the impact to trees on his property as the design moves the driveway closer to the house. The slope of the property is also discussed. Ralph Lutjen outlines that the design needs to be finalized to obtain a number for the Annual Meeting. Specifications on the easement, including size and distance from property line, are needed to draft the needed drainage easement.
Engineer Nick Sceggell is contacted by phone. Engineer Paul Fluet is conferenced into the call.
Engineer Nick Sceggell is asked if a budget number can be created for phase 2 of the proposed Reinach Pressure Zone project by next week.
The Thusis project is discussed. Nick Sceggell states that he is waiting for final delineation marking on a map from Thorne Surveyors for the boundary line along Thusis Beach driveway/parking area. The existing drawing can be used for obtaining a quote.
Little Loop is discussed. The need to finalize the plans is outlined. Draft is reviewed. Slope will be matched to add cover over the culvert pipe proposed. Additional elevation information will be added to areas within the design for added reference. The culvert outlet will have a headwall added to the design as well as a spot elevation mark. Nick Sceggell will discuss the updates with Adam Leiser’s engineer, Jim Rines. Potential impact to trees near the house with the updated location of the driveway is discussed. The number of trees that will be impacted is unknown at this time. A limit of grading impact will be shown for the driveway; any trees within the area will need to be removed. Ralph Lutjen makes a motion to have Ralph Lutjen work with Kelly Robitaille to check the impact area. Mike Smith seconds the motion and the motion passed 3-0. Estimates for the project will be obtained using Barry’s Tree Service and contractor Bob Wirling. The driveway specifics are in the plan; 12” base with 6” top gravel. Ralph Lutjen requests the updated drawings by Friday. Nick Sceggell agrees with the requested time line.

11. Other Business

Ron Sandstrom makes a motion to request Attorney Chris Boldt to come to the Annual Meeting. Mike Smith seconds the motion and the motion passed 3-0.
Quotes have been received from Federal Piping for various needs within the District.
Ralph Lutjen makes a motion to approve job 1 and job 2 for a total of $1,500. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to approve job 3 for a total of $2,240 to be paid for by encumbered funds for Muddy Beach upgrades. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to approve job 4 and job 5 with the lodge portion to be paid for by encumbered funds for the lodge repairs. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to accept and sign the Federal Piping quote. Ralph Lutjen seconds the motion and the motion passed 3-0.
The estimates for the road projects for Grison and Burgdorf are discussed. Alternate solutions are desired. Mike Smith makes a motion to review these projects in March. Ron Sandstrom seconds the motion and the motion passed 3-0.

12. Public Comments

At 9:05 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (d) legal. Ralph Lutjen seconds the motion. Motion called 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 this session until the matter is resolved. Ron Sandstrom seconds the motion and the motion passed 3-0.

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

At 10:50 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters and (e) property. Ron Sandstrom seconds the motion. Motion called 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 add a warrant article for upgrades to water system security. Ralph Lutjen seconds the motion and the motion passed 3-0.

At 11:40 am Mike Smith makes a motion to exit non-public session and adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

•

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/10/CM092617.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 26, 2017

The Board of Commissioners met at 8:00 am on Tuesday, September 26, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance was Kelly Robitaille (hwy). The meeting was taped for Madison TV.

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 the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that shoulder work and filling of pot holes will be done this week. Crack sealing is anticipated for Thursday. Aspen, Chocorua View, Eidelweiss Drive and Oak Ridge are target roads for crack sealing. All trucks will be brought for inspection throughout this week. The asphalt shim on Middle Shore at Geneva that was done last week is discussed. Ralph Lutjen outlines that the intent was to reclaim this section of asphalt while rebuilding the road bed and the drainage for watershed management; this work may not be the money spent. Kelly Robitaille states that the shim coat will stabilize the area until the road is rebuilt; adding that a preservation effort was needed in this area for winter plowing. For $3,000, the road is now able to be traveled easily and the need to reclaim, which is intended to include drainage and watershed management for protection of the pond as well as the rebuilding the road bed can now be planned for going forward versus an immediate need. The shim coat on Middle Shore and Eidelweiss Drive may gain 3-5 years of useful road life. Kelly Robitaille states that now that the crew has implemented this pavement technique, they have the experience and confidence to do more of this type of work going forward. The ability to extend pavement useful life years allows for better planning of major expenses.
Kelly Robitaille adds that the crew is attending a class for gravel road repair this Friday; they will not be in the District.
Pink ribbons which have been found on Boulder Beach, Thusis Beach and some roads are discussed. An email from the engineers stating that the survey crew would be in the District for Little Loop, Thusis Beach culvert, and Geneva hill surveys and wetlands delineation was received. Dubois & King engineer Nick Sceggell will be checked with to see if these are related to that survey work.
Gravel supply is good, as is salt and sand.
Funding for any potential additional purchases will be looked at going forward.
Speed limits within the VDOE are discussed. Mike Smith makes a motion to have all VDOE roads at a posted limit of 20 mph. Ralph Lutjen seconds the motion. Discussion ensues on obtaining input from Madison Police. The current posted limit of 25 mph on Eidelweiss Drive is discussed. Madison Police will be asked for a recommendation regarding the speed limit to be posted on Eidelweiss Drive. Mike Smith withdraws the motion.
A quote for a backhoe plow has been received in the amount of $10,800. The status of the F-550 is discussed. Kelly Robitaille outlines that the truck is getting old and is showing signs of wear. Should the F-550 be out of service, there is no back-up. Having a plow assembly for the backhoe would allow the backhoe to be used to do some of the work the F-550 currently does, saving additional wear to the truck. Mike Smith states that the purchase could be funded from the Highway Equipment Capital Reserve Fund. Ralph Lutjen outlines that this expense would leave only a minimal amount in the fund should a large repair be needed to a truck.
The 550 is scheduled for inspection this week; a status report on the truck will be requested from the mechanic. A quote for just the plow assembly, with purchase of a plow from a different vendor will be prepared and this addressed again next week.
Kelly Robitaille is informed that a Thank You has been received from resident Andrew Harteveldt for the shim work completed on Middle Shore at Geneva (Geneva hill).

3. Water

An additional follow up will be sent to Tom Therrien, with a copy to the Electrical Installation Inc. office manager, regarding the outstanding chemical injection room schematic.
Mike Smith states that all sheet rock and insulation was removed from Muddy Beach station due to the condition. The full station will be reinsulated and sheet rocked this week. The concrete pedestals the pumps were on are being removed. A new pad will be poured for the new pump. Mike Smith adds that he would like to consider expending any remaining warrant article funds to do additional work at Muddy Beach this year. Funds may be available to allow purchase of the second pump and VFD, therefore completing the working portion of the pump house and leaving only the exterior of the building left to be completed next year.
Engineer Nick Sceggell has responded to the question regarding addition of meters to the PRV pits. Mike Smith makes a motion to authorize the engineers to design the PRV pit upgrades with estimated construction costs and place the project on the 2018 Warrant. Ralph Lutjen seconds the motion and the motion passed 3-0.
The flood alarms in all pump houses are installed and programmed to the SCADA alarm system.

4. Administration

The additional locks authorized have been ordered.
There will be an Asset Management meeting today at 1 pm. The water system capital needs, by priority, will be the primary discussion point. Mike Smith states that 5 additional curb stop valves were located yesterday. Culvert entry is being worked on by Dinah Reiss.
The summary of the Muddy Beach kick-off meeting of September 12 has been distributed.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $7,158.78. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
Draft update for the Unassigned Fund Balance (UFB) policy is reviewed. Ralph Lutjen questions the need to update the policy. Discussion ensues on cash flow, borrowing, protection for the District in the event of an unforeseen catastrophic loss. Discussion is held on the UFB – funds cannot be intentionally raised; underspending of the operational budget and warrant articles is added via audit at year end to calculate addition/loss to the UFB. The policy would stand as a guide to Commissioners to not recommend expenditure of funds from the UFB on the annual warrant and to not use UFB funds to offset the tax rate when it is annually established. Once the UFB is at recommended policy update to $200,000 or the amount of the January tax check, whichever is greater, Commissioners can then consider recommending expenditure from this fund. Ralph Lutjen makes a motion to approve the policy update as written. Mike Smith seconds the motion and the motion passed 3-0.
Establishment of the 2018 Annual Meeting is discussed. Mike Smith makes a motion to schedule the 2018 Annual Meeting for February 24, 2018 with voting from 5 pm to 7 pm and the deliberative session to begin at 7 pm. Ralph Lutjen seconds the motion and the motion passed 3-0.
Draft for a Commissioners newsletter is presented. Ron Sandstrom makes a motion to approve the draft with the inclusion of two positive items. Mike Smith seconds the motion and the motion passed 3-0. Draft will be updated for additional review.
The time for the public hearing scheduled for October 14 is questioned. Mike Smith makes a motion to schedule the public hearing at 10 am at the lodge on October 14. Ron Sandstrom seconds the motion and the motion passed 3-0.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 2 checks in the amount of $3,208.89. Ron Sandstrom seconds the motion. Check and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0. Ralph Lutjen requests review for charges to be sent to property owners’ on the invoice submitted by Ian Hayes. This will be done for next week’s manifest.

6. Minutes

The minutes of September 19 are reviewed. Mike Smith makes a motion to approve the minutes of September 19 as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen questions when designs will be received from the engineers. Ralph Lutjen makes a motion to send an email to the engineers for completion dates and status of projects. Ron Sandstrom seconds the motion and the motion passed 3-0.
Discussion is held on the needed replacement of the service line at 11 Klausen. Ralph Lutjen makes a motion to interrupt the customer’s water service on October 10 if the line is not replaced. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith discusses the proposed Loon Society presentation for Saturday of Memorial Day weekend 2018. The presentation would be held at 6 pm. An ice cream social as the event is proposed. The presentation lasts approximately 45 minutes, ice cream could be served, and then a question and answer period could be held. Allowing the Loon Society to sell t-shirts and other items at the presentation is discussed and approved of. Holding of a 50/50 raffle with the Loon Society as the recipient of the proceeds is discussed. This will be looked into. Ron Sandstrom makes a motion to sponsor the Loon Society presentation and host an ice cream social Saturday of Memorial Day weekend 2018 at 6 pm at the lodge. Mike Smith seconds the motion and the motion passed 3-0.
Ralph Lutjen discusses holding a meeting in November as a follow up to the meeting scheduled October 14. This meeting would highlight the essential needs and discuss funding for those needs. Ralph Lutjen makes a motion to schedule a follow up meeting December 2, 2017 at 10 am at the lodge. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to have AmeriGas price the needed heaters and propane line work. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith states that the remaining funds for the Muddy Beach project should be checked after completion of the current work to see if the second pump and VFD can be ordered this year.
Two valves were identified while working on remaining curb stop valve locations which will need to be excavated; one is on Bern and the other on West Bergamo. This will be done at the completion of the curb stop valve locating work as other valves may be identified that need to be excavated.

8. Signature Items
9. Correspondence

Notice has been received that Eversource will be upgrading power lines on Eidelweiss Drive, Bern Drive, Barden Place.
Health Trust has sent notice of a new Healthcare Reimbursement Account option that will be available. The Flexible Spending Account arrangements have also been upgraded.

10. Scheduled Appearances
11. Other Business

The owner of 14 Jungfrau has contacted the office to have the DPW review the driveway area as the owner intends to build a tent garage and was questioning if a driveway permit may be needed.
The trees have been cut at the lodge entry way. Upon payment of the recent services at the lodge, remaining funds will be checked to see if the upstairs meeting area walls can be upgraded this year.
Through a random contact, the office has come into possession of a document regarding the Pea Porridge Pond Watershed that was found at the Madison Historical Society. The document is very well written, author unknown at this time. The document can be used going forward as watershed management and the need for doing so is discussed further.

12. Public Comments

At 9:35 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

•

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/09/CM090517.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 5, 2017

The Board of Commissioners met at 8:00 am on Tuesday, September 5, 2017. In attendance were Commissioners Mike Smith and Ron Sandstrom. Also in attendance were Highway personnel Kelly Robitaille and Jeff DeMartino. The meeting was taped for Madison TV by Tim Hughes.

At 8:01 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 the motion and the motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille outlines that Reinach Place was worked on last week. Ledge pack was used for this work. Culverts will be cleaned this week.
All supplies have been received for the new crack sealing unit. Kelly Robitaille outlines intent to begin crack sealing next week. Asphalt shimming is planned for the end of next week. A roller will be rented from Coleman for this work, the week rental from MB Tractor was no longer available when MB was contacted following last week’s meeting. The culvert basin for Eidelweiss Drive will be picked up next week.
Ron Sandstrom makes a motion to remove the speed bumps. Mike Smith seconds the motion and the motion passed 2-0.
Need for an impact tool is discussed. Cost is $365 at NAPA. Mike Smith makes a motion to approve purchase of an impact tool not to exceed $375. Ron Sandstrom seconds the motion and the motion passed 2-0.
The work needed on Jungfrau will be scheduled for October.
The intersection of Little Shore and Middle Shore will be addressed.
Mike Smith makes a motion to approve a time off request submitted by Kelly Robitaille. Ron Sandstrom seconds the motion and the motion passed 2-0.
Budget line items are reviewed and discussed. Salt is discussed, the cost of obtaining pre-treated salt will be checked.
Sand supply is OK at this time.
Discussion is held on snow-fighting equipment. Mike Smith makes a motion to obtain a price for a plow blade for the backhoe. Ron Sandstrom seconds the motion and the motion passed 2-0.
Discussion ensues on the engineering review for the stated claim that road water run-off is damaging the septic system at 30 Saint Moritz. Kelly Robitaille outlines that the prior review of this area did not enter the property to analyze run-off to the back of the house. The recommendation of the prior review of the area was to extend the pavement across the intersection of Saint Moritz and Basil to direct water to the drainage culverts.

3. Water

Ian Hayes will be in attendance next week.
Tom Therrien has been requested to appear next week.
Mike Smith makes a motion to schedule a kick-off meeting for Muddy Beach reconstruction with Ian Hayes, Tom Therrien, Justin Montelin and Norm Garside. Ron Sandstrom seconds the motion and the motion passed 2-0.
Three leaks were repaired last week. A service line leak at 6 Interlaken was discovered. The water service at the property has been shut off until the line is replaced.
Discussion ensues on two of the leaks being located once the initial leak was repaired. The water mains in the area including Interlaken, Diessbach, Porridge Shore, Waldsbut and East Bergamo are original to the system, old and failing. This area will be a target for water main replacement within the water system capital needs listing.

4. Administration

The September safety meeting will be scheduled.
The next Asset Management Committee meeting is September 26 at 1 pm. The CIP plan is being updated as outlined at the last meeting. The water system will be the target for identifying needs and priorities on Sept 26.
The water budget will be reviewed with Ian Hayes next week.
The review of electric bills will be completed next week.
The Department of Revenue Form MS 434 is reviewed. Mike Smith makes a motion to not offset the tax burden with Unassigned Fund Balance. Ron Sandstrom seconds the motion and the motion passed 2-0.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 15 checks in the amount of $22,508.34. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

6. Minutes
7. Commissioners Reports

Mike Smith makes a motion to send a letter to the property owner of 6 Middle Shore Drive to protect the fire scene. Ron Sandstrom seconds the motion and the motion passed 2-0.
Discussion is held on the use of the lodge for a shared dinner that is being advertised by the EPOA for September 23. Depending on the progress of the construction, the building may not be available. Mike Smith makes a motion to notify the EPOA that based on the construction, the lodge may not be available September 23. Ron Sandstrom seconds the motion and the motion passed 2-0.
Ron Sandstrom outlines that he will send recommended updates for the presentation to be given October 14.

8. Signature Items

Driveway permit for operation for 26 Diessbach is presented. Mike Smith makes a motion to approve and sign the Driveway Permit for Operation for 26 Diessbach Drive. Ron Sandstrom seconds the motion and the motion passed 2-0.
Driveway permit for construction for 56 Oak Ridge Road is presented. Mike Smith makes a motion to approve and sign the Driveway Permit for Construction for paving at 56 Oak Ridge Road. Ron Sandstrom seconds the motion and the motion passed 2-0.
Driveway permit for construction for 55 Oak Ridge Road is presented. Mike Smith makes a motion to approve and sign the Driveway Permit for Construction for paving at 55 Oak Ridge Road. Ron Sandstrom seconds the motion and the motion passed 2-0.
Driveway permit for construction for a new dwelling to be built at 59 Eidelweiss Drive is presented. Mike Smith makes a motion to approve and sign the Driveway Permit for Construction for a new driveway at 59 Eidelweiss Drive. Ron Sandstrom seconds the motion and the motion passed 2-0.
A fill request has been received. Mike Smith makes a motion to approve and sign the fill request for 31 Saint Moritz Drive. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

The engineers have confirmed the booster pump recommendation for the new pump at Muddy Beach. Mike Smith makes a motion to approve purchase the Grundfos CR 10-10 as recommended. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to send the pump information to SCADA programmer Tom Therrien and release the order for the VFD for the new pump. Ron Sandstrom seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to release the order for the two 2-inch and one 3-inch meters for Muddy Beach not to exceed $7,500. Ron Sandstrom seconds the motion and the motion passed 2-0.

10. Scheduled Appearances
11. Other Business
12. Public Comments

At 8:55 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (c) reputation. Ron Sandstrom seconds the motion. Motion is called via roll call vote Mike Smith yea, Ron Sandstrom yea and the motion passed 2-0.

At 9:16 am Mike Smith makes a motion to exit non-public session and adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

•

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/09/CM082917.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
August 29, 2017

The Board of Commissioners met at 8:00 am on Tuesday, August 29, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille, Treasurer Dinah Reiss, residents Gloria Aspinall and Mark Graffam. 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 the motion and the motion passed 3-0. Ron Sandstrom makes a motion to add a non-public session for contract renewal. Ralph Lutjen seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the piles on Grison are being removed. Approximately ten (10) 20 MPH signs have been counted in the District. If new signs are ordered, 15 are recommended. A price will be obtained. Discussion is held on enforcement ability and the option of completing a road survey. Mike Smith makes a motion to contact Chief Colby for discussion on speed enforcement and a road survey in the District. Ron Sandstrom seconds the motion and the motion passed 3-0. Kelly Robitaille discusses flying of the POW/MIA Flag. Protocol for the Flag is reviewed; you may choose to fly it all the time or fly it only on the listed dates. Mike Smith makes a motion to fly the POW/MIA flag daily. Ron Sandstrom seconds the motion. Ralph Lutjen discusses impact of the Flag when it is only flown during the specified periods. Kelly Robitaille reads an excerpt outlining a strong recommendation to fly the POW/MIA Flag at all times in support of those families whom are still waiting to learn the whereabouts of a family member. Motion is called to a vote and the motion passed 2-1 with Ralph Lutjen against flying the POW/MIA Flag daily. Kelly Robitaille states that the week of Sept 11 – 15 is scheduled for asphalt work. Aspen will be targeted for work. Shimming on Eidelweiss Drive and other patchwork will also be scheduled. Crack sealing will be scheduled for Sept and Oct. All work being done currently is a patch, not a full repair. Funding and the need for work on the VDOE roads are discussed. Renting of a compacting roller for asphalt work is discussed. The roller will cost $1,600 for one week; $1,275 for 3 days. Delivery fee is $375. Discussion on time owed to VDOE from MB Tractor for rental of a roller is held. Kelly Robitaille outlines that the roller quoted for asphalt work is a different size than the roller rented previously. The 2-weeks owed to the District from MB Tractor would be targeted for next year planned work on Upper Lakeview Drive. MB Tractor will be approached for use of the owed time with this rental. Mike Smith makes a motion to approve rental of the roller for 3 days using 3 of the 10 days owed to the District. Ron Sandstrom seconds the motion and the motion passed 3-0. The estimate for asphalt for the intended work is $3,000. The need for a purchase order is discussed. Kelly Robitaille adds that there is $4,250 remaining in the asphalt line item. Estimates will be finalized for next week.
A class on gravel roads, drainage, and watershed protection is available and Kelly Robitaille would like him and Jeff DeMartino to attend. Mike Smith makes a motion to approve up to $100 for attendance at the Gravel Roads, Drainage, and Watershed Protection class. Ralph Lutjen seconds the motion and the motion passed 3-0.
Kelly Robitaille outlines that the estimated cost for contracting the Aspen asphalt work is $3,000. The area to be paved is 60’ x 18’. Ralph Lutjen makes a motion to approve repair to Aspen asphalt not to exceed $3,000. Ron Sandstrom seconds the motion and the motion passed 3-0.
Kelly Robitaille adds that Little Loop Road is an issue for the DPW; the engineering being completed is needed.

3. Water

Ian Hayes next appearance will be September 12.
SCADA programmer Tom Therrien will be scheduled for a meeting with the Board.
Discussion is held on replacement of a service line and curb stop valve on Geneva.
A resident on Lakeview Drive has sent early notification for seasonal water shut off.
A single line drawing for Muddy Beach piping was received this morning and is distributed.
Discussion ensues regarding the need for conclusion on water leaks and checking the system.

4. Administration

The motion log is reviewed and discussed.
The Asset Management Committee met last week. The Capital Improvement Plan for roads was worked on; an update will be sent out. The next meeting will be focused on setting priorities for the water system and is scheduled for September 26 at 1 pm.
Mike Smith makes a motion to have Ian Hayes attend the Asset Management meeting September 26. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith states that three dates have been scheduled with Ian Hayes for locating curb stop valves. Dinah Reiss will schedule time for entering culvert information into the asset management database.
The Warrant Article list and status has been added to the action list.
The document created by Attorney Dan Crean regarding the VDOE’s rights as related to roads and the 10-foot right-of-way has been distributed. Ralph Lutjen discusses operating within the guidelines within the document. The document clarifies that the District does indeed have the authority to separate a driveway from a road when the driveway is not in compliance with the Driveway Ordinance and is causing road damage. Use of the memo by Attorney Crean as an educational outreach to property owners regarding the rights of the District is discussed. Ralph Lutjen states that he would be in favor of removal of 10 feet of pavement on any driveway which is paved without a permit for protection of the road. Updating of the Driveway Ordinance is discussed. Discussion on adding a penalty for paving prior to obtaining a permit is held. The need for a public hearing to update an Ordinance is outlined. Penalties and fines are assessed by the Court, not the municipality. Discussion continues on the right of the VDOE to protect the roads. Discussion with homeowners regarding the right to remove any non-permitted pavement within 10 feet of the road and exercising this right when needed should be held. Adding a cost if the permit is applied for after a driveway has been paved is discussed. Mike Smith makes a motion to have a draft of the Driveway Ordinance created which includes a $250 application fee if the permit is applied for after the work is completed. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ron Sandstrom makes a motion to draft a letter to the three local paving companies regarding the Districts position that up to 10 feet of pavement may be removed when a driveway is paved without a permit. Ralph Lutjen seconds the motion and the motion passed 3-0.
The drafts for the proposed alternatives for changes to the Beach Ordinance are presented. Ralph Lutjen outlines that the Board should support one of the options but discuss all three at the public hearing. The adoption of a registration system for canoe rack spaces is discussed; this option is favored by Ralph Lutjen. Establishing a fee for registration is discussed. Ralph Lutjen makes a motion to recommend the registration option with a fee of $10. Ron Sandstrom seconds the motion. Discussion on the dollar amount for the fee is held. Mike Smith recommends $50, stating that $100 could be considered. A registration form will need to be developed. Ralph Lutjen moves to amend the motion to a fee of $25. Ron Sandstrom seconds the amendment. Amendment passed 3-0. Motion, as amended, is called to a vote and the motion passed 3-0. Ralph Lutjen makes a motion to bring all three options to the public hearing October 14 with recommendation for establishing a registration system form with fee. Ron Sandstrom seconds the motion and the motion passed 3-0.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,659.78. Ralph Lutjen seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
The status of the 2017 water billing is reviewed. $7,998 remains uncollected.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 2 checks in the amount of $452.20. Ralph Lutjen seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of August 8 are reviewed. Mike Smith makes a motion to approve the minutes of August 8 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.
The minutes of August 15 are reviewed. Mike Smith makes a motion to approve the minutes of August 15 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.
The minutes of August 22 are reviewed. Mike Smith makes a motion to approve the minutes of August 22 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen outlines concerns with the amount of engineering work that is outstanding. The list of approved items is reviewed. A request for a delivery date of October 31 is discussed. A call will be made to the engineers at the end of this meeting.
Ralph Lutjen discusses funding for the capital improvements needed within the VDOE. Financing many projects with one, long term long is discussed. The concept was discussed with Bank of NH, who recommended a three-year draw down period with 12 year repayment. During the three-year draw down, the payment would be interest only on the disbursed funds. This would allow larger projects to be financed through the loan while smaller projects are funded within the budget or other warrant articles. A re-payment schedule is reviewed based on an original loan amount of $500,000 and $600,000. Loans of this size, with a three-year time period during which the larger dollar projects would be completed, would allow for major capital improvements to be done in an organized manner while leveling the tax rate. The benefit to the District is many-fold; complete needed improvements to roads, increase watershed management for protection of the ponds, level the tax rate, reduce future damage to plow equipment, reduce future repair costs. The other option for funding is to deposit funds into capital reserve funds annually and propose projects as funding is available as outlined within the capital improvement plan draft. A review of historic data for road expenditures from the VDOE asset database maintained for the annual audit is done. This data shows the large amount of funds spent on roads that are not yet correctly repaired. Continuing to proceed in this manner is not advisable. The project details will need to be put together; organizing projects so that the work being completed is manageable. Combining projects for reduced contractor activation and equipment moving charges will be done where appropriate.
The Lee Carroll report for lightning protection and electrical improvements for the water system is discussed. Report is detailed and combines recommendations with some needed upgrades. Creation of a ‘to do’ list from the report is discussed. Updates needed for items not up to code are to be listed separately from recommendations for other upgrades.
A boat in the Huttwil parking lot is discussed. The plate number will be turned over to Madison Police and the boat will be posted. Mike Smith makes a motion to create a form for requesting permission to use the Huttwil lot for parking that includes the registration number, description of vehicle/trailer, contact information and dates during which vehicle/trailer will be parked. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith discusses emails regarding trash dumps. The DPW workers may not see every chips bag in a bush. A call to action via email by a resident on Klausen to clean up a trash dump near the scenic overlook was made Saturday, residents cleaned the area and Jerry Mosher took the trash to the dump. Well done!

8. Signature Items

Purchase order 207 is presented. Mike Smith makes a motion to approve purchase order 207 in the amount of $800 for purchase of a catch basin for the new culvert on Eidelweiss Drive. Ralph Lutjen seconds the motion and the motion passed 3-0.
Purchase order 208 is presented. Mike Smith makes a motion to approve purchase order 208 in the amount of $275 for grader blades. Ralph Lutjen seconds the motion and the motion passed 3-0.
The permit applications for Grison and Burgdorf have been received from the engineers.*
Mike Smith makes a motion to sign the permit application for Grison Road as completed by the engineers. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign the permit application for Burgdorf Drive as completed by the engineers. Ron Sandstrom seconds the motion and the motion passed 3-0.
*as each permit application has 6 copies; the documents will be signed, as approved, after this meeting by Chair Mike Smith.

9. Correspondence

Granite State Analytical has sent the weekly beach bacteria testing results; all clean.
An occupancy survey highlighting water usage figures has been received. Survey counts cars in driveways to determine number of properties occupied during a given time such as Memorial Day weekend. Difficulty in basing any occupancy rate on car counts is discussed. Report summarizes a continued water loss within the system due to undetected leaks.
Discussion ensues on the addition of meters to each zone to determine standard usage within that area. This will allow identification of any increases in any given section of the water system and is the best means of identifying leaks versus usage.
The resident at 30 Saint Moritz has contacted the office and stated that water run-off from the road is washing out his septic system behind his house. Mike Smith makes a motion to have the engineer review the property with the Board of Commissioners. Ron Sandstrom seconds the motion. Discussion ensues on having the property owner supply additional information regarding the basis of the claim that the water behind his house is coming from the road. Discussion on having the engineer review when next in the District is held. Motion is called to a vote and the motion passed 3-0.

10. Scheduled Appearances

Gloria Aspinall discusses a Loon Society meeting that she and Commissioner Mike Smith attended last week. A portion of the presentation was focused on the damage caused to loons by monofilament fishing line, lures, hooks, nets and especially lead sinkers. The next day, while at Boulder Beach to clean the rest room, she found a line, net and sinkers that were left on the beach. Mike Smith makes a motion to invite the Loon Society to give a presentation in Eidelweiss regarding loons. Ralph Lutjen seconds the motion and the motion passed 3-0. Mike Smith discusses that another portion of the presentation dealt with the lack of loons on Squam Lake for five consecutive years. A study group has discovered that the lake is contaminated. The need to protect the ponds to keep the loons as well as protect the loons when they are here is discussed. Education on the damage that can be caused by lead sinkers, which are illegal to use, is needed. Gloria Aspinall highlights finding monofilament fishing line and hooks at three different beaches this summer.

11. Other Business

Mike Smith makes a motion to approve the ‘little library’ box design as submitted by resident Andrew Harteveldt with box to be mounted to the bus stop shed at Huttwil. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ron Sandstrom requests a quote be obtained for re-shingling the roof over the mailboxes.
Mike Smith requests obtaining a date for pouring of the concrete pad behind DPW II.
Ralph Lutjen discusses supporting the edge of the drive area of DPW II to protect the wetlands. Kelly Robitaille will be informed.

12. Public Comments

At 10:10 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (c) contract negotiations. Ron Sandstrom seconds the motion. Motion is called via roll call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Motions and votes of non-public session:

Ralph Lutjen makes a motion to send the renewal contract as amended to Ian Hayes. Mike Smith seconds the motion and the motion passed 3-0.

At 10:40 am Ralph Lutjen makes a motion to exit non-public session and adjourn the meeting. Mike Smith seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator