Commissioners Meetings Documents

•

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

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

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

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

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

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

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

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

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

No further questions or discussion was raised.

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

Respectfully submitted,

Nancy E. Cole
Administrator

•

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

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

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

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

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

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

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

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

Respectfully submitted,

Nancy E. Cole
Administrator

•

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

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

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

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

3. Water

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

4. Administration

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

5. Accounts Payable

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

6. Minutes

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

7. Commissioners Reports

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

8. Signature Items

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

9. Correspondence

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

10. Scheduled Appearances

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

11. Other Business

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

12. Public Comments

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

Respectfully submitted,

Nancy E. Cole
Administrator

•

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

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

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

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

3. Water

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

4. Administration

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

5. Accounts Payable

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

6. Minutes
7. Commissioners Reports

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

8. Signature Items
9. Correspondence

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

10. Scheduled Appearances

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

11. Other Business

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

12. Public Comments

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

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

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

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

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

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

Respectfully submitted,

Nancy E. Cole
Administrator

•

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/01/CM010318.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
January 3, 2018

The Board of Commissioners met at 8:00 am on Wednesday, January 3, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Treasurer Dinah Reiss and resident Adam Leiser. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

Mike Smith makes a motion to move scheduled appearances first and approve the agenda as amended. Ralph Lutjen seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that salt is needed. Mike Smith makes a motion to approve up to $3,000 for 2 loads of salt. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to amend the approval to $6,000 for 4 loads of salt. Ralph Lutjen seconds the motion and the motion passed 3-0.
The sand pile is frozen and being worked as much as possible. Additional sand should be obtained with the potential for an upcoming ice storm. Mike Smith makes a motion to approve up to $1,000 for sand. Ralph Lutjen seconds the motion and the motion passed 3-0.
A mirror on the Terra Star has broken. Replacement cost is $642.78. Ralph Lutjen makes a motion to approve up to $650 for a mirror for the Terra Star. Mike Smith seconds the motion and the motion passed 3-0.
Ron Sandstrom compliments Kelly and Jeff on a good job on the roads last storm; zero calls were received for road issues. Mike Smith agrees the roads were done well. Ditching efforts of the last few summers is also helping.
Ron Sandstrom discusses having a third person for plowing operations; no response from the last ads.
The backhoe plow is working well and being used for cleaning up after a storm.
The hole on Grison is being watched. Water operator Ian Hayes has tested the zone and is not showing evidence of a water system leak. Groundwater has been noticed in this area, but road would need to be excavated to determine source. This will be done in the spring. Kelly Robitaille will check the area and add gravel as necessary until the repair can be completed.
Little Loop is discussed. Ralph Lutjen will work with Kelly Robitaille on estimating the cost to raise the road and place a culvert.
Kelly Robitaille requests a review of the highway salary line item and a non-public session for additional discussion on this matter.

3. Water

Tom Therrien of Electrical Installation has delivered the as built drawings for the chemical injection room and Muddy Beach.
The replacement pump at Muddy Beach has been installed and is working properly.
Estimates are being put together for water projects that will be on the warrant.
The tank inspections for one of the Reinach tanks and the 20,000-gallon tank at the Summit are scheduled for next week.

4. Administration

Establishing a warrant article for security panels for the pump houses is discussed.
The Asset Management Committee will meet Jan 16; the full Board of Commissioners will be in attendance.
Maps for the isolation valves are discussed. Ron Sandstrom is working on the data compatibility issue for Chad Roberge of Avitar.
Mike Smith makes a motion to approve payroll in the amount of $8,300.83. Ralph Lutjen seconds the motion. Report and time cards are reviewed and discussed. Motion passed 3-0.
The option of adding a warrant article for a bond for the water system is discussed. Ralph Lutjen outlines the benefit of a large loan with a three-year drawdown period. The project list for each year with cost estimates and the impact to the water user fee are discussed; the loan will allow many projects to be completed with a known impact to the water fee. Securing the tanks and completing the other projects will reduce the risk of any major failure of the water system while improving the reliability of the storage and distribution portions of the water system. The 2/3 vote requirement for passage of a bond article is discussed; the benefits of completing needed projects and ability to level the water rate are highlighted. Mike Smith makes a motion to include a bond article for the water system in the amount of $500,000 on the 2018 Warrant. Ralph Lutjen seconds the motion and the motion passed 3-0.
Confirming of all numbers for the warrant is being completed and will be verified prior to the annual meeting.
The 2018 proposed budget is reviewed by line item. Discussion is held and line items amended. Part time highway and highway overtime line items are discussed and amended. Addition of a contingency line is discussed. The ability to access capital reserve to handle any matters which may occur outside the proposed budget is discussed.

5. Accounts Payable

Mike Smith makes a motion to approve 15 checks for a total of $25,605.43. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion passed 3-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of December 19 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen makes a motion to pursue the option of a new engineer. Ron Sandstrom seconds the motion. Discussion on the benefits to checking in with other possible vendors for services is held. Motion passed 3-0.

8. Signature Items

Mike Smith makes a motion to adopt and sign the updated 91-A Policy as amended by Attorney Chris Boldt. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the pH and bacteria testing results; pH is good, bacteria testing clean.
The Town of Madison has sent the tax check.
The Trustees of the Trust Funds have sent the CRF withdrawals requested.
The Town of Madison has posted all voting dates, including Eidelweiss, on their website.
G. W. Brooks has sent the requested quotes for Grison and Burgdorf. Discussion on the costs is held. Requesting relief from NH Department of Environmental Services to repair these roads at the culvert sites is discussed. DES will be approached.
Jay Buckley has reported high water pressure; Ian Hayes will replace the PRV on Upper Lakeview.

10. Scheduled Appearances

Adam Leiser requests the status of the Little Loop project. Rl outlines that a drawing is expected from the engineer. Ralph Lutjen and Kelly Robitaille will be working on estimating the cost of gravel to raise the road and the cost of the culvert to be installed. Mr. Leiser is informed that a quote has been received for removing the trees at the right of the driveway of 4 Little Loop. Potential impact to other trees is questioned; no issue for other trees has been identified. Additional discussion on the sandy soil allowing good drainage so as to minimize the impact on the boundary line trees when the new trench is completed is held.
Treasurer Dinah Reiss discusses the need to obtain legal review of the proposed bond article wording for the bank to review. Mike Smith makes a motion to have Nancy Cole and Treasurer Dinah Reiss work together to obtain the needed reviews of the bond article wording by the Department of Revenue and legal counsel. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ralph Lutjen makes a motion to authorize Treasurer Dinah Reiss to pay off the TAN balance via direct debit to the bank account. Mike Smith seconds the motion and the motion passed 3-0.

11. Other Business

The information from the engineer on the Reinach Pressure Zone and Pressure Reducing pits has been received.

12. Public Comments

At 9:58 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (c) reputation. Ralph Lutjen seconds the motion. Motion called via roll call Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Motions and votes of non-public session:
None made

At 10:45 am Mike Smith makes a motion to exit Non-Public session and resume public meeting. Ron Sandstrom seconds the motion. Motion called via roll call Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

A call is made to Engineer Nick Sceggell.
A call is made to Engineer Paul Fluet.

At 11:15 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

•

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/01/CM121917.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
December 19, 2017

The Board of Commissioners met at 8:00 am on Tuesday, December 12, 2017. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Treasurer Dinah Reiss and resident Adam Leiser. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

Mike Smith makes a motion to move scheduled appearances first and approve the agenda as amended. Ralph Lutjen seconds the motion and the motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille states that the backhoe plow has been received and is working great. The backhoe will need chains for the front tires; estimated cost $544. An additional $1,000 will be needed for plow blade edges. Ralph Lutjen makes a motion to approve $1,000 for plow blade edges. Mike Smith seconds the motion and the motion passed 2-0. Ralph Lutjen makes a motion to approve chains for the backhoe up to $550. Mike Smith seconds the motion and the motion passed 2-0.
Kelly Robitaille reports that brine is being used and is having a noticeable impact. The brine reduces the temperature to which the salt is effective; which is highly beneficial. Pre-treating has been done and did appear to extend the time before treatment was needed; this will be watched throughout the winter. Kelly Robitaille discusses filling the calcium chloride tank with brine; this will allow the crew to use brine when the filling station at Coleman’s is closed. The tank holds 750 gallons; $450 - $500 estimated cost. Filling of the tank will be held until January.
The TerraStar is discussed. The wing plow caught on the transition from asphalt to dirt at Old Town Rd. The wing plow supports were damaged; the truck has been repaired.
Ralph Lutjen discusses report of a water leak on Grison that he received over the weekend. Ian Hayes has stated that he has checked the area and isolated the lines with no noticeable reduction to water flow; 3-5 gpm were noted. A leak of the size to create the wet area on Grison would be expected to be 15-20 gpm. Water operator Ian Hayes does not think this is a water leak. Kelly Robitaille would need to dig the area to determine the source of the water. The risk of digging the area at this time is reviewed and discussed. Area will be watched.

3. Water

Ralph Lutjen discusses the need for the drawings for Reinach Pressure Zone to obtain pricing for the connections intended for inclusion in phase 1. A follow up will be done with Nick Sceggell.

4. Administration

The motion log is reviewed and discussed.
The cash flow report is reviewed and discussed. Treasurer Dinah Reiss outlines that all TAN proceeds have been transferred to the operating account; a $190,000 note will need to be paid upon receipt of the tax check in January. Recommendation for assignment of $15,000 of water repairs completed this year to the water extension fund is made. Ralph Lutjen makes a motion to assign $15,000 to the Water Extension Fund and move said funds to the operating account. Mike Smith seconds the motion and the motion passed 2-0. Allocation of recent equipment expenses to the capital reserve fund is recommended. Ralph Lutjen makes a motion to transfer up to $10,000 from the Highway Equipment Capital Reserve Fund. Mike Smith seconds the motion and the motion passed 2-0.
Security is discussed. Pump house security quote will be acted on following the first of the year. A follow-up will be made on the status of the locks previously ordered.
A follow up will be sent on the status of the isolation valve mapping.
The year to date and proposed 2018 budget is reviewed and discussed. Ralph Lutjen outlines the need to keep the operational budgets steady; many line items within the budget are fixed.
Mike Smith makes a motion to approve payroll in the amount of $7,772.57. Ralph Lutjen seconds the motion. Report and time cards are reviewed and discussed. Motion passed 2-0.
The pump house electricity usage report has been updated through November. Costs per station per month have been added and completed through November. Ralph Lutjen outlines that the report is showing the improvements being made in the pump houses; the report is an indicator of improvements in efficiency.

5. Accounts Payable

Mike Smith makes a motion to approve 15 checks for a total of $13,144.26. Ralph Lutjen seconds the motion. Checks and invoices are reviewed and discussed. Motion passed 2-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of December 12 as presented. Ralph Lutjen seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to approve the minutes of December 13 as presented. Ralph Lutjen seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Ralph Lutjen discusses the UNH Storm Water Management proposal. Minor alterations to the agreement are recommended, including addition of presentation to Commissioners at two meetings; half-way and completion. Ralph Lutjen makes a motion to communicate the requested changes and request a final document from Dr. Houle of UNH Storm Water Management Center. Mike Smith seconds the motion and the motion passed 2-0.
Ralph Lutjen discusses the draft of the 2018 Warrant. Some numbers need to be finalized within the document. Ralph Lutjen discusses the option of a large loan for the water system. If pursued, this will alter the draft as the loan would become Article 2 and would incorporate some of the individual articles within the draft.
Ralph Lutjen makes a motion to have engineer Nick Sceggell prepare the design for the Little Loop drainage on the property of #4. Mike Smith seconds the motion and the motion passed 2-0.
Ralph Lutjen discusses the idea of placing the new mailboxes perpendicular to the existing; creating an L-shaped area.
Review of remaining draft warrant articles is completed.

8. Signature Items

Mike Smith makes a motion to sign PO 231 in the amount of $726 for Terra Star plow blades. Ralph Lutjen seconds the motion and the motion passed 2-0.
Ralph Lutjen makes a motion to enter a quarterly service contract with Electrical Engineering Inc for SCADA services in the amount of $3,500. Mike Smith seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to sign PO 232 in the amount of $6,600 for backhoe plow. Ralph Lutjen seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to approve the increase to the backhoe plow approval to $6,600 and to withdraw these funds from the Highway Capital Equipment Capital Reserve Fund. Ralph Lutjen seconds the motion and the motion passed 2-0.

9. Correspondence

The NH Retirement System has sent a bulletin outlining proposed legislation that may affect the retirement system.

10. Scheduled Appearances

Adam Leiser has come to the meeting to question status of the Little Loop drainage design. Mr. Leiser is informed that the Board has voted to keep the drainage on his property and not move it to the center line between the properties of #4 and #6 Little Loop. The detriment to the ecosystem if moved to the centerline is the reason the Board has chosen to return to the original proposed location on the property of #4. An easement will be needed to establish and maintain the drainage on the property. Adam Leiser states that he is not against granting the easement, but would like to see the design prior to granting the easement. Mr. Leiser will be granted two weeks from date of receipt of the drawing to review and advise if the easement will be granted.
Mr. Leiser asks about the mailboxes and is informed that an article will be placed on the 2018 Warrant to expand the area and add two additional sets of boxes.

11. Other Business

Mike Smith makes a motion to encumber all remaining funds within the Lodge repair Warrant Article. Ralph Lutjen seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to encumber all remaining funds within the Reinach Pressure Zone Engineering Warrant Article. Ralph Lutjen seconds the motion and the motion passed 2-0.
Mike Smith makes a motion to encumber all remaining funds within the Muddy Beach Upgrades Warrant Article. Ralph Lutjen seconds the motion and the motion passed 2-0.

12. Public Comments

At 9:15 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

•

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/12/CM120517.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
December 5, 2017

The Board of Commissioners met at 8:00 am on Tuesday, December 5, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Jeff DeMartino (hwy), Treasurer Dinah Reiss and resident Adam Leiser. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

The inspection on the Terra Star has been completed; the rear brakes were replaced. Mike Smith makes a motion to approve $1,387.25 for rear brakes and inspection on the Terra Star. Ralph Lutjen seconds the motion and the motion passed 3-0.
Grader and International 7400 are being outfitted for winter operations. Some hoses will be picked up to complete installation of the brine system on the F-550. Kelly Robitaille will follow up on the status of the backhoe plow order. Existing chains will be used on the backhoe as needed this winter.
DPW II site is discussed. Area will be smoothed and graveled; 4 loads of gravel will be needed. Mike Smith makes a motion to approve up to $300 in gravel for the DPW II yard. Ralph Lutjen seconds the motion and the motion passed 3-0.
Sand supply and use of grit mixed with the sand are discussed. Mike Smith makes a motion to approve up to $500 for grit. Ralph Lutjen seconds the motion and the motion passed 3-0.
Salt supply is good. Brine will be picked up per storm at Coleman’s.
The driveway at 14 Little Shore is discussed. A 70 foot culvert would be needed if the roadside parking area that is used by the residents is also to be included. Placing a culvert under the driveway only would eliminate the ability to use the roadside parking due to the outlet of the culvert and ditch. Heavier stone could be used as an alternative. Placement of a culvert at 16 Little Shore and the potential benefit of this drainage improvement to the property at 14 Little Shore are discussed. Mike Smith makes a motion to send a letter to the property owner of 16 Little Shore advising of the need to install a driveway culvert. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to send a letter to the property owner of 14 Little Shore advising the intent to have a culvert placed at 16 Little Shore and planned review of the driveway at 14 for possible need for a driveway culvert to be installed. Ralph Lutjen seconds the motion and the motion passed 3-0. Mike Smith makes a motion to include a not to exceed $500 cost estimate in the letter to the property owner of 16 Little Shore. Ralph Lutjen seconds the motion and the motion passed 3-0.
The culvert on Bristenstock at the top of Salins is discussed. Culvert rises under center of road which blocks flow; planned for replacement in 2018. New culvert will cross Bristenstock directly to outlet into the existing drainage. Proposed culvert budget for 2018 reviewed and discussed.
Mike Smith informs the crew of a compliment received from State Representative Mark McConkey who commented that the roads have improved in Eidelweiss and are now in good shape.
The highway crew will review the proposed 2018 budget line items.

3. Water
4. Administration

The 2018 proposed budget is reviewed.
Mike Smith makes a motion to approve payroll in the amount of $5,209.48. Ron Sandstrom seconds the motion. Report and time cards reviewed. Motion passed 3-0.
RSA 91-A is discussed. Recommendation for removal of or revision to current 91-A request form is discussed. Mike Smith makes a motion to start a 91-A log book of all requests. Ralph Lutjen seconds the motion. Discussion on written policy or procedure is held. Motion passed 3-0. Mike Smith makes a motion to add that a non US citizen is required to come to the office for information. Ralph Lutjen seconds the motion. Ralph Lutjen states that this is not needed; it would impede access to records with no benefit. Motion failed 1-2 with Ralph Lutjen and Ron Sandstrom against adding this to the policy.
Ralph Lutjen will work with Nancy Cole on revision of existing policy.

5. Accounts Payable
6. Minutes

Ron Sandstrom makes a motion to approve the minutes of November 21 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to approve the minutes of November 28 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen makes a motion to pursue the repair at 4 Little Loop in two phases; elevate road with correction of grade at 3 Little Loop with phase 2 to establish the ditch line for flow. Phase 1 will also remove trees at the entrance to the driveway at 4 Little Loop. Ron Sandstrom seconds the motion. Discussion ensues; initial benefit will be reduction of road water flowing onto 4 Little Loop. Correction of drainage from the driveway at 3 Little Loop will reduce water flowing onto road which is currently crossing to the property at 4r Little Loop. Implementing plan will move project forward while final solution is completed. Adam Leiser is informed the legal opinion regarding use of the sideline boundaries of all properties has now been received and will be sent to the engineers. Motion passed 2-1 with Mike Smith against. Mike Smith makes a motion to send a letter to the property owner of 6 Little Loop regarding use of the sideline boundary for drainage with 2 week response time. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to send a letter to the property owner of 3 Little Loop outlining need for correction of the drainage issue from the driveway. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith reviews the 2018 list for proposed Warrant Articles. Discussion is held on funding – proposing a large loan for the water system will allow for management of water usage fees and leveling of rates in the upcoming years. Ability to manage projects by limiting the amount of intended projects per year is outlined. Beginning the creation of the Reinach pressure zone by completing the line connections to close loops and lay the tie-in piping to the new station location as phase 1 with building of the new pump house with hydro tank as Phase 2. Long term funding option of a 3-year draw-down while paying interest only followed by a 12-year term loan is reviewed. Warrant Article wording will need to be specific on the long term debt impact to be approved and funding source of usage fees backed by taxes should shortfall of revenue occur. Discussion on other needs and the ability to fund needs like pipe replacement is held. Looking into a smaller loan as an option will be done by Treasurer Dinah Reiss.

8. Signature Items

Mike Smith makes a motion to sign the withdrawal request from the Highway Equipment Capital Reserve Fund in the amount of $2,430 for the purchase of the brine system. Ralph Lutjen seconds the motion and the motion passed 3-0. .
Mike Smith makes a motion to sign purchase order 225 in the amount of $400 for rental of the leaf blower. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign purchase order 226 in the amount of $900 for parts to repair the International 7400. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Bank of NH has confirmed that the water system would be eligible for a general obligation loan regardless of intent to fund by water usage fees based upon the opinion of Attorney Chris Boldt following the review of Department of Revenue tax rate setting documents. Should anticipated revenue shortfall occur, even in stated revenue is water usage fees; the shortfall becomes included in the amount to be raised by taxes.
NH Department of Environmental Services deadline for applications for the 2018 Asset Management Grant is December 12. Completed application is reviewed. Inclusion of replacement of the tank at Muddy Beach is discussed. Ralph Lutjen outlines the guidelines for the grant; the tank will not be pursued. Ralph Lutjen makes a motion to approve the application for submission to NH DES. Mike Smith seconds the motion and the motion passed 3-0.
The third party report for electric supply for October resulted in a savings of $378.
Granite State Analytical has sent December’s newsletter with Holiday Greetings to all.
NH DOT is altering the pricing formula for unleaded fuel; it will now be priced per delivery.

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

At 9:45 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters. Ron Sandstrom seconds the motion. Motion is called via roll call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Motions and votes of non-public session:

Bonuses for employees are approved unanimously; Nancy Cole $1,500, Kelly Robitaille $1,500 and Jeff DeMartino $1,000.
Payroll increase to $9,209.48 is approved unanimously.

Mike Smith makes a motion to run the part-time snow plow ad. Ron Sandstrom seconds the motion and the motion passed 3-0.

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

Respectfully submitted,

Nancy E. Cole
Administrator

•

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/12/CM112817.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
November 28, 2017

The Board of Commissioners met at 8:00 am on Tuesday, November 28, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy) and Treasurer Dinah Reiss. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports the crew is continuing with leaf blowing. Ditch lines and culverts are being cleaned. A photo of a can on top of the mailboxes and trash next to the Conway Daily Sun box was sent Sunday afternoon. The trash was removed prior to the DPW checking the area Monday morning upon return from the holiday weekend.
Equipment is good. The Terra Star inspection will be completed next week. The truck may need brakes. The shop will be contacted to see if this week is possible for scheduling. The plow for the backhoe has been ordered and is expected within two weeks. Sand & salt supplies are good; the taxpayer sand pile will be set up. The brine delivery system is being set up on the F-550.
The installation of the culvert under Eidelweiss Drive near #68 will be completed next spring. The gravel pile that has been set for this work will be protected.
The Eidelweiss Neighborhood Watch Program signs are being put up.
Draft letter for installation of driveway culverts at 12, 14 and 16 Little Shore is reviewed. Driveway at 14 is larger than others; additional culvert length would be needed. The letters will be held for the update to the property owner at #14.

3. Water

The replacement for the pump at Muddy Beach is expected to ship this week. Installation is scheduled for next week.
Three properties will have water service disconnected next week for overdue water bills.
A follow-up will be done with Tom Therrien for pricing for security panels for the water stations.

4. Administration

Budgets with the 2018 proposed figures will be reviewed next week.
The Property & Liability not to exceed budget number for 2018 has been received from Primex. Mike Smith makes a motion to set the Property & Liability Insurance budget for 2018 at $41,200. Ron Sandstrom seconds the motion and the motion passed 3-0.
5. Accounts Payable

Mike Smith makes a motion to approve 15 checks for a total of $22,912.15. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes
7. Commissioners Reports

Ralph Lutjen makes a motion to follow up with the engineers on options for Little Loop. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ron Sandstrom reports that he is working on setting up the email notification for the website.
Mike Smith makes a motion to approve installation of the propane heaters at Muddy Beach, the lodge and Summit pump house not to exceed $5,000. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to contact NHMA Legal Inquiries regarding 91-A requests from a non-US citizen. Motion failed for lack of a second.
Ralph Lutjen discusses staying transparent and making additional data, like water usage numbers, on the website. Mike Smith will pursue the question with NHMA directly.

8. Signature Items

Letters will be held for updates.

9. Correspondence

The electrician has sent his schedule for installation of the lightening protection at water stations.
Paul Fluet has sent a request to use a local surveying company for the work at Thusis.
Mark Graffam sent the photo of the trash at the mailboxes previously discussed.
Jerry Mosher of Klausen has been in contact with Madison PD regarding trash left at the summit area. Mr. Mosher has removed trash multiple times after contact with the Police. Mike Smith makes a motion to send a thank-you to Jerry Mosher for his actions regarding monitoring and cleaning up of the Summit area. Ron Sandstrom seconds the motion and the motion passed 3-0.
NH Municipal Association has sent the bi-weekly News Link.

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

At 8:43 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (e) legal and (a) employment matters. Ron Sandstrom seconds the motion. Motion is called via roll call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Motions and votes of non-public session:

Ralph Lutjen makes a motion to inquire with a possible candidate for office work should Nancy Cole need family medical time off. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 9:24 am Mike Smith makes a motion to exit non-public session and adjourn the meeting. Ralph Lutjen seconds the motion. Motion is called via roll call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

•

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/12/CM112117.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
November 21, 2017

The Board of Commissioners met at 8:00 am on Tuesday, November 21, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy) and resident Adam Leiser. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

Mike Smith makes a motion to approve the agenda with signature items as priority. Ralph Lutjen seconds the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that leaf blowing is being worked on. A rental blower has been obtained from Russ Lanoie; the same machine used last year. Cost is $200 per day and it will be needed all day. Ralph Lutjen makes a motion to approve $400 for two days rental of the leaf blower. Mike Smith seconds the motion and the motion passed 3-0.
The brine application system has been purchased at Maclean’s for a total of $1,500. Some connection hoses will be needed; system is being set up on the F-550.
Parts needed for the International 7400 are discussed; total cost $900. Mike Smith makes a motion to approve up to $900 for parts for the 7400. Ron Sandstrom seconds the motion and the motion passed 3-0.
16 Little Shore is discussed. Kelly Robitaille outlines that this is not a road drainage issue; a driveway culvert is needed. Mike Smith outlines that 14 and 12 Little Shore have the same issue; driveway culverts are needed at all 3 locations. Mike Smith makes a motion to send letters to the property owners of 12, 14 and 16 Little Shore for placement of driveway culverts. Ralph Lutjen seconds the motion. Discussion ensues; work to be done in the spring, the homeowner will purchase the culvert, VDOE will install. Additional ditch work will also be done in the area as the culverts are placed. Kelly Robitaille will smooth area for now. Estimate per property owner up to $300. Motion is called to a vote and the motion passed 3-0.
2 loads of salt have been received; sand may be needed in December.
The header on the Adelboden culvert is reviewed. Gravel is covering stones, making it difficult to identify in the photo.
Neighborhood watch signs provided by the Eidelweiss Property Owner’s Association will be put up by the DPW; 10 signs now with 4 more to be installed when received. Mike Smith makes a motion to approve the locations for the Eidelweiss Neighborhood Watch signs as recommended by Madison Police Chief Colby. Ralph Lutjen seconds the motion and the motion passed 3-0.

