Commissioners Meetings Documents

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VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday March 29th, 2022

The Board of Commissioners met at 9:00am on Tuesday March 29th, 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, Doug Prescott, Dinah Reiss, Nick Borelli, Paul Mckenna, Tom Wondolowski, Robert Corazzini & Christina Aleman.  

Meeting videotaped by Aysia of Madison TV

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

Public Meeting

Ralph Lutjen makes a motion to approve the agenda, Mike Smith 2nds, passes 3-0

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

Mike Smith makes a motion to approve the Operating Accounts manifest of $37,133.33 Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the Water Assessment Fund manifest of $42,650.62 Ralph Lutjen 2nds, passes 3-0

DPW

Discussion on Little Shore Drive tree cutting. Opened the road up now the DPW is working on opening the drainage ways.

Discussion on proposing to 15 Little Shore Drive a culvert project. Kelly Robitaille requested we ask the homeowner if they would be interested in splitting the costs to put in a culvert and help with drainage.

Ralph Lutjen makes a motion to contact the owner at 15 Little Shore Drive and propose a shared culvert cost project, Mike Smith 2nds, passes 2-0

Discussion on another location possibly adding a basin due to drainage issues.

DPW is going to be stump grinding and pulling small stumps at Little Shore Drive tomorrow

Discussion on 29 Oak Ridge Road driveway permit for operations.

Mike Smith makes a motion to send a letter to the homeowner that the Commissioners will not approve the permit for operations, Ralph Lutjen 2nds for discussion.

Kelly Robitaille suggests they either change back to the original plan or come to the board. Tom Wondolowski comments and states the cars are in the driveway and there is no issue with the current parking situation. Kelly Robitaille adds the house is so close to the road they should take it back to the original driveway.

Jay Buckley makes an amendment to add if they want to change the original, they can submit another permit application to make the changes, Ralph Lutjen 2nds, passes 3-0. Motion passes 3-0 on amendment.

Discussion on Dam water level. The DPW was able to modify and put a 5” cap board at 8:00am on 3-29-2022. The measurement from the top of the intake pipe to the top of the concrete is 39” but there is a perforated pipe under the water. The water at the top of the concrete is lower than the recommended dry hydrant of 36”. The water is currently at the red line.

Administration

Donna MacKinnon asks a question about a new property owner needing a driveway permit to access property. Can the new owner get access without a driveway permit that includes septic and home design? The new owner is not going to build for a few years just wants access to the property. Jay Buckley suggests possibly a temporary driveway permit application. He then adds at the end of the driveway application it states you can ask for a waiver for strict compliance. So, this new owner should apply and put in the application a letter stating they are requesting strict compliance for septic and plans.

Donna MacKinnon swore in Robert Ingram for Moderator in the office the other day.

Ralph Lutjen makes a motion to transfer $30,000 from the operating account into the Equipment Repair CRF, Jay Buckley 2nds, passes 3-0

Ralph Lutjen makes a motion to transfer $25,000 from the operating account into the Highway Equipment CRF, Jay Buckley 2nds, passes 3-0

Ralph Lutjen makes a motion to transfer $1 from the operating account into the Office/Meeting Building CRF, Jay Buckley 2nds, passes 3-0

Discussion on the sale of the Lodge, Jay Buckley is meeting with the Selectman next week to unmerge the two lots. Donna MacKinnon mentions that we were not able to get into the rooms at the Lodge that have the paperwork in them. Jay Buckley states he can open the door with some fire fighter tools. Mike Smith questions getting a trailer to store the paperwork so the office can work at their own pace.

Mike smith makes a motion to get pricing for renting a trailer to store the documents at the office, Ralph Lutjen 2nds, Jay Buckley amends motion to see if we can buy a trailer instead of rent one, No 2nd. Original motion passes 3-0

Discussion on Reinach project and payments. There are discrepancies between Kathy Koziell’s spreadsheet and what the office has on record. Jay Buckley discusses the price he found for landscaping of $415 (he felt this number is too low), the transfer switch $617.25 and the receptacle $1274.35. No price yet for shipping or labor.

Mike Smith makes a motion that once the final number is in for outstanding work to be done, we take it out of retainage, Jay Buckley 2nds, passes 3-0

Jay Buckley makes a motion to sign letter to Nancy Cole amending clause 5, Ralph Lutjen 2nds, passes 3-0

Mike Smith makes a motion to sign the letter to the LPC to restore a working relationship, Jay Buckley 2nds for discussion, passes 3-0

Jay Buckley makes a motion to sign the signature cards for the Northway Bank accounts, Mike Smith 2nds, passes 3-0

Jay Buckley makes a motion to sign the signature cards for the Bank of New Hampshire accounts, Mike Smith 2nds, passes 3-0

Jay Buckley makes a motion to approve the water hook-up application for 16 Huttwil Drive, Mike Smith 2nds, passes 3-0

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

Jay Buckley makes a motion to approve the water hook-up application for 5 Grandval Way, Ralph Lutjen 2nds, passes 3-0

Jay Buckley makes a motion to transfer $42,000 into the Water Line Extension CRF, Mike Smith 2nds, passes 3-0

Dinah Reiss discussion on which account the water hook up fees should be placed into.

Commissioner’s Concerns/Reports

Discussion on Dam EAP. Ralph Lutjen states the main contact should be the office and not Jay Buckley. Section 4.5 the contractors that should be available: need to add VDOE DPW and Simply Water. Kelly Robitaille states that DW Brooks lead time would be too long. The Madison DPW has 24hr service and would be able to assist the DPW. Going to table issue until next week.

Discussion on RSA 33-A:3 on the Retention Committee. Doug Prescott talked with Linda from the Madison Town Hall about the issue. The Committee is to be comprised of the town Clerk, treasurer, an assessor, tax collector and municipal officer designee. Ralph Lutjen recommends Alexis Wagoner (chair) to put together a plan for the following week.

Voting panels came in last week.

Water Committee meeting will be held on April 7, 2022, at 2:00pm. They meet once a month on the first Thursday of the month at 2:00pm.

Jay Buckley discussion on splitting up of tasks among the Commissioners. Requests being put back in charge of the water. Discussion on Commissioners acting out of their “zone”.

Mike Smith makes a motion on the separation agreement to void the entire thing, Ralph Lutjen 2nds for discussion. Ralph Lutjen suggests having Nancy Cole come to the Commissioners. Mike Smith is going to speak to Nancy. Ralph Lutjen makes an amendment to have Mike Smith speak to Nancy to see which aspects of the agreement she is ok with taking away, Mike Smith 2nds, passes 3-0

Ralph Lutjen discussion on his discussion with Steve Doyon from DES about the adding and removing of boards to maintain a specific water level. Ralph Lutjen is going to draft up a proposal and submit it to the board at next week’s meeting.

Office to post the following meetings:

           April 7, 2022, Meeting at 9:00am VDOE office

           April 7, 2022, Water Committee Meeting at 2:00pm Madison Town Hall

           May 7, 2022, Asset Management Public Hearing

Correspondence

Review of Granite State results

Discussion on Dam board pulling emails. Ralph Lutjen states that Big Loop Culvert was reaching capacity at 70% so a board was removed, and debris removed to alleviate the water level. The culvert is now at 25% capacity which is a good level, too much water causes stress on the culvert. Kelly Robitaille states that as of today the water level is at the 4” red line and a 5” board was installed. Ralph Lutjen adds that the scientific issue is having high water level puts the culvert in jeopardy. Kelly Robitaille questions if he need to get permission from the Board of Commissioners to put a board back in. Should he wait to get permission to put a board back in or just put a board back in when the water level is sufficient. Ralph Lutjen states he gave all the Dam information we have from the past year to Steve Doyon to review.

Discussion on Nick Sceggell email. Mike Smith spoke with Ian from Simply Water to see if horizons can use the map and lot numbers from the water bills.

Review of the NHMA Bulletin

Review of the Neighborhood Energy March 2022 flyer

Public Appearance

Nick Borelli and Paul Mckenna discussed the VDOE having town stickers for parking at the beaches. Parking has gotten out of control with people parking on the street. The Madison P.D also thinks this is a good idea and would help to monitor the parking situation. They suggest putting the parking at the beach’s ordinance at the public hearing that is coming up in May to review the other ordinances.

Christina Aleman makes a comment that the taxpayers are paying for the beaches, and it is not fair that they cannot find parking because of the overcrowding. She states she sometimes cannot even get to the kayak rack because of the amount of people on the beach. There has been trash on the beaches, dogs on the beach and inappropriate behavior. Mike Smith suggests the VDOE have their own parking passes and not just use the Madison transfer station sticker. Ralph Lutjen suggests taking a paragraph from the Madison Ordinance on their beach at Silver Lake.

Doug Prescott makes a comment about the EOPA doing some volunteer work to fix the kayak racks. This leads to a discussion about the matter.

Nick Borelli brings up a discussion about putting somewhere in the deed that the Lodge cannot be used as an STR.

Christina Aleman goes back to the discussion about the kayak racks and how many can go on a single rack. The racks were made for canoes not kayaks so the kayaks fall through the gaps since they are smaller. The kayak portal opens on April 15th.

Mike Smith discussion on an email with John Cooley from the Loon Preservation Committee and a floating nest. Has data showing that the floating nest is only 25% effective in its first year and only 50% effective after 5 years. Christina Aleman adds that she has seen people in the past harassing the loons and maybe signs should be put up to protect them.

Discussion on 91-A request from Adam Leiser.

Mike Smith makes a motion to adjourn at 11:05am, Jay Buckley 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

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VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday March 22nd, 2022

The Board of Commissioners met at 9:30am on Tuesday March 22nd, 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, Doug Prescott, Dinah Reiss, Larry Leonard & Cathy Conway-Horizons (by phone). Meeting videotaped by Aysia of Madison TV

At 9:30 am Commissioner Ralph Lutjen calls the meeting to order

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

Asset Management

Larry Leonard started off meeting with Horizons with an introduction. Briefly discussed the Asset Management Grant Work: the key tasks of the grant, the key milestones, the deliverables, and any additional work.

Cathy Conway from Horizons discussed what Larry Leonard mentioned in further detail.

  • Field survey work and asset analysis
  • Working on the mapping, working on the hydraulic model should be done in a few weeks. Waiting on the CAD data points from Dubois & King.
  • Luis Adorno meeting on 4/30. Will present level of service agreement which states they will meet and exceed Federal and State drinking water standards.
  • Financial planning, determine how much we can afford each year.
  • Spreadsheet on debt, operational costs. Etc.
  • Long term funding plans: loans/grants. What is affordable for the VDOE.
  • Presentation and plan will be written up once all the data has been collected.
  • One meeting in April and another meeting in May. Project is to be wrapped up by May 30th.
  • Deliverables are sent to the state in one package. Draft documentation will be presented at the meeting before it is submitted.
  • GIS mapping will be complete 1-2 weeks after data is received from Dubois & King. (Office is going to follow up with Nick Sceggell)
  • Level of service agreement to be completed about 1 week after the April 30th meeting.
  • Long term funding and capital improvement plan to be worked on over the next few weeks.

April 7th at 9:00am Nick Sceggell and Ian Hayes are meeting in the District to go over the additional information needed in the hydraulic model. Horizons is going to attend as well.

Discussion on payment with grant funding. The VDOE to pay $20,000 and the grant will cover the other $20,000.

Discussion on plot and survey of the valves. Located some of the gate valves, located all the significant point (pump houses, etc.) and located most of the curb stop valves. All the major system components are completed.

Discussion on locating all the curb stop valves. This was not within the budget of $40,000.

As of today, the project is 50%-60% completed.

Public Meeting

Mike Smith makes a motion to approve the minutes of 3/15/22, Jay Buckley 2nds, passes 3-0

Jay Buckley makes a motion to approve the sealed Non-Public minutes of 3/15/22, Mike Smith 2nds, passes 3-0

Mike Smith makes a motion to approve the Payroll Manifest for $9,884.23, Jay Buckley 2nds Passes 3-0

Mike Smith makes a motion to approve the Operating Accounts manifest of $57,760.49 Jay Buckley 2nds, passes 3-0

Jay Buckley makes a motion to transfer $2,500 from the operating account into the Tank Pumping CRF, Ralph Lutjen 2nds, passes 3-0

Ralph Lutjen makes a motion to transfer $4,486.44 from the Office Equipment CRF to the operating account, Jay Buckley 2nds, passes 3-0

Jay Buckley makes a motion for the previously approved $95.00 for an office tablet to be taken out of the Office Equipment CRF, Jay Buckley 2nds, passes 3-0

Ralph Lutjen makes a motion to transfer $95.00 from the Office Equipment CRF to the operating account, Jay Buckley 2nds, passes 3-0

Dinah Reiss discusses the operating account balance is currently at $156,887.01 and another almost $30,000 is to be taken out and transferred into the water assessment account. Dinah Reiss recommends taking a TAN out for at least $200,000 possibly $240,000.

Also mentions there is around $13,000 in the Dawson Retainage and around $28,000 in the Reinach.

Money needs to be transferred from the Water Assessment Fund to the Water Extension CRF as recommended by the auditor and bookkeeper.

Monthly cash reports and budget vs. actual reports will be done on the second week of the month going forward. The first meeting will be on April 12th during the Commissioners meeting.

Jay Buckley makes a motion to apply for a TAN loan for $240,000, Ralph Lutjen 2nds, Mike Smith makes amendment to $250,000, Ralph Lutjen 2nds, passes 3-0

DPW

Discussion on 51 Oak Ridge Road driveway permit for operations

Mike Smith makes a motion to sign 51 Oak Ridge driveway for operations permit, Jay Buckley 2nds, passes 3-0

Discussion on letter to 2 Clemens Place

Ralph Lutjen makes a motion to sign the letter to 2 Clemens Place, Jay Buckley 2nds, passes 3-0

Discussion on Dam. Dam is still cresting 6 inches over. The Big Loop culvert is around 60% full, a lot of debris is getting stuck in the grate. DPW keeps clearing grate, but it keeps filling back up.

Mike Smith makes a motion to pull a board immediately, Ralph Lutjen 2nds, discussion on Dam policy and conversation with Steve Doyon, passes 2-1

Discussion on tree removal at lower level of Little Shore Road. Kelly Robitaille spoke with an arborist and to cut down 8-10 trees it would cost $4,000. The DPW would take the logs and chipping down to the DPW garage for later use.

Mike Smith makes a motion to appropriate $4,000 for tree removal, Ralph Lutjen makes an amendment to say that the money is to come out of the Road Trimming Warrant Article, Jay Buckley 2nds, passes 3-0

Administration

Discussion on sale of the Lodge

Ralph Lutjen makes a motion to have the office put together a property description of the Lodge, Jay Buckley 2nds, passes 3-0

The office is also to reach out to Keller Williams for another realtor opinion, wait two weeks before putting together a property description so that Jay Buckley can unmerge the Lodge and Cabana lot.

Discussion on Reinach Tank Project. Jay Buckley got another quote for the transfer switch which was $617.25 not including freight and installation. The receptacle is specific to a generator. The generator that was to be rented in the plan costs around $21,000 to buy out. Still waiting on price for the grass seed and grubbing.

Discussion on remaining Reinach payments. Dawson is paid up to date, need to close out that contract. The retainage is 2% with $13,435 remaining.

Discussion on contract final amounts and the grant for the Upper Lakeview PRV. 24% will be given back from the grant, there Is $25,921.07 in the account for the project.

Discussion on the 2020 Audit

Discussion on the proposed Water Ordinance changes

Ralph Lutjen makes a motion to accept the proposed changes to the Water Ordinance, Jay Buckley 2nds, passes 3-0

Discussion on the proposed Highway & Parking Ordinance changes

Ralph Lutjen makes a motion to present the Highway & Parking Ordinance as drafted, Jay Buckley 2nds, passes 2-1

Discussion on the proposed Driveway Ordinance changes

Ralph Lutjen makes a motion to extend the time of the meeting until 12pm, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to have the Ordinance hearing on Saturday May 14th at 9:00am, Jay Buckley 2nds, passes

Discussion on separation agreement with Nancy Cole and the letter proposed to attorney Doug Mansfield

Mike Smith makes a motion to end the entire separation agreement, NO 2nd

Discussion on Clause 4 of the separation agreement, Office to draft a letter to Nancy Cole to void the volunteer section in Clause 5.

Commissioner’s Concerns/Reports

Discussion on Dam EAP

Mike Smith makes a motion to have the office send a follow-up to Nathan at Wright Pierce on the status of the Dam EAP Final Draft, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to send a letter to the LPC to restore the relationship with them, Jay Buckley 2nds, passes 3-0

Ralph Lutjen spoke with Steve Doyon and discussed taking different water levels when removing a board. If Ralph Lutjen put together a plan DES would review it. Steve Doyon suggested doing a water measurement when there is a significant amount of rain.

Correspondence

Discussion on water usage electricity cost

Review of Granite State results

Discussion on Reinach Place Class VI Road email. Survey of road was not included in the Reinach tank project.

Mike Smith makes a motion to adjourn at 11:49am, Ralph Lutjen 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

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VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday March 15th, 2022

The Board of Commissioners met at 9:30am on Tuesday March 15th, 2022.

In attendance for the public meeting are Commissioner Jay Buckley (JB) by phone, Commissioner Mike Smith (MS), Commissioner Ralph Lutjen (RL), Donna MacKinnon (DM)- Administrator, Alexis Wagoner (AW)-Administrator, Kelly Robitaille (KR)-DPW Foreman, Doug Prescott (DP), Dinah Reiss. Meeting videotaped by Aysia of Madison TV

At 9:30 am Commissioner RL calls the meeting to order

PUBLIC MEETING

JB makes a motion to approve the agenda, MS 2nds, passes 3-0

MS makes a motion to approve the minutes of 3/10/22, JB 2nds, passes 3-0

JB makes a motion to approve the sealed Non-Public minutes of 3/10/22, MS 2nds, passes 3-0

MS makes a motion to approve the Non-Public minutes of 3/10/22, RL 2nds, passes 3-0

MS makes a motion to approve the Operating Accounts manifest of $13,917.66, JB 2nds, passes 3-0

MS makes a motion to approve the Water Assessment Fund manifest of $3,026.45, JB 2nds, passes 3-0

DPW

Discussion on 2 Clemens Place. KR states it is 298 ft from the pavement to the end of the road, the VDOE owns the entire road.

MS makes a motion to have the office send a letter to 2 Clemens stating that the VDOE owns the entire road, and they need to fill out a driveway permit application in order to get a driveway, JB 2nds, RL makes amendment to add with winter and snow conditions we have the right to remove cars on the street, JB 2nds, passes 3-0

KR suggests the office also send a copy of the original driveway permit application.

KR discusses filling potholes.

ADMIN

RL makes a motion to spend $100 on office tablet, MS 2nds, passes 3-0

Discussion on Madison TV live streaming meetings. Aysia apologies for not informing the Board last week that live streams were now happening. Can be found on YouTube under MadTV603

Discussion on Lodge Retainage Committee: changed committee to an informal group. Going to gather further information regarding scanning to PDF/A.

Discussion on Madison P.D using Lodge to train their K-9 dogs. DM asks if they need a certificate of insurance. The office is going to send a letter to the Madison P.D asking for a certificate of insurance as well as an application with the dates and times.

MS makes a motion to have the Madison P.D provide a schedule with dates and times, JB 2nds, passes 3-0

DR public comment, the water budget from 2021 was not fully expended. $20,789 is left over and needs to be taken out of the operating account from 2021 and transferred over to the water account.

MS makes a motion to move $20,789 to the water account from the 2021 operating account, JB 2nds, passes 3-0

There is approximately $91,000 in the water assessment fund

Discussion on conference room being occupied on the week of 4/4/22. Office is going to request we use the lower level of the library.

Discussion on office construction of a patrician and rearranging of the office.

Discussion on the Reinach project. JB states there is no model # in the plans for the transfer switch. He found the manual switch enclosure cost $617.25, and the receptacle plug cost $1,274.35. JB mentions that they need to get the right plug to fit the generator. MS suggest recouping the money and possibly buying a generator with a plug and automatic switch. JB to reach out to an electrician for a quote.

Discussion on water and driveway ordinances. Going to have a public hearing for the two ordinances and the parking ordinance. Add into the water ordinance the sleeving and minimum feet from the curb to the septic tank. The office is to draft additional changes.

Discussion on the ditch line.

RL makes a motion to sign revised water system fact sheet, MS 2nds, passes 3-0

MS makes a motion to sign water system ordinance revised, JB 2nds, passes 3-0

Commissioner’s Concerns/Reports

Discussion on Dam EAP. RL discuses additional information needing to be added to the EAP as well as things that should be taken out. Communication on the EAP should be going through the office.

Discussion on water levels on the ponds, they are only an issue during the spring when it is loon season. KR mentions the water levels were never an issue until 2019 when there was an issue with beavers and building dams.

MS makes a motion to have RL contact DES and look at the process of the impact of pulling boards and water levels, RL 2nds, passes 3-0

Discussion on JB conversation with Steve Doyon, JB clarifies the red line located 4” below the grate was determined by the fire chief. The fire chief determined anything below the red line could cause problems with suction on the dry hydrant. MS mentions the water level is to not be below 1 foot from the top of the pipe.

MS makes a motion that RL handles the office, MS handles water and highway and that JB handles the PRV project, RL 2nds for discussion. JB feels all Commissioners should be involved in all the tasks. RL makes an amendment to state certain activities will be continued with the current Commissioner, JB 2nds, passes 3-0

MS makes a motion to have the office handle safety meetings, RL 2nds, passes 3-0

Discussion on additional training for AW

RL suggests needing a relationship with a village engineer. To seek out multiple engineers and get their availability, capability, and pricing.

RL makes a motion to seek out a village engineer, JB 2nds discussion, Wright Pierce a possible option, RL wants to get several proposals, passes 3-0

Discussion on Road Committee, currently has 5 members: Tommy Gunn, Kelly Robitaille, Alexis Wagoner, Nancy Cole & Ralph Lutjen. Meetings will be held once a month during business hours for no longer than 1 hour. Meetings will be posted ahead of time.

Discussion on Nancy Cole separation agreement. Office to prepare letter to Doug Mansfield to end the separation agreement clause 5.

Discussion on Kathy Koziell and pricing for the final cost for the Reinach project.

RL makes a motion to evaluate the cost associated with the Reinach project, JB 2nds, passes 3-0

Office to reach out to Kathy Koziell to get the final Reinach payment schedule information.

Discussion on Health insurance.

RL makes a motion to include $1,500 provision to the family plan and provide $1,500 deductible for children, JB 2nds, RL amends to add that the money will come from the Health Care CRF, JB 2nds, Passes 3-0

Discussion on Horizons coming to a Commissioner Meeting, JB is going to reach out to them to see if they are available 3/22 or 3/29.

Correspondence

Discussion on Class VI Reinach Place email. Deed road is curved but the road was constructed straight. KR comments that the VDOE doesn’t know where the deeded road is and would need to get a survey done to determine that.

Discussion on a 5-member board, RSA 670:2 and RSA 670:2A

RL makes a motion to not address legislature on the matter of turning the board into a 5-member board, MS 2nds, passes 3-0

DP makes a public comment that the Records Retention group will be meeting Wednesday March 23rd at 10am to check out the Lodge.

DP also comments that the lodge surveyor should add flags on tree branches, so the boundary lines are more visible.

Discussion on the sale of the Lodge

RL makes a motion to contact 3 real estate agents and request identifications of 3 appraisers, MS 2nds, passes 3-0

MS makes a motion to have the office contact Jim Lyons, Select, Pinkham & RE/MAX to get opinions, RL 2nds, passes 3-0

DR mentions that the records retainage is the responsibility of the clerk.

NON-PUBLIC MEETING

MS makes a motion at 11:23 AM to go into Non-Public for RSA 91-A:3, II (L).  RL seconded.  Motion Passes 3-0.

MS makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (L) and return to public meeting at 11:40 AM.  JB seconded.  Motion Passes 3-0.

MS makes a motion to sign the MS-232 out of session, RL 2nds, passes 3-0

MS makes a motion to adjourn at 11:42am, JB 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

•

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday March 10th, 2022

The Board of Commissioners met at 9:00am on Thursday March 10th, 2022.

In attendance for the public meeting are Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Commissioner Ralph Lutjen (RL), Donna MacKinnon (DM)- Administrator, Alexis Wagoner (AW)-Administrator, Kelly Robitaille (KR)-DPW Foreman, Doug Prescott (DP), Dinah Reiss (DR), Dorothy Wondolowski (DW) & Gloria Aspinall (GA). Meeting videotaped by Aysa of Madison TV

At 9:00 am Commissioner JB calls the meeting to order

PUBLIC MEETING

JB makes a motion to approve the agenda, MS 2nds makes amendment to agenda to add swearing in of new Commissioner RL, JB 2nds, passes 2-0

RL was sworn in as the new Commissioner by Clerk Donna MacKinnon

MS makes a motion to make RL Chairman, JB 2nds, passes 3-0

MS makes a motion to have meetings on Tuesdays unless it is a week in which there is a Monday holiday then the meeting would be held on Wednesday, JB 2nds, passes 3-0

RL makes a motion to have the next two meetings on 3/15 & 3/22 at 9:30am instead of 9:00am, JB 2nds, passes 3-0

MS makes a motion to set a 2-hour time limit on meetings, JB 2nds for discussion, RL makes amendment to add if there is principal to go past the 2 hours there will be a vote at the beginning of the meeting, JB 2nds, passes 3-0

MS makes a motion to have no public comment until the end during the public comment section, RL 2nds for discussion, RL makes amendment to keep as is and revisit, if necessary, JB 2nds, passes 3-0

MS makes a motion to limit public comment to 1 minute per person, RL 2nds for discussion, JB makes amendment to add unless more time is needed on a specific matter, RL 2nds, passes 3-0

MS makes a motion to approve the minutes of 3/3/22, JB 2nds, passes 2-0

RL makes a motion to approve the minutes of 3/4/22, JB 2nds, passes 2-0

MS makes a motion to approve the Payroll manifest of $10,156.93, JB 2nds, passes 3-0

JB makes a motion to approve the Operating Accounts manifest of $11,938.83, RL 2nds, passes 3-0

DPW

Roads were posted on 3-9-22 with a 5 Ton weight limit. DPW discretion if people need to get in or out.

Discussion on excavator at Upper Lakeview Drive.

Discussion on 2 Clemens Place email. KR to mark 298 ft of road to see where the road ends and property begins. Madison Police are responsible for towing cars during storms if they are on the road.

Discussion on $100 fine for excavator on road. Not recommended by KR.

Discussion on spring/summer projects. $7,000 in tree and shrub removal budget. KR suggests using money to remove 6-7 trees at the beginning of Little Shore Drive. KR going to get quotes for tree removal.

Discussion on DPW not needing to be at the annual meeting. KR attended the annual meeting and did discuss issues with the public body.

RL makes a motion to compensate KR for hours spent at the annual meeting, MS 2nds, passes 3-0

ADMIN

Discussion on Luis Adorno email regarding grants including pavement work.

Discussion on Reianch Project. JB suggest seeking legal council to end the contract. RL recommends getting cost for transfer switch and grass seed. Going to take road repavement out of the contingency. Discussion on road damage. About $40K in the contingency and about $13K in the retainage. Discussion on compensation for damage done to roads. JB is going to take care of getting price for transfer switch and grass seed. DR questions if Upper Lakeview was part of the Reinach project, JB states it was but is no longer in the contract.

JB makes a motion to pay AW for hours spent at the annual meeting, MS 2nds, passes 3-0

Discussion on AW going to water training.

MS makes a motion to pay 1.5 hours & milage for travel time to and from training, JB 2nds for discussion, Passes 3-0

Discussion on Neighborhood Energy 45-Month agreement, rate went up to $0.1153. Going to wait until rates go down before signing another contract.

Discussion on the 2020 audit.

MS makes a motion to sign legal representation letter for audit, JB 2nds, passes 3-0

Discussion on sending bank past audits and draft for 2020.

Discussion on 2020 audit bill

Discussion on Eversource bill.

Discussion on water and driveway ordinances. Going to table till next meeting so RL can review the proposed changes.

Commissioner’s Concerns/Reports

Discussion on voting patrician’s quote.

JB makes a motion to appropriate up to $200 for voting patrician’s, RL 2nds, passes 2-1

Discussion on Dam EAP, review of final draft. Office does not have a copy of the completed draft that was sent out.

Discussion on dam spring run-off and potentially pulling a board of necessary.

MS makes a motion if water level looks like it is about to flood or above 8” KR has the authority to pull a board, RL 2nds, passes 2-1

Discussion on PRV Pits email with Nick Sceggell, JB met with him and Ian via zoom on 3/9/22. Going to schedule a public meeting with Nick and Ian to discuss updates to the hydraulic model as it is missing important upgrades made to the water system (Reinach tank, extensions on Burgdorf & East Bergamo, Cuomo PRV pit & pipping) Horizons is looking for the CAD data from Nick as well.

Discussion on community outreach public meeting.

Discussion on Horizons asset management progress on the project. Project is to be completed in May. Possible public meeting on 4/30/22.

Discussion on having monthly meetings with asset management. 4/5/22 Horizons meeting at 9:30am, JB is going to reach out to see if they are available to come.

Discussion on Water Committee endorsed curb stop valve covers.

Discussion on Lodge survey. Ron Briggs, only remaining pieces: stake out property lines, septic system design and parking easements. Need to get Lodge appraised and determine whether a septic plan would add value to the sale price. Need to fine a realtor and figure out what to do with old records.

RL makes a motion to make an RFP for appraisal, JB 2nds, passes 3-0

Discussion on unmerging of the cabana and lodge lots, were merged at some point but the deeds do not reflect the merge.

JB makes a motion to be granted the authority to go in front of the Selectman board to involuntarily unmerge lodge plans, RL 2nds, passes 3-0

DP comments on a voluntary group to go through the Lodge records and put what can be filed electronically and dispose of paper files (Retainage Committee).

MS makes a motion to add AW to the board and be a liaison between the Retainage Committee and the office, JB 2nds, passes 3-0

Retainage Committee: AW(Chairman), DP & JB

MS makes a motion to have the office send an email to EII about the contract, RL 2nds, passes 3-0

Discussion on adding partition to the office for when visitors come.

MS makes a motion to have the Water Committee send minutes and agenda to the office, not 2nded. Office already has minutes and are posted to the VDOE website. Going forward the Water Committee will send an agenda over as well.

Discussion on water bills

MS makes a motion to have the office get the ball rolling for sending out the water bill, not 2nded.

Discussion on setting the 2022 water bill rate. Water Budget was approved for $188,381 and there are 454 water connection with 5 connections pending.

JB makes a motion to set the water bill at $450 for the 2022 year, RL 2nds, passes 3-0

Discussion on water CRF balances:

Water System CRF $46,060.03

Water Tank CRF $60,207.15

Water pipe Improvement CRF $40,697.85

Water Line Extension Fund CRF $84,967.47

MS makes a motion to have all correspondence incoming & outgoing, paperwork and phone calls go through the office, JB 2nds, passes 3-0

MS makes a motion that no Commissioner shall act upon themselves and make decisions on behalf of the Board of Commissioners, RL 2nds, passes 3-0

MS makes a motion that no Commissioner shall go into the office unless an administrator is present and to take out paperwork, RL 2nds, passes 3-0

MS makes a motion that no Commissioner shall take original copies of paperwork out of the office, JB 2nds, passes 3-0

MS makes a motion to have the office buy a tablet for the office for use of the Ring app, RL makes amendment to have the office come up with a price to consider at the next meeting, MS 2nds, passes 3-0

MS makes a motion that all keys shall go to the office, JB 2nds, passes 3-0

RL makes a motion to extend the meeting by 15 minutes, JB 2nds, passes 3-0

Discussion on annual meeting comments.

Discussion on paving projects that came with a warranty for companies to come back and fix the roads.

Discussion on Mark’s comment on having road plans. RL suggests putting together a committee to address the roads going forward.

RL makes a motion to establish a Road Committee, JB 2nds, passes 3-0

Correspondence

Overview of Granite State Results

Discussion on email from Stacey at the post office. Stacey is going to send this information to her higher ups who will be sending a letter to the VDOE regarding the mailbox issue.

MS requests AW look at NHDES training and if interested sign up for the $20 virtual training.

DP public comment on the location of signs discussed at the previous Commissioners Meeting.

DR question on the Upper Lakeview PRV timeline, have until December 1st, 2022.

DR question on new curb stop valve installations, cards are produced with each new install.

NON-PUBLIC MEETING

RL makes a motion at 11:17 AM to go into Non-Public for RSA 91-A:3, II (L).  JB seconded.  Motion Passed 3-0.

MS makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (L) and return to public meeting at 11:23 AM.  JB seconded.  Motion Passed 3-0.

MS makes a motion at 11:23 AM to go into Non-Public for RSA 91-A:3, II (c).  JB seconded.  Motion Passed 3-0.

MS makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (c) and return to public meeting at 11:35 AM.  JB seconded.  Motion Passed 3-0.

MS makes a motion to amend minutes of 3-3-2022 to change “have until September 30th” to state “have until December 1st”, JB 2nds, passes 3-0

MS makes a motion to adjourn at 11:35am, JB 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

•

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Friday March 4th, 2022

The Board of Commissioners met at 9:10am on Friday March 4th, 2022.

In attendance for the public meeting are Commissioner Jay Buckley (JB), Commissioner Kathy Koziell (KK), Alexis Wagoner (AW)-Administrator, Doug Prescott (DP) & Robert Ingram (RI).

At 9:10 am Commissioner JB calls the meeting to order

PUBLIC MEETING

Discussion on slides given to RI from Mark Graffam. Discussion on the discrepancy between the CRF balances presented at the Budget hearing and the balances Mark presented to RI.

The Water Extension Fund balance was different one sheet had a balance of $84,960.26 and the other sheet had a balance of $90,295.00. The Water System balance was different one sheet had a balance of $66,045.30 and the other sheet had a balance of $46,056.12.

Discussion on Unassigned Fund Balance. The number is always moving. In 2021 $115,000 was taken out of the Unassigned Fund, $30,000 was added to the Unassigned Fund due to an adjustment by the DRA on a warrant article. Another approximately $20,000 will be put into the Unassigned Fund that was left over from the 2021 budget. This brings the approximate pre audit estimate to $248,000 in the Unassigned Fund.

Discussion on keeping the Unassigned Fund balance at the last tax check from the Town of Madison which was $274,847.

Discussion on proposed Warrant Articles that would take money from the Unassigned Fund. These articles are #6, #7, #8, #19 and #21. The money would be moved from the Unassigned Fund into a specific CRF and not necessarily spent right away.

Discussion on Warrant Articles relating to the Lodge and creating a CRF for a future office/meeting place. JB adds a comment about residents questioning of the office had all of the Lodge information. Ron Briggs completed the boundary survey and sent the plans over to the office. Ron is going to stake out the boundary lines and write up an easement to add parking spots for the Lodge sale. Also discussed adding a septic design to the Lodge plan.

Discussion on Petitioned Warrant Article #15 the Water Master Plan. Water Committee meet with Horizons on 3/3/2022. Going forward would be a good idea to just adjust the Master plan from 2005 rather than start a whole new plan.

Discussion on increase in operations budget.

Discussion on Reinach project payments.

Discussion on placement of slides on slideshow. KK asks DP opinion on whether to put the Funding Summary & Anticipated Tax Impact at the beginning or end of the slide show. IT was decided the Funding Summary would be at the beginning and the Anticipated Tax Impact would be at the end.

Discussion on separation agreement Petitioned Warrant Article #19.

Discussion on Petitioned Warrant Article #22 Health Care Account. Ralph to make amendments to article on the floor at the meeting.

Discussion on CRF account balances.

Discussion again on Unassigned Fund Balance. The policy as of 2017 is that a minimum of $200,000 is to be in the account. In 2021 $115,000 was taken out of the Unassigned Fund, $30,000 was added to the Unassigned Fund due to an adjustment by the DRA on a warrant article. Approximately another $20,000 will be put into the Unassigned Fund that was left over from the 2021 budget. Another $25,400 was added to the Unassigned Fund in 2021 from the sale of the Ford F550 on 4/5/2021. This brings the approximate pre audit estimate to $273,400 in the Unassigned Fund.

Discussion on Warrant Article #19 Mailboxes. Stacey from the Post Office sent over information on adding mailboxes to the VDOE. She will be at the annual meeting to discuss the matter.

Discussion on rules and procedures of ordering and rearranging Warrants during the annual meeting. A vote of 2/3 needed to change ordering.

Discussion on meeting times and past meetings.

Discussion on DPW being at the annual meeting, KK & JB did not feel DPW needed to be there.

Discussion on Commissioner’s authority to deiced where money is spent. If money is raised based on a warrant article, that money doesn’t have to be used for that article if the Board later feels it would not be in the best interest of the VDOE.

JB makes a motion to adjourn at 10:46, KK 2nds, passes 2-0

Respectfully submitted,

Alexis Wagoner, Administrator.

•

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday March 3rd, 2022

The Board of Commissioners met at 9:01am on Thursday March 3rd, 2022.

In attendance for the public meeting are Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Donna MacKinnon (DM)- Administrator, Alexis Wagoner (AW)-Administrator, Kelly Robitaille (KR)-DPW Foreman, Ian Hayes-Simply Water, Doug Prescott (DP) & Ralph Lutjen (RL). Meeting videotaped by Aysa of Madison TV

At 9:01 am Commissioner JB calls the meeting to order

PUBLIC MEETING

JB makes a motion to approve the agenda, MS 2nds, passes 2-0

MS makes a motion to approve the minutes of 2/24/22, JB 2nds, passes 2-0

JB makes a motion to approve the Non-Public minutes of 2/24/22, MS 2nds, passes 2-0

MS makes a motion to approve the Operating Accounts manifest of $23,665.94, JB 2nds, passes 2-0

MS makes a motion to approve the Water Assessment Fund manifest of $223.14, JB 2nds, passes 2-0

DPW

DPW had two nights in a row of plowing.

Discussion on salt and monthly draw down. DM states that $5,412.44 has been spent on salt and $5,437.50 has been spent on sand so far in 2022

Discussion on citizens coming into the office at any time during the workday.

Discussion on setting time for 91-A requests personnel coming into the office.

Discussion on office space and its functionality. Going to table office issues until after the annual meeting.

Simply Water

Discussion on Upper Lake View possible leak. Simply Water is going to keep an eye on the situation, but it seems to be in good standing.

Discussion on leak detection with Rural State. Will be scheduled in the spring.

Meeting with Nick Sceggell on 3/9 at 11am to discuss the Rigi Pressure Zone.

Discussion on new work orders going forward and a follow up with Nick Sceggell on pending water hook up applications.

Discussion on Rigi Pressure Zone project and getting materials ordered sooner than later to prevent delays. Have until December 1st to have the project completed.

Discussion on 2022 Water Systems Agreement contract.

MS makes a motion to sign the 2022 Water Systems Agreement contract. JB 2nds, passes 2-0

All parties agree on doing work orders for future work.

Discussion on bleeders and flushing of the water, all pending on the forecast.

Discussion on DP curve stop valve covers. Only work well in wooded areas not suitable for areas that get plowed. MS questioning if the project is worth it? IH says no as going forward it could be more of a hassle in the long run but up to the VDOE to decide on the matter.

Discussion on Water Ordinance and adding in that all piping is to be sleeved. IH thinks it would be a good idea to address this issue as well as the set back.

Discussion on water mains being in the road. MS suggests adding verbiage to the Ordinance to state 25 feet from the ditch line to the closest side of the septic tank.

MS makes a motion to contact the lawyer and ask about the Water Ordinance and adding it to state 25 feet from the ditch line to the closest side of the septic system. JB 2nds, passes 2-0

Discussion on Grant money being offered. If a road is dug up during the replacement of a water main will the replacement of the road be covered under the grant.

MS makes a motion to have the office reach out to Luis Adorno to see if roads are included in grants. JB 2nds, passes 2-0

IH suggests prior to applying to grant get a few checklist items taken care of:

-Income Study (Median vs. North Country)

-Source Assessment

ADMIN

Discussion on DP reimbursement for curb stop valve covers

JB makes a motion to approve the reimbursement to Doug Prescott for $43.57. MS 2nds, passes 2-0

Discussion on Deed to Lodge email.

Discussion on NHMA email.

Discussion on T-Forms and abandoned boat. Forms are not for boats, according to RSA 270-B:7 next course of action is to contact the State Police.

Discussion on Horizons follow up email. JB is going to bring up the master plan information at the Water Committee Meeting set for 3/3/22 at 4pm.

Discussion on email regarding signs posted on VDOE property. Signs not on private property need to be removed. Clarification needs to be given at annual meeting that the vote NO on #8 signs is for the Town of Madison’s annual meeting not the VDOE’s.

Discussion on 2020 audit.

Discussion on Catherine Doe contract increase.

JB makes a motion to accept new contract with Cat’s Bookkeeping Service with a $5.00 increase. MS 2nds, passes 2-0

Discussion on Reinach project transfer switch and work not completed. JB and office reached out but have not heard back. Giving another week for response and if no action has been taken the Commissioners will get pricing for materials and deduct it from the retainage.

Commissioner’s Concerns/Reports

Discussion on Dam EAP. JB is having the VDOE DPW, and Madison DPW added to the plan then sending it out for draft.

Discussion on court date set for Adam Leiser case

Discussion on Nick Sceggell email about PRV pits. JB and IH set to have meeting with Nick on 3/9 at 11am remotely.

Correspondence

Discussion on Granite State trainings

MS makes a motion to approve $85.00 plus milage for Alexis to attend the Granite State Ground Water training on March 24th. JB 2nds, passes 2-0

Review of Granite State Analytical results

Discussion on February water usage

Discussion on Primex email

Discussion on email from resident on Barden Place

MS makes a motion to adjourn at 10:20, JB 2nds, passes 2-0

Respectfully submitted,

Alexis Wagoner, Administrator.

•

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday February 24th, 2022

The Board of Commissioners met at 8:45am on Thursday Feb 24th, 2022.

In attendance for the public meeting are Commissioner Kathy Koziell (KK) by phone, Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Donna MacKinnon (DM)- Administrator, Alexis Wagoner (AW)-Administrator, Kelly Robitaille (KR)-DPW Foreman, Diana Reiss (DR)-Treasurer, Doug Prescott (DP), Ralph Lutjen (RL) & Stacey Harris (SH).

Meeting videotaped by Aysa of Madison TV

At 8:45 am Commissioner JB calls the meeting to order

NON-PUBLIC MEETING

JB makes a motion at 8:45 AM to go into Non-Public for RSA 91-A:3, II (c).  MS seconded.  Motion Passed 3-0.

JB makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (c) and return to public meeting at 9:18 AM.  MS seconded.  Motion Passed 3-0.

PUBLIC MEETING

MS makes a motion to approve the agenda, JB 2nds, passes 3-0

MS makes a motion to approve the minutes of 2/17/22, JB 2nds, passes 3-0

MS makes a motion to approve the Payroll Manifest for $10,335.33, KK 2nds, passes 3-0

MS makes a motion to approve the Operating Accounts manifest of $8,424.54, JB 2nds, passes 3-0

Public Appearance

Stacey Harris from the Madison Post Office came in to comment on the mailbox situation with the Board of Commissioners. Discussion on how many additional boxes are needed in order for each home to have a box as well as boxes for future homes. SH made it clear this is not an option but a necessity for the VDOE. Since the VDOE roads are private boxes will have to stay at Huttwil parking lot. KK asks if the post office is responsible for adding boxes to the post office to accommodate for future homes. MS asks if a 3-year plan could be in place doing about 120 boxes per year. Kathy Koziell suggests focusing on getting enough boxes for full time residents first. SH is going to reach out to the higher ups with any questions we have as well as get a price and get back to the Board of Commissioners. She is also going to attend the annual meeting so she can speak to the voters directly.

DPW

Discussion on 30 Saint Moritz Drive, the road is soft, and water is running down a tire track. The water is coming from natural resources. DPW mitigated the problem into the woods until spring when roads can be fixed.

Discussion on 3 Upper Lakeview Drive. Thought it was a potential water leak, but it appears to be natural run. DPW and Simply Water are monitoring the situation and will act if things change.

DPW is ready for upcoming storm.

Discussion on accidents on Saturday February 19, 2022

ADMIN

Discussion on T-1 Forms

JB makes a motion to have the office fill out the T-1 form for the abandoned boat; MS 2nds passes 3-0

Discussion on police detail, they will be at the annual meeting

Update on VOC’s & SOC’s waiver, Simply Water is working on it

Discussion on Driveway and Water Ordinances and the comments from the lawyer. Going to table subject until after the annual meeting.

March meeting schedule will be set for March 3rd and March 10th for the time being

Discussion on Reinach project transfer switch

Discussion on Scott Eagan 2020 Audit

MS makes a motion to sign the letter to 2 Clemens place, JB 2nds passes 3-0

Commissioner’s Concerns/Reports

Dam EAP no update

Discussion on Ted Foley case, Trial set for May 19, 2022

JB is going to put together a rules and procedures for the BOC meetings

KK Discussion on 2021 audit paperwork

Discussion on QuickBooks and updating it to the cloud version. Cloud version is more expensive, and the office will lose the current QuickBooks support person. Going to stay with hard version which needs to be updated in May of 2022.

MS makes a motion for AW to attend webinar on Water Infrastructure Funding Workshop JB 2nds passes 3-0

Discussion on Water Committee Minutes from 2-10-2022. Meeting was posted less than the required 24 hours in advance notice.

MS makes a motion to reach out to NHMA and see if the meeting was legal and the minutes, KK 2nds passes 3-0

MS makes a motion to have all applications and grants go through the office KK 2nds passes 2-1

Discussion on Master plan elements email with Cathy from Horizons

MS makes a motion to reach out to NHMA and ask if the minutes from the Water Committee Meeting should state recreated from notes or be used at all JB 2nds passes 3-0

MS brings up the rules and regulations of 91-A and Board meetings, office is going to send out corresponding paperwork to the Water Committee.

Correspondence

Review of Granite State Analytical results

Discussion on email from Aysa about recycling old computers

Discussion on getting more divider boards for the annual meeting voting.

Discussion on Deed to lodge, JB to send it over to the office

Discussion on Nick Sceggell email.

KK makes a motion to adjourn at 10:59

JB makes a motion to have a meeting at 9:00am on Friday March 4th in the office, KK 2nds, passes 3-0

KK makes a motion to adjourn at 10:59, JB 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.