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

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
October 16, 2018

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

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

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

3. Water

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

4. Administration

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

5. Accounts Payable
6. Minutes

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

7. Commissioners Reports

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

8. Signature Items

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

9. Correspondence

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

10. Scheduled Appearances

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

11. Other Business

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

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

Respectfully submitted,

Nancy E. Cole
Administrator

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

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
October 12, 2018

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

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

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

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

4. Administration

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

5. Accounts Payable

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

6. Minutes

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

7. Commissioners Reports

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

8. Signature Items

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

9. Correspondence

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

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

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

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 25, 2018

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

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

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

3. Water

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

4. Administration

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

5. Accounts Payable

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

6. Minutes

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

7. Commissioners Reports

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

8. Signature Items

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

9. Correspondence

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

10. Scheduled Appearances

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

11. Other Business

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

Respectfully submitted,

Nancy E. Cole
Administrator

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

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

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

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

3. Water

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

4. Administration

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

5. Accounts Payable

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

6. Minutes

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

7. Commissioners Reports

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

8. Signature Items

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

9. Correspondence

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

10. Scheduled Appearances

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

11. Other Business

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

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

Respectfully submitted,

Nancy E. Cole
Administrator

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

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

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

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

3. Water

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

4. Administration

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

5. Accounts Payable
6. Minutes

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

7. Commissioners Reports

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

8. Signature Items

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

9. Correspondence

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

10. Scheduled Appearances

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

11. Other Business

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

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

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

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

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

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

Respectfully submitted,

Nancy E. Cole
Administrator

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

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 8, 2018

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

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

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

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

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

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

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

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

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

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

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/09/CM090718.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 7, 2018

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

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

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

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

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

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/09/CM090618.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 6, 2018

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

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

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

3. Water

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

4. Administration

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

5. Accounts Payable

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

6. Minutes

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

7. Commissioners Reports

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

8. Signature Items

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

9. Correspondence

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

10. Scheduled Appearances

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

11. Other Business

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

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

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

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/09/CM082818R.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
August 28, 2018

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

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

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

3. Water

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

4. Administration

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

5. Accounts Payable

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

6. Minutes

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

7. Commissioners Reports

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

8. Signature Items

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

9. Correspondence

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

10. Scheduled Appearances

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

11. Other Business

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

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/09/CM032018-1.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 20, 2018

The Board of Commissioners met at 8:00 am on Tuesday, March 20, 2018. In attendance were Commissioners Mike Smith and Ron Sandstrom. Also in attendance were Highway Foreman Kelly Robitaille and Water Operator Ian Hayes. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

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

3. Water

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

4. Administration

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

5. Accounts Payable

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

6. Minutes
7. Commissioners Reports

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

8. Signature Items
9. Correspondence

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

10. Scheduled Appearances
11. Other Business

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

12. Public Comments

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

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

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

Respectfully submitted,

Nancy E. Cole
Administrator