2018 Commissioners Meeting

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

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

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

Nancy Cole is out sick, minutes by Ron Sandstrom.

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

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

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

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

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

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

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

Respectfully submitted,

Ron Sandstrom
Commissioner

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/02/PH011918.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Public Hearing for Water System Bond
Public Hearing for the 2018 Budget
January 19, 2018

The Board of Commissioners held a public hearing for a proposed water system bond and the 2018 proposed budget and warrant on Friday, January 19, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. 12 persons were present. The meeting was taped for Madison TV by Tim Hughes.

At 7:00 Mike Smith calls the meeting to order.
Ralph Lutjen makes a motion to open the meeting. Ron Sandstrom seconds. Motion passed 3-0.

Mike Smith outlines the intent of this meeting is to review the proposed 2018 proposed budget items that will be voted on at the Annual Meeting. Questions on 2017 expenditures should be sent to the office.
The Tax Impact and Water rate calculation sheet is reviewed and explained.
At 7:05 pm Mike Smith makes a motion to open the Public Hearing on the proposed Water System Bond in the amount of $525,000. Ralph Lutjen seconds. Motion passed 3-0.
Ralph Lutjen outlines risk status of water system assets. Items from the 2005 Master Plan for the VDOE Water System, many of which have been deferred in the past, need to be addressed. These items are significant in cost. The large bond is being proposed as a means of levelling the water rate and spreading the costs over a 15 year period while being able to complete significant improvements to the reliability and effectiveness of the water system within the next three years.
Warrant Article 2 is read aloud.
The status of the tanks and inclusion of inspection and lining funding within the bond are discussed.
Phase 1 of a planned 2-phase project for creation of the Reinach Pressure Zone is funded within the proposed bond. The direct impact on the distribution system of this project is discussed; an entire section of water users will have low pressure issues corrected.
Upgrade for the pressure reducing valve pits is included in the funding. This project will increase the ability to isolate zones of the water system for leak detection as well as add additional isolation points for system repairs.
Electrical upgrades needed throughout the water system will be funded. This project will first be completed at the DPW well site.
Muddy Beach pump station rehab phase-2 is included. This phase, as outlined last year, will include addition of the second pump, VFD, and building upgrades.
SCADA upgrades, including adding the Summit pressure zone tank to the system are included.
Security updates for the pump houses are needed and included in this proposed bond.
Discussion is held on the impact to the water usage fee if the bond is approved versus funding each project independently. The benefit to the rate and ability to level the rate for the next few years through the long term funding is outlined.
Discussion is held on the impact of the improvements going forward; the system will be more reliable and efficient, which benefits all users.
Leaks within the water system are discussed. The bond does create immediate correction for this issue. Long term planning for a pipe replacement project funded by capital reserve savings is discussed. Pipe replacement would then be completed in sections as funds allow.
The electrical upgrades needed are discussed; the Board informs those present that the District had an electrical engineer come in and review the system.
Ralph Lutjen outlines the historical issues with gaining approval for funding water system projects for political reasons; the time has come to make the needed repairs.

At 7:45 pm Mike Smith makes a motion to close the Public Hearing on the Water Bond. Ron Sandstrom seconds. Motion passed 3-0.
At 7:45 pm Mike Smith makes a motion to open the Public Hearing on the 2018 Budget. Ron Sandstrom seconds. Motion passed 3-0.

Article 3 - Operations/Highway budget
Line items are reviewed and discussed. Focus on increase over $500 requested and agreed to. Evaluation for and purchase of brine system for treating roads during winter storms is outlined. The calculation and use of three-year averages for expenditures for creation of the some proposed budget numbers is outlined. The Highway equipment repair line is an example. The completed road work by the DPW is reviewed during Highway review.
The Parks & Recreation line is discussed. Recent addition of beach testing costs to this line item is discussed. Highway overtime hours for weekend beach raking is discussed. The District will post the beach raking position prior to the beginning of summer.
Water Services line items are also reviewed.
Article 4 – Lodge repairs
2017 repairs and improvements made to the interior of the lodge discussed. The need to replace the siding on the building is being proposed for funding.
Article 5 – Little Loop
Little Loop Road is shedding water onto private property. The VDOE is required to alleviate this issue. Intent is to raise the road, slope the area to the other side, and install a catch basin and culvert to direct the water into new ditch that will be established. Some tree work will be needed and has been estimated by a contractor. Article cost is based on contractor’s estimates; cost savings may be able to be obtained by having the DPW do some of the proposed work. Discussion ensues regarding possible liability for a portion of the total cost to be charged to other properties.
Article 6 – Storm Water Management
The VDOE has embarked on a program to protect the ponds. Degradation of the ponds has occurred over the years is shown on the pond quality testing results from the samples collected through the Volunteer Lake Assessment Program (VLAP). This article will fund an agreement with UNH Storm Water Management to review the watershed drainage and create a plan for storm water management for the District. Ralph Lutjen outlines the benefits of the initial review of Dr. James Houle of the UNH Storm Water Management program as he recommended creation of a natural wetland area on a lot owned by the District on Geneva Place across from the beach where a catch basin, which would disturb the natural area and require maintenance, had been recommended through standard engineering.
Discussion on possible options for obtaining grants for work that would be recommended through this review; Ralph Lutjen outlines that the ponds are classified as good shape overall and therefore grant funding is not available.

Article 7 – Eidelweiss Drive/Thusis Beach drainage
The need to replace a failed culvert under Eidelweiss Drive at Thusis Beach is outlined; the road would suffer significant damage if culvert were to collapse. The outlet area is being set for best protection of the pond. The DPW will complete this work.
Article 8 – Sherriff’s contract
This article is to request voter ratification of the renewal of the contract with the Carroll County Sherriff’s office for use of a portion of the cabana building.
Article 9 – Mailboxes
The article will include two new sets of mailboxes set on a new concrete slab, a new roof over the area and repair of the bulletin board.
Article 10 – Highway Equipment Capital Reserve Fund
This article saves for future known needs to replace trucks; saving annually will help smooth out tax impact going forward.
Article 11 – Water Budget
The line items were reviewed previously. No further questions were raised.
Article 12 – Agents for Tank CRF
To name the Board of Commissioners as agents to expend from the Water Tank Capital Reserve Fund.
Article 13 – Water System Pipe Replacement CRF
To begin saving annually for future pipe replacement that is needed within the distribution system of the water system. The series of leaks repaired last fall is evidence of need to replace the pipes in that area.
Article 14 – Asset Management Grant
The District has applied for the 2018 NH Department of Environmental Services Asset Management Grant. Funding is intended for completion of the mapping of all District assets.
Article 15 – Water Extension Fund
To allow the Commissioners to expend funds from the Water Extension Fund for work on the water system. This article is placed annually on the warrant and is funded by fees for new connections to the system.
Article 16 – Reinach Pressure Zone
Phase 1 as discussed during the bond hearing; separate article to address funding should recommended bond funding in Article 2 fail.
Article 17 – Muddy Beach Phase 2
As discussed during the bond hearing; separate article to address funding should recommended bond funding in Article 2 fail.
Article 18 – Reinach and Summit tank linings
As discussed during the bond hearing; separate article to address funding should recommended bond funding in Article 2 fail.
Article 19 – Jungfrau and Chocorua Tank inspections
As discussed during the bond hearing; separate article to address funding should recommended bond funding in Article 2 fail.
Article 20 – Water Tank CRF deposit
Additional saving for water tank needs. If funding through the bond is approved; this article will not be recommended.
Article 21 – Pressure Reduction Valve pits
As discussed during the bond hearing; separate article to address funding for the DPW and Upper Lakeview Drive PRV pits only should recommended bond funding in Article 2 fail.

Article 22 – Pump House Electrical updates
This article would separately fund the electrical updates to the DPW well and chemical injection site only. Funding for this and the other stations is included in the bond article.
Article 23 – Pump House Security
As discussed during the bond hearing; separate article to address funding should recommended bond funding in Article 2 fail.

Dorothy Wondolowski thanks the Board for the effort in putting this all together. The number of estimates for each project is questioned; contracted vendors were used for some estimates, an independent contractor was used for the Little Loop project estimate and additional estimates may still be obtained for larger projects. The projects are being reviewed independently to determine the best avenue for completion; VDOE contractors, VDOE DPW or outside contractor(s) based on the work to be performed and experience with VDOE systems needed to effectively execute the work in a timely and cost effective manner.

No further questions or discussion was raised.

At 9:25 pm Mike Smith makes a motion to close the Public Hearing on the 2018 Budget. Ron Sandstrom seconds. Motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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

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

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

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

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

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

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

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

Respectfully submitted,

Nancy E. Cole
Administrator

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

The Board of Commissioners met at 8:00 am on Tuesday, January 16, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy) and resident Adam Leiser. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

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

3. Water

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

4. Administration

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

5. Accounts Payable

Mike Smith makes a motion to approve 30 checks for a total of $39,542.09. Ron Sandstrom seconds. Check and invoice are reviewed and discussed. Motion passed 3-0.

6. Minutes

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

7. Commissioners Reports

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

8. Signature Items

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

9. Correspondence

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

10. Scheduled Appearances

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

11. Other Business

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

12. Public Comments

At 10:42 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds. Motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/02/CM010918.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
January 9, 2018

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

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

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

3. Water

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

4. Administration

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

5. Accounts Payable

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

6. Minutes
7. Commissioners Reports

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

8. Signature Items
9. Correspondence

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

10. Scheduled Appearances

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

11. Other Business

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

12. Public Comments

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

Motions and votes of non-public session:
Mike Smith makes a motion to seal the minutes of this session until the matter is resolved. Ron Sandstrom seconds the motion and the motion passed 3-0.

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

At 10:50 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters and (e) property. Ron Sandstrom seconds the motion. Motion called via roll call Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Motions and votes of non-public session
Mike Smith makes a motion to add a warrant article for upgrades to water system security. Ralph Lutjen seconds the motion and the motion passed 3-0.

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

Respectfully submitted,

Nancy E. Cole
Administrator