VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

December 4, 2018

The Board of Commissioners met at 8:00 am on Tuesday, December 4, 2018.  In attendance were Commissioners Mike Smith and Ralph Lutjen.  Also present were Treasurer Dinah Reiss, residents Adam Leiser and Ron Sandstrom.  The meeting was filmed for Madison TV by Tim Hughes.                     

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

1. Agenda

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

The vacant seat on the Board of Commissioners is discussed.  Ralph Lutjen states it is appropriate to add a third Commissioner.  Ralph outlines earlier offers to Marya Doery and Kathy Koziell to fill the seat; both declined.  Ralph Lutjen makes a motion to appoint Ron Sandstrom to the Board of Commissioners.  Mike Smith seconds.  Motion passed 2-0.  Ron Sandstrom states he will not take the monthly stipend allocated to Commissioners. 

Ron Sandstrom is sworn in as Commissioner by Clerk Nancy Cole. 

The action list is reviewed and discussed. 

2. Highway Department Report 

Kelly Robitaille outlines the fifth storm of the season has now occurred.  A blade is needed for the plow for the 550; this will be under $200.00 

Kelly Robitaille outlines that private plow persons are plowing driveways into the roads and along the banks at the edge of the roads; which the DPW will then have to move this snow again.  Mike Smith outlines to Kelly to collect addresses and the VDOE will send letters to the homeowners.  Placing a notice on the website is discussed.  Mike Smith makes a motion to place the information on the website.  Ralph Lutjen seconds.  Discussion on indicating the RSA’s in the notice and rationale for not plowing across the roads.  Motion passed 3-0. 

Kelly Robitaille highlights the recent 15-inch heavy, wet, snow storm.  The plow routes take approximately 1.5 hours.  A plow will come by your property in this time frame.  Should an emergent event occur, please contact the answering service and the DPW will respond.

All equipment is in good shape.  The grader is being outfitted today for winter plowing. 

Salt has been received.  Sand supply is good. 

Ralph Lutjen will meet with Kelly Robitaille on the truck this afternoon. 

Ron Sandstrom highlights that a car was seen in the salt shed.  Resident was informed of the location of the taxpayer sand pile.  Resident sand pile will be marked.  Ron Sandstrom makes a motion to put the taxpayer sand information on the website.  Mike Smith seconds.  Motion passed 3-0.    

Budgets are reviewed and discussed.  Budgets are tight for year end.  Ralph Lutjen outlines costs outside the normal experience, such as 5 storms before December.  Sand, salt, overtime, and equipment use are all increased in this situation.  Ability to deal with contingencies is outlined.  Ron Sandstrom reinforces the notion that sand is placed where needed and try to use less on flat areas.  Kelly Robitaille outlines increase in late night traffic and the need for keeping the roads safe.   

3. Water

Ian Hayes will be in attendance next week. 

A call will be placed to Norm Garside on the siding for Muddy Beach. 

4. Administration

Mike Smith will schedule a safety meeting. 

Treasurer Dinah Reiss states that the transfer from the Water Extension Fund has been completed as authorized by the Board.  Capital Reserve withdrawals will help with year end cash flow.  There are funds available through the TAN loan if needed. 

Dinah Reiss will obtain a number for a 5-year, $100,000 loan payment for the proposed truck. 

Dinah Reiss will pursue the option of direct deposit of the tax check from the Town of Madison.  Mike Smith makes a motion to have the Treasurer proceed with setting up direct deposit of the tax checks.  Ralph Lutjen seconds.  Motion passed 3-0.  Dinah Reiss will verify with the Town that the required information from the tax check calculation be sent to the District. 

Ron Sandstrom discusses having balances for all accounts for the budget hearings in January. 

Water billing open invoice report is reviewed.  Approximately $12,000 is due.  6 houses will be scheduled for shut off.  Ralph Lutjen makes a motion to shut off the customers in January. Ron Sandstrom seconds.  Motion passed 3-0. 

Mike Smith states the monthly newsletter was done well. 

The Asset Management Committee will meet next week 

Mike Smith makes a motion to approve payroll in the amount of $6,570.65.  Ralph Lutjen seconds.  Report and time cards are reviewed and discussed.  Ralph Lutjen highlights a 20-hour shift by Kelly Robitaille, this will be discussed with Kelly.  Discussion on part time employee hours during this payroll.  Motion passed 3-0. 

Budgets are reviewed and discussed.  Ralph Lutjen highlights the total expended on the budget bottom line.  Budgets are tight; $34,805 is the remaining allowable as of this printout for highway/operations and $11,831 in water services.  Ron Sandstrom outlines the projection for remaining expenses which shows the budget will be fully expended.  Increases in budget line items for 2019 are outlined as necessary.     

5.  Accounts Payable

6.  Minutes

Mike Smith motion approve the minutes of 11/28.  Ralph Lutjen seconds.  Motion passed 2-0-1 with Ron Sandstrom abstaining as he was not present. 

7. Commissioners Reports

Ralph Lutjen will handle a review of the proposed truck purchase for 2019 with Kelly Robitaille and Nancy Cole this afternoon.

Ron Sandstrom discusses the project sheet created for all proposed 2019 warrant articles.  Ron Sandstrom proposes placing the project sheets on the website as they are completed.  Releasing the information early with a request for any feedback is recommended.  Ron Sandstrom makes a motion to create a section on the website for the 2019 Warrant projects.  Mike Smith seconds.  Discussion on projects for the 2019 warrant and all projects needed within the District are outlined. 

Ralph Lutjen discusses review of all projects for completion prior to publishing the information.  Reinach tank review will occur next week as the bids are due today at 10 am. 

Ron Sandstrom discusses sharing information as early as possible and get feedback; having residents share in the puzzle is highlighted. 

Mike Smith outlines having all information complete prior to release.  All information is expected by next week.  Priorities of the systems are discussed.  Ian Hayes priority review for the water system is discussed.  The remaining loan funds from the bond approved in 2018 is discussed.  Having projects completed while funds are available is discussed; using the remaining funds from the approved loan are discussed.  Ron Sandstrom questions allocating the remaining funds available in the loan.  Ralph Lutjen outlines managing projects efficiently and effectively that need to be done to improve the Village.  Ron Sandstrom outlines possible repercussions from certain residents who will use information to attempt to sway voters away from the Commissioners plan.  Ralph Lutjen would like to remain focused on the long-term needs of the District.  Motion passed 3-0. 

8. Signature Items  

Mike Smith makes a motion to sign the Capital Reserve withdrawal from the Highway Equipment CRF in the amount of $10,000.00.   Ralph Lutjen seconds.  Motion passed 2-0-1 with Ron Sandstrom abstaining. 

Mike Smith makes a motion to sign PO 273 in the amount of $3,000 for salt.  Ralph Lutjen seconds.  Motion passed 2-0-1 with Ron Sandstrom abstaining.  

9. Correspondence

The Town of Madison has sent a notice requesting all Committees and Commissions do not ask Madison TV to stop taping. 

10. Scheduled Appearances    

11.  Other Business   

Including motions and votes of non-public session will no longer be done at the end of the public session minutes unless specifically voted by the Board.    

Mike Smith makes a motion to schedule a Commissioners meeting Friday, December 28 at 8 am.  Ralph Lutjen seconds.  Motion passed 3-0. 

There will be no meeting 12/25 or 1/1/2019. 

At 9:11 am Mike Smith makes a motion to recess the meeting until the 10 am bid opening.  Ralph Lutjen seconds.  Discussion on bid opening and review of bids.  Motion passed 3-0.     

Mike Smith reconvenes the meeting at 10 am for the bid opening. 

10:00 am – Reinach tank bid opening.  Present are: Commissioners Mike Smith and Ralph Lutjen, engineer Nick Sceggell of Dubois & King, Maureen Brooks of G.W. Brooks & Sons and resident Adam Leiser. 

One bid has been received from G. W Brooks.  Nick Sceggell opens the bid and reviews the documentation for completion.  All documents appear to be in order. 

Both addendums are properly acknowledged. 

Total bid price $992,079.  Bid alternate one is $17,000 to abandon the existing tanks.  Bid alternate two is $15,000 to remove the existing tanks. 

Bid deduct for non-Federal pricing is $10,000.00. 

Engineering estimate is reviewed based on actual bid.  Primary difference is cost of cast-in place tank. 

Discussion on receipt of only one bid.  An explanation of pricing reviews will be completed by Nick Sceggell. Review of varying items as bid will also be done. 

Next step will be the evaluation of bid price by engineer Nick Sceggell.  Discussion on ledge removal cost and increase done when the outlying connections were added to the project is discussed.   

Other persons who attended the pre-bid meeting will be asked why they did not bid.  Nick Sceggell will handle this. 

Discussion is held on possible options for this project.  Nick Sceggell outlines that removal of the outlying connections will not affect the bottom line positively.  Options will be looked into.  Nick Sceggell adds that one bidder was having difficulty locating a concrete contractor with the required experience.

Nick Sceggell questions if bidding prior to the VDOE obtaining approval for funding is a factor in the reduced number of bids received.    

At 10:21 am Mike Smith makes a motion to adjourn the meeting.  Mike Smith seconds.  Motion passed 2-0.     

Respectfully submitted,

Nancy E. Cole

Administrator

 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

November 28, 2018

The Board of Commissioners met at 8:00 am on Wednesday, November 28, 2018.  In attendance were Commissioners Mike Smith and Ralph Lutjen.  The meeting was filmed for Madison TV.                      

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

1. Agenda

Ralph Lutjen makes a motion to approve the agenda.  Mike Smith seconds. Mike Smith makes a motion to add a Non-Public for employee matters.  Ralph Lutjen seconds.  Motion passed 2-0.   

The action list is reviewed and discussed. 

2. Highway Department Report 

Kelly Robitaille reports that work is needed on the equipment from the storm.  A chain will be needed for the sander.  A cutting edge is needed for the plows.  Snow will be pushed back later this week.  Backhoe plow worked well.  The 7400 worked well during this storm.  Clean up of fire hydrants and parking lots is being done this morning. 

One load of salt is in the shed.  One additional storm will be covered and then salt will be needed.  Ralph Lutjen makes a motion to order one load of salt to a maximum of $3,000.  Mike Smith seconds.  Motion passed 2-0. 

Some comp time will be used by the Highway Department personnel at the end of this week. 

A cost for the outfitting of the proposed truck for the 2019 Warrant is discussed.  Kelly Robitaille will pursue this number.  Mike Smith makes a motion to have Kelly Robitaille at the Annual Meeting.  Ralph Lutjen seconds.  Motion passed 2-0. 

3. Water

Discussion is held on limiting discretionary work for the water system.  Ralph Lutjen makes a motion to advise Ian Hayes that there is to be no discretionary work for the remainder of 2018. Mike Smith seconds.  Motion passed 2-0. 

4. Administration

Motion log is reviewed and discussed. 

Discussion on encumbering funds from 2018 Warrant Articles is held. 

Discussion is held on the 2019 proposed budgets.  A correction is made to the Medical line.  Without the plan change, this line would be at $64,000. 

Part time line is recommended for increase to $10,000. 

Discussion on proper funding levels of budget lines is held; budgets are tight for year end. 

November newsletter is discussed.  Number of storms will be updated prior to release.  Mike Smith makes a motion to post the newsletter as updated.  Ralph Lutjen seconds.  Motion passed 2-0. 

5.  Accounts Payable

Mike Smith makes a motion to approve 12 checks for a total of $23,566.09.  Ralph Lutjen seconds.  Checks and invoices are reviewed and discussed.  Motion passed 2-0. 

6.  Minutes

Mike Smith motion approve the minutes of 11/20.  Ralph Lutjen seconds.  Motion passed 2-0. 

7. Commissioners Reports

Mike Smith makes a motion to invite Rick Skarinka to the VDOE Annual Meeting.  Ralph Lutjen seconds.  Motion passed 2-0. 

] 8. Signature Items  

Mike Smith makes a motion to sign the water CRF withdrawal in the amount of $17,000 for the Reinach engineering costs.  Ralph Lutjen seconds.  Motion passed 2-0.

Mike Smith makes a motion to sign the water CRF withdrawal in the amount of $2,500 for design of PRV pits by the engineers.  Ralph Lutjen seconds.  Motion passed 2-0.    

Mike Smith makes a motion to sign the Extension Fund Transfer request.  Ralph Lutjen seconds.  Discussion on reimbursement of curb stop evaluation and installation costs is held.  Motion passed 2-0. 

9. Correspondence

NH Municipal Association has sent the bi-weekly News Link. 

Third party electric provider has sent the monthly report. 

10. Scheduled Appearances    

11.  Other Business   

At 8:30 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3 II (a) employment matters.  Ralph Lutjen seconds.  Motion by roll call vote Mike Smith yea, Ralph Lutjen yea and motion passed 2-0. 

Mike Smith makes a motion to seal minutes of the non-public session.  Ralph Lutjen seconds.  Motion passed 2-0. 

At 9:26 am Ralph Lutjen makes a motion to exit Non-Public session and adjourn the meeting.  Mike Smith seconds.  Motion passed 2-0.  

Respectfully submitted,

Nancy E. Cole

Administrator

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 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

November 20, 2018

The Board of Commissioners met at 8:00 am on Tuesday, November 20, 2018.  In attendance were Commissioners Mike Smith and Ralph Lutjen.  Also in attendance were residents Jay Buckley and Kathy Koziell.  The meeting was filmed for Madison TV.                      

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

1. Agenda

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

The action list is reviewed and discussed. 

2. Highway Department Report 

Kelly Robitaille reports this is third storm before Thanksgiving.  An aggressive mix of sand and salt is being used on asphalt.  The brine delivery has not yet been put into service, this will be done.  All trucks and equipment are outfitted for winter operations. 

The auger chain on the F-550 sander may need to be changed.  A price will be obtained. 

Salt will be tight for yearend; an additional load may be needed.  Kelly Robitaille will advise.   

3. Water

Bids for Reinach tank are due December 4. 

Muddy Beach siding is scheduled to begin the end of this week. 

4. Administration

The cash flow report is reviewed and discussed.  Cash flow and budget are tight for year end.   

Mike Smith makes a motion to approve payroll in the amount of $6,455.38.  Ralph Lutjen seconds.  Report and time cards are reviewed and discussed.  Motion passed 2-0.

The treasurer will be asked for her report for the month.

Two remaining curb stop valves need to be located.  Ian Hayes will be working on these.

Discussion is held on financing the Reinach tank and pressure zone.  Use of State funds will be beneficial due to the lower interest rate, however, use of these funds may delay the project and may increase the bid price due to the requirements for use of federal funds.  Discussion is held on the engineering cost of $17,000.   Mike Smith makes a motion to fund the $17,000 from the Water System CRF.  Ralph Lutjen seconds.  Motion passed 2-0.     

5.  Accounts Payable

6.  Minutes

Mike Smith motion approve the minutes of 11/13.  Ralph Lutjen seconds.  Motion passed 2-0. 

7. Commissioners Reports

Ralph Lutjen discusses status of warrant article work for the 2019 warrant.  Progress on back up documentation completion and details of proposed projects is outlined.  Data collection for all articles is recommended to be completed by December 11.  Desire is to have firm numbers for all projects for review. 

Mike Smith outlines a list of all proposed Warrant Articles for 2019.  The list will be finalized as plans for projects are put together. 

Discussion is held on amending approved use of $140,000 in loan proceeds.  Determination needs to be finalized on the projects to be proposed. 

Mike Smith outlines discussion with Paul Fluet.  Mike Smith makes a motion to approve $2,500 for design of the PRV pits.  Ralph Lutjen seconds.  Motion passed 2-0.  Mike Smith motion take the $2,500 from Water System CRF.  Ralph Lutjen seconds.  Motion passed 2-0.    

8. Signature Items  

Notary Linda Shackford has joined the meeting to notarize the voluntary lot merger documents for the three lots purchased from the Town. 

Mike Smith makes a motion to sign the water testing agreement for $6,192.00.  Ralph Lutjen seconds.  Motion passed 2-0.  Update to the proposed 2019 budget will be done.   

Mike Smith makes a motion to approve the parking request up to November 29.  Ralph Lutjen seconds.  Discussion on parking in the Huttwil lot and Ordinance are held.  Motion passed 2-0.    

9. Correspondence

Granite State Analytical has sent the monthly bacteria testing results for the water system; clean. Granite State Analytical has sent the monthly pH readings for the water system, pH in range.

Adam Leiser has sent a question/statement on the recent extension of the water main on Burgdorf. 

Adam Leiser has sent a statement that he is not in favor of spending engineering dollars for a review of the upgraded Class VI Grandval Way and Burgdorf Drive for Class V standards. 

Two seasonal shut off requests have been received and sent to Ian Hayes.

The cost sheet for excavation charges has been received as requested from Ian Hayes.

The cost sheet for valve pricing has been received as requested from Ian Hayes.

10. Scheduled Appearances    

11.  Other Business   

Administrator Nancy Cole reports that 14 RSA 91-A requests were responded to last week.

Ian Hayes has sent the pressure readings from the PRV pits to the engineers. 

At 8:39 am Ralph Lutjen makes a motion to adjourn the meeting.  Mike Smith seconds.  Motion passed 2-0.  

Respectfully submitted,

Nancy E. Cole

Administrator

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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
November 13, 2018

The Board of Commissioners met at 8:00 am on Tuesday, November 13, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance was resident Adam Leiser. The meeting was filmed for Madison TV by Tim Hughes beginning at 8:10 am.

At 8:00 am the meeting was called to order by Chairman Mike Smith. A call to Paul Fluet had been handled by Ralph Lutjen prior to the meeting. Mike Smith entered room while call was in session.

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

The Highway crew is plowing roads this morning.

3. Water

Muddy Beach siding will be done the week of Thanksgiving.
Ralph Lutjen outlines the site review and meeting for the Reinach Tank project. The bid due date was moved to December 4. Discussion was held on the carve out for the SCADA equipment. A number has been received from Electrical Installation Inc and sent to Paul Fluet for inclusion in the Addendum.
An Asset Management meeting is scheduled for this afternoon at 1 pm.

4. Administration

Budget sheets for preparation of the workshop to establish the 2019 proposed budget are distributed.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 21 checks for a total of $24,840.26. Ralph Lutjen seconds. Checks and invoices are reviewed and discussed. Motion passed 2-0.

6. Minutes

Ralph Lutjen motion approve the minutes of 11/06. Mike Smith seconds. Motion passed 2-0.

7. Commissioners Reports

Mike Smith questions the Ordinance updates and scheduling of Public Hearing. This is scheduled for December 11th.

8. Signature Items

Mike Smith makes a motion to sign the Health Trust web access authorization for the office. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign the renewal form indicating the plan change. RL seconds. Ralph Lutjen discusses the new plan having a deductible and resulting in substantial reduction. Current plan renewal is $11,000 additional. Motion passed 2-0.

9. Correspondence

Resident Adam Leiser has sent his opinion on correcting drainage on Little Loop. The governing body does not have authority to force a property owner to place gutters on a house as recommended by Adam. Mr. Leiser also states he is not pleased that the VDOE will not pay his mortgage fee for review of an easement.
The radio tower rent has been received.
NH Municipal Association has sent the bi-weekly News Link.

10. Scheduled Appearances
11. Other Business

The Addendum is expected to be sent to the contractors for the Reinach Tank project today.
The travel route to be planned for the construction trucks will be clarified with Kelly Robitaille.
An allowance for any road damage that may be created by the cement truck traffic is being worked on. This will not affect a contractors’ bid.
Discussion is held on the request for parking of a snowmobile trailer. This will be held for next week.
Budget workshop for establishing the 2019 budgets is held. Line items are discussed for proposed 2019 funding level.

At 9:54 am Ralph Lutjen makes a motion to adjourn the meeting. Mike Smith seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
November 6, 2018

The Board of Commissioners met at 8:00 am on Tuesday, November 6, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were residents Adam Leiser, Paula Doyle, Gloria Aspinall, and Kathy Koziell. The meeting was filmed for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille is out today.
The illegal dam created at the outlet of Big Pea has been removed. A second board has been removed from the actual dam.

3. Water

Pre-bid meeting for the new Reinach tank will be held at 10 am this morning.

4. Administration

An update has been completed on the CIP for the Asset Management Team.
Mike Smith makes a motion to approve payroll in the amount of $5,274.38. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Motion passed 2-0.
Budget is reviewed and discussed. Expenditures for 2018 will be close to the budgeted amounts. A budget workshop for 2019 proposal will be held next week.
Water usage for October is reviewed. Usage by month and historic usage is discussed. Usage shows benefit of leak detection work.
Pump house electric usage and cost is reviewed and discussed. VFD placement has improved electric usage.
Quarterly water usage for third quarter has been submitted to and accepted by DES.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 1 check in the amount of $1,951.20. Ralph Lutjen seconds. Check and invoice are reviewed and discussed. Motion passed 2-0.

6. Minutes

Mike Smith motion approve the minutes of 10/30. Ralph Lutjen seconds. Motion passed 2-0.

7. Commissioners Reports

Ralph Lutjen has updated the 3- and 5-year average spend reports for the District. Report is reviewed and discussed. This will be used during the budget preparation for 2019 that will be held next week. Variances between the years are discussed and reviewed. Continued improvements going forward will need to be budgeted.
A follow up will be done on the cancelation of the billing software.

8. Signature Items

Mike Smith makes a motion to sign PO 272 in the amount of $600 for replacing pavement at the driveway of 15 Jungfrau. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

Adam Leiser has sent a 91-A request for financial information stating he intends to do work on a long term plan.
Health Trust has sent the nominee listing for officers to be voted on at their upcoming annual meeting.
Adam Leiser has sent a request that the VDOE cover a charge his mortgage company Mike Smith states he is not in favor of paying the fee for review/signing of the easement that will be charged to Mr. Leiser by his morgage company, adding that he will not make or second a motion to pay this charge. Ralph Lutjen states agreement.
Ralph Lutjen makes a motion to have the VDOE Attorney review the sideline easement information previously reviewed and ask for his opinion. Mike Smith seconds. Both the title company and previous attorney have stated the sideline easement can be used. Additional discussion on need for easements to complete this project. Motion passed 2-0.
Mike Smith motion send to NHMA Legal Inquiries. Ralph Lutjen seconds. Motion passed 2-0.

10. Scheduled Appearances
11. Other Business

At 8:25 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters and (e) legal matters. Ralph Lutjen seconds. Motion via roll call Mike Smith yea, Ralph Lutjen yea. Motion passed 2-0.

No motions or votes made during non-public session.

At 8:56 am Ralph Lutjen makes a motion to exit non-public session and recess the meeting until 10 am. Mike Smith seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

Mike Smith and Ralph Lutjen reconvene the meeting at 10 am for the scheduled Pre-bid meeting for Reinach tank project. Mike Smith limits comments and questions to contractors, Board and water operator.
Five contractors present as well as Nick Sceggell from D&K, water operator Ian Hayes and resident Paula Doyle.

Nick Scegell outlines the project. 90,000-gallon twin cell cast in place concrete storage tank to be built to replace the existing steel tanks.

Bids are due 10 am Tuesday, November 20. A bid bond is required to be submitted with the bid. Concrete company must submit proof of completion of three potable water tanks in last ten years.
All questions due by November 14th; should an addendum be created, it will be available November 15th. Questions received to date will be reviewed during this meeting; an addendum will be issued if needed. Special conditions are reviewed.
Discussion ensues on escalation of bid cost based on notice to proceed. National average index is outlined and questioned as valid. A cost review of any schedule of values received from the successful bidder will be reviewed and updated prior to the notice to proceed. Increases in the Davis Bacon wage will also be considered prior to issuance of notice to proceed.
Ralph Lutjen outlines the importance of the deduct alternate for use of bank funds and not State/Federal funds as this is a factor that VDOE will use to determine which financing to pursue.
Discussion is held on the existing tanks and possible removal as part of this project.
The tank inspections completed by Mass Tank will be made available to the contractors. No as built is available for any connections to the existing tanks.
Nick Sceggell outlines ability to have all cost specifics reviewed and approved prior to issuance of the notice to proceed.
Testing is discussed, question if this is on the VDOE or the contractor is raised. Item 7 of supplemental conditions state that testing is responsibility of contractor.
Discussion on weight limit for roads is held. This project will need multiple trips of very heavy loads to Reinach.

10:40 am meeting is recessed for travel and review of the project site.

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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
October 30, 2018

The Board of Commissioners met at 8:00 am on Tuesday, October 30, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), residents Adam Leiser, Carol Rosenblith and Gloria Aspinall. The meeting was filmed for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

G.W. Brooks has sent an estimate to create an estimate for updating Grandval and Burgdorf. Kelly Robitaille reports that the highway department would be out of scope to attempt to bring these newly adopted Class V roads up to standards. The cost to create the estimate is up to $1,530. Mike Smith makes a motion to ask Dubois & King to give a cost to create the estimate. Ralph Lutjen seconds. Discussion is held on the passage of the petitioned article at the 2018 Annual Meeting. Kelly Robitaille outlines that the highway budget cannot support this work. Motion passed 2-0.
Kelly Robitaille has reviewed the design for placing the new culvert under Eidelweiss Drive at Thusis. The highway department can handle this work. A cost estimate sheet will be created for review. Funds will be encumbered from the 2018 article.
Kelly Robitaille reports that Viking Cives is preparing a cost estimate for outfitting the proposed truck to be purchased in 2019. Ralph Lutjen discusses offsets; a trade value for the F-550 will be requested. Sander for the F-550 which was damaged last year has not been repaired but is operational. The proposed Dodge truck will take a larger sander. Estimates are expected for next week.
Tire chains were purchased last week in the amount of $250.00.
All equipment is in good shape. The blower for the backhoe heater will need to be checked.
The Terra Star was used Saturday for the plowing that was needed.
Kelly Robitaille reports that winter prep is being completed. A blower will be rented when leaves dry from the current rain.
The load of salt has been delivered and should be good for the remaining of the year; weather depending, of course.
The proposed update to the Driveway Ordinance is discussed – update increases the fine for working without obtaining a permit to $500.
Saturday’s plowing is discussed. On Call has worked well. One call was not forwarded from the answering service this past Saturday. Roads were handled appropriately and timely.
Ralph Lutjen recommends reviewing road projects with Kelly Robitaille for the 2019 Warrant. This will be done at 9 am Thursday.

3. Water

The bid has been released for the Reinach tank project. The pre-bid meeting is scheduled for next week; November 6.
Ian Hayes will be looking into additional leak detection to be completed this fall.

4. Administration

The motion log is reviewed and discussed.
Open invoices remaining on the water system are reviewed. All property owners have received certified notice for shut off in November if bill remains unpaid.
Proposed update to the Water Ordinance is reviewed and discussed. Update alters the dates during which a seasonal shut off will be performed at no charge to April 15 and November 15.
Proposed update to the Driveway Ordinance is reviewed and discussed. Update increases the daily fine for violation of the Ordinance to $500.
The bid package for the Reinach tank has been released. A pre-bid meeting is scheduled for November 6. The application for the State Revolving Loan Fund will not be available until April of 2019.
Ralph Lutjen makes a motion to have AmeriGas bring a propane tank to Jungfrau and coordinate placement with Federal Piping. Mike Smith seconds. Motion passed 2-0.
The newsletter for October has been completed. The date for the Annual Meeting and budget hearings will be added. Ralph Lutjen recommends sending the document if no other changes are received once Mike Smith has a chance to review.
Water Ordinance proposed update and Driveway Ordinance proposed update are discussed. Mike Smith makes a motion to schedule the public hearing for December 11. Ralph Lutjen seconds. Motion passed 2-0.
Ralph Lutjen reviews the difference calculated between the State loan and a bank loan. The total difference is $95,982, annually this is $6,273.43 or $13.21 per user. Using State loan funds may also delay the project until 2020 as funds would not be available until later in the year. Using a 3% inflation for the State loan with a 2020 start for the project results in a $16,350 added cost for the State loan making the difference $79,632 or $8.38 per user.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 12 checks in the amount of $12,435.44. Ralph Lutjen seconds. Checks and invoices are reviewed and discussed. Motion passed 2-0.

6. Minutes

Mike Smith motion approve the minutes of 10/23. Ralph Lutjen seconds. Motion passed 2-0.

7. Commissioners Reports

Mike Smith reviews the project sheets completed yesterday for water system projects. Lee Carroll’s report on the water system electrical needs will be added to the cost sheets completed for the projects to be proposed.
Mike Smith makes a motion to send the dialogue between Mass Tank and the District regarding the 5,000-gallon tanks to Rick Skarinka for review. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to post the dialogue on the website. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith discusses creating a time & material number with a not to exceed for excavation costs. This would limit the exposure of the District should problems with the excavation, such as ledge, arise during construction of any proposed cost.

8. Signature Items

Mike Smith makes a motion to sign the CRF withdrawal in the amount of $2,900 from the Land Acquisition fund. Ralph Lutjen seconds. Motion passed 2-0.
PO 270 is corrected to $200.00. Mike Smith makes a motion to sign PO 270 as updated for additional curb stop valve locating. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign PO 271 in the amount of $250 for tire chains. Ralph Lutjen seconds. Motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the monthly pH readings; readings are good.
Madison Code Enforcement has forwarded an email from NH DES regarding the failed septic at 23 Huttwil. NH DES is looking to place an administrative order which would be attached to the deed to the property should the property owners not correct the issue.
Jay Buckley has sent information regarding a call he placed to the answering service Saturday. The call was not noted as an emergency and the need to plow Oak Ridge was not delivered to the highway foreman.
The third-party electric provider has sent the monthly electric cost report; $102 was saved in October.
Adam Leiser has sent an email stating his attorney has reviewed the easement and his intent is to sign the document.
The auditor will be in the District to begin the field work for the 2018 audit on December 12.
NH Municipal Association has sent the biweekly News Link.

10. Scheduled Appearances
11. Other Business

The ad for part time plow operators has been placed.
Discussion is held on input requested from the engineers for the updates to the Upper Lakeview PRV pit.
The 2019 proposed budget will be worked on November 13. A workshop will be scheduled.

At 8:52 am Mike Smith makes a motion adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/CM102318.pdf"][gview file="https://vdoe-nh.org/wp-content/uploads/2018/10/Agenda-10-23-18.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
October 23, 2018

The Board of Commissioners met at 8:00 am on Tuesday, October 23, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), water operator Ian Hayes, Treasurer Dinah Reiss, residents Adam Leiser, Kathy Koziell, Gloria Aspinall, Carol Rosenblith and Paula Doyle. The meeting was filmed for Madison TV by Tim Hughes with filming beginning at 8:08 am.

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

1. Agenda

Ralph Lutjen makes a motion to approve the agenda. Mike Smith seconds. Mike Smith motion to amend the agenda to reflect no scheduled appearances unless invited by Board. Ralph Lutjen seconds the amendment. Agenda approved as amended 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that all culverts have been inspected and cleaned. Some culverts will still need to be flushed. All outlets have been cleared to allow for any debris to be cleaned through the pipe. Leaf blowing will be worked on.
The Terra Star is being outfitted for winter operations.
Kelly Robitaille has borrowed a tire stud machine to re-stud the winter tires. Some chains have also been worked on and repaired for protection of the budget.
All equipment is in good condition.
Jeff DeMartino is removing the pile of debris from the end of Forclaz.
Discussion on possible snow is held.
A load of salt has been ordered.
Sand is ok for now.
Kelly Robitaille has replaced the circulation pump on the furnace for this building. Heat is now working in the building.
NH DES has notified the VDOE that someone has built a dam at the outlet of Big Pea Porridge Pond. Mike Smith makes a motion to have the Madison Police investigate the building of the dam. Ralph Lutjen seconds. Discussion is held on the structure that has been built. Motion passed 2-0.
An updated drawing has been received for the culvert at Thusis Beach area under Eidelweiss Drive. All drainage will be directed to VDOE property to remove any use of the neighboring property. Kelly Robitaille will review the drawings. Some of this work may be able to be done in house. One large tree and a boulder that need to be removed may need a contractor. This project will be placed on the 2019 Warrant.
UNH T2 is conducting a survey around the State regarding winter plow budgets. Information will be sent to the Board as Town’s respond to the survey.

3. Water

Ian Hayes joins the meeting. Water system flushing is being done this week.
Granite State Rural Water may be able to be in for a couple of hours next week or the week after to help locate water lines for the remaining two curb stop valves to be located. Mike Smith makes a motion to approve up to 4 hours of Ian Hayes time for located CSV’s. Ralph Lutjen seconds. Motion passed 2-0.
Repairs for bent curb stop valves are being scheduled.
PRV pits will be pumped down next week; information will be sent to Engineer Paul Fluet.
Water system bleeders will be turned on within the next few weeks.
Mike Smith informs Ian Hayes that Norm Garside has been approved to do the siding on the Muddy Beach pump house.
Reinach cast in place tank and pressure zone specifications are being advertised this week.
A pre-bid meeting is being scheduled for November 6 with a bid-due date of November 20. Specifications do not include the cross connections quoted by Ian Hayes last year. Depending on the chosen contractor, this may be part of the project or done in house. The longer line on Bristenstock is the biggest portion of the cross connections needed. SCADA controls may also be handled outside the contract. The plans will be sent to Ian Hayes for review.
Ian Hayes will be unavailable 11-26 through 12-3. Coverage will be in place.
Scheduling a meeting for the tax payers regarding the Reinach tank project is discussed, a date will be scheduled.
Ian Hayes will meet with Mike Smith and Nancy Cole to review projects for the 2019 Warrant – Monday, October 29th at 11 am.
Ian’s priority list for the water system is reviewed. Updated electrical is top priority. A rehab of the Chocorua pump house is also high priority for electrical, meters, SCADA, and piping. The pumps will not need to be replaced at this time. Isolation valves are an issue within the system and lack of valves on the Reinach side limits the ability to isolate a leak on this side. Three priority intersections have been identified. Placing the pressure reducing valve pits as the fourth priority is outlined. Ian states that many areas of the District have high pressure. Making these corrections can be handled over a period of years if needed based on budgetary concerns. As water operator, reducing interruptions in the distribution system is highest priority.
Replacing the Muddy Beach tank is a high priority. Scheduling replacements for Jungfrau and Chocorua going forward is discussed.
Ralph Lutjen discusses allocating the remaining funds within the authorized loan to cover many of the water system projects. Discussion continues on the projects. Ian Hayes outlines that excavation is the most difficult number to establish as costs can change annually and there are always unknowns when digging. Pipe replacement is a future and continuous project for the VDOE. Funds should be saved annually for this project.
Adding a VFD to the Summit hydro system is discussed when that tank is replaced going forward.
Water system budget is reviewed and discussed. Line items are reviewed.

4. Administration

Mike Smith makes a motion to approve payroll in the amount of $6,405.38. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Motion passed 2-0.
The monthly cash flow report is reviewed and discussed. Treasurer Dinah Reiss outlines the deposits made from the water usage to the operating account cover the water budget for this year. No additional funds are due to the operating account. One loan payment is due the end of October. Review of fund balances is completed. Dinah Reiss outlines that remaining funds available in the TAN loan is $100,000.
A safety meeting will be scheduled for November.
Water billing status will be updated for next week.
The monthly email newsletter will be reviewed for next week.

5. Accounts Payable
6. Minutes

Mike Smith motion approve the minutes of 10/16. Ralph Lutjen seconds. Motion passed 2-0.

7. Commissioners Reports

Ralph Lutjen has updated the water calculation spreadsheet to show that the bank can approve a loan for the Reinach water tanks for a 20-year term. The interest rate for use of State funds has been updated to reflect the rate of 2.7%. The difference between using State funds and using bank loan funds is negligible at $13 per year. Given potential cost increases on the project if using State funds, the bank loan could be more beneficial. Indication is that the water bill will be in the high $500 range for the term of the loan.
Review of the 5,000-gallon tanks is done. All information regarding the proposal for replacing the tanks has been reviewed by Carl Horstmann of Mass Tank. Carl Horstmann has stated that the VDOE plan to replace the tanks is reasonable and the replacement analysis appears complete.
Mike Smith has covered his work in other areas.

8. Signature Items

Mike Smith makes a motion to sign PO 268 for one load of salt in the amount of $2,000. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to sign PO 269 for a circulator pump for the boiler in the amount of $290.00. Ralph Lutjen seconds. Motion passed 2-0.
Ralph Lutjen makes a motion to sign the cancelation of the software order letter. Mike Smith seconds. Motion passed 2-0.

9. Correspondence

Information from Mass Tank has been reviewed.
The dam at Big Pea has been discussed.
Granite State Analytical has sent the monthly bacteria test results; system is clean.
Larry Sodano has sent the waiver used by Habitat for Humanity volunteers for review and possible adoption by the District for use in projects to be completed by volunteers. Mike Smith makes a motion to update the volunteer waiver and send to LGC for review. Ralph Lutjen seconds. Motion passed 2-0.
Engineer Paul Fluet has sent the Reinach Tank specifications.
Engineer Paul Fluet has sent the updated drawings for the Thusis area culvert replacement under Eidelweiss Drive. Drawings will be sent to Kelly Robitaille.
Eversource has sent notice that construction crews will be using drones to inspect the lines.
DES has sent information regarding a cyber attack in North Carolina on a water system.
Third party electric provider has sent the monthly utility report.
UNH T2 center is doing a survey of municipalities regarding establishment of winter plow budgets and overtime.
Adam Leiser has sent information that he would like to see included in the minutes. Mike Smith reports that no updates were made.
Adam Leiser has requested a scheduled appearance regarding the tank information previously discussed. Mr. Leiser is informed that the information is available through a 91-A request.
Lee Loyer has requested a viewing of the lodge as she would like to use the building for her wedding next summer. An appointment has been set for 6 pm.

10. Scheduled Appearances
11. Other Business

Project review with Ian Hayes has been scheduled for next Monday at 11 am.
Discussion on the 2019 Warrant list is held. List is updated.

At 9:27 am Ralph Lutjen makes a motion adjourn the meeting. Mike Smith seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
October 16, 2018

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

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

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

3. Water

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

4. Administration

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

5. Accounts Payable
6. Minutes

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

7. Commissioners Reports

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

8. Signature Items

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

9. Correspondence

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

10. Scheduled Appearances

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

11. Other Business

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

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

Respectfully submitted,

Nancy E. Cole
Administrator