VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday July 19, 2022

The Board of Commissioners met at 9:00am on Tuesday July 19, 2022.

In attendance for the public meeting are Commissioner Jay Buckley, Commissioner Mike Smith, Commissioner Ralph Lutjen, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator, Kelly Robitaille-DPW Foreman & Kathy Koziell.

Meeting videotaped by Carol of Madison TV

At 9:00am Commissioner Ralph Lutjen calls the meeting to order

Public Meeting

Mike Smith makes a motion to approve the agenda, Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion to approve the Minutes of 7/12/22, Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion to approve the 7/12/22 sealed Non-Public Minutes RSA 91-A:3 II (d), Jay Buckley 2nds, passes 3-0.

Ralph Lutjen makes a motion to approve the 7/12/22 Non-Public Minutes RSA 91-A:3 II (L), Mike Smith 2nds, passes 3-0

Mike Smith makes a motion to approve the 7/13/22 Sealed Non-Public Minutes RSA 91-A:3 II (d), Ralph Lutjen 2nds, passes 3-0

Jay Buckley makes a motion to approve the 7/13/22 Sealed Non-Public Minutes RSA 91-A:3 II (b), Mike Smith 2nds, passes 3-0

Jay Buckley makes a motion to approve the 7/13/22 Minutes, Ralph Lutjen 2nds, passes 2-0-1

Mike Smith makes a motion to approve the Operating Account manifest for $48,038.91, Jay Buckley 2nds, passes 3-0

Ralph Lutjen makes a motion to approve the Water Assessment Fund Manifest for $32,653.91, Mike Smith 2nds, passes 3-0

Mike Smith makes a motion to approve the Water Project Fund Manifest for $20,000, Ralph Lutjen 2nds, passes 3-0

DPW

Discussion on Klausen paving, paving started today 7/19.

There is a driveway being repaved on Saint Moritz that does not have a driveway permit. Kelly Robitaille informed them that they need to come to the office and file an application.

Discussion on sand for the beach’s application. The application is $400. Boulder beach is the beach that needs sand the most.

Mike Smith makes a motion to spend up to $400 on the PBN application for the addition of sand on the beaches, Ralph Lutjen 2nds, passes 3-0.

Kathy Koziell states that years ago an environmentalist came out and said that we could not take sand out of the water to put back on the beaches. The only way to stop the sand from going into the water is to create a perch.

Administration

Review of August meeting schedule.

Mike Smith makes a motion to approve the August Meeting Schedule, Jay Buckley 2nds, passes 3-0

Discussion on the monthly cash flow as of June 30^th. The tax check from Madison came on July 11^th for $296,927.00. The ending balance as of June 30^th for the Operating Account was $181,231.13. The ending balance as of June 30^th for the Water Assessment Fund was $214,617.11. The ending balance as of June 30^th for the Water Project Fund was $20,928.03. The ending balance as of June 30^th for the Dawson Retainage was $13,436.79. The TAN Note that was taken will be paid back in December 2022. The total CRF balance is $435,607.31. Review of remaining loan payments: Grader lease coming off in 2023 has a remaining balance of $29,226.12 and Oak Ridge that is coming off in 2023 has a remaining balance of $16,839.04.

Discussion on the PRV RFP’s that were due back on July 15^th. Only had 1 response that was not able to do it due to the contract deadline. Jay Buckley states that he reached out to G.E Brown, E & R Excavating and T & D Excavating LLC to see if any of them can complete the project.

Discussion on the Reinach project.

Jay Buckley makes a motion to sign the certificate of competition submitted by Brad from Jones & Beach, Ralph Lutjen 2nds, passes 3-0

Ralph Lutjen is going to sit down with the office to get the final cost on the Reinach project. The Dawson retainage check will go out with next week’s manifest.

Jay Buckley makes a motion to transfer $20,000 from the Water Project Account to the Water Assessment Fund for the AMP Grant, Ralph Lutjen 2nds, passes 3-0

Jay Buckley makes a motion to transfer $4,008.46 from the Water Assessment Fund to the Operating Account for the June Budget, Mike Smith 2nds, passes 3-0

Jay Buckley makes a motion to transfer $8,000 from the Water Assessment Fund to the Water Line Extension CRF for a new water hook-up, Ralph Lutjen 2nds, passes 3-0

Discussion on the 2021 audit, the information on the pension plan was adequate but the information on the medical plan was not. Per a conversation with HealthTrust, we have no obligation to fund a retiree’s medical plan. Ralph Lutjen states he is looking to have the following document signed “For both employees who retire early and for those who retire at full retirement age insurance coverage is available under the Health Trust Plan. For those retirees that want continued coverage a direct billing arrangement can be made for the retiree to pay for the full cost of the continued insurance. The Village District of Eidelweiss has no financial responsibility for any retiree insurance cost.”.

Ralph Lutjen makes a motion to sign the Retiree Medical Insurance Coverage Policy, Mike Smith 2nds, passes 3-0

Commissioner’s Concerns/Reports

Jay Buckley questions the Motion/Action log, it is not in use.

Jay Buckley asks how the Work Orders are going with Simply Water, Alexis Wagoner states that everything has been going smoothly.

Ralph Lutjen discusses an email he had with Steve Doyon informing him about the removal of the beaver dam. Kelly Robitaille states that the DPW has removed some of the dam and there is a steady flow coming out. There is also no beaver activity.

Discussion on Operating Budget:

Office supplies is over budget by 15.7%

Office Equipment & Maintenance is over budget by 88.8%

Overtime is almost expended at 94.7% Kelly Robitaille states that the overtime amount has not changed over time and kept up with the increase in wages.

Maintenance on vehicles is almost expended at 80.2%. The backhoe has had a lot of repairs.

The sand budget line is almost expended at 77.9%

Mike Smith makes a motion to appropriate up to $5,000 for the sand line item, Ralph Lutjen 2nds, passes 3-0

Highway & Streets total line item is at 48%

Discussion on heating line item which is already over budget by 7.4%

Total operating Budget is used up by 54.7%

Discussion on Water Budget:

Nothing jumps out as a concern the total budget is used up by 44.1%

Discussion on CRF Funds:

Equipment Rep Cap Exp Fund $41,756.57

Highway Equipment Fund $75,161.68

Land Acquisition Fund $11,316.65

Medical Insurance Exp Trust Fund $5,031.18

Office Equipment Fund $2,279.81

Road Construction Fund $7,221.06

Waste Tank Maintenance Fund $5,003.24

Water Line Extension Fund $140,785.21

Water Pipe Improvement Fund $40,721.63

Water system CRF $46,086.94

Water Tank CRF $60,242.34

Sale of Lodge $1.00

Kathy Koziell suggests taking the backhoe expenses out of the highway Equipment CRF.

Discussion on outstanding water payments $16,080.19. 12 are remaining water bills and the other remaining are water services and old standing accounts where water is shut off.

Ralph Lutjen adds to check with the auditor to clear up the budget issues. Jay Buckley questions if we can close out the old accounts that are sitting there and how we could go about doing so.

Ralph Lutjen discusses the HealthTrust plan that the VDOE currently has and comparing it to Madison’s plan

Asset Management

Discussion on the leak detection application. Jay Buckley reads email from Larry Leonard. Office is to reach out to Larry Leonard and find out what additional information he wanted added to the application so that the BOC can approve it next week.

Review of Horizons pricing for additional items to be done, $1,200 a year for updates to the map.

Correspondence & Public Comment

Review of the BPPWPA Email

Review of the Green Mountain Conservation Group Newsletter

Review of NHRS 2024-2025 Employer Contribution Rates (Office is to send rates to Commissioners)

Review of the Granite State Analytical Results

Review of the email from Dinah Reiss

Ralph Lutjen makes a motion to unseal the minutes from 7/6/22 under RSA 91-A:3 II (L), Jay Buckley 2nds, passes 3-0

NON-PUBLIC MEETING

Ralph Lutjen makes a motion at 9:53am to go into Non-Public for RSA 91-A:3, II (b).  Jay Buckley seconded.  Motion Passed 3-0.

Jay Buckley makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (b) and return to public meeting at 10:06am.  Mike Smith seconded.  Motion Passed 3-0.

Jay Buckley makes a motion at 10:07am to go into Non-Public for RSA 91-A:3, II (a).  Mike Smith seconded.  Motion Passed 3-0.

Jay Buckley makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (a) and return to public meeting at 10:35am.  Ralph Lutjen seconded.  Motion Passed 3-0.

Jay Buckley makes a motion at 10:38am to go into Non-Public for RSA 91-A:3, II (d).  Mike Smith seconded.  Motion Passed 3-0.

Jay Buckley makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (d) and return to public meeting at 10:52am.  Mike Smith seconded.  Motion Passed 3-0.

Jay Buckley makes a motion to seal the minutes of 7/19/22 under RSA 91-A:3 II (d). Ralph Lutjen seconded. Motion Passed 3-0.

Jay Buckley makes a motion at 10:53am to go into Non-Public for RSA 91-A:3, II (L).  Ralph Lutjen seconded.  Motion Passed 3-0.

Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (L) and return to public meeting at 11:34am.  Ralph Lutjen seconded.  Motion Passed 3-0.

Mike Smith makes a motion to seal the minutes of 7/19/22 under RSA 91-A:3 II (L). Jay Buckley seconded. Motion Passed 3-0.

Public Meeting

Discussion on Horizons pricing and paid asset management.

Discussion on getting the GIS and hydro model software for the office to view the mapping done by Horizons.

Ralph Lutjen makes a motion to verify that the hydro model is to be done at no cost to the VDOE, Mike Smith 2nds, passes 3-0.

Mike Smith makes a motion to adjourn at 11:44am, Ralph Lutjen 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday July 12, 2022

The Board of Commissioners met at 9:00am on Tuesday July 12, 2022.

In attendance for the public meeting are Commissioner Jay Buckley, Commissioner Mike Smith, Commissioner Ralph Lutjen, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator, Kelly Robitaille-DPW Foreman, Gloria Aspinall & Kathy Koziell.

Meeting videotaped by Carol of Madison TV

At 9:00am Commissioner Ralph Lutjen calls the meeting to order

Public Meeting

Mike Smith makes a motion to approve the agenda, Jay Buckley 2nds, passes 3-0.

Jay Buckley makes a motion to add a non-public to the end of the meeting RSA 91-A:3 II (L), Mike Smith 2nds, passes 3-0

Jay Buckley makes a motion to approve the Minutes of 7/6/22, Ralph Lutjen 2nds, passes 3-0.

Jay Buckley makes a motion to approve the 7/6/22 sealed Non-Public Minutes RSA 91-A:3 II (d), Ralph Lutjen 2nds, passes 3-0.

Ralph Lutjen makes a motion to approve the 7/6/22 sealed Non-Public Minutes RSA 91-A:3 II (c), Mike Smith 2nds, passes 3-0

Mike Smith makes a motion to approve the 7/6/22 Sealed Non-Public Minutes RSA 91-A:3 II (b), Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the payroll manifest for $8,361.45, Jay Buckley 2nds passes 3-0

Mike Smith makes a motion to approve the Operating Account manifest for $6,803.64 (includes payroll), Jay Buckley 2nds, passes 3-0

DPW

DPW Overview: Madison PD came to the DPW lot and took the abandoned boat, not much going on this week Jeff is on vacation & the water levels on the ponds look good.

Discussion on beaver dam, homeowner never responded. There is a big hole in the dam currently and water is flowing out. Big Pea is still about 10” higher than Middle Pea.

Mike Smith makes a motion to start releasing the water from the beaver dam, Jay Buckley 2nds, for discussion, passes 3-0

DPW is keeping an eye on beaver activity and if need be, they can get a beaver trapper to come out.

Discussion on sink hole at Klausen. They filled the hole, and everything looks good for now. The DPW is still going to explore the area with Ian Hayes at the end of the week.

Administration

Review of the changes to the driveway application.

Mike Smith makes a motion to accept the driveway application with the changes, Ralph Lutjen 2nds, passes 3-0

Discussion on mold in the office split unit. Servpro will not come out to clean the unit need to find someone else. Jay Buckley states that he will provide the office with a licensed professionals number to come clean the unit. As for the boxes in the closet they just need to be removed and replaced.

Discussion on Reinach Tank Project. Jones and Beach have provided the change order and once completed they will send over the remaining paperwork to close out the contract. No as-builts were done for the waterline on Bristenstock Road. Need to get a surveyor to map the waterline and add it to the map.

Jay Buckley makes a motion to sign the change order to close out the contract with Dawson from Jones and Beach with the retainage minus the $416, Ralph Lutjen 2nds, passes 3-0

Further discussion to get the waterline on Bristenstock documented. Jay Buckley is going to take a map and mark the waterline on it.

Jay Buckley makes a motion to mark up an existing road map to show where the new Reinach Pressure waterline is on Reinach, Bristenstock and Aspen, Ralph Lutjen 2nds, passes 3-0

Discussion on NHRS check.

Jay Buckley makes a motion to reissue the NHRS check for the month of June for $2,546.66, Ralph Lutjen 2nds, passes 3-0

Commissioner’s Concerns/Reports

Discussion on PRV email with Nick Sceggell and Jay Buckley. Nick Sceggell from Dubois & King is going to over see the project as the engineer. He is going to submit the appropriate paperwork to get reimbursed for the grant. Mike Smith also requests that we have as-builts done for the project. The contractors (G.W Brooks, Wirling & Gordon T. Burke & Sons) that we have solicited have until 7/15 to respond with an offer.

Ralph Lutjen sent an email to Chief King on the parking issue and is waiting for his response on an alternative plan.

Discussion on the audit actuary, The NHRS report is sufficient for a portion of the actuary but there is another report required to complete the actuary and have the adverse opinion removed. Ralph Lutjen states he is willing to compile the additional report that is needed if that is acceptable to the auditors. He also adds that he needs to know what the requirements are for the formula to come up with an actual assumption.

Asset Management

They are working on a leak detection application which will be submitted shortly through the office. The water committee meeting minutes are posted and up to date on the VDOE website.

The Commissioners want to set up a meeting with the water committee next Tuesday during the Commissioners meeting at 10am.

Correspondence & Public Comment

Discussion on Andrew Harteveldt email

Jay Buckley makes a motion to allow Andrew Harteveldt, Ian Hayes, and Tom from EII to communicate with one another, Ralph Lutjen 2nds, passes 3-0

Discussion on having Andrew Harteveldt come to a meeting.

Review Granite State newsletter

Gloria Aspinall discusses the missing Eidelweiss Drive sign from the corner of Town Line Road and Eidelweiss Drive. Madison is responsible for replacing the sign, she has reached out to them multiple times and they have not responded on the matter.

Ralph Lutjen makes a motion to send a letter to the Madison Selectman and DPW regarding the sign on Eidelweiss Drive, Jay Buckley 2nds, passes 3-0

Discussion on pipe at the Little Pea Dam, should hear back about it within the next week.

Ralph Lutjen points out that the Madison Fire Department has still not responded to any of the letters even after the Selectman letter was sent.

NON-PUBLIC MEETING

Mike Smith makes a motion at 9:35am to go into Non-Public for RSA 91-A:3, II (L).  Jay Buckley seconded.  Motion Passed 3-0.

Jay Buckley makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (L) and return to public meeting at 9:48am.  Mike Smith seconded.  Motion Passed 3-0.

Jay Buckley makes a motion at 9:49am to go into Non-Public for RSA 91-A:3, II (d).  Ralph Lutjen seconded.  Motion Passed 3-0.

Jay Buckley makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (d) and return to public meeting at 10:07am.  Ralph Lutjen seconded.  Motion Passed 3-0.

Discussion on CMA Engineers and Horizons interviews. Need to start thinking about next year’s warrant articles. Ralph Lutjen mentions some of the bigger items are a new truck and the paving of Eidelweiss Drive. Oakridge and grader are coming off in 2023.

Discussion on the water system and needing to determine which projects are priority. The water committee should come up with a plan to present to the engineer and then determine the cost of the projects and which to do first. Also start looking at what we are going to spend on the next year regarding the water systems. The roads will be on a 5-year plan and once the new estimates are in, we will have a better idea on what projects will cost and their priority.

Mike Smith makes a motion to adjourn at 10:22am, Ralph Lutjen 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Wednesday July 13, 2022

The Board of Commissioners met at 12:30pm on Wednesday July 13, 2022.

In attendance are Commissioner Jay Buckley, Commissioner Ralph Lutjen, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator & Kelly Robitaille-DPW Foreman.

At 12:29pm Commissioner Ralph Lutjen calls the meeting to order

NON-PUBLIC MEETING

Ralph Lutjen makes a motion at 12:30pm to go into Non-Public for RSA 91-A:3, II (d).  Jay Buckley seconded.  Motion Passed 2-0.

Jay Buckley makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (d) and return to public meeting at 12:54pm.  Ralph Lutjen seconded.  Motion Passed 2-0.

Ralph Lutjen makes a motion at 12:58pm to go into Non-Public for RSA 91-A:3, II (b).  Jay Buckley seconded.  Motion Passed 2-0.

Ralph Lutjen makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (b) and return to public meeting at 2:10pm.  Jay Buckley seconded.  Motion Passed 2-0.

Public Meeting

Discussion on excavator damage to road at 3 Reinach Place. Kelly Robitaille filed a police report, and the homeowner and contractor were very aware of the damage and need for it to be repaired at the cost of the contractor.

Ralph Lutjen makes a motion to have Kelly Robitaille get estimates to repair the road back to its original condition and if the contractor agrees to pay for the repair with no issues than we will waive the $200 fine, Jay Buckley 2nds, passes 2-0

Jay Buckley makes a motion to adjourn at 2:18pm, Ralph Lutjen 2nds, passes 2-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Wednesday July 6, 2022

The Board of Commissioners met at 9:00am on Wednesday July 6, 2022.

In attendance for the public meeting are Commissioner Jay Buckley, Commissioner Mike Smith, Commissioner Ralph Lutjen, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator, Kelly Robitaille-DPW Foreman, Dinah Reiss & Kathy Koziell.

Meeting videotaped by Carol of Madison TV

At 9:00am Commissioner Ralph Lutjen calls the meeting to order

Public Meeting

Mike Smith makes a motion to approve the agenda, Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion to approve the Minutes of 6/28/22, Jay Buckley 2nds, passes 3-0.

Jay Buckley makes a motion to approve the 6/28/22 sealed Non-Public Minutes,

Mike Smith 2nds, passes 3-0.

Ralph Lutjen makes a motion to approve the Operating Account manifest of $16,775.93, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the Water Assessment Fund manifest of $1,285.25, Ralph Lutjen 2nds, passes 3-0

DPW

Discussion on 13 Thusis driveway permit.

Ralph Lutjen makes a motion to sign and approve the driveway permit for construction at 13 Thusis Road with the corresponding paperwork on Road Construction and Maintenance, Mike Smith 2nds, passes 3-0.

Discussion on backhoe, it is repaired and running.

Discussion on Klausen, Kelly Robitaille found a small round hole in the middle of the road near the top of the road and another hole about 25’ up the road. He believes they are sink holes and these are usually caused by water, but no water can be found. Ian Hayes had told Kelly Robitaille the water main is off to the side of the road and not down the middle. Kelly Robitaille is going to explore the holes since they cannot pave over the road until the issue is resolved. Going to dig tomorrow and report back to the Commissioners.

Discussion on 23 Bristenstock Drive. They have an approved driveway permit for construction on file and the project looks good.

Discussion on erosion rocks and vandalism. The DPW has already taken care of the issue.

Discussion on rubber tracked excavator.

Discussion on an elected official trespassing behind the DPW 1 Garage on Monday July 4^th when the office and DPW was closed. This was caught on camera, going into non-public to discuss the matter.

Discussion on the Highway & Roads Committee meeting that took place on 6/28/22. Ralph Lutjen mentions some points that came out of the meeting: Need to focus on putting money aside to replace Eidelweiss Drive. It will cost around $7,000 to re-shim it but it will be around $200,000 to repave the entire thing. The 7400 truck also needs to be replaced which will cost around $250,000. Dinah Reiss states that in 2023 the VDOE will make the last payment on the grader and on Oakridge. Jay Buckley discusses thinking about connecting the Bern Drive and Huttwil water mains while Eidelweiss is torn up for repaving. Kelly Robitaille is going to provide updated estimates, he estimates he will have them by the next Road Committee Meeting. The Water Accounts are doing much better financially than the Operations Accounts.  

Administration

Discussion on 21 Diessbach variance, there is no plot plan on file as they filed for a plot plan waiver.

Ralph Lutjen makes a motion to send a letter to the Madison ZBA regarding our concern around the variance and that we object, Jay Buckley 2nds, to sign out of session, passes 3-0

Discussion on parking signs. Ralph Lutjen spoke with Chief King, and he doesn’t think the 30-day clock is feasible and he is going to try and think of an alternate plan.

Ralph Lutjen makes a motion to retract the parking recommendations that were put into place at last weeks meeting, Jay Buckley 2nds, passes 3-0

Alexis Wagoner spoke with the police chief, and they are working on getting the abandoned boat removed from the DPW lot.

Discussion on the Lodge, meeting with the realtor tomorrow July 7^th at 9am at the office.

Nothing new with the Reinach project.

Discussion on hydroseeding, Madison has their own hydro seeder. Kelly Robitaille states that the DPW can seed in the fall if need be.

Discussion on Dawson and closing out the contract. Waiting on paperwork from Jones & Beach.

Ralph Lutjen makes a motion to transfer $175.98 from the Office Equipment CRF to the Operating Fund, Jay Buckley 2nds, passes 3-0

Jay Buckley makes a motion to sign the Dam EAP Acknowledgement Form, Ralph Lutjen 2nds, passes 3-0

Commissioner’s Concerns/Reports

Discussion on 4 Chocorua View Drive

Jay Buckley makes a motion to rescind the motion made last week regarding the camper and to send communication to the homeowner, Ralph Lutjen 2nds and makes an amendment to add correspondence from Bob Boyd as well, passes 3-0

Kelly Robitaille is going to gather a list of addresses with campers on them so the office can send the list to Bob Boyd for zoning violations.

Discussion on Mike Smith posting farmers market signs at the bulletin boards.

Mike Smith makes a motion to post farmer market signs at the bulletin boards as the Mount Washington Valley is a 501C non-profit, Ralph Lutjen 2nds, Motion failed 1-2

Mike Smith asks Jay Buckley if he brought the road map back to the office.

Mike Smith makes a motion to have Jay Buckley return the maps that the VDOE paid for somehow and were VDOE property, Ralph Lutjen 2nds for discussion, Motion failed 1-2

Ralph Lutjen makes a motion to acquire 2 new maps that are D size for the DPW, Jay Buckley 2nds, passes 3-0

Discussion on Mark Graffam email regarding the waterline ending at Parsons, there is not issue homeowner will have to cover the cost to extend the water line.

Review of email sent to Horizons requesting quotes.

Review of VLAP Testing

Review of daily and quarterly water usage

Review of Eversource usage, discussion on electric rates doubling come August, Eidelweiss is locked into a contract until November of 2022.

Discussion on Mark Graffam email regarding setback on Bristenstock home.

For unsleeved the requirements are 10’ from the tank and 25’ from the septic bed. For sleeved the requirements are 5’ from the tank and 10’ from the septic bed.

Simply Water

Ian Hayes discusses the need for a process to review the septic tank designs early on.

Discussion on Bristenstock water main that was put in during the Reinach Tank project. Need the as-builts for the it.

Ralph Lutjen makes a motion to request the as-builts from Jones & Beach for the waterline on Bristenstock, Jay Buckley 2nds, passes 3-0

Discussion on issues with septic tank designs and the distance from the waterlines. There are issues with DES approving septic systems that are too close to the water lines.

Ralph Lutjen makes a motion to have the driveway permit include a statement regarding setbacks with the waterline and septic system, Jay Buckley 2nds passes 3-0

Mike Smith makes a motion to also include in the driveway permit application that the homeowner must submit a plot plan with the septic system and water lines shown including the measurements for setbacks from the curb, Jay Buckley 2nds, passes 3-0

Ian Hayes mentions they just got a delivery to complete all the new water hook ups. In a couple weeks they will begin working on them again.

Discussion on Altdorf water leak. It was a 3.25” irrigation line that was leaking not a water main. The leak is repaired but they are going to replace the line at some point this summer. The water usage has gone down a bit since the leak was repaired.

Discussion on leak detection, Granite state will be in again at some point this summer probably closer to the end of the summer.

Discussion on waterline going on property of Bridal Path. Can possibly get a dozer to listen. Dinah Reiss mentions there is a folder in the office that has a bunch of information on the matter.

Discussion on Grachen extension and the gate vales near there.

Discussion on Transducers. Ian Hayes is going to work with Horizons on the matter. Gives his two cents on Horizons for an on-call engineer for the District. Mentions that he has worked well with them in the past the only downside may be that it is a bigger firm and staff changes happen frequently.

Kelly Robitaille questions Ian Hayes on the sink holes on Klausen. Going to fix temporarily until next week when they can dig with Ian Hayes there.

Discussion on Andrew Harteveldt and upgrading the office modem. When he did the upgrade, he took the SCADA system off remote access and Simply Water could no longer access the water system remotely they had to come into the office to view the system. Going forward there needs to be better communication between the office, Andrew, and Simply Water.

The SCADA computer is old and should considered being replaced soon.

Discussion on the Reinach Tank booster pump it has blown a few fuses recently. Ian Hayes recommends reaching out to Jones and Beach as the job is under warranty to see if they can get someone to look at it.

Jay Buckley makes a motion to relay the issues to Brad at Jones and Beach to start the warranty process, Ralph Lutjen 2nds, passes 3-0

Discussion on dehumidifier needed at the Muddy Beach pump house

Mike Smith makes a motion to spend up to $2,000 on a new dehumidifier, Ralph Lutjen 2nds, passes 3-0

Commissioner’s Concerns/Reports

Discussion on John Cancelarich email, lowering the water level at Big Pea will not affect the loons.

Ralph Lutjen makes a motion to respond to John that DES has advised us to remove the beaver dam and to send the DES correspondence, Jay Buckley 2nds, passes 3-0

Discussion on the audit actuary, auditor does not feel its necessary to have the audit actuary since we are such a small municipality.

Mike Smith makes a motion to have the auditor put in writing that this will not affect getting a loan in the future, No 2^nd.

Dinah Reiss asks if we have received the $20,000 matching grant from the state for the AMP. We have received the statement waiting for the payment to come through.  

NON-PUBLIC MEETING

Jay Buckley makes a motion at 11:02am to go into Non-Public for RSA 91-A:3, II (c).  Ralph Lutjen seconded.  Motion Passed 3-0.

Jay Buckley makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (c) and return to public meeting at 11:14am.  Mike Smith seconded.  Motion Passed 3-0.

Jay Buckley makes a motion at 11:14am to go into Non-Public for RSA 91-A:3, II (d).  Mike Smith seconded.  Motion Passed 3-0.

Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (d) and return to public meeting at 11:20am.  Ralph Lutjen seconded.  Motion Passed 3-0.

Mike Smith makes a motion to adjourn at 11:20am, Jay Buckley 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday June 28, 2022

The Board of Commissioners met at 9:00am on Tuesday June 28, 2022.

In attendance for the public meeting are Commissioner Jay Buckley, Commissioner Mike Smith, Commissioner Ralph Lutjen, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator, Kelly Robitaille-DPW Foreman, Dinah Reiss & Kathy Koziell.

Meeting videotaped by Carol of Madison TV

At 9:00am Commissioner Ralph Lutjen calls the meeting to order

Public Meeting

Mike Smith makes a motion to approve the agenda, Jay Buckley 2nds, passes 3-0.

Jay Buckley makes a motion to approve the Minutes of 6/22/22, Mike Smith 2nds, passes 3-0.

Mike Smith makes a motion to approve the 6/22/22 sealed Non-Public Minutes,

Jay Buckley 2nds, passes 3-0.

Ralph Lutjen makes a motion to approve the Payroll Manifest of $8,187.30, Jay Buckley 2nds, passes 3-0

Ralph Lutjen makes a motion to approve the Operating Account manifest of $74,156.21, Jay Buckley 2nds, passes 3-0

Ralph Lutjen makes a motion to approve the Water Project Fund manifest of $1,401.25, Jay Buckley 2nds, passes 3-0

DPW

Discussion on backhoe, had issues on Friday 6/24 with bad wiring on the harness. Chadwick came out on Saturday 6/25 and was able to get it back up and running. Kelly Robitaille called John Deere and Caterpillar; they are coming out to look at the backhoe for a possible future trade. Need the backhoe running as it is the number one used machine. Jay Buckley suggests possibly doing a package deal with the grader and backhoe.

Discussion on water main leak on Altdorf, crew is digging today with Ian.

Discussion on 70 Appenvel Way. Homeowner filed driveway permit application with the 70 Appenvel Way address but the driveway will be coming off Thusis, so it needs to be changed to 13 Thusis. Homeowner is going to use 13 Thusis for both the driveway and water applications.

Kelly Robitaille spoke with G.W. Brooks regarding the dry hydrant, and he said that it can either be extended or replaced. They are coming out in 2 weeks to look at it. A permit will need to be pulled through DES which may take a while.

Jay Buckley asks the cost of the backhoe repair. Kelly Robitaille states that we have not received an invoice yet since they just came but it will be an hourly rate for 2 hours.

Administration

Review of water application change.

Jay Buckley makes a motion to accept the modification to the water hook-up application to include the D size drawings, Ralph Lutjen 2nds, passes 3-0

RFP interviews are scheduled for July 6^th and July 13^th at 1:00pm with horizons Engineering and CMA Engineers.

Discussion on Madison Zoning Letter. 21 Diessbach is looking for a variance for a shed.

Jay Buckley makes a motion to object to the variance and send a letter to the Madison Zoning board regarding 21 Diessbach, Ralph Lutjen 2nds for discussion. Ralph Lutjen makes an amendment to the motion that one Commissioner should attend the public hearing to see what the actual set back is and if it is within 10 feet we will accept the variance, Jay Buckley 2nds the amendment, passes 3-0

Discussion on Grachen Drive variance, this should be grandfathered in being less than 2 acres.

Discussion on Audit Actuary, information can be found on the NHRS website and has already been sent to the auditors for review.

Mike smith makes a motion to rescind the $2,000 that was allocated for the audit actuary, Jay Buckley 2nds, passes 3-0

Discussion on Lodge. The water is up and running and the heaters have been checked. The cleaner is going to finish cleaning now that there is water.

Discussion on hydroseeding around the Reinach tank. Need to find someone to do the seeding, Jay Buckley mentions that Home Advisor gave a quote of $416 and that we could reach out to them. Once this is completed the contract can be closed out. Kelly Robitaille states the reason for seeding was for erosion control but the only place that needs it now would be where the tank is buried as it is just a pile of sand.

Ralph Lutjen makes a motion to take $416 out of the retainage for grubbing, Jay Buckley 2nds, passes 3-0

Discussion on closing out the Reinach tank project. Alexis Wagoner spoke with Rick Skarinka, and he mentioned that Jones & Beach has the paperwork, and we are just waiting for him to send it over. Also, the office is now responsible for the disbursements. As for the PRV project we will have to get Dubois and King to sign off on the completed project.

Jay Buckley makes a motion to transfer $10,000 from the Water Line Extension CRF to the Water Assessment Fund, Mike Smith 2nds, passes 3-0

Commissioner’s Concerns/Reports

Jay Buckley mentions that the 3 RFP’s have been sent out to the contractors for the PRV project and that they have until July 15^th to respond with a quote.

Discussion on small claims case, the VDOE won the case and does not have to pay back the money that was paid by the homeowner. Kathy Koziell mentions that the judge did state that the District should have put a lien on the property sooner.

Jay Buckley talks about reviewing the remaining outstanding water bills and to be on top of the water shut offs come September 1^st.  

Mike Smith states that the Madison Police Department need to have the abandoned boat removed from the DPW parking lot.

Mike Smith makes a motion to send a letter to the Madison PD to get the boat removed, Ralph Lutjen 2nds, passes 3-0

Mike Smith makes a motion to stick an advertisement for the farmers market on the bulletin board, Ralph Lutjen 2nds, Motion tabled till next week.

Mike Smith discusses Jay Buckley taking a map out of the office to give to the Madison Fire Department. Jay Buckley states that it was at no additional cost to the VDOE and that the 2^nd map was made for the Madison FD. Further discussion followed.

Discussion on the parking ordinance.

Mike Smith makes a motion to approve what was brought up at the ordinance hearing “Personal trailers, recreational vehicles, snowmobiles, and boats may not be parked in any of the Village District parking lots. No construction vehicles or trailers are permitted in the parking lots unless owner is having construction done. In which a building permit must be presented at the time of obtaining a parking permit. The Parking lots can be used for temporary overnight parking for residents and their guests. If a vehicle will be parked for more than 3 days a parking permit is required. A parking permit may be issued with a maximum of two continuous weeks during a given month and a minimum of one week between the two-week permit period. Parking for more than 3 days without authorization will result in a fine and the vehicle will be towed.”, Ralph Lutjen 2nds for discussion. Ralph Lutjen states that the current ordinance states 30 days parking at a time but this is being abused since people remove the vehicle for a day and then bring it back to restart the 30 days. Ralph Lutjen makes an amendment to have the ordinance say you can park for 30 days total per a year, consecutive or nonconsecutive, Jay Buckley 2nds the amendment for discussion.  Ralph Lutjen states that he is willing to take pictures and document the parking situation. Kathy Koziell mentions that she is concerned about people who park in the lot for work. She also adds that Mike Smith cannot seek help writing a petitioned warrant article from the office. Motion passes 2-1

Ralph Lutjen adds that the 30-day clock will begin after the signs are in place. The office is to get signage pricing and wording for next week’s meeting.

Discussion on horizons correspondence, everything should be going through the office.

Discussion on beaver dam correspondence with Steve Doyon. Steve said he would send a letter to the homeowner and alert them that they would be responsible for damages caused by the sudden failure of the beaver dam. Kelly Robitaille mentions that there should be a time restraint on the letter for them to respond by. The loons have finished nesting. Kelly Robitaille suggests capping the dam at Little Pea and then release the beaver dam slowly to preserve the water levels in the other ponds.

Ralph Lutjen makes a motion to send another letter to the property owner asking for consent to enter onto their property to remove the beaver dam and if they do not respond by July 15^th then we will act and remove the dam, Mike Smith 2nds, makes amendment to change date to July 10^th, Jay Buckley 2nds amendment, passes 3-0

Jay Buckley makes a motion to restore all boards to the little dam, No 2^nd.

Mike Smith makes a motion to restore two 11-inch boards to the dam, jay Buckley 2nds, passes 3-0

Discussion on Horizons email regarding the updating of mapping and water cards for the new water hook ups. Mike Smith questions if we are comfortable with what we currently have or do we need to have the locations retaken. Ralph Lutjen asks how much it is for updating the mapping. Mike Smith asks if we should find out how much to do all the curb stops.

Mike Smith makes a motion to have the office get pricing from Horizons to survey and GPS all the other curb stops they didn’t do, Ralph Lutjen 2nds, passes 3-0

Kathy Koziell suggests having a volunteer group dig and mark the curb stops then have Horizons come in and just GPS mark the locations.

Jay Buckley makes a motion to get a quote from Horizons on updating the mapping yearly with the new water hook-ups, Ralph Lutjen 2nds, passes 3-0

Alexis Wagoner suggests using the water hook-up fees to cover the cost of adding the new hook up to the maps.

Review of the loon email.

Review of the email from the Town of Madison regarding the dry hydrant.

Review of the Neighborhood Energy June report.

Discussion on 4 Chocorua View Drive email requesting to camp on property until their house is built.

Jay Buckley makes a motion to not permit the camper on the property, Ralph Lutjen 2nds, Jay Buckley withdraws his motion, Ralph Lutjen 2nds, passes 3-0

Ralph Lutjen makes a motion to accept the camper provided all services are connected and approved which include water, septic, electricity, and internet. They also must be out by October 31^st, Jay Buckley 2nds, passes 2-1

Discussion on Mark Graffam email regarding Bristenstock, Jay Buckley measured, and it is 15 feet from the water line which is not in violation.

Ralph Lutjen makes a motion to do a GPS reading for the new Reinach Place pressure line, Jay Buckley 2nds, passes 3-0

Ralph Lutjen Makes a motion to approve the EPOA events, Jay Buckley 2nds, passes 3-0

Discussion on leak at Altdorf, Kelly Robitaille states the crew is digging now not sure if it is a water main leak or ground water.

Dinah Reiss mentions that $150,000 was transferred into the Operating account from the TAN Loan and there is currently $100,000 remaining in the TAN Loan for use if need be.

NON-PUBLIC MEETING

Ralph Lutjen makes a motion at 10:57am to go into Non-Public for RSA 91-A:3, II (d).  Mike Smith seconded.  Motion Passed 3-0.

Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (d) and return to public meeting at 11:19am.  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion to adjourn at 11:19am, Jay Buckley 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Wednesday June 22, 2022

The Board of Commissioners met at 9:00am on Wednesday June 22, 2022.

In attendance for the public meeting are Commissioner Jay Buckley, Commissioner Mike Smith, Commissioner Ralph Lutjen, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator, Kelly Robitaille-DPW Foreman, Dinah Reiss, Kathy Koziell & Kevin Flynn.

Meeting videotaped by Carol of Madison TV

At 9:00am Commissioner Ralph Lutjen calls the meeting to order

Public Meeting

Jay Buckley makes a motion to approve the agenda, Mike Smith 2nds, passes 3-0.

Mike Smith makes a motion to approve the Minutes of 6/14/22, Jay Buckley 2nds, passes 3-0.

Jay Buckley makes a motion to approve the 6/14/22 sealed Non-Public Minutes,

Mike Smith 2nds, passes 3-0.

Mike Smith makes a motion to approve the 6/14/22 sealed Non-Public Minutes, Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion to approve the Operating Account manifest of $19,593.62, Jay Buckley 2nds, passes 3-0

Ralph Lutjen makes a motion to approve the Water Assessment Fund manifest of $10,098.30, Mike Smith 2nds, passes 3-0

DPW

Discussion on Klausen paving, paving company estimates they will be able to do it at the end of July.

Discussion on 108 Eidelweiss Drive email. No apparent damage or issues can be seen. A berm was added to the edge of the property by the property owner.

Mike Smith makes a motion to take no action at this time and send an email stating that at this time no action will be taken by the VDOE, Jay Buckley 2nds, passes 3-0

Ralph Lutjen states that it should also be noted in the email that there are no issues with the road, drainage, or culverts, they are all working properly.

Discussion on 5 Grandval Way. The DPW and Simply Water dug for the new waterline hook up on 6/21/22. They discovered that the septic is possibly too close to the waterline and that the waterline is not deep enough. These problems need to be corrected. Kelly Robitaille mentioned that the plot plan with the septic design should be part of the water application and not the driveway application. He also states that the homeowner may need to redo the entire waterline if it is less than 10’ from the septic tank. There was no inspection done for the waterline installed by the homeowner.

Ralph Lutjen makes a motion that the waterline need to be inspected, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to contact DES to have better communication between towns, No 2^nd.

Jay Buckley makes a motion to give Ian Hayes permission that if there is less than 10’ between the waterline and septic he has the right to deny the waterline, No 2^nd.

Ralph Lutjen makes a motion to add to the water ordinance that a certified plot plan with septic showing waterlines be added to the application, Mike Smith 2nds and adds that it needs to be a stamped engineer plot plan, Ralph Lutjen 2nds amendment, Passes 3-0 with amendment.

Donna Mackinnon asks if we should be requesting a full-size plot plan.

Mike Smith makes a motion that the drawing submitted must be D size, Jay Buckley 2nds, passes 3-0

Ralph Lutjen states that the Madison Fire Department never responded to our multiple letters. Ralph Lutjen asks about getting the line at the dam extended. Kelly Robitaille states he cannot find anyone to dive and do the work, but he could possibly find someone to redo the entire line.

Administration

Ralph Lutjen makes a motion to approve $2,250 for the audit actuary, Jay Buckley 2nds for discussion. Ralph Lutjen mentions how the adverse opinion doesn’t look good on the audit and that this is just to determine the potential amount of money that the District might have to pay in the future, passes 3-0.

Jay Buckley makes a motion to sign the GASB 75 Report Actuarial Valuation, Mike Smith 2nds, passes 3-0.

Review of the 2022 CCR Report

Discussion on Dam EAP

Ralph Lutjen makes a motion to use the original Dam EAP and to not modify it, Jay Buckley 2nds, passes 3-0

Review dates to set up RFP interviews with Horizons and CMA Engineers.

Mike Smith mentions that Wayne Luoma is coming this week to get the water running in the Lodge. He recommends not replacing the water tank as the new owners will probably do so, he is also going to check the heaters. His rate is $105 per hour.

Discussion on Reinach Tank project. Dawson requested payment for the remaining retainage. Commissioners are going to get the seeding done before sending the remaining retainage.

Discussion on Jones and Beach email. No contract amendment proposal is needed, going to send out the check for them next week.

Mike Smith makes a motion to sign the transfer of $10,000 from the Water Assessment Fund to the Water Line Extension CRF, Jay Buckley 2nds, passes 3-0

Jay Buckley makes a motion to sign the letters to the 3 contractors mentioned last week, Mike Smith 2nds, passes 3-0

Commissioner’s Concerns/Reports

Jay Buckley discusses the AMP Grant. The $20,000 was awarded to the District and will be dispersed on July 1^st.

Discussion on beaver dam.

Mike Smith makes a motion to send another letter to the property owners regarding access to the beaver dam to remove it. If no response by July 1^st, then it will be removed, Jay Buckley 2nds for discussion. Ralph Lutjen is talking with Steve Doyon later today to discuss the matter. Mike Smith withdraws motion.

Dead Loon was found on Middle Pea over the weekend. Loon was taken to be studied to determine cause of death.

Kelly Robitaille states that the beavers appear to be gone and the dam is eroding away. The issue may resolve itself.

Discussion on parking ordinance. Ralph Lutjen is communicating with the chief of police to see if what he has proposed is enforceable. Jay Buckley asks if another hearing is needed, Ralph mentions he is not changing the entirety of the ordinance. Office is to check with NHMA to see if a public hearing is needed.

Ralph Lutjen is going to set up a meeting with the Highway and Roads Committee.

Discussion on insurance policies. Ralph Lutjen is going to review different plan options and compare plans with what Madison offers. The new plan options should be out by October 1^st.

Mike Smith makes a motion to have Ralph Lutjen champion the insurance, Jay Buckley 2nds, passes 3-0

Discussion on Asset Management. Going to have a meeting sometime next week and fill out the application for the leak detection grant. Horizons will be coming in to calibrate the hydro model. Ralph Lutjen questions if the GIS Mapping will be provided? Jay Buckley is going to check on the mapping and updating future maps. Ralph Lutjen suggests the water board review specifics as to recommendations.

Review of the July meeting schedule

Discussion on the mailbox letter. The issue was shot down twice at annual meetings. We will not pay for mailbox reimbursement. The VDOE needs to start funding for the mailboxes to be installed to fix the issue.

Discussion on Maudsley email. Bills paid in 2022 from 2021 will be credited back to the 2021 budget with a journal entry. The auditors are aware of this and are the ones who do this for us. It has been this way for many years.

Discussion on 15 Chocorua View Drive email on water bill late fee. Ralph Lutjen states we will waive the late fee if she can substantiate the phone payment. If not, you need to pay the late fee.

NON-PUBLIC MEETING

Ralph Lutjen makes a motion at 10:29am to go into Non-Public for RSA 91-A:3, II (d).  Jay Buckley seconded.  Motion Passed 3-0.

Ralph Lutjen makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (d) and return to public meeting at 10:50am.  Jay Buckley seconded.  Motion Passed 3-0.

Public Meeting

Discussion on an office shredder

Mike Smith makes a motion to spend up to $500 on an office shredder, funds to be taken from the Office Equipment CRF, Ralph Lutjen 2nds, passes 3-0

Mike Smith makes a motion to adjourn at 10:54am, Jay Buckley 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday June 14, 2022

The Board of Commissioners met at 8:56am on Tuesday June 14, 2022.

In attendance for the public meeting are Commissioner Jay Buckley, Commissioner Mike Smith, Commissioner Ralph Lutjen, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator, Kelly Robitaille-DPW Foreman, Dinah Reiss, Kathy Koziell, Arthur Babineau, Shauna Kondrat, Margaret Cugini & Jim Torpey.

Meeting videotaped by Carol of Madison TV

At 8:56 am Commissioner Ralph Lutjen calls the meeting to order

NON-PUBLIC MEETING

Jay Buckley makes a motion at 8:57am to go into Non-Public for RSA 91-A:3, II (L).  Ralph Lutjen seconded.  Motion Passed 3-0.

Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (L) and return to public meeting at 9:19am.  Jay Buckley seconded.  Motion Passed 3-0.

Re-entered Public Session at 9:20am

Public Meeting

Mike Smith makes a motion to approve the agenda, Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion to approve the Minutes of 6/1/22, Jay Buckley 2nds, passes 3-0.

Jay Buckley makes a motion to approve the 6/1/2022 sealed Non-Public Minutes RSA 91-A:3 II (L), Ralph Lutjen 2nds, passes 3-0.

Mike Smith makes a motion to approve the payroll manifest for $9,655.00, Jay Buckley 2nds, passes 3-0

Ralph Lutjen makes a motion to approve the Operating Account manifest of $31,260.30, Mike Smith 2nds, passes 3-0

Ralph Lutjen makes a motion to approve the Water Assessment Fund manifest of $24,162.92, Mike Smith 2nds, passes 3-0

DPW

Discussion on Klausen paving got another quote from Perm-A-Pave. The two quotes were almost identical with a difference of $740.00.

Mike Smith makes a motion to accept the proposal from Perm-A-Pave for $48,000, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to cut the check for $14,400 for the deposit, Ralph Lutjen 2nds, passes 3-0

Backhoe is back and they are going to work on putting in the Basin at Little Shore as well as new water hook-ups.

Jay Buckley makes a motion to sign the driveway permits for operations out of session for 9 Reinach Place, 62 Bern Drive, 7 Biasca Place, 7 Little Loop, 44 Appenvel Way, 2 Appenvel Way, 22 Bristenstock, 8 Middle Shore Drive, 34 Interlaken Circle, 13 East Bergamo Road, 19 East Bergamo Road, 6 Lakeview Drive, 4 Lakeview Drive, 5 Lakeview Drive, 14 & 18 Forclaz Road and 51 Bern Drive, Ralph Lutjen 2nds, passes 3-0

Mike Smith makes a motion to sign the driveway permits for construction for 47 Huttwil Drive and 52 Bern Drive, Jay Buckley 2nds, passes 3-0

Administration

Discussion on Horizons Engineering bill, wait to pay bill until everything comes back completed.

Discussion on Brush Cutting Warrant Article. The DPW labor for the project needs to be part of the Article to use funds from the warrant article for labor pay.

Jay Buckley makes a motion for the 2021, Article #5, Brush Cutting Warrant Article to include DPW labor pay, Ralph Lutjen 2nds, passes 3-0

Discussion on Auditor. Coming into the office on 6/30 for an in person visit.

Discussion on RFP’s. Ralph Lutjen suggests we interview each of the engineering firms.

Mike Smith makes a motion to get a fee schedule from CMA Engineers, Jay Buckle 2nds, passes 3-0

Also going to get dates and times put together to schedule an interview.

Discussion on 24 Interlaken Quit Claim Deed request. Art Babineau spoke and discussed his use for the piece of property. The value of the property was discussed, the tax card has a value of $6,500. Art Babineau agreed to pay all filing and tax costs.

Jay Buckley makes a motion to transact the sale of the piece of property for $100, Mike Smith 2nds, passes 3-0

Discussion on parking ordinance. Mike Smith discusses how something must be done as it is out of control. Ralph Lutjen suggests charging $100 a month after the initial 30-day period is up. They would have to apply for a permit and show proof of residency in the District.

Ralph Lutjen makes a motion to consider the amendment drafted, Jay Buckley 2nds for discussion. Discussion on needing another public hearing and parking at the owner’s risk. Motion passes 3-0

Ralph Lutjen makes a motion to further review and investigate the fees and parking ordinance options, Jay Buckley 2nds, passes 3-0

Discussion on Dam EAP email, current draft is off from the template.

Ralph Lutjen makes a motion to email the engineer to see if the changes are implemented it would be at no cost to the District, Jay Buckley 2nds, passes 3-0

Discussion on Reinach Bond payment due 7-15-2022 for $64,745.00.

Jay Buckley makes a motion to have the treasurer activate the TAN Loan, No 2^nd

Dinah Reiss is going to meet with the office to determine how much is needed.

Discussion on the Audit actuary and healthcare after retirement.

Discussion on May monthly cash flow. Dinah Reiss comments that $10,000 will be transferred from the Water Assessment Fund to the Water Line Extension CRF

Discussion on past due water bills, there are 22 unpaid bills. The office is to send out late bills again.

Jay Buckley mentions that the new AmeriGas community rate for the year is $2.35

Discussion on Lodge sale. The appraiser will have the appraisal this week. A plumber was at the Lodge on Friday and was unable to turn the water on due to underlying issues. A quote was given for $3,495.00 to replace the water heather, replace the 8 gate valves and to replace the 2 sink faucets.

Ralph Lutjen makes a motion to appropriate $3,500.00 to get the water fixed in the Lodge, Ralph Lutjen makes an amendment to make it $5,000.00, Jay Buckley 2nds, passes 3-0

Mike Smith asks if he can contact another plumber to see if they can get someone in sooner.

Ralph Lutjen makes a motion to allow Mike Smith to reach out to another plumber within the budget of $5,000.00 to get the work done sooner, Jay Buckley 2nds, passes 3-0

Jay Buckley makes a motion to appropriate 4 parking spots 20’ by 40’ and have it written up in the deed and have drawings done by Ron Briggs, No 2^nd

Jay Buckley makes a motion to sign the letter to Dawson out of session, Mike Smith 2nds, passes 3-0

Mike Smith makes a motion to sign the Water System Ordinance, Jay Buckley 2nds passes 3-0

Jay Buckley makes a motion to transfer $10,000.00 from the Water Assessment Fund to the Water Extension Fund CRF, Ralph Lutjen 2nds, passes 3-0

Jay Buckley makes a motion to transfer $8,319.99 from the Water Assessment Fund to the Operating Account, Ralph Lutjen 2nds, passes 3-0

Mike Smith makes a motion to sign the letter to the Madison Board of Selectmen, Ralph Lutjen 2nds, passes 2-1

Commissioner’s Concerns/Reports

Discussion on Upper Lakeview/Rigi PRV project. Jay Buckley still has no written proof from Rick Skarinka regarding the no bidding. The change order was submitted to Jones and Beach. The project must be completed by 12/1/2022 to receive grant money for 25%

Jay Buckley makes a motion to solicit two qualified quotes from contractors for the project, Ralph Lutjen 2nds, passes 3-0

Mike Smith makes a motion to send a letter to Rick stating that if we do not hear back by 6/28 then it is acceptable for the VDOE to accept the contract, Jay Buckley 2nds, Ralph Lutjen makes an amendment to just make him aware that we are seeking out quotes, Jay Buckley 2nds, passes 3-0

Discussion on contractors to send the PRV project plans to: G.W Brooks, Gordon Burke & Bob Whirling. Also set a deadline of November 1^st.

Discussion on 91-A request from Mike Smith to the Water Board.

Discussion on Jones & Beach bill.

Ralph Lutjen makes a motion to pay Jones and Beach the amount owed, Jay Buckle 2nds, passes 2-0-1

Ralph Lutjen makes a motion to extend the meeting until 11:30, Jay Buckley 2nds passes 3-0

Review of the May daily water usage

Review of the email from 108 Eidelweiss Drive

Review of the Loon email

Review of the May Eversource usage

Public Appearance

Big Pea Porridge Watershed Preservation Association:

Discussion on the runoff debris coming from the dirt roads going into the Big Pea Pond that is starting to cause problems. They are working with DES, RockHouse Mountain, FB Environmental, Madison and Conway. They are creating a Watershed plan with FB Environmental and once that is completed, they will be applying for a grant to help cover the cost of the watershed plan. Jay Buckley questions if the calcium chloride had any effect on the RockHouse roads and the amount of runoff and questions the District helping there. Mike Smith states that the VDOE cannot spend taxpayer money outside of the VDOE. Jim Torpey discusses the grant process. Discussion on the beaver dam. Discussion on the shoreline changing due to people having sand delivered to their private beaches. Discussion on RockHouse Mountain and their efforts to mitigate runoff.   

NON-PUBLIC MEETING

Mike Smith makes a motion at 11:11am to go into Non-Public for RSA 91-A:3, II (L).  Jay Buckley seconded.  Motion Passed 3-0.

Ralph Lutjen makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (L) and return to public meeting at 11:29am.  Jay Buckley seconded.  Motion Passed 3-0.

Jay Buckley makes a motion to adjourn at 11:30am, Ralph Lutjen 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday June 1, 2022

The Board of Commissioners met at 9:00am on Tuesday June 1, 2022.

In attendance for the public meeting are Commissioner Jay Buckley, Commissioner Mike Smith, Commissioner Ralph Lutjen, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator, Kelly Robitaille-DPW Foreman, Dinah Reiss, Kathy Koziell & Randy Knowlton.

Meeting videotaped by Carol of Madison TV

At 9:00 am Commissioner Ralph Lutjen calls the meeting to order

Public Meeting

Mike Smith makes a motion to approve the agenda, Jay Buckley 2nds makes an amendment to add a non-public at the end of the meeting, Mike Smith 2nds, passes 3-0.

Mike Smith makes a motion to approve the Minutes of 5/24/22, Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion to approve the Minutes of 5/27/22, Jay Buckley 2nds, Ralph Lutjen makes an amendment to add an excerpt to the minutes, Jay Buckley 2nds amendment, passes 3-0.

Jay Buckley makes a motion to approve the Minutes of 5/27/22 with amendment, Mike Smith 2nds, passes 3-0

Mike Smith makes a motion to approve the 5/24/2022 sealed Non-Public Minutes RSA 91-A:3 II (L), Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion to approve the 6/3/22 payroll manifest for $7,882.50, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the Operating Account manifest of $9,396.33, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the Water Assessment Fund manifest of $2,769.26, Jay Buckley 2nds, passes 3-0

DPW

Two of the rafts are in the ponds the other two need ladders installed should be in by this weekend.

Backhoe is still out the piston needed to be repacked.

Discussion on culvert grants. Kelly Robitaille is going to work with the office to write the grant.

The water levels on Big and Middle Pea have not changed. There is a loon nesting on Middle Pea. There is also a call into the beaver trapper, no word yet but with the loons nesting we cannot change the water levels now.

Ralph Lutjen comments that we have not heard back from the Madison Fire Department yet and probably will not.

Ralph Lutjen makes a motion to determine the cost to add 6 feet to the pipe to increase the water level at the dry hydrant, Mike Smith 2nds, passes 3-0

Discussion on the dry hydrants and adding on to the piping. Kelly Robitaille is not sure the DPW can do the job since it is under water. Ralph states the goal is to add a foot or more of water above the dry hydrant.

Mike Smith makes a motion to send a letter to the Selectman asking why the Madison Fire Department hasn’t responded to the two letters we have sent, Ralph Lutjen 2nds, passes 2-1

Discussion on 6 Aspen, there was damage done to the road from a construction vehicle. The DPW applied a cold patch and will monitor to see if it needs to be redone in the future. Randy Knowlton the homeowner spoke on the matter and mentioned rain comes down the road and washes the dirt and gravel away.

Ralph Lutjen makes a motion to provide a bucket load of gravel to 6 Aspen, Jay Buckley 2nds, passes 3-0

Discussion on email from 18 Blinden Drive

Ralph Lutjen makes a motion to send an email stating the homeowner cease all work being done to the culvert and if there is an issue the DPW will handle it, Jay Buckley 2nds, passes 3-0

Simply Water

Discussion on new water hook ups and waiting on the backhoe to be back to begin work.

Discussion on cost of materials and the materials needed to keep in stock and use for new water connections.

Mike Smith makes a motion to approve the material cost of $12,371.44, Ralph Lutjen makes an amendment to change amount to $15,000, Mike Smith 2nds amendment, passes 3-0

Discussion on Tom from EII coming in to do some work on the SCADA system.

Discussion on water usage, there were big fluctuations over the weekend. It would be a good idea to determine what properties are being used either full time, part time or STR.

Discussion on priority list, Ian Hayes recommends possibly getting another well installed. If something were to happen to DPW 1 well Muddy Beach would only be able to supply water for 2 days.

Kathy Koziell comments that she has compiled a list of properties that have been advertised as STR’s online. Will provide list to the office.

Ian Hayes says that best case scenario is to install another well at the DPW 1 well since there is an abundance of water there. Going to review the past 3-5 years of water usage.

Discussion on 23 Huttwil Drive

Jay Buckley makes a motion to sign the final water shut off notice letter to 23 Huttwil Drive and the date will be determined when Ian and Kelly can do it, Mike Smith 2nds and makes amendment to date if for June 15^th, Jay Buckley 2nds amendment, Passes 3-0

Jay Buckley makes a motion to sign the lien for 23 Huttwil Drive to be sent to the Carrol County Registry of deeds, Mike Smith 2nds, passes 3-0

Discussion on 16 Huttwil Drive and what happens if the property is sold, will the water hook-up application transfer to the new owners. This would be up to the seller and buyer.

Discussion on 5 Porridge Shore Drive. There was a water service charge from Simply Water for a call from the DPW. Who would cover the cost the VDOE or the homeowner?

Ralph Lutjen makes a motion to have the VDOE pay the $65 fee, Mike smith 2nds, passes 3-0

Discussion on CCR reporting, Ian Hayes is going to get us the draft and the office can fill in any other information.

Discussion on Horizons mapping being provided to Simply Water. Ian Hayes recommends continuing the work on the mapping to get a better mapping system. The mapping being provided has no ties and needs to include the pole #’s in the mapping. Paper copies the map from Horizons need to be printed out and every year going forward we should be adding to the map any work that has been done.

Discussion on the PRV pits, Jay Buckley put in a change order with Jones and Beach along with the drawings. Going to pick a few contractors for bidding and then set it up with Ian.

Mike Smith makes a motion to have Jay Buckley contact Rick Skarinka to get letter regarding contractors, Jay Buckley 2nds, passes 3-0

Administration

Discussion on District Ordinances

Ralph Lutjen makes a motion to sign the Driveway Ordinance, Jay Buckley 2nds, passes 3-0

Discussion on Water Ordinance Section 6.1

Discussion on Parking Ordinance. Ralph Lutjen recommends an ordinance stating “The VDOE may install No Parking signs at locations requiring traffic control pursuant to RSA 265:69.” He then recommends no ordinance proposed by the Board of Commissioners for beach parking. Jay Buckley states that we already have the authority to post no parking signs.

Mike Smith makes a motion to contact NHMA if we have questions, No 2^nd.

Mike Smith makes a motion to take the beach parking ordinance to the voters at the annual meeting, Jay Buckley 2nds for discussion. Heard from some at the public hearing that some would like a placard system 1-2 per home in the Eidelweiss District. Passes 2-1

Kathy Koziell discusses the issue that all people can access the beach currently and it would be good to decrease that number. She then questions what is happening with the RockHouse Mountain homes. Ralph Lutjen states that a prior board did sign something, but we would need a lawyer to view if action were to be taken. Further discussion on beach parking and the use of placards.

Ralph Lutjen makes a motion to remove section 6.1 from the Water Ordinance, Jay Buckley 2nds, passes 3-0

Discussion on the parking lots. Ralph Lutjen recommends that after 30 days of parking in the VDOE lots, the VDOE is entitled to a parking fee. The office is going to investigate charging a fee for long term parking. Jay Buckley states that the Highway and Parking ordinance is suiting the District currently as it is written. Donna MacKinnon says the only issue for the office is when there is an abandoned vehicle or an emergency, we have no contact information since they do not have to report to the office. Mike Smith wants to go back to the original proposed parking ordinance and monitor the parking lots closely. Kelly Robitaille states that there are not many issues during the summer but in the winter, it has become an issue for plowing.

Ralph Lutjen makes a motion to see if we can charge for long term parking, Jay Buckley 2nds, passes 3-0

Ralph Lutjen makes a motion to extend the meeting to 11:30am, Jay Buckley 2nds, passes 3-0

Discussion on DWSRF loan application, it was submitted by the office.

Discussion on Norm, he is going to fix the roof and do the office partition in July. He found the bridge does not need any work done to it.

Discussion on the RFP responses from Horizons and CMA Engineers. 2 out of 5 firms responded.

Ralph Lutjen makes a motion to review the two responding engineers and close out the other three, Jay Buckley 2nds passes 3-0 Going to table till next week.

Discussion on the Lodge: EPOA is all moved out, the appraiser is coming today, and the cleaner is coming on Friday.

Discussion on the Reinach tank project: Jay Buckley is to draft something to send to Dawson regarding the seeding around the tank. This will then close out the contract and the warranty will begin one year after the close of the contract.

Mike Smith makes a motion to sign the release of lien for 21 Appenvel Way, Jay Buckley 2nds, passes 3-0

Jay Buckley makes a motion to sign the notice of lien for 23 Huttwil Drive, Ralph Lutjen 2nds, passes 3-0

Jay Buckley makes a motion to sign the transfer of monies from the Water Assessment Fund to the Operating Account in the amount of $0.40, Ralph Lutjen 2nds, passes 3-0

Commissioner’s Concerns/Reports

Jay Buckley makes a motion to grant permission for the forest fire sign to be put in front of the Eidelweiss opening off 113, Ralph Lutjen 2nds, Motion Denied 1-2

Discussion on FEMA hazard grant

Discussion on EPOA meeting on 5/28, Jay Buckley states that most of the voters wanted the STR’s to be regulated.

Jay Buckley mentions the Ted foley case is closed and the ruling will be rendered by the judge.

Mike Smith discussion on the 91-A request sent to the Water Committee. Ralph Lutjen suggests he send another request to the Water Committee.

Discussion on the AMP. Mike Smith questions how we are going proceed with projects and costs, will they be outsourced or done in house? Ralph Lutjen’s concerns are that the projects are listed but not outlined. We need to take the report and evaluate the projects and look at a 2–3-year term for spending and execution.

Discussion on drafts and the process of the AMP grant. The projects were spread out from 5 to 13 years but possibly need to be spread out to 20 years.

Discussion on the need to raise the water usage bills

Mike Smith mentions that the loons have nested and the LPC did come out and rope off the area.

Discussion on 24 Interlaken quit claim request. The office is to gather more information and bring it back to the Board next week.

Discussion on EPOA email.

Ralph Lutjen makes a motion to have the office to respond and say “an effort was made to remove items that were viewed as trash. No judgement was made in respect to ownership. As such we do not take any ownership to the list that was provided. Also, the items thrown out were not on the list, Jay Buckley 2nds, passes 3-0

Review of Mark Graffam email

NON-PUBLIC MEETING

Mike Smith makes a motion at 11:27am to go into Non-Public for RSA 91-A:3, II (L).  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (L) and return to public meeting at 11:43am.  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion to adjourn at 11:44am, Jay Buckley 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Friday May 27, 2022

The Board of Commissioners met at 7:30am on Friday May 27, 2022.

In attendance for the public meeting are Commissioner Jay Buckley, Commissioner Mike Smith, Commissioner Ralph Lutjen, Alexis Wagoner-Administrator, Doug Prescott & Larry Leonard.

At 7:30 am Commissioner Ralph Lutjen calls the meeting to order

Public Meeting

Ralph Lutjen makes a motion to open the Commissioner’s meeting, Jay Buckley 2nds passes 3-0

Larry Leonard makes a motion to open the Water Committee meeting, Doug Prescott 2nds, passes 2-0

The AMP draft dated May 26, 2022 was reviewed, this draft reflects corrections that were made to eliminate inconsistencies in prior drafts.

Larry Leonard comments that a lot of people have reviewed and provided information to make this draft presentable.

Review of Table 6-1, Jay Buckley states that the formulas used to determine the risks were provided by DES.

Larry Leonard mentions that the mapping is much better now, the old mapping was missing a lot of piping and information.

Mike Smith wants to point out that the VDOE has to act as if we will not get any grant money and the VDOE will have to pay for these projects.

Discussion on grant money. Must plan grants accordingly and depending on which grants we receive (if any) that will determine which projects will be done.

A lot of improvements have been made to the initial draft and this draft is in a much better position realistically.

Discussion on bleeders. Bleeders are not a high priority since replacing them all would be an astronomical cost. If pipe is to be replaced and there is a bleeder there, then it will be addressed.

Discussion on Muddy Beach pump station. Ian recommended putting VFD’s at the Muddy Beach pump house to bypass the tank and pump directly up.

Discussion on Chocorua pump station and it being at the top of the priority list.

Discussion on VDOE capital assets, this was not provided to Horizons.

Discussion on poor record keeping in the past. Need to get better at documenting and updating the mapping.

Mike Smith states there are two things that need to be done. 1. The VDOE needs to improve record keeping and 2. The VDOE needs to hire an engineer to be consistent going forward and not going from one engineer to another. We are going to need to spend some money to get the recording keeping up to date.

Discussion on Aspen (top-down) on the priority list. This is for adding a new water line there.

Mike Smith mentions that band aids have been placed on all these projects, but we need an engineer to review the work and determine what work is to be done and the priority levels.

Discussion on the Asset Risk Matrix table which uses a consequence of failure to determine what category an item falls into.

Mike Smith suggests taking 2023 to establish an engineer and provide them with all the information they need regarding the system. Also increase the water bill to get a financial head start then in 2024 start projects that were determined in 2023. All parties agreed on this plan going forward.

Mike Smith mentions we will also need to determine in the future if we should do all work in house and purchase an excavator & dump truck or outsource the work.

Discussion on increasing the water bill rate. The average rate in the state is around $600 a year.

Discussion on a District engineer. Larry Leonard comments that Horizons has done a great job for this project. Alexis Wagoner States the RFPs were sent out and are due back on May 30^th.

Doug Prescott has some comments: 1. This is a working document not something that is set in stone. 2. We need to schedule future meetings with all collective parties to contribute to record keeping and mapping. 3. There is an extension grant to this Asset Management Grant that we could go for and continue our work on the mapping.

Discussion on the leak detection grant. The grant would have the state come in and check for leaks and then pay for any leaks they detected no matching.

Discussion on providing the state with the invoices paid to Horizons and Simply Water to get the $20,000 match.

Going to set up a monthly meeting with the Commissioners and Water Committee so that everyone is on the same page.

Mike Smith brings up that we need to include the roads when considering projects.

Larry Leonard brings up the SCADA system and the need for Tom to be included as well in some of these meetings.

Doug Prescott suggests we do a quarterly meeting with the Commissioners, Water Committee, Simply Water, Tom, and the Engineer that District choses.

Discussion on mapping, need to include a line item in the AMP regarding getting funds to upgrade the mapping system.

Going to add the mapping line item and a line in section 7 regarding the ability to pay to the final draft.

Discussion on having an engineer for grant writing and an engineer for design. There is possibly an engineer that is better at grant writing and securing grants. Having 1 engineer would be preferred and the Asset Management to write the grant.   

Ralph Lutjen makes a motion to adjourn at 9:06 am, Jay Buckley 2nds, passes 3-0

Larry Leonard makes a motion to adjourn at 9:06 am, Doug Prescott 2nds, passes 2-0

Ralph Lutjen makes a motion to open the meeting back up at 9:08 am, Jay Buckley 2nds, passes 3-0

Ralph Lutjen makes a motion to submit the information to the state including the billing of $40,000 and the proposal, Jay Buckley 2nds, passes 3-0

Ralph Lutjen makes a motion to adjourn at 9:09 am, Jay Buckley 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday May 24, 2022

The Board of Commissioners met at 9:00am on Tuesday May 24, 2022.

In attendance for the public meeting are Commissioner Jay Buckley, Commissioner Mike Smith, Commissioner Ralph Lutjen, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator, Kelly Robitaille-DPW Foreman, Dinah Reiss & Kathy Koziell.

Meeting videotaped by Carol of Madison TV

At 9:00 am Commissioner Ralph Lutjen calls the meeting to order

Public Meeting

Jay Buckley makes a motion to approve the agenda, Mike Smith 2nds, passes 3-0.

Mike Smith makes a motion to approve the Minutes of 5/10/22, Jay Buckley 2nds, passes 3-0.

Jay Buckley makes a motion to approve the 5/10/2022 sealed Non-Public Minutes RSA 91-A:3 II (c), Mike Smith 2nds, passes 3-0

Mike Smith makes a motion to approve the 5/10/2022 sealed Non-Public Minutes RSA 91-A:3 II (d), Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion to approve the 5/10/2022 Non-Public Minutes RSA 91-A:3 II (L), Jay Buckley 2nds, passes 3-0.

Jay Buckley makes a motion to approve the 5/14/2022 Public Hearing Minutes, Mike Smith 2nds makes amendment to multiple lines, amendment passes 3-0

Ralph Lutjen makes a motion to approve the 5/14/2022 Public Hearing Minutes with amendments, Jay Buckley 2nds, passes 3-0

Jay Buckley makes a motion to approve the 5/20/22 payroll manifest for $9,555.25, Mike Smith 2nds, passes 3-0

Mike Smith makes a motion to approve the 5/17/22 Operating Account manifest of $14,777.67, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the 5/24/22 Operating Account manifest of $7,596.09, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the 5/24/22 Water Assessment Fund manifest of $507.62, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the 5/24/22 Water Project Account manifest of $843.55, Jay Buckley 2nds, passes 3-0

DPW

DPW overview: Been working on the beaches & replaced the toilet seats. The Backhoe is being repaired so it will be out for most of the week. The rafts will be back in the ponds by Friday. Painting white lines at the stop signs. All the beaches have had their initial rake done. Someone took it upon themselves last weekend to launch one of the rafts.

Discussion on Porridge Shore Beach storm runoff.  Discussion on silt fence installed by the Gagnon’s that is on Eidelweiss property. Kelly Robitaille mentions that the berm needs to be removed to allow better water flow and to direct it away from the beach.

Ralph Lutjen makes a motion to remove the berm, Jay Buckley 2nds, passes 3-0

Discussion on removing picnic table this weekend for wedding on the Summit.

Kelly Robitaille mentions that he has another company coming to give a quote for paving Klausen.

Discussion on the pond level measurement process. There has been no change in the water levels, both are 7” below the zero point. Big Pea Pond is recording 22” higher than Middle Pea.

Discussion on the beaver dam. Kelly Robitaille asks if they want to wait until after the loon’s nest to do something or do something now. Concerns about possible damage if they wait to do something. Steve Doyon recommended again that the dam needed to be removed.

Ralph Lutjen makes a motion to have Kelly Robitaille approach a trapper to remove the beavers, Jay Buckley 2nds, passes 3-0

Discussion on culvert grants up to $400,000, no matching with a July 1^st deadline. Kelly Robitaille will work with the office to get the application filled out. Discussion on the old design done by Fluet Engineering. Kathy Koziell suggests reaching out to Chris Albert that used to work for Jones & Beach. Dinah Reiss suggests Dubois & King Nick Sceggell did a good job on Oakridge Culvert. Ralph Lutjen mentions that they need an engineer that can work on a budget. Kelly Robitaille states that the Grison Road culvert would take up the entire grant. Jay Buckley adds how well of a job Kelly Robitaille did on the Burgdorf culvert.

Mike Smith makes a motion to reach out to Chris Albert first then Dubois & King second for the grant, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to pay for this out of the engineering budget of $5,000 and if we go over, use the Road Construction CRF, Jay Buckley 2nds, Mike Smith amends to add an engineering cap of $5,000, Jay Buckley 2nds, passes with amendment 3-0

Administration

Discussion on FEMA grant for the dam, seeking redesign of the dam

Mike Smith makes a motion to have Jay Buckley champion the FEMA grant application, Ralph Lutjen 2nds, passes 3-0

Discussion on DWSRF loan. Amount Jay Buckley originally provided was from the AMP draft. Ralph Lutjen discusses the AMP draft. Still a lot oof discrepancies throughout the entire report. Jay Buckley mentions that the Water Committee met last week to go through the draft and are also meeting tomorrow to work on it. Jay Buckley also states that the hydraulic model provided by Dubois & King had a lot of issues that need to be adjusted. Last week they reviewed Ian Hayes’ map which will contribute as well to Horizon’s map. Further discussion on the budget in the AMP draft and which number to use for the DWSRF loan application. Mike Smith and Ralph Lutjen comment on which parts of the water system are considered critical.

Ralph Lutjen makes a motion to have a meeting at 2:00pm on Thursday 5/26 at the office to go over the AMP final draft, Jay Buckley 2nds, passes 3-0

Donna MacKinnon questions when to pay the Horizon bill for $24,824.70. Instructed to pay after the project is complete.

Discussion again on the DWSRF pre-application loan. Mike Smith suggests asking for $500,000 which would get us abut 2,500 feet of piping at around $200 a foot.

Mike Smith makes a motion to modify the pre-application to $500,000 for up to 2,500 feet of piping, Jay Buckley 2nds, passes 3-0

Jay Buckley makes a motion to accept the June meeting schedule, Mike Smith 2nds, passes 3-0

Discussion on certified letter to 23 Huttwil Drive which was not received by the homeowner.

Jay Buckley makes a motion to issue a work order to Ian to shut off the water at 23 Huttwil Drive, Mike Smith 2nds, passes 3-0

Alexis Wagoner is going to post a notice on the door of 23 Huttwil informing them of the shut off.

Mike Smith makes a motion to sign the letter to landowners where the dam is located, Jay Buckley 2nds passes 3-0

Jay Buckley questions on the interest rate of the TAN loan and which bank it is going through.

Discussion on Mylar copy of the Lodge lot survey

Jay Buckley makes a motion to appropriate $26 for the Town of Madison Registry of Deeds, Ralph Lutjen 2nds, Jay Buckley amends to add that it can be signed out of session, Ralph Lutjen 2nds the amendment, passes with the amendment 2-1

Mike Smith asks when the appraiser is coming to the Lodge, Office to follow up.

Discussion on septic system at the Lodge. There is no septic design or information on the septic system. Going to let the buyers negotiate what the easements will be.

Discussion on Reinach Tank project. Ralph Lutjen met with Kathy Koziell to review the disbursement schedule and total amount spent on the project. Ralph Lutjen states that $954,000 was the total budget and Kathy Koziell states that the initial budget was $1,250,000.

Kathy Koziell wants on record that the project was not overspent and that there is still $55,000 in the CRF with money left for the PRV project.

Mike Smith makes a motion to approve the water hook-up application for 9 Blinden Drive, Jay Buckley 2nds, passes 3-0

Commissioner’s Concerns/Reports

Discussion on the Upper Lakeview/ Rigi PRV project.

Jay Buckley makes a motion to write up a change order to Jones & Beach with the state, Ralph Lutjen 2nds, passes 2-0-1

Change order is to change the location of the PRV.

Jay Buckley makes a motion to send 2 contractors the PRV plan, Motion tabled.

Office is to follow up with Rick Skarinka regarding bidding for the project.

Ralph Lutjen makes a motion to extend the meeting 30 minutes until 11:20am, Jay Buckley 2nds, passes 3-0

Discussion on the transfer switch, Dawson installed the switch on 5/19. The office is waiting on Jones & beach to send over paperwork to close out the contract.

Mike Smith makes a motion to have Ian Hayes change the code to the Reinach tank, Jay Buckley 2nds, passes 3-0

Discussion on DPW doing asphalt new water hook up connections, He suggests that Ian Hayes use an outside contractor for the asphalt water hook ups. Mike Smith thinks that we should be doing everything. Kelly Robitaille will take it job by job to see what the schedules look like.

Mike Smith makes a motion to get a cost for the excavator rental, no 2^nd

Kelly Robitaille mentions that in the past it cost 500-600 a day for the excavator. Kelly Robitaille is going to talk with Ian Hayes and decide what to do going forward.

Jay Buckley makes a motion to get reimbursed $8.76 for sending out certified mail, Ralph Lutjen 2nds, passes 3-0

Jay Buckley is going to court today.

Jay Buckley makes a motion to approve the driveway and water ordinances, no 2^nd

Mike Smith makes a motion to approve the water ordinance with the 2 changes, Jay Buckley 2nds, passes 3-0

Jay Buckley makes a motion to approve the driveway ordinance as presented at the hearing, Mike Smith 2nds, and makes an amendment to change lot to septic tank, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the driveway ordinance with changes, Jay Buckley 2nds, passes 3-0

Jay Buckley mentions that the Madison Fire Department wants to put a smokey the bear fire sign at the entrance of Eidelweiss. Going to table until next week.

Review of the Granite State Analytical results

Review of the beaver dam emails

Review of the BPPWPA email, will be meeting with the Commissioner’s at the June 14^th meeting.

Discussion on the EPOA request to have the Commissioners at their annual meeting, Office to post meeting for Commissioners to attend.

Discussion on EPOA completing the work in the Cabana, they left a key with the office. Review of email from the EPOA regarding access to the Cabana.

Mike Smith makes a motion to send Doug Prescott and the EPOA a letter that if we need access to the Cabana we will access without permission, Ralph Lutjen 2nds, passes 3-0

Review of emails from residents regarding the ordinances, will add to the public hearing file.

Discussion on Email from 24 Interlaken.

Mike Smith makes a motion to reach out to the homeowner to get more information, no 2nd, Kelly Robitaille is going to investigate this.

Discussion on 2020 Audit, Ralph Lutjen suggests the office reach out to NHMA regarding governmental activities adverse on the 2020 audit regarding healthcare and retirement.

NON-PUBLIC MEETING

Ralph Lutjen makes a motion at 11:24am to go into Non-Public for RSA 91-A:3, II (L).  Mike Smith seconded.  Motion Passed 3-0.

Ralph Lutjen makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (L) and return to public meeting at 11:50am.  Jay Buckley seconded.  Motion Passed 3-0.

Ralph Lutjen makes a motion to adjourn at 11:50am, Jay Buckley 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.