3. Water

4. Administration

The motion log is reviewed and discussed.
2018 proposed budget is reviewed and discussed. Actuals have been used for fixed costs.
Numbers will be reviewed going forward.
Mike Smith makes a motion to approve payroll in the amount of $6,418.92. Ron Sandstrom seconds the motion. Report and time cards are reviewed. Motion is called to a vote and the motion passed 3-0.

5. Accounts Payable
6. Minutes

Mike Smith makes a motion to approve the minutes of November 7 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to approve the minutes of November 14 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ron Sandstrom makes a motion to have Ralph Lutjen act as liaison for the Commissioners with the Eidelweiss Property Owner’s Association and the Police Chief on the neighborhood watch program. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith discusses the holiday schedule; meet 12/19; no meet week of 12/26; meet 01/03/2018.
Bonuses for employees will be discussed next week.
Ralph Lutjen discusses establishment of numbers for warrant articles as priority. A follow up will be sent to the engineer. Meeting with the engineer is discussed; even if by phone.
Inspection of one Reinach tank and the Jungfrau tank is to be scheduled follow installation of the replacement pump at Muddy Beach. Installation of the replacement pump is scheduled for the first week in December.
Mike Smith makes a motion to have Ian Hayes contract excavation of the Reinach tank for inspection. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

Mike Smith makes a motion to sign the Tax Anticipation Note documents. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign the third party electric supply agreement. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign purchase order 221 in the amount of $300 for asphalt for Aspen. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign purchase order 222 in the amount of $750 for gravel for Diessbach. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign purchase order 223 in the amount of $500 for installation of the bypass for the Jungfrau tank. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to sign purchase order 224 in the amount of $4,000 for salt. Ralph Lutjen seconds the motion and the motion passed 3-0.

9. Correspondence

The photo of the Adelboden culvert inlet previously discussed was received.
A document regarding water line inspection by the water operator has been received. Ron Sandstrom makes a motion to create a water line inspection form for service lines. Ralph Lutjen seconds the motion and the motion passed 3-0.
Sign locations for Eidelweiss Neighborhood Watch Program have been received and approved.

10. Scheduled Appearances

Resident Adam Leiser has come to the meeting to question the status of the Little Loop engineering design. Options for the design have been requested; the Commissioners are awaiting the information. The option of raising the driveway at 4 Little Loop with removal of the one tree at the edge of the driveway is outlined as a possible solution. Ralph Lutjen outlines that contact with the other property owners will occur once an action plan is established. Additional discussions will be held prior to finalizing the design.

11. Other Business
12. Public Comments

At 8:50 am Mike Smith makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (e) legal. Ralph Lutjen seconds the motion. Motion is called via roll call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Motions and votes of non-public session:
Mike Smith makes a motion to pull the information regarding the location of the septic field for 6 Little Loop. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to request the engineers report on Saint Moritz. Ralph Lutjen seconds the motion and the motion passed 3-0.

At 9:02 am Mike Smith makes a motion to exit non-public session and adjourn the meeting. Ralph Lutjen seconds the motion. Motion is called via roll call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

•

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/12/CM111417.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
November 14, 2017

The Board of Commissioners met at 8:00 am on Tuesday, November 14, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Treasurer Dinah Reiss and resident Adam Leiser. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille is working roads from yesterday’s unexpected snow. A good job was done responding to slippery conditions by the DPW. Kelly Robitaille has stated that salt will be needed. Ron Sandstrom makes a motion to approve 2 loads of salt. Mike Smith seconds the motion and the motion passed 3-0.
A header for the culvert replaced on Adelboden is discussed. Kelly Robitaille will be asked to check/install header.

3. Water

Water Operator Ian Hayes is performing system flushing this week.
Ordering the second pump for Muddy Beach is discussed. Status of the replacement request for the first pump will be checked.

4. Administration

A safety meeting will be scheduled.
The motion log will be reviewed next week.
Treasurer Dinah Reiss discusses the monthly cash flow report. A second TAN loan was requested yesterday. Documents will need to be signed next week. Mike Smith makes a motion to sign the TAN documents upon receipt. Ralph Lutjen seconds the motion and the motion passed 3-0.
Treasurer Dinah Reiss informs the Board that the transfer of the final $1,500 due from water usage fees to the operating account was completed yesterday.
The Muddy Beach pump is discussed. Ron Sandstrom makes a motion to have Mike Smith contact the vendor for status of the requested replacement pump and ordering of the second pump if necessary. Ralph Lutjen seconds the motion and the motion passed 3-0.
The status of 2017 water usage fee collection is discussed. Eight houses were posted.
An Asset Management meeting is being scheduled.
Mike Smith states that, if weather permits, an additional attempt will be made to locate the remaining curb stop valves.
Turning on the water system bleeders for the winter season is discussed. Mike Smith makes a motion to have water operator Ian Hayes turn on the bleeders prior to Thanksgiving. Ralph Lutjen seconds the motion and the motion passed 3-0.
The October daily water usage report is reviewed.
The third quarter water usage has been submitted to and accepted by NH DES.
The drainage plan for the Thusis Beach area is discussed. The drainage is anticipated to extend more than 10 feet beyond the boundary line. Mike Smith makes a motion to do a boundary survey at the Thusis lot. Ralph Lutjen seconds the motion and the motion passed 3-0.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 15 checks for a total of $11,171.57. Ralph Lutjen seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of Oct 17 are reviewed. Mike Smith makes a motion to approve the minutes of October 17 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.
The minutes of Oct 24 are reviewed. Mike Smith makes a motion to approve the minutes of October 24 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.
The minutes of Oct 31 are reviewed. Mike Smith makes a motion to approve the minutes of October 31 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.
The minutes of Oct 31 reconvened session Nov 2 are reviewed. Mike Smith makes a motion to approve the minutes of October 3 reconvened session Nov 2 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen presents the sign created by the Eidelweiss Property Owner’s Association (EPOA) for neighborhood watch. Ten signs have been made. Ron Sandstrom makes a motion to send the EPOA a thank you note for the initiative and approve placement of the sign. Mike Smith seconds the motion and the motion passed 3-0.
Mike Smith discusses scheduling the formal employee review for Jeff DeMartino for next week.

8. Signature Items

Adam Leiser questions the boundary line easement that was discussed last week. Mike Smith outlines the continuance of research into this question. Discussion is held on placing the drainage on the property at #4 Little Loop to facilitate moving forward with the plan. Adam Leiser discusses concerns with the drainage as designed. Discussion is held on approaching #6 Little Loop to question if willing to participate in the drainage design should the boundary line be the chosen location for the drainage.
Ron Sandstrom makes a motion to contact Alpine Title for legal review of the deeds for the side line boundary easement. Ralph Lutjen seconds the motion and the motion passed 3-0.
Ralph Lutjen makes a motion to request drainage solutions for the property at #3 Little Loop. Ron Sandstrom seconds the motion and the motion passed 3-0. Discussion is held on existence of the driveway prior to the Driveway Ordinance.
Raising of the grade at the driveway at #4 Little Loop with the removal of one tree at the end of the driveway is discussed. Ralph Lutjen makes a motion to have Nick Sceggell evaluate removal of the one tree with the road sloped to move water to the low spot. Ron Sandstrom seconds the motion and the motion passed 3-0.
The health insurance renewal is presented. Mike Smith makes a motion to sign the health insurance renewal. Ralph Lutjen seconds the motion and the motion passed 3-0.
The Granite State Analytical testing renewal for the water system is presented. Mike Smith makes a motion to approve the testing agreement renewal up to $6,300. Ralph Lutjen seconds the motion and the motion passed 3-0.

9. Correspondence

NH Municipal Association has sent the bi-weekly News Link.
Melcher & Prescott have sent notice of a transfer of ownership.

10. Scheduled Appearances
11. Other Business

Ron Sandstrom outlines that an upgrade to the email service for the website is available for $7.37 per month. Ron Sandstrom makes a motion to approve up to $90 per year for an email service for the website. Mike Smith seconds the motion and the motion passed 3-0.

12. Public Comments

At 9:05 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator