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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
June 19, 2018

The Board of Commissioners met at 8:00 am on Tuesday, June 19, 2018. In attendance were Commissioners Mike Smith and Ron Sandstrom. Also in attendance were water operator Ian Hayes, Treasurer Dinah Reiss and resident Adam Leiser. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

Ron Sandstrom makes a motion to approve the agenda. Mike Smith seconds. Motion passed 2-0.
The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille is on vacation this week.
Roads and equipment in good shape.

3. Water

Ian Hayes joins the meeting.
Leak detection has been moved to next week.
A 12-inch dent was identified in the second tank at Reinach; the inspectors verbally stated that the tank has failed. Final information will be included in the report anticipated from Mass Tank. Pitting was noted to be worse in the second tank at Reinach. Tank thickness was found to be as low as 0.02; original thickness 0.25. Report will be sent to Paul Fluet once received for input from the engineers on proceeding forward. Ian Hayes outlines future needs inspections of tanks. Working plan for cleaning all tanks every five years is needed. Increasing system capacity storage by building a new concrete tank at Reinach is discussed. This would help secure the system storage for many years into the future. Addition of a tank cleaning scheduled being added to the water system is discussed. The ability to incorporate the Reinach pressure zone into the new tank site is discussed. This will be investigated and discussed with the engineers. Ian Hayes outlines recent SCADA alarms. Failure occurred last night with the electrical storms. Tom Therrien was in this morning; Reinach and Chocorua stations have been reset. The Reinach tank will be cleaned and chlorinated today. May be early next week prior to being put back on line. Electrical updates at Chocorua are being planned.
Ian Hayes adds that the water noted at Lugano can be verified as a leak. The flow changed when the area was flushed. Site of leak is not known and will be checked with GSRWA next week. Repair of leak, when located, will cause water service interruptions on that side of the District. Placing an isolation valve cluster while doing the repair is discussed. The connections on the lines are discussed; adding valves will be looked into. The top of Salins at Bristenstock is another area that would benefit greatly from addition of a valve cluster.
Low pressure concern from 20 Winnegon received last Friday. Ian contacted the property owner; issue is not new. The pressure testing check document can be sent to the residents; placing a data logger at the home is also an option. Mike Smith makes a motion to establish testing with data logger at 20 Winnegon. Ron Sandstrom seconds. Discussion on agreement being in place prior to placing a data logger in the home. This will be worked up for future use. Motion passed 2-0.

4. Administration

Ron Sandstrom makes a motion to post the Asset Management CIP plan. Mike Smith seconds. Discussion on document as a work in progress; this plan is updated regularly. Motion passed 2-0.
Ron Sandstrom is working on the mapping issues for isolation valves.
Mike Smith will schedule CSV locating with Ian Hayes.
Mike Smith makes a motion to approve payroll in the amount of $6,774.38. Ron Sandstrom seconds. Report and time cards reviewed and discussed. Motion passed 2-0.
Cash flow report is reviewed and discussed. Income from water system has been updated to include all income anticipated by warrant article approval. $65,000 has been added to August expenditures for approved CRF deposits. Ron Sandstrom discusses use of 3 year rolling averages by month to establish the cash planning. Would like the document revised to reflect the heavy front load of cash expended early in the year and also reflect lower spending averages for summer months.

5. Accounts Payable
6. Minutes

Ron Sandstrom makes a motion to approve the minutes of 6-12. Mike Smith seconds. Motion passed 2-0.

7. Commissioners Reports

Ron Sandstrom discusses report requests from the Treasurer to the Board on a monthly basis. The ability to separate reports from the office information by creation of reports from the Treasurer’s records will help maintain checks and balances. Verification of balances are discussed. Treasurer Dinah Reiss highlights ability to create monthly reports with documenting on a separate report fund movement between funds. Creation of this report will be done. The Trust funds are discussed; including all trust funds with updates from the Trustees will be worked on for including in this report.
Ron Sandstrom makes a motion to have the Treasurer create the Treasurer’s report independent from the office. Mike Smith seconds. Motion passed 2-0.
Ron Sandstrom makes a motion to post the monthly Treasurer’s report on the website. Mike Smith seconds. Motion passed 2-0.
Ron Sandstrom makes a motion to have the District office produce the monthly cash flow report with information from the Treasurer’s report. Mike Smith seconds. Motion passed 2-0.
Treasurer Dinah Reiss confirms agreement with all changes; this information will be beneficial going forward.
Mike Smith makes a motion to have the Treasurers report to the Board for third week of the month. Ron Sandstrom seconds. Motion passed 2-0.
Ron Sandstrom makes a motion to increase the Loon Preservation Committee donation be increased to $210 with $70 from each Commissioner. Mike Smith seconds. Discussion ensues on the donation. Motion passed 2-0.
Ron Sandstrom makes a motion to add a category for water usage reports to the website. Mike Smith seconds. Motion passed 2-0.
Ron Sandstrom makes a motion to update the website with the office hours policy. Mike Smith seconds. Motion passed 2-0.
Ron Sandstrom makes a motion to add the 2017 year-end road report to the DPW section of the website. Mike Smith seconds. Motion passed 2-0.
Ron Sandstrom highlights work with Communication Committee member Paula Doyle on the VDOE website. Updating the organizational structure of the site will help allow persons to navigate the site. Adding a home page to the website will also be looked into as an option.
Thanks Paula!

8. Signature Items

Mike Smith makes a motion to sign the office hours policy and update the website. Ron Sandstrom seconds. Motion passed 2-0.

9. Correspondence

Resident stating issue with the level of Big Pea Porridge Pond has been responded to with information from John Cooley of the Loon Preservation Committee.
Resident John Lynch stopped in to discuss the high-water pressure at his house. Discussion on need to upgrade the PRV pit to correct this issue.
Granite State Analytical has sent the monthly bacteria testing results for the water system – clean.
Granite State Analytical has sent the monthly pH readings; readings are questionable as there was difficulty with the equipment.
Josh McAllister of Bergeron Engineering has sent the HEB price list.
NH DES has sent preliminary information on hazardous materials collection days – Conway will be holding a hazardous collection day on Saturday, September 22, 2018. Mike Smith makes a motion to post the information. Ron Sandstrom seconds. Motion passed 2-0.
10. Scheduled Appearances
11. Other Business

Little Loop is discussed. Matter is between the VDOE engineer and the resident’s engineer at this time.
Adam Leiser questions a statement made by Mike Smith regarding the failure of the PRV pit upgrades at the VDOE Annual Meeting. Clarification of PRV warrant article is discussed; pit upgrades were included in the proposed bond and removed on the floor of the Annual Meeting by the passage of the amendment to the Article and the individual article (Article 20) proposing the upgrades failed.

At 9:53 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds. Motion passed 2-0.

Respectfully submitted,
Nancy E. Cole; Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/06/CM061218.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
June 12, 2018

The Board of Commissioners met at 8:00 am on Tuesday, June 12, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille and resident Adam Leiser. 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. Motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Float at Porridge Shore beach has been removed. The flotation devices were damaged. Flotation device replacements are $115 each. Two are needed. Can be picked up at vendor when going to retrieve crack sealing tar. Mike Smith makes a motion to approve up to $250 for float repair. Ralph Lutjen seconds. Motion passed 3-0.
All equipment is in good condition. Culverts and ditches are being cleaned. New culvert stakes are being picked up today.
Bern at Sarnen area has been smoothed following report of rippling in the area.
Both Boards will be added to the dam once the loon egg has hatched. Discussion on use of a float for a nest next year. Natural nest is best for the loons. A response to the resident questioning pond letters will be sent stating boards expected in dam within three weeks.
Quote has been obtained for culvert needed for driveway at 16 Little Shore. Cost is $223.20. Quote will be sent to the property owner.
Chipper quote has been requested. Cost is just under $300 per day. Adam Leiser questions if Madison has a chipper; Town Road agent will be asked. Mike Smith makes a motion to question Madison on a chipper. Ron Sandstrom seconds. Motion passed 3-0. Jon Cyr will be contacted.

3. Water

Ian Hayes reports that the tank at Reinach is being prepared for inspection.
Pressure issues continue on upper Oak Ridge and Lakeview Drive.
Discussion on water flow noted at Lugano. Possible water leak; being checked on. If there is a leak, it may be up hill and surfacing at the bottom of the hill. This zone will be walked with Granite State Rural Water leak detection next week. Discussion on lack of isolation valves in this area of the District. This area will be targeted for future isolation valve installations.
Big Loop and Middle Shore have been checked for leaks recently. Some small potential leaks were noted.
Ian Hayes reviews letter to property owners regarding high pressure statements on upper Oak Ridge Road and Lakeview Drive. Additional testing with data loggers will be done in area at residents homes. Discussion continues on water pressure. Minimum pressure requirements exist; maximum pressures do not exist for a water system. The current data logger information shows the pressure reducing valve functioning within parameters. Ian Hayes has discussed the issue with Rick Skarinka and Cynthia Klevens of NH Department of Environmental Services. The PRV pit cannot be upgraded due to the failure of the warrant article.
Ian Hayes informed that the roof replacement at Muddy Beach pump house is being scheduled. Funds will be checked prior to authorization for the siding. Pump will be installed upon receipt from Grundfos. Ian Hayes outlines that Muddy Beach had an issue with SCADA communications. Issue has been corrected and station is operational. Tank is being flushed prior to being put back on line.
Reinach Pressure Zone project is discussed. An update to the special provisions has been done by the engineers. Phase I and Phase II bid documents are ready. Both phases can be done concurrently; Phase I does not need to be fully completed to begin Phase II. Bids will be due October 30. The inspection of the second Reinach tank may alter this plan depending upon the condition of this tank. Opportunity for adding storage and including the pressure zone within new tank area may be reviewed if second tank fails.
SCADA programmer Tom Therrien will be installing security alarms at pump houses.
Discussion on blocking Reinach Place while inspection is completed is held. Should a homeowner enter the area, Ian Hayes will make sure proper distance is maintained.
Second tank will be ready for inspection next Monday as scheduled. An email blast will be done stating Reinach tank will be drained down and taken off line. Mike Smith makes a motion to confirm June 18 for inspection with Mass Tank. Ron Sandstrom seconds. Motion passed 3-0.
The bleeder on Klausen will be moved to the wood line to reduce chance of damage to the end of Klausen.
Year to date budget expenditures for the water system are reviewed. Line items are reviewed and discussed.
Ian Hayes outlines that some curb stop valves will need repair from winter damage. The blow off on Winnegon needs to be repaired. No other foreseen work at this time.
Ian Hayes will check Burgdorf in the area of #5 to check for existence of a water main. Engineer Nick Sceggell will be notified of the results.
Discussion on placing a data logger at the house at 51 Bern Drive over Fourth of July is held. Property owner has been contacted.

4. Administration

Monthly safety meeting will be scheduled following vacation scheduled next week.
Water billing status is discussed. $31,657.69 total due to the VDOE. $27, 870.00 collectible this year.
Discussion on Communication committee meeting yesterday. Meeting went well.
Discussion on Madison Road Funds on action list. Will be removed.
Asset Management Committee meeting is scheduled for Thursday of this week. Capital Improvement Planning spreadsheet will be reviewed for submission to Commissioners for publication.
Mapping projects of District assets are ongoing.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 20 checks for a total of $38,675.19. Ron Sandstrom seconds. Checks and invoices are reviewed and discussed. Motion passed 3-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of 6-05. Ralph Lutjen seconds. Motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen discusses the billing for Diessbach repairs. Invoice will be sent certified with Ian Hayes back up documentation. Bill will retain a net 30 due date.
Ralph Lutjen discusses site visit to Little Loop that was completed last week by engineers Paul Fluet and Jeff Tucker of Dubois & King. Paul Fluet has updated the drawing. Submitting to the property owner for response can be done. Ron Sandstrom discusses having property owner submit to his engineer and legal counsel for review with VDOE engineer. Adam Leiser states that his engineer has reviewed; issues within the easement document have been resolved. Mr. Leiser adds that some additional concerns are being raised. Submission of an agreed upon project between the engineers is discussed.
Adam sends a picture of Lugano. Issue has been discussed with Ian Hayes.

8. Signature Items

Mike Smith makes a motion to sign PO 256 in the amount of $6,850 for inspection of the second tank at Reinach. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to Mike & Jill Bureau regarding high water pressure. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to Jay Buckley regarding high water pressure. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to approve the requested parking of a motorcycle trailer at the Huttwil lot from 8-31 to 9-8. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to the Communication Committee regarding response to the Facts & Figures document distributed by three residents. Ron Sandstrom seconds. Discussion is held. Adding specific text from the audit document is recommended by Ralph Lutjen. Statements reinforce other information and add validation. Document will be updated for next week. Ron Sandstrom raises concern over 9 points in the document that are the responsibility of the Treasurer under NH State law. Mike Smith withdraws the motion.
Ron Sandstrom makes a motion to have the Treasurer submit a monthly report to the District Commissioners on all transfers to and from accounts in 2018 from her records. Ralph Lutjen seconds. Discussion on focusing for the future is held. Visiting North Conway Water Precinct for a review of the capabilities of their accounting system is discussed. This will be scheduled. Motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the weekly beach testing results. Geneva Beach tested positive for e-coli. A repeat test was taken yesterday. All other beaches good.
A resident of Bern Drive reported rippling at the intersection of Bern and Sarnen. Area has been smoothed by the DPW.
Mark Graffam was sent the response from Ian Hayes regarding the 2017 Muddy Beach water usage numbers.
Resident complaint regarding pond levels. Photos sent showing dry patches in the channel between Big Pea and Middle Pea. Response will be sent.
Mark Graffam has sent an email regarding lack of the date on the annual report as printed in the Town of Madison Annual report.

10. Scheduled Appearances
11. Other Business

Communication Committee has submitted a document that could be distributed to property owners with focus towards informing renters of local regulations. Discussion ensues on the document. Distribution through the EPOA is discussed. Discussion continues on benefit of using all means for distributing, including VDOE website. Mike Smith makes a motion to post the document and distribute to EPOA, info-board and next-door sites. Ralph Lutjen seconds. Motion passed 3-0.

12. Public Comments

At 9:45 am Mike Smith makes a motion to enter non-public session pursuant to RSA 91-A:3, II (e) legal. Ron Sandstrom seconds. Motion via roll-call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Motions & Votes of Non-Public Session:
Mike Smith makes a motion to seal the minutes. Ralph Lutjen seconds. Motion passed 3-0.

At 10:35 am Mike Smith makes a motion to exit Non-Public session. Ron Sandstrom seconds. Motion via roll-call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Ralph Lutjen recommends highlighting work of Asset Management Committee in upcoming newsletter. Focus on strategy of the Board for the future of the District. Delay Reinach Pressure Zone by one month.

At 10:38 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/2018/06/CM060518.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
June 5, 2018

The Board of Commissioners met at 8:00 am on Tuesday, June 5, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille, Treasurer Dinah Reiss, resident Adam Leiser and Engineers Paul Fluet and Jeff Tucker of Dubois & King. 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 the bottom portion of Klausen Road has been worked on.
Weekly price of $1,000 has been received for rental of a chipper. There is a full weeks’ worth of work. Limbs could be cut in advance to be ready. Ron Sandstrom discusses cutting limbs first to determine amount of time chipper would be needed. Discussion on sending notice to residents that limbs will be piled roadside until chipper is rented. This could be set up as a two-phase project. Discussion on best process for completing this task. With only two persons, piling the brush and then returning to do the chipping will be best. Some smaller trees will be removed as the crew works around the District. Timing for this work is discussed. Holding until the end of August may be most beneficial for traffic purposes. Target for removing limbs will be early August.
Culvert placing near 68 Eidelweiss Drive will be done once part time help is available.
Placing culvert at 16 Little Shore is discussed. Written estimate will be obtained for sending to the property owner.
Placing culvert on Salins is being scheduled.
Placing culvert(s) on Jungfrau will be held for available third person.
Marker stakes for culverts are being obtained to replace as needed while cleaning culverts.
Ron Sandstrom discusses employee spending authorization of $200 per day. Questions if a limit should be added on a monthly basis to control costs. Kelly Robitaille outlines purchases are items of need. Ralph Lutjen highlights part of normal operations, unnecessary mechanics to add this limit.
The 550 has been returned. Repairs done well, truck looks good. Saddle bags for brining roads were not damaged. Discussion on estimating reduction in salt usage by adding brine is discussed.
All equipment in good shape.
Trees have been marked on 1324 Conway Road. Two trees are large and old; many dead limbs. Property owner of 1324 has requested permission to remove these trees. Certificate of insurance for tree company will be requested prior to grating approval.
Budgets are reviewed. Line items discussed. Part time and overtime lines are discussed. Repair and supply line discussed; 63% expended.
Cost of fuel raising is discussed; this line is at 57%.
Sand and salt lines are discussed; no open PO’s exist.
Gravel line item is discussed; PO has $3,236 remaining.
Dust control has been authorized.
Remaining line items reviewed.
Crack sealing is discussed.
Asphalt road work this year is discussed; Old Town needs to be shimmed. Open hole on Chocorua View Drive and edge of road will be looked at for repair. These two roads, with some shimming on Eidelweiss Drive will use up remaining budget line.
Future asphalt needs will be reviewed for planning.
Discussion on cash flow and work processes.

3. Water

Ian Hayes will be in attendance next week.

4. Administration

Little Loop project is discussed. Two trees at edge of driveway need to be removed. No other trees planned for removal at this time. Easements from property owners are needed prior to proceeding. Sending conditions included in easement documentation to Attorney Boldt for review discussed. Issues highlighted in property owners’ easement review include maintaining the grass (mowing), encumbering funds in case additional work is needed and marking of the trees. Adam Leiser discusses adding trees to the project at his cost, using VDOE tree vendor. Having Paul Fluet mark the two trees are discussed. Ralph Lutjen discusses having contractor review and mark any additional trees based on drawings for project. Bob Wirling will be contacted for this review once easement is finalized. Ron Sandstrom makes a motion to send the easement response from property owners to Attorney Chris Boldt for review and additional discussion next week. Ralph Lutjen seconds. Motion passed 2-0-1 with Mike Smith abstaining as he believes next week is too soon.
Inspecting the second Reinach tank can be scheduled for next Monday, June 11.
Tom Therrien has been contacted for cost of moving electronics on the second Reinach tank. Receiving the reports following the inspection will be needed prior to scheduling lining.
Discussion on reducing costs by scheduling lining of more than one tank is held. Mike Smith makes a motion to have the office send an email to Mass Tank following up on the status of the inspection report and lead time needed for scheduling an inspection. Ralph Lutjen seconds. Motion passed 3-0. Scheduling a Commissioners meeting for later this week for approval of final numbers is discussed.
Mike Smith makes a motion to approve payroll in the amount of $5,580.93. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to withdraw $2,000 from water system CRF for the engineering of the PRV pit design. Ralph Lutjen seconds. Motion passed 3-0.
Ralph Lutjen makes a motion to withdraw $1,989.04 from Road Construction CRF for Grison & Burgdorf Engineering. Mike Smith seconds. Motion passed 3-0.
Reinach pressure zone engineering funding will be discussed going forward.
Ron Sandstrom discusses having an accountant familiar with municipal expenditures to review the books for the District. Expense for hiring an accountant are discussed. Receipt of a clean audit is outlined. No material qualifications or issues were raised. Updating the accounting system could be handled first. Discussion will be held going forward. Updating to a new software is discussed. Discussion on visiting North Conway to review their system is discussed. Mike Smith makes a motion to have Nancy Cole, Ralph Lutjen, Ron Sandstrom and Dinah Reiss visit North Conway to review the software. Ralph Lutjen seconds. Motion passed 3-0.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 2 checks for a total of $2,735.59. Checks and invoices are reviewed and discussed. Motion passed 3-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of 5-29. Ralph Lutjen seconds. Motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen makes a motion to produce a bill and send detail from Ian Hayes to property owner on Diessbach. Ron Sandstrom seconds. Motion passed 3-0.
Ralph Lutjen discusses proposal received from HEB for engineering services. Not encouraged to give proposal high consideration. No hourly rate is included in proposal.
Ron Sandstrom discusses having an engineer that can review the sites easily. A price sheet could be requested from HEB. Value engineering and ability to respond to needs of the District is discussed. Travel expense is not determining factor; having a partner to review projects is discussed. Mike Smith makes a motion pursue additional options for road engineering. Ralph Lutjen seconds. Discussion on engineering services used by Madison, Freedom and Conway is held. Motion passed 3-0. Ron Sandstrom makes a motion to request a price sheet from HEB. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to send a donation to Loon Preservation Committee in the amount of $200. Ralph Lutjen seconds. Motion passed 3-0.

8. Signature Items

Mike Smith Makes a motion to approve and sign the Driveway Permit for Construction for 18 Little Shore. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith Makes a motion to sign the use of the Lodge for the EPOA on July 12, 2018 at 9 am. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to approve Kelly Robitaille time off request. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to approve Nancy Cole time off request. Ralph Lutjen seconds. Motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the monthly water pH results; good.
Jay Buckley has sent an offer to volunteer time and materials to re-shingle the roof over the mailboxes. Mike Smith questions insurance and expertise to complete the task. Discussion ensues on liability, experience, and ability. Ralph Lutjen makes a motion to accept the proposal provided he is able to be classified as a part time employee for duration of the project at a payrate of $1.00. Ron Sandstrom seconds. Motion passed 3-0.
Michael Wronski sent information regarding a leaning canoe rack. This was corrected.
Josh McAllister of Bergeron Engineering has sent the proposal for use of Bergeron for road engineering services as discussed earlier.
Jay Buckley has sent a request for changing of the PRV valve at the Upper Lakeview pit due to the increased water pressure to some houses at the end of this zone.
Mark Graffam has sent questions regarding 2017 water usage. Ian Hayes has outlined response.
Ted Foley has sent information regarding creation of a bridge over the brook behind his house by resident Larry Leonard on the opposing side of the brook. Mike Smith makes a motion to forward the information to NH DES. No second. Ron Sandstrom makes a motion to send the new document with photos from last year to property owner Larry Leonard. Ralph Lutjen seconds. Motion passed 3-0.

10. Scheduled Appearances

Paul Fluet and Jeff Tucker of Dubois & King join the meeting to discuss value engineering. Ralph Lutjen outlines need to receive drawings that can be constructed; Grison and Burgdorf designs cannot be implemented at the proposed costs. Dialogue and team work needed on road projects. Projects must be able to be constructed. Second issue is timing; delay in receipt of information created difficulty last year. Containing projects so that they are executable is discussed. Review of priorities is discussed. Review and updates of Capital Improvement projects are discussed. Ability to look at a project is expensive with travel from Laconia. Discussion on Little Loop project is held. Drawing does not include any notation of what trees need to be removed. Jeff Tucker agrees that the timeliness of service was slow, Paul Fluet is resuming project management for all VDOE projects. Ron Sandstrom highlights cost for review of street issues. Jeff Tucker outlines that a project has been bid by Dubois & King at $210,000 for a 67-foot aluminum culvert; less than half the quote received by the VDOE for the concrete box culvert. Jeff Tucker reviews spreadsheet and photos of aluminum culvert installation. Cost expected for Grison would be $209,000. Mr. Tucker recommends bidding of project with aluminum culvert and option of concrete box culvert. Putting out to bid state-wide could yield different results. Statement of positives for water system needs.
Water hook up for Bern Drive reviewed. Completion of the closing of the Bern-Huttwil water main loop would benefit this hook up.
Discussion on creating bids for Burgdorf and Grison and intended years for construction are discussed. 2020 and 2021 for construction will be targeted.
Discussion on travel costs are outlined; reduction to hourly rate for travel hours is outlined. Agreement of a travel rate with the VDOE will be done.
Thusis culvert project is discussed. Amendment at Annual Meeting is discussed. Intention not clear as to where the catch basin would be placed. Lack of ability to clean out catch basin is discussed. Paul Fluet outlines can be done manually, if needed. Discussion continues on amendment, may not be in best interest of VDOE to install. Mike Smith discusses holding on project and proposing again next year. Simple solution to replace damaged length of pipe only.
Reinach Pressure Zone discussed. Bid specification and contract documents are discussed. Updated draft received yesterday; does not include recent updates. Paul Fluet outlines Special Conditions item includes the modifications to the standard documents. Timing of the project is discussed. Both phases could be done at same time or independently. Intent is to build at same time if financing approved at 2019 Annual Meeting. Paul Fluet will review the Special Conditions. Obtaining bids for project is discussed. Intent is to complete both projects in 2019, both phases will be bid October 1st with bid opening October 30 at 10 am in the office.
Complexity of the engineering documents is discussed. Jeff Tucker highlights that options for other base contracts are available. This could be reviewed at an upcoming meeting.
Discussion on water storage tanks is held. First tank at Reinach has failed due to dent on seam. Summit tank appears to have passed. Second Reinach tank to be inspected next week. Information will be sent to Paul Fluet upon receipt for inspection of second tank. Additional discussion will be held after inspection is completed. Discussion is held on replacing 5,000-gallon tanks instead of inspecting and lining.
Little Loop project is discussed. Review done by property owners is discussed. Paul Fluet will send any comments on property owners review.
Bern Drive water hook up discussed. Pressure is questioned for new construction. Placing a data logger over the fourth of July holiday weekend to measure the pressure is discussed. Two-week period will be used. Ian Hayes will be notified to place data logger. Property owner of house next door will be requested for use for placement of data logger.

11. Other Business

Ron Sandstrom discusses Communication Committee meeting last Saturday. 17 persons present. Board consideration for holding of a Saturday public meeting this summer is discussed. Review of financial data in detail has been requested. Ralph Lutjen highlights un-qualified audit with no material issues. No additional detail is needed. Not in favor of spending time re-hashing immaterial issues. Document includes statements that are not correct, no time to correct persons making accusations. Voters can vote down articles, replace Commissioners annually, and have the control. Ron Sandstrom highlights having a public meeting to outline and discuss projects; could be beneficial going forward. Ralph Lutjen not in favor of separate meeting. Mike Smith states he is not available on Saturday’s this summer. Focus on 2018 and going forward should be kept. Stop reviewing closed issues. Ron Sandstrom outlines ability to gain support for future needs of the District. Incorrect information included in documents that are posted should not be countered. Yes, mistake was made, but corrected and moving forward. Not constructive effort recycling 2017 audit. Attempt to generate support for future projects is outlined.

12. Public Comments

At 11:45 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/2018/06/CM052918.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 29, 2018

The Board of Commissioners met at 8:00 am on Tuesday, May 29, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille and property owner Bonnie Miller. 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 outlines that the roads are in good shape. Rafts were put in the ponds. One of the rafts is leaning; will be hauled in to be checked. Ralph Lutjen outlines statement that the raft at Boulder Beach is in a slightly different location than normal. Kelly Robitaille states water level is lower than last year, chains are in same location. Raft is in 10 feet of water. Beaches are being raked. The highway crew handled the beaches over the weekend. Gloria Aspinall has been cleaning the restrooms. Ron Sandstrom discusses culvert cleaning; Kelly Robitaille is using the list to keep track of the work completed. Placing culverts on Eidelweiss Drive and Jungfrau is discussed. Kelly Robitaille outlines that a replacement may be needed at Salins and Bristenstock intersection. Part time employee will begin regular hours August 1.
A puddle that gets watched on Interlaken has not appeared this spring. Planning and scheduling discussed. Some tree limbs need to be removed. A chipper will be rented to facilitate this work. Will be posted prior to beginning this work. Cost will be checked into.
Gravel supplies are good.
Liquid Calcium Chloride was applied to roads last week.
Resident Bonnie Miller discusses Klausen Road. Photos of area are delivered to the Board. Portion of wash out area caused by water flowing during water system flushing. This area will be worked on tomorrow. Kelly Robitaille will discuss possible solution to reduce damage while flushing the system.
The Class VI sign has been removed from Grandval Way.
Boards in dam are discussed. All boards are removed down to the permanent dam. Water level is being maintained to the loons’ nest.

3. Water

Price has been received for lining of the Summit tank. Status of report discussed; will be requested from Mass Tank. Mike Smith makes a motion to scheduled inspecting second tank at Reinach and then lining both later this year. Ralph Lutjen seconds. Motion passed 3-0.
Pump repair cost has been received from Grundfos for failed pump at Muddy Beach. Mike Smith questions the pump repair and how the pump was working when installed. Ralph Lutjen outlines delay in shipping return as an issue in the delay for the pump repair. Discussion on future pump purchases is held; possible different vendor or manufacturer for future purchases. Should such an issue occur again, a different process should be used.
Mike Smith makes a motion to sign the repair order. Ralph Lutjen seconds. Motion passed 3-0.

4. Administration

Monthly Communication email was sent last week.
Mike Smith will schedule remaining CSV locating with Ian Hayes.
Mass Tank will be sent an email to schedule the inspection of the second Reinach tank.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 9 checks for a total of $1,477.42. Checks and invoices are reviewed and discussed. Motion passed 3-0.

6. Minutes

Ralph Lutjen makes a motion to approve the minutes of 5-22 as revised. Ron Sandstrom seconds. Motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen outlines work on gardens completed this weekend. Flag pole garden had 12 plants added; 3 were removed.
Water operator Ian Hayes has not yet submitted the detail for the billing of $1,200 to the property owner of 18 Diessbach. Ralph Lutjen makes a motion to reduce the bill by $600 by reduction of Simply Water bill next month. Ron Sandstrom seconds. Discussion on warning Ian Hayes. Ralph Lutjen withdraws the motion. Ron Sandstrom makes a motion to notify Ian Hayes that VDOE will reduce his bill by $600 if no response by June 5th. Mike Smith seconds. Motion passed 3-0.
Ron Sandstrom has created a budget discussion document for review and discussion. Discussion on budgets, audit, accrual vs cash reports is held. Maintaining control of accrued expenses is needed; updating the accounting software could reduce issues in future years. Certain circumstances, like snow and ice on December 31 will always create challenges.
The document will be reviewed and discussed again. Bills and dollars expended in December and not received until January are discussed as additional challenge. Outline of accounting system error of the $20,000 health insurance CRF allocation is discussed; overtime incurred by highway in December is discussed.
Ron Sandstrom discusses increasing the Board of Commissioners from 3 to 5. Benefit to the District of having a lager Board is discussed.
Ralph Lutjen leaves meeting at 9 am.
Mike Smith discusses Saturday night presentation by Loon Preservation Committee. Went well and was enjoyed. Mike Smith highlights holding a presentation annually regarding local wildlife. Option for this will be pursued going forward. Mike Smith makes a motion to have the VDOE make a donation to the Loon Preservation Committee. No second, hold for next week. $100 - $250 as a guide is stated.
Analysis of costs for installation of house meters is being worked on.
Discussion on engineering costs that are being incurred that are for the 2019 Warrant. Costs and allocations are being put together for Board review.

8. Signature Items

Mike Smith makes a motion to sign PO 255 in the amount of $1,750 for a pallet of crack sealing tar. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to request the property owner of 1324 Conway Road mark the trees to be removed. Ralph Lutjen seconds. Discussion continues on obtaining name of tree company that property owner will be using. Motion passed 3-0.
Mike Smith makes a motion to sign the driveway permit for construction for 53 Bern. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the fill request for 14 Blinden. Ralph Lutjen seconds. Motion passed 3-0.
Letter to property owner of 43 Oak Ridge Road regarding high water pressure reviewed. Mike Smith makes a motion to sign the letter. Ralph Lutjen seconds. Motion passed 3-0.

9. Correspondence

Monthly bacteria testing has been received from Granite State Analytical. System is clean.
Upper Lakeview Drive lot question from a property owner has been received. Information from last fall from this property owner will be pulled and sent to the Board for review.
Jay Buckley has sent a request for removal of the Class VI road sign on Grandval Way. Sign has been removed.
Stiles Company has sent the meter pricing for house meters. Mike Smith is working on the report of cost to install house meters.
Bergeron Engineering has stated they will be sending the price sheets for review by the Board.
NH Municipal Association has sent the weekly Legislative Bulletin and the be-weekly News Link.

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

At 9:15 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/05/CM052218-V3.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 22, 2018

The Board of Commissioners met at 8:00 am on Tuesday, May 22, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille and Treasurer Dinah Reiss. 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 requests for fill are coming in. Residents will be asked to contact the office.
The F-550 should be ready today or tomorrow.
Crack sealing tar is needed. $1,750 for a pallet. Ron Sandstrom motion approve one pallet at $1,750. Mike Smith seconds. Motion passed 3-0.
Beaches are being cleaned for summer.
Swim rafts will be placed tomorrow; new securing chains are being picked up now for two rafts.
Schwyz was worked on last week.
Playground equipment has been checked. The ropes for the swings are frayed. Discussion on replacing the ropes. DPW will handle.
All other equipment is in good shape.
Cleaning culverts is discussed. Placing new culverts this summer is discussed. Culverts in need of replacement will be listed.
Gravel supply is good. PO exists.
Placing the sandwich board at the bottom of Oak Ridge Road for the Loon Preservation Committee presentation is discussed. A sign will be created for the board.
Compost has been picked up at Madison Transfer station. A pile is available at DPW II; this information will be included in the Friday email blast regarding the Loon Preservation presentation and ice cream social.
Kelly Robitaille advises that the picnic tables will not be in for this weekend, but old tables have been removed.

3. Water

An email was sent to follow up on the status of the pump repair at Grundfos.
Ralph Lutjen has discussed the Reinach Pressure Zone bid draft with Engineer Paul Fluet. Fluet will update the document and submit. Phase 1 will not require bonds and will have a one-year retention period. Phase 2 will require bonds. Updates are expected for next week.
Mike Smith makes a motion to set up a meeting with Dubois & King. Ralph Lutjen seconds. Motion passed 3-0. Mike Smith makes a motion to follow up with Tom Therrien on the cost of the SCADA requirements for Phase 2. Ralph Lutjen seconds. Motion passed 3-0.
The report from Mass Tank has not been received. Will be sent to Paul Fluet upon receipt.
Leak detection has begun for the season.

4. Administration

Safety meeting last week.
Motion log was reviewed last week.
Treasurer Dinah Reiss discusses the monthly cash flow report. Dinah outlines that $100,000 has been transferred from water usage to the operating account. Balance in the water usage account is currently $102,000. $18,000 is still needed for collection to complete approved water usage funded projects. Treasurer Dinah Reiss will add the expense of the capital reserve fund deposits to the cash flow report. Discussion on TAN proceeds available and payments due is held. Dinah discusses the transfer needed from the water extension fund to balance the audited figure for that account. Will be done. The recent capital reserve fund withdrawals have been removed from the report to reflect actual.
Treasurer Dinah Reiss reviews the Excel budget spreadsheet produced for review. This spreadsheet outlines the operating and water budgets only. Discussion on variances within the line items are discussed. Highway repair line item is discussed. Discussion on engineering costs is held. Charges to apply to the 2018 tank project are discussed; Ian Hayes’ time for draining and cleaning the tanks will be charged to the article.
Discussion on reducing spend for the remainder of the year is held. Focus of the highway department on culvert cleaning and ditch work is outlined. Mike Smith outlines that the winter was a tough one; a lot of snow and ice. Three-year averages being used for some line items are discussed; will need to be reviewed for next year. Balancing the budget and needs of the roads are discussed. Control over spending is discussed; monthly expenses have been high to date. Planning for the remainder of the year is discussed. Ralph Lutjen discusses maintaining line items as approved without moving funds within the spreadsheet as it shows the variances. Accurate reflection of needs within the budget is goal. Ron Sandstrom discusses updating of the financial software to include PO tracking. Expected expenses need to be shown within the budget review; new software will help. Discussion continues on need to update the software and benefits thereof.
A follow up will be sent to Tom Therrien regarding the pump house security panels.
Ron Sandstrom motion to approve the May newsletter as submitted and send via email blast. Mike Smith seconds. Motion passed 3-0.
Asset Management meeting is discussed. Ron Sandstrom discusses placing the capital improvement plan (CIP) on the website as approved by the Asset Management Committee. Ron Sandstrom makes a motion put the capital improvement plan (CIP) on website. Mike Smith seconds. Discussion on work in progress that is updated monthly would be included. Ralph Lutjen and Dinah Reiss discuss being in favor of putting the document on the website. Mike Smith discusses placing on website after each meeting. Motion passed 3-0.
Ron Sandstrom outlines that the culvert information has been entered into the asset management database. Organizing the paper forms is discussed; three-ring binder by street is the intent. Dinah Reiss will work on this. Ability to record work on culverts is needed. Updating the database going forward will be needed.
Initial isolation valve information will be scanned and sent to Ron Sandstrom for matching the data with the data on the maps.
Cash flow and budget report have been discussed.
Mike Smith makes a motion to approve payroll in the amount of $6,445.78. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Motion passed 3-0.
Discussion is held on updating the accounting software. Recommendation to move away from QuickBooks and move to BMSI has been received from North Conway Water Precinct. Mike Smith states in favor of updating the software prior to the end of this year. Timing is discussed; best transition time is discussed. Ralph Lutjen discusses voter approval; placing on the 2019 Warrant is outlined. Ron Sandstrom makes a motion to continue review of product and place on 2019 Warrant list. Mike Smith seconds. Discussion on understanding of the Board on the new software prior to recommending is held. Motion passed 3-0.

5. Accounts Payable
6. Minutes

Mike Smith makes a motion to approve the minutes of 5-15 as revised. Ralph Lutjen seconds. Motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen has informed Bob Wirling that the Little Loop project will not be completed in June. Will be scheduled later in the year.
Ralph Lutjen discusses planned updates to the flag pole garden. Some new plants will be added.
Remind Ian Hayes the Board needs an update to the billing on Diessbach.
Ralph Lutjen requests the mission statement for the Communication Committee; will be sent.
No proposal has been received from Bergeron Engineering as of yet. Mike Smith makes a motion to send an email to Josh McAllistar requesting the proposal discussed with the Board. Ron Sandstrom seconds. Discussion on including question if interested in this work. Motion passed 3-0.
Ron Sandstrom discusses due date for easement returns from homeowners on Little Loop. Original letters will be checked.
Ron Sandstrom discusses recent posting of facts and figures document circulated by certain residents. Ron Sandstrom describes mis-information within the document. Ron Sandstrom outlines that the document has not been sent to the Board of Commissioners; it was submitted to the Communication Committee. Discussion is held on the document. Ron Sandstrom may respond directly as an individual. Ralph Lutjen highlights grammar errors in the email from Jay Buckley that states the Board may not be educated to handle the positions for which they were elected. Ralph Lutjen stated that the voters has the power to vote out a Board member up for election, vote down the budget and warrant articles at the annual meeting. With respect to options the Board could pursue, Ralph Lutjen states that he wishes the Board responds, a simple statement that the audit is complete. Ralph Lutjen makes a motion to have Board respond that we have an unqualified audit. This means that we have met all accounting standards and requirements. There are no material issues. All open matters can be addressed. We categorically reject all claims of any impropriety by the Commissioners. Ron Sandstrom seconds. Discussion on adding statement that after audit results were in, the VDOE understood the over expenditure and notified the Department of Revenue. No update to the motion is made. Motion passed 3-0.
Ron Sandstrom makes a motion to post Commissioner statement on website. Ralph Lutjen seconds. Motion passed 3-0.
Ron Sandstrom makes a motion to post the monthly budget worksheet on the website. Ralph Lutjen seconds. Discussion on sharing information and having the financial information available is held. The website and posting of additional information is discussed. Lack of response to information posted is held; unfortunately, only a few people will look at this. Requesting the document under 91-A is discussed. Motion failed 1-2 with Ralph Lutjen and Mike Smith against posting the information.
Ron Sandstrom adds he will not attend the EPOA meeting this Saturday.
Mike Smith outlines the Loon Preservation Committee has confirmed for the presentation this Saturday at 6 pm. Presentation expected to last 45 minutes.
Mike Smith discusses that North Conway Water Precinct stated they have a budget for maintaining meters this year of $158,000.

8. Signature Items

Ralph Lutjen makes a motion to adopt and sign the Emergency Notification Policy. Mike Smith seconds. Motion passed 3-0.
Mike Smith sign PO 253 in the amount of $800 for picnic tables. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign PO 254 in the amount of $200 for locating curb stop valves. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter regarding availability of a water main to the property owner of 12 Dorfli Road. Ron Sandstrom seconds. Motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the initial beach testing results. All beaches clean.
Resident Jay Buckley has sent notice of a tree down near the Burgdorf Road culvert. The DPW has been notified.
Resident Jay Buckley has sent notice of suspicious water at the bottom of Lugano. The water operator has checked the area; water is on opposite side of road from the main.
Third party electric supply has sent the May electric report; the District saved $5.
NH Municipal Association has sent the weekly Legislative Bulletin.
Ralph Lutjen makes a motion to test all 5 beaches this summer. Ron Sandstrom seconds. Motion passed 3-0.
Picture received from Jay Buckley of a tree down on Burgdorf near the culvert. Kelly Robitaille has checked the area.
Picture received from Jay Buckley of water at the bottom of Lugano. Ian Hayes has checked the area; not believed to be a water leak. Resident will be notified.

10. Scheduled Appearances
11. Other Business

Responding to the fact and figures report that has been posted on chat sites has been discussed.
The beach cleaner position has been posted.

12. Public Comments

Treasurer Dinah Reiss discusses the loan for inspecting and lining of the water tanks. Discussion is held on needing the Mass Tank report and having the engineers review it. Option for replacing the 5,000-gallon tanks instead of lining existing tanks is outlined. Analysis has been reviewed by the Asset Management Committee on the cost of replacement instead of lining. Lining of Summit tank is probable; inspecting second tank at Reinach is also an option. Updating plan to inspect second tank at Reinach may be done. Replacement of the failed tank at Reinach in kind would be $47,000 as quoted by Mass Tank. Discussion continues regarding options on the tanks.
Ron Sandstrom discusses review of shifting some water system fixed costs to the tax base going forward.

At 10:05 am Ralph Lutjen makes a motion to adjourn the meeting. Mike Smith seconds. Motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/05/CM051518-V2.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 15, 2018

The Board of Commissioners met at 9:00 am on Tuesday, May 15, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. 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

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 beaches are being raked and cleaned.
Tank for dust control will be made ready for use.
Cleaning culverts for today’s predicted rain is discussed. Goal is to clean all culverts at 100% this summer. Marking posts will be replaced as needed. Kelly Robitaille will document the culvert posts that need to be replaced to formulate a long-term replacement plan.
Picnic tables are discussed. Four are needed. Purchase of pressure treated tables is discussed. Ralph Lutjen makes a motion to purchase 4 pressure treated picnic tables. Ron Sandstrom seconds. Motion passed 3-0.
The 550 is waiting for the dump body and then the truck will be ready. All other repairs are completed.
Ditching as a priority this summer is discussed.
Availability of compost at Madison Transfer Station is discussed. Kelly Robitaille will work with Madison to obtain the compost. Offering to tax payers is discussed. A tax-payer pile will be established.
All other equipment is good.
Fence around flag pole area and rafts will be placed this week.
Thusis culvert replacement is discussed. Paul Fluet stated returning to original design is best solution. Catch basin placement would require cleaning a couple of times per year. This article may not be able to be completed this year due to the amendment made at the Annual Meeting. This will be revisited and discussed further. Primary concern is possible collapse of the failed culvert under Eidelweiss Drive causing a road failure.
Beaches will be added to the Action List for the summer. Gloria Aspinall is handling the outhouse cleaning for the summer. Posting the position of beach raker for the summer is discussed. Will be put on website and bulletin boards. Posting of grass cutting person is discussed. Ron Sandstrom makes a motion to post both Positions. Mike Smith seconds. Motion passed 3-0.
Ron Sandstrom will work on input of the culvert information into the asset management database.

3. Water

Ian Hayes outlines cost of repairs for emergency response to a home owner on Diessbach. Ian Hayes will send through a separate bill to send to property owner with details explaining the costs. Ian Hayes outlines the scenario. Ralph Lutjen outlines that the VDOE should not be responsible for costs incurred by a property owner.
Ian Hayes outlines consideration of penalties when a property owner proceeds with unauthorized/unscheduled work.
Ian Hayes will submit a spring work order. Blow off and bleeder on Winnegon will be repaired.
Muddy Beach upgrades are progressing.
Reinach Pressure Zone specifications are discussed. Phase 1 for the line connections will be set as a lump sum bid with progress payments. No bond will be needed. A 10% contingency will be held for one year. Phase 2 will need performance and payment bonds. Invitation to bid is anticipated for October 1 with bid opening scheduled for October 30. The drawings are discussed; Ron Sandstrom questions if the drawings are complete enough to show what valves are to be placed where. Ian Hayes recommends listing specifics for valves, pipes, etc. to be included in the project. A cross-section detail will be requested for each valve location. Ralph Lutjen will discuss with Paul Fluet. Discussion on specifics for certain contract provisions is held; dispute resolution for change orders under the contract includes review of contractor’s financials. The potential of hitting ledge is discussed; will be covered within contract details. These provisions are standard within these documents.

The tank inspections completed yesterday are discussed. Reinach tank failed inspection. Large dent along a seem was failure point. Recommendation from Mass Tank is going to be to replace the tank. Unknown if lining could even be an option. Inspection was limited as it was stopped when dent discovered. Incorporating the Reinach Pressure Zone into a tank replacement strategy at Reinach is discussed as an option. Increasing storage is also an option with a tank replacement strategy. Having Paul Fluet review the report for recommending options going forward will be discussed. Inspection of the second tank at Reinach is discussed as an option for comparison. Discussion on expected capacity for the water system is held. DES will become involved in a tank replacement program.
Mike Smith makes a motion put tank at Reinach back on line. Ralph Lutjen seconds. Motion passed 3-0. Notice will be posted regarding possibility of air or discolored water in system.
Summit tank is discussed. This tank had been lined when installed. Lining is gone at this time. Tank had substantial build-up inside as has not ever been cleaned. Lining is probable recommendation for this tank. Leaving this tank off line until lined is discussed as best scenario. Review of report prior to determining if tank should be lined is discussed. Discussion on cleaning tank is held; needed prior to putting on line. Mass Tank will be asked if cleaning can be separated from lining. Storage supply is sufficient even with the tank off line.
Ian Hayes outlines current usage and ability for capacity to refill tanks from Chocorua if needed. Mike Smith makes a motion contact Mass Tank for schedule to line Summit tank. Ralph Lutjen seconds. Discussion on allowing timing to determine if tank should be refilled. Motion passed 3-0.
Ian Hayes outlines water outage yesterday morning. Was not anticipated. Ian altered set up for draining Summit tank to restore water to residents effected in under an hour.
Discussion continues on tanks and options for the water system.
4. Administration
A safety meeting will be held today.
Motion log is reviewed and discussed.
Cash flow report will be reviewed next week.
A follow up will be done with Tom Therrien on the SCADA panels and Reinach Pressure Zone pricing.
Asset Management meeting is today at 1 pm.
Ron Sandstrom discusses mapping and will need to return to the original data points to organize the data for mapping the updates.
Final curb stop valve location will occur in June. Ian Hayes will be involved. Ralph Lutjen makes a motion to approve up to $200 for curb stop valve locating. Ron Sandstrom seconds. Motion passed 3-0.
Discussion on reporting the funds within the accounting system. Ralph Lutjen makes a motion to create purchase orders for all approved appropriations. Ron Sandstrom seconds. Motion passed 3-0.
Establishing a policy for an emergency notification by any person who receives information from a resident regarding a situation. Kelly Robitaille, Ian Hayes and the office will now all send an email when contacted by a resident for resolution of a situation. Will be a signature item next week.
Discussion on Driveway Ordinance is held. Cost sharing when an existing driveway needs a culvert is outlined. Ordinance is clear on this issue.

5. Accounts Payable

Mike Smith approve 20 checks for a total of $23,676.72. Ralph Lutjen seconds. Checks and invoices are reviewed and discussed. Motion passed 3-0.
Mike Smith approve held check to Chadwick-BaRoss in the amount of $1,080.41. Ralph Lutjen seconds. Motion passed 3-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of 5-1. Ralph Lutjen seconds. motion passed 3-0
Mike Smith makes a motion to approve the minutes of 5-8 Ralph Lutjen seconds. Motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen discusses follow up with UNH for survey. Ralph Lutjen will contact.
Ralph Lutjen discusses Little Loop. Information from resident states that it will be another two weeks for determination if signing easement. Ralph Lutjen will notify contractor Bob Wirling that project will not proceed in June.
Ron Sandstrom discusses Communication Committee meeting yesterday. Team will meet next Monday to review May newsletter for submission to Board. Intern job position description was finalized. Will be sent to local schools and colleges to see if intern is available.
Ralph Lutjen states will not be available for EPOA meeting May 26. Discusses missing of communication opportunity by not allowing Commissioners to give an update. Ron Sandstrom discusses input of membership of EPOA on decisions being made. Discussion on vote of membership to not have EPOA be involved in political issues taken at meeting last year is discussed.
Mike Smith discusses Loon Society Committee presentation on May 26 at 6 pm. Will be posted on bulletin boards and included in May newsletter.

8. Signature Items

Mike Smith makes a motion to sign PO 250 in the amount of $275 for grader blades. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign PO 251 in the amount of $500 for purchase of a laptop for the office. Ralph Lutjen seconds. Motion passed 3-0
Mike Smith sign PO 252 in the amount of $1,500 for purchase of Calcium Chloride. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith sign withdrawal form for $6,882.33 from Highway Equipment CRF for Terra Star repairs. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith sign withdrawal for $1,080.41 from Highway Equipment Capital Expense CRF for grader repairs. Ron Sandstrom seconds. Motion passed 3-0.

9. Correspondence

Little Loop – permit by notification will be needed.
Fill request received. Resident will be asked to complete form for each fill request.
Nancy Cole will attend the road class 5-31 in Plymouth.
Mark Graffam has sent an email requesting the Board resign. Discussion is held on overage of budget for 2017; the Department of Revenue has been notified. Board acknowledged overage in the Management Discussion and Analysis within the audit.
NH Municipal Association has sent the bi-weekly Newslink and the Legislative Bulletin.

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

At 9:55 am Ron Sandstrom makes a motion to enter Non-Public session pursuant to RSA 91 A-3: II (e), legal. Ralph Lutjen seconds. Motion is voted via roll call Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea. Motion passed 3-0.

Motions and votes of non-public session:
Ralph Lutjen question legal counsel on need for 2019 Warrant Article for $42,000 return of water funds. Ron Sandstrom seconds. Motion passed 3-0.

Mike Smith makes a motion pay Tony Eldridge as a part time employee at $25 per hour. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion have Norm Garside handle Muddy Beach roof replacement and hold siding until pump repair cost is known. Ron Sandstrom seconds. Motion passed 3-0.
Ron Sandstrom makes a motion Post Beach Cleaning position at $13 per hour. Ralph Lutjen seconds. Motion passed 3-0.

At 10:10 am Ralph Lutjen makes a motion to exit non-public session and adjourn the meeting. Ron Sandstrom seconds. Motion is voted via roll call Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea. Motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/05/CM050818.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 8, 2018

The Board of Commissioners met at 9:00 am on Tuesday, May 8, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille, Treasurer Dinah Reiss, Communication Committee member Paula Doyle and water operator Ian Hayes. The meeting was taped for Madison TV by Tim Hughes.

At 9:00 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 roads are being graded; more will be done this week.
Ditching and culvert cleaning will follow. Ditching efforts will focus on Oak Hill this summer.
Replacing the York rake is discussed. Kelly Robitaille will continue to review options; purchase of a front runner style rake may be a warrant article next year. The option of renting a front runner rake this summer is discussed. Kelly Robitaille will obtain rates.
Ron Sandstrom makes a motion to put the rafts in for the summer. Mike Smith seconds. Motion passed 3-0. Kelly Robitaille will handle before Memorial Day.
Discussion on the lack of location of a vendor to pump the outhouses is held. The company that handles the State campgrounds has looked at the outhouses three times and was unable to pump the holding tanks. Additional attempts will be made.
The mowing of the entry way and flagpole garden area is discussed. The EPOA has historically handled this task; this will be followed up on.
The basketball hoops will be checked to see if replacement is needed.
Mike Smith makes a motion to have the DPW move the large rocks along the road across from Boulder Beach. Ron Sandstrom seconds. Motion passed 3-0.
The driveway on Bern Drive reported to be disturbed during road grading is being repaired.
A question regarding the culvert to be placed on Little Shore at #16 has been received; this will be a driveway culvert. Mike Smith makes a motion to respond that the culvert cost is paid by the homeowner, the VDOE installs. The practice has been in place for many years and is an accommodation to the property owner for the mutual benefit of the property owner and the District. Ron Sandstrom seconds. Motion passed 3-0. Ron Sandstrom makes a motion to draft a policy if this practice is not clear in the Ordinance. Mike Smith seconds. Motion passed 3-0.
Driveway on Lugano is discussed. Report received of new entry being created. Kelly Robitaille outlines that in discussion with neighbor across the street, this house has had a circular driveway for years, but it was overgrown. Driveway has been re-worked, but is still a gravel driveway. During the work, some gravel was dumped by a contractor on Appenvel Way. Area was cleared with no issue for the District; less than ½ hour was spent.
3. Water

Ian Hayes discusses the photos from the pump returned to Grundfos. This repair will not be covered under warranty due to the iron deposits discovered when the pump was opened for evaluation at Grundfos. Cost for repair is unknown at this time. Adding a strainer screen to the outlet from the tank is discussed as a possible means to keep this from happening again. Ian Hayes outlines his intent to place a 3” Y screen at the outlet from the tank when the second pump is installed. The engineer will be asked to review this proposal.
Discussion is held on the option of leaving the two water tanks that will be inspected off line until the lining can be completed. Mike Smith makes a motion to question Mass Tank on completion timing for lining of tanks following inspection. Ron Sandstrom seconds. Motion passed 3-0.
Ian Hayes reports that leak detection is planned with Justin Shaw of Granite State Rural Water tomorrow. The Oak zone to the Como PRV will be checked followed by Middle Shore to Porridge Shore area. Ian Hayes states that current overnight usage is 25 gallons per minute. Overall, current usage is in line with historical averages. Determination of addressing any leak found will be made based on size of leak.
High water pressure complaints from Oak Ridge Road are discussed. Ian Hayes reports that the Upper Lakeview pressure reducing valve (PRV) is working properly; the setting is where it needs to be to keep the Upper Lakeview Drive houses at sufficient pressure. The correction for the high pressure at the lower portion of the gravity zone would be separation of the lines which will be achieved when the PRV pit upgrades are completed in the future as funding was not approved this year. Additional pressure testing will be done in this area.
Water budget review will be done next week.
Mike Smith makes a motion to have a cost estimate for in home meters completed. Ron Sandstrom seconds. Motion passed 3-0. Mike Smith will work on this.
Discussion on cost analysis of replacing 5,000 gallon tanks in lieu of inspecting and lining is held. The Asset Management Committee will be asked to look at this next week. Discussion on implementing a five year plan for inspection of all tanks is discussed.

4. Administration

A safety meeting will be scheduled for May.
The motion log and cash flow report will be reviewed next week.
$56,757.69 is due for water billing. $193,367 has been collected. $100,000 has been transferred to the operating account.
An Asset Management meeting is scheduled for May 15 at 1 pm.
Remaining seven curb stop valves will be looked for in June.
Mike Smith makes a motion to approve payroll in the amount of $5,229.58. Ron Sandstrom seconds. Report and time cards are reviewed and discussed. Motion passed 3-0.
The April water usage report is reviewed; usage is in line with historical data. The April pump house electricity usage report is reviewed. Mike Smith makes a motion to post the information on the website. Ralph Lutjen seconds. Motion passed 3-0. Ron Sandstrom makes a motion to include the pump house electric data in the usage spreadsheet. Mike Smith seconds. Motion passed 3-0.

5. Accounts Payable
6. Minutes
7. Commissioners Reports

Ralph Lutjen discusses the status of the easement agreements with #4 and #6 Little Loop. Mike Smith makes a motion to send a follow up to the property owners with a respond by date of next week. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to send a follow up to Paul Fluet regarding need for permits for the Little Loop project. Ron Sandstrom seconds. Motion passed 3-0.
Ralph Lutjen discusses the bid specification for the Reinach Pressure Zone. Some questions have been sent regarding need for a bond on the piping portion of the project; 5% deposit of total bid submitted with bid; timing for Engineer’s approval for substantial completion.
Ron Sandstrom discusses receipt of information regarding a leak at a property on Bern Drive. The emergency statement on the answering machine will be checked for clarity.

8. Signature Items

Mike Smith makes a motion to sign the letters to the property owners for the renumbering of Jungfrau Road. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to Stephan Hamilton, Director, Municipal Services, Department of Revenue. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the documents for the Bank of NH. Ralph Lutjen seconds. Treasurer Dinah Reiss reviews the documents; loan amount is $204,930 with a three year draw down period where interest only payments are made followed by a 12 year term repayment period. Motion passed 3-0. Dinah Reiss adds that the interest rate for the first three years while interest only is paid will be 4.09% and the first five years of payments will be 3.25%.

9. Correspondence

The Eidelweiss Property Owner’s Association has sent an invitation to the Commissioners to attend the EPOA Annual Meeting on May 26 at 10 am at the lodge. A presentation will be delivered on the neighborhood watch program. If two Commissioners will be in attendance, the meeting will be posted.
The NH Loon Preservation Committee has confirmed the presentation scheduled for 6 pm on May 26 at the lodge. This will be posted as the Board will be in attendance.
Jay Buckley has sent a thank you to the Commissioners for the meeting last Saturday. Mr. Buckley adds that tires were found at the entrance to the District from a different Valley Pride clean up group; these tires were moved to behind DPW II for storage.
Larry Sodano has sent a request to allow posting of draft minutes to the website. Mr. Sodano was in attendance at the Communication Committee meeting last Saturday where a vast majority of persons present were in support of posting draft minutes.
Dr. Jamie Houle of UNH Storm Water Management has sent information regarding the classification of the streams and wetland area leading to Geneva Beach. A site review is recommended for clarification of the information available. Ralph Lutjen makes a motion to approve a site review. Ron Sandstrom seconds. Motion passed 3-0.

10. Scheduled Appearances
11. Other Business

The Communications Committee meeting last Saturday is discussed; the meeting went well. Ralph Lutjen suggests topics for which information should be sent in newsletters; where to get information, 91-A, come to a meeting. Posting of draft minutes is discussed. Paula Doyle outlines the intent of posting draft minutes is to release information to the public quicker. Ralph Lutjen states that the Commissioners are not in favor of posting draft minutes; review by the Board prior to posting is wanted. Ron Sandstrom discusses creating an expanded list of categories for which information would be automatically sent out. Release of information to the public and the best manner in which to release the information is discussed.

12. Public Comments

At 11:28 am Ron Sandstrom makes a motion to enter Non-Public session pursuant to RSA 91 A-3: II (a) and (e). Ralph Lutjen seconds. Motion is voted via roll call Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea. Motion passed 3-0.

Motions and votes of non-public session:
Mike Smith makes a motion to have the office follow up on the meeting date for Paul Fluet and Jeff Tucker with the Board. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to pay the Terra Star repair bill to Liberty International with the funds to come from the Highway Equipment CRF. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to pay the grader service bill to Chadwick-BaRoss with the funds to come from the Heavy Equipment CRF. Ron Sandstrom seconds. Motion passed 3-0.

Ralph Lutjen makes a motion to seal the legal discussion minutes of the non-public session. Ron Sandstrom seconds. Motion is voted via roll call Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea. Motion passed 3-0.

At 12:30 pm Ralph Lutjen makes a motion to exit non-public session and adjourn the meeting. Ron Sandstrom seconds. Motion is voted via roll call Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea. Motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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

The Board of Commissioners met at 8:00 am on Tuesday, May 1, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille, Treasurer Dinah Reiss, Josh McAllister of HEB Engineering and resident Gloria Aspinall. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

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

3. Water

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

4. Administration

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

5. Accounts Payable

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

6. Minutes

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

7. Commissioners Reports

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

8. Signature Items

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

9. Correspondence

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

10. Scheduled Appearances

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

Mike Smith leaves the meeting at 9:45 am.

11. Other Business
12. Public Comments

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

At 10:05 am Ron Sandstrom makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/05/CM042018.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 20, 2018

The Board of Commissioners met at 8:00 am on Friday, April 20, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille and resident Gloria Aspinall. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

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

3. Water

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

4. Administration

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

5. Accounts Payable

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

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

7. Commissioners Reports

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

8. Signature Items

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

9. Correspondence

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

10. Scheduled Appearances

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

11. Other Business

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

12. Public Comments

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

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

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

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

The Board of Commissioners met at 8:00 am on Tuesday, April 10, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille, resident Adam Leiser, Water Operator Ian Hayes (8:30) and Treasurer Dinah Reiss (8:40). The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

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

3. Water

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

4. Administration

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

5. Accounts Payable
6. Minutes
7. Commissioners Reports

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

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

9. Correspondence

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

10. Scheduled Appearances
11. Other Business

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

12. Public Comments

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

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

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

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

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

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

Respectfully submitted,

Nancy E. Cole
Administrator