VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday August 23, 2022

The Board of Commissioners met at 9:00am on Tuesday August 23, 2022.

In attendance for the public meeting are Commissioner Jay Buckley, Commissioner Mike Smith, Commissioner Ralph Lutjen, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator, Doug Prescott, Larry Leonard, Ian Hayes, Andrew Harteveldt, Kathy Koziell & Wooda McNiven.

Meeting videotaped by Carol of Madison TV

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

Public Meeting

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

Jay Buckley makes a motion to approve the Minutes of 8/16/22, Ralph Lutjen 2nds, passes 3-0.

Jay Buckley makes a motion to approve the 8/16/22 Non-Public Minutes RSA 91-A:3 II (b), Ralph Lutjen 2nds, passes 3-0.

Mike Smith makes a motion to approve the 8/16/22 Non-Public Minutes RSA 91-A:3 II (c), Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion to approve the payroll manifest for $9,685.50, Jay Buckley 2nds, passes 3-0

Jay Buckley makes a motion to approve the Operating Account manifest for $10,093.43, Ralph Lutjen 2nds, passes 3-0

Ralph Lutjen makes a motion to approve the Water Project Fund manifest for $907.50, Jay Buckley 2nds, passes 3-0

Administration

Discussion on Alexis Wagoner & Donna MacKinnon becoming notaries.

Mike Smith makes a motion to have Alexis Wagoner & Donna MacKinnon apply for notary status paid for by the VDOE, Jay Buckley 2nds, passes 3-0

Discussion on parking lot signs and the current ordinance. The parking lot signs need to reflect the current ordinance stating that you need to notify the office after 30 days for longer parking.

Ralph Lutjen reads the parking sign “Welcome to the Village District of Eidelweiss Huttwil Parking lot. Please Park at your own risk, there is no surveillance at this lot. Please contact the office to fill out a parking request form when parking more than 30 nights. Maximum of 30 consecutive days allowed for parking at this lot. Please notify the Madison Police directly at 603-367-8334 to report any violation or suspicious activity. Thank you! Your cooperation is greatly appreciated!”

Ralph Lutjen makes a motion to approve the parking lot sign with the updated wording, Jay Buckley 2nds, passes 2-1

Discussion on proposed beach signs. Ralph Lutjen reads beach sign “Welcome to the Village District of Eidelweiss Beaches Please Help Keep Our Property Safe, Clean, And Enjoyable by Following These Regulations: No Lifeguard on Duty – Swim at Your Own Risk Trash Receptacles Are Not Provided – Carry In, Carry Out. Do Not Dump Trash in The Outhouses. Children Under 10 Years of Age Must Be Accompanied by An Adult No Smoking, Open Fires or Fireworks Allowed. Alcoholic Beverages and Glass Containers are Not Allowed. Dogs Are Not Permitted on The Beaches at Any Time. Please Be Respectful of the Wildlife.  Do Not Feed the Ducks.  Do Not Approach or Chase the Loons. Canoes, Kayaks and Other Watercraft Cannot be Stored or Tied on District Property Unless in an Assigned Rack Space Beaches Are Closed From 10 pm to 6 am. Camping is Not Permitted, Except with Permission from the Board of Commissioners Please Notify the Madison Police Directly at 603-367-8334 to Report Any Violation of These Regulations. Thank You!  Your Cooperation is Greatly Appreciated! You Are at Eidelweiss Beach; 78 Eidelweiss Drive”

Ralph Lutjen makes a motion to approve the beach sign wording, Jay Buckley 2nds, Ralph Lutjen makes an amendment to run it by Primex before having the signs made, Jay Buckley 2nds amendment, passes 3-0

Discussion on 2021 audit. The draft will be here in 2 weeks. Ralph Lutjen asks Donna MacKinnon to reach out about the adverse opinion.

Discussion on September Meeting Schedule.

Ralph Lutjen makes a motion to approve the September meeting schedule, Jay Buckley 2nds, passes 3-0

Discussion on backhoe. Spoke with the DRA and we do not need to have a special meeting since it does not go over the budget or bind the VDOE to spend in the future. Going to sign the rental agreement to rent for 1 month.

Ralph Lutjen makes a motion to sign a 1-month rental agreement with John Deere for the backhoe, Mike Smith 2nds, passes 3-0

Ralph Lutjen explains the backhoe situation again: Going to lease for 1 year that has an escape clause. At the March meeting we will present it to the voters to either buy the backhoe or get out of the lease. Jay Buckley comments that he thinks the VDOE should fix the Volvo and continue to use it until the annual meeting where the voters can decide what to do next.

Jay Buckley makes a motion to continue using the Volvo until the March Annual Meeting, No 2^nd.

Ralph Lutjen states that there is a high risk if we do not have the John Deere and rely on the Volvo. What if the Volvo breaks in the winter, how long until that can get fixed. If it breaks again in the winter, then we will not have the equipment to deal with the snow thus putting us in an emergency situation. With the John Deere the voters will have the ability to end the lease and not move forward but ensure we have something to get us through the winter. To move forward the office needs to get an updated lease agreement and permission from the DRA to move forward in this manner. We did reach out to get three quotes, Caterpillar did not answer our request, Case came in $16,531 above what John Deere is asking. John Deere is the best that we can do and is an American made company that will not have a shortage in parts.

It would cost $9,820 a year to lease the backhoe from John Deere. They also gave a trade in value of $28,000 for the Volvo backhoe.

Ralph Lutjen makes a motion to transfer $416.00 from the Dawson’s Excavation & Utility Services Retainage Account to the Operating Account, Jay Buckley 2nds, passes 3-0.

Sale of the Lodge

Jay Buckley opens the Lodge conversation mentioning that we spoke with the lawyer this morning regarding Ron Briggs installing the property markers which will not be done until October. The VDOE will pay the $1,200 for the work to be completed and the lawyer is going to write up paperwork for the Commissioners to sign stating that we will be responsible for the fee.

Ralph Lutjen explains that the gross sale of the Lodge was for $375,000 after closing costs the net proceeds came to $357,010.80.

Ralph Lutjen makes a motion to sign the closing documents for the sale of the Lodge, Jay Buckley 2nds, passes 3-0

Jay Buckley discusses the vaults for the PRV project and that he has reached out to other concrete companies.

The Commissioners signed the closing documents for the Lodge with Linda Shackford as the Notary.

Jay Buckley makes a motion to resign CD-575 out of session, Ralph Lutjen 2nds, passes 3-0

The commissioners thank Alexis Wagoner & Donna MacKinnon on all the work they have done to get the Lodge ready for sale and for making all of this happen.

Ralph Lutjen mentions that the buyer had waived the inspection and bought it with a failed septic system. It is going to cost them probably another $30,000 to do the septic. The new buyer will most likely make improvements.

Commissioner’s Concerns/Reports

Jay Buckley goes back to his conversation about the PRV project concrete vaults. He reached out to three companies, and one was completely bided out and couldn’t do the work. Another we could buy directly from and the third was booked out but could purchase the vault for us from the 2^nd company as well. Jay Buckley spoke with Rick Skarinka and noted that if we were to do the project in house then we would need to get two quotes for everything needed which would be hard going forward since we only have one quote for the vault.

Jay Buckley discusses Kelly Robitaille getting his water operator license. He doesn’t think that it is necessary, and that Kelly already has enough on his plate.

Mike Smith makes a motion to move the question since it was already voted on, No 2^nd.

Mike Smith asks Jay Buckley if he is going to run for Commissioner next year. Jay Buckley responds no comment. Mike Smith thinks that the VDOE shouldn’t be paying for milage for Jay Buckley to attend the water rate setting seminar if he isn’t going to be setting the rates next year. He suggests the office go instead.

Mike Smith makes a motion to send the girls in the office and to see if there is a zoom version, and if not have them go in person, Ralph Lutjen 2nds for discussion, Ralph Lutjen makes an amendment to include the Board of Commissioners and the Office for attending, Jay Buckley 2nds the amendment, passes 3-0

Water System

Discussion on the SCADA system and the cybersecurity grant. Andrew Harteveldt discusses the SCADA computer and suggests doing interval replacement and replacing the computer prior to it dying. The computer is from at least 2012 and the recommended age to be replaced is every 7 years. The software also needs to be updated. With the grant that is available right now we will need to have a free cybersecurity assessment done. Andrew Harteveldt suggests getting a rack computer with no mouse, keyboard or monitor and having remote access only which would increase security and take up less room in the office. The first step to the grant is getting the free assessment done.

Jay Buckley makes a motion to apply for the free cybersecurity assessment, Ralph Lutjen 2nds, passes 3-0

Andrew Harteveldt also adds that he is not sure if the grant will cover the cost of a new computer, but we will have to wait for the assessment to come back. The software is pricy but that would be covered under the grant. Ian Hayes mentions that this is something that has been talked about for a while now and needs to be done. Andrew Harteveldt states that we need to make sure that there’s a backup and everything is recorded. Ian Hayes responds that Tom from EII maintains all the PLC’s and has the backups and there should be documentation in the office on where the backups are. Andrew Harteveldt state that he can help the office fill out the application. Mike Smith has a question for Tom which is do the pump houses need any upgrades to their systems. Ian Hayes answers that Tom has gone through the pumphouses and upgraded about half the PLC’s and some of the other hardware. Mike Smith requests we reach out to Tom to ensure nothing needs to be upgraded in the pump houses that this grant could cover.

Ralph Lutjen mentions that the Highway & Roads Committee is meeting next week to go over the 5-year plan for roads and which projects we will do and how they will be paid for.

Jay Buckley mentions that the Water Committee met and there is conflict with the paving of Eidelweiss Drive since the two projects would go hand and hand.

Correspondence

Review of Neighborhood Energy August Report

Jay Buckley adds that he spoke with Shauna Kondrat from the BPPWPA, and she had told him that someone had removed the man-made dam but then someone had put the dam back. Ralph Lutjen states that he reached out to the state, and they fully support the VDOE removing the man-made dam.

NON-PUBLIC MEETING

Ralph Lutjen makes a motion at 10:20am to go into Non-Public for RSA 91-A:3, II (c).  Mike Smith seconded.  Motion Passed 3-0.

Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (c) and return to public meeting at 10:58am.  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion to adjourn at 10:59am, Jay Buckley 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday August 16, 2022

The Board of Commissioners met at 9:00am on Tuesday August 16, 2022.

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

Meeting videotaped by Carol of Madison TV

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

Public Meeting

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

Kelly Robitaille requests that Jeff’s review be postponed until jeff is back from vacation.

Mike Smith makes a motion to approve the Minutes of 8/9/22, Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion to approve the 8/9/22 Non-Public Minutes RSA 91-A:3 II (d), Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion to approve the Operating Account manifest for $22,848.25, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the Water Assessment Fund manifest for $59,666.04, Jay Buckley 2nds, passes 3-0

DPW

Kelly Robitaille requests the week of 8/22/22 off, Jeff DiMartino is off this week 8/15/22 and then Tony Eldridge will be off for two weeks starting 8/29/22.

Mike Smith makes a motion to approve Kelly’s vacation time off request, Ralph Lutjen 2nds, passes 3-0

Discussion on the rafts on the ponds. The DPW removed a raft on Geneva beach, someone had relocated the raft and the chains were all twisted. On Boulder beach Kelly Robitaille found 8-10 kids trying to flip the raft, he yelled at them to stop but none of the kids cared, and the parents did nothing either. Kelly Robitaille is concerned the raft is going to flip over onto someone and get seriously hurt. Alexis Wagoner spoke with Primex, and signs need to be posted on the rafts to reduce liability but even with the signs posted there is still liability.

Ralph Lutjen makes a motion to remove the rafts from the beaches, Mike Smith 2nds, passes 3-0

Kelly Robitaille states that the VDOE has tried other alternate options to the rafts in the past, but nothing has worked well. Jay Buckley adds that we can review next year and see if there is anything else out there. The DPW is going to pull them completely and store them away until next year. There is potential to sell them as well.

Discussion on signage at the beaches. Signs need to be there that state swim at your own risk, no lifeguard on duty, etc. Office is to put together verbiage for the next meeting. Kelly Robitaille also mentions to add no dog sins on the beach as people have been bringing their dogs to the beach and allowing them to go to the bathroom on the beach.

Discussion on beaver dam. It is dismantled and the water levels are the same on each side. There are no signs of beaver activity. There is a log placed up stream from the beaver dam that someone put there to try and stop water flow. There are rocks and sand on either side of the log to build it up. Kelly Robitaille will remove the log dam once Jeff is back from vacation. Jay Buckley mentions that a homeowner stated to him that the dam is being built up even more. He also contacted the Madison P.D and suggests contacting the dam bureau to get guidance. Ralph Lutjen will send an email to the dam bureau with a picture to get guidance.

Discussion on digging for water, doing well with the excavator it does a better job than the backhoe.

Discussion on the backhoe. It is breaking right now; Chadwick is coming to look at it again this week. The rental from John Deere is coming this week as well. Discussion on purchasing the backhoe from John Deere. 80% of the rental cost would go to the purchase. It is available for purchase, last week a quote came in for $155,000 but since the machine that is coming had been ordered before the mark up the price would be $132,400 before trade. The trade in would be $28,000, giving a net price of $108,400. Ralph Lutjen states that with a lease purchase the interest rate would be 6.5% and then we could take $50,000 out of the $75,000 Highway CRF to help off set the amount and lower the loan amount to $58,4000. For a 7-year loan the yearly payment would be $9,820 and for a 5-year loan the yearly payment would be $13,210. We are going to need to set up a public hearing to bring the matter to the voters. Ralph Lutjen adds that it comes with a 5-year warranty bumper to bumper only have to pay for the cost of milage. Kelly Robitaille is going to try to get 2 other bids. Caterpillar has not responded, and Case is coming in tomorrow. Ralph Lutjen mentions that this is an opportunity to resolve the backhoe issue. John Deere is the choice for the State of NH, and this will also prevent issues from arising in the winter. Kelly Robitaille adds that we are also getting a cost reduction by the machine being a demo which was only used for 2 days. The office is going to contact the DRA to see how we would proceed in setting up a meeting. Jay Buckley discusses fixing the Volvo and continuing to use that. Kelly Robitaille states it is going to get fixed but what is going to break next and how long will it take to be repaired. The Volvo was originally built in Poland and the parts are sourced from overseas. There are currently no harnesses available, and one is going to have to be constructed. Chadwick is going to take the entire harness apart to see if they can rewire and fix the current harness before getting a new one assembled.

Discussion on needing a new dump truck. Kelly Robitaille mentions that during the Highway Committee meeting it was discussed that we hold onto the dump truck for at least another 4 years. A lot of the work can be done in house. The backhoe is the most important machine and the District cannot go a day without it.

Ralph Lutjen makes a motion to conduct a special meeting to discuss the purchase of the backhoe, Mike Smith 2nds for discussion. Passes 3-0

Ralph Lutjen makes a motion to contact the DRA with the information about the backhoe, circumstances, and a recommended solution of going through the Bank of NH with a bank loan of $9,820.04 a year. This will also not over run the budget. Mike Smith 2nds, passes 3-0

Going to wait to discuss a date for the meeting until the DRA gets back to the office.

Discussion on Jim Lyons email. Water comes down the road and down the asphalt driveway. Kelly Robitaille mentions that engineers have looked at the issue in the past. A drainage culvert was installed at the other side of the road, but that homeowner is not allowing drainage onto their property. The water goes down hill and there is no sand/silt that is going down the driveway. Ralph Lutjen suggests taking pictures of the damage. Mike Smith states that in the past Primex had stated that is it not the VDOE’s property and not our issue. Ralph Lutjen then suggests that the only solution is to create a ditch line on his driveway. Jay Buckley adds that a catch basin was located at the intersection and would have diverted water, but it has since been closed off. In the spring the DPW hand shoveled the side of the road, but it was only a temporary fix. The only way to permanently fix the issue is to pave the intersection but that was voted down at a past annual meeting. Ralph Lutjen states to respond to the homeowner that the DPW will continue to do maintenance on the road.

Jay Buckley brings up Beth Gannon’s email from the spring regarding water going down the Porridge Shore beach and eroding the sand. Kelly Robitaille responds that he looked at it the other day and they are going to install drainage.

Administration

Discussion on the POW flag.

Jay Buckley makes a motion to request a POW flag from the VFW and if they do not provide one to spend up to $30 to get a new one, Mike Smith 2nds, passes 3-0

Discussion on Granite State Analytical invoice for leak detection in 2020. Bill received on 8/2/2022 from 7/15/2020 for $25.00.

Ralph Lutjen makes a motion to pay the $25 to Granite State Analytical, Jay Buckley 2nds, passes 3-0

July Budget overview: Ralph Lutjen comments that everything looks consistent. Comments on the Asset Management line going to continue to investigate it. Jay Buckley states that the budget is usually spent a bit more towards the end of the year and that the numbers should be a little bit less. In past years there has been a lower draw down at this point. Ralph Lutjen responds that this is the risk we live with each year.

Jay Buckley makes a motion to transfer $10,000 from the Water Assessment Fund to the Water Extension Fund CRF for a new water hook-up, Ralph Lutjen 2nds, passes 3-0

Jay Buckley makes a motion to transfer $4,545.91 from the Water assessment Fund to the Operating Fund for the July expenses, Ralph Lutjen 2nds, passes 3-0

Commissioner’s Concerns/Reports

Jay Buckley brings up sending a letter to the people with campers on their properties. Kelly Robitaille is going to get the address; he spoke with Bob Boyd about the campers on Jungfrau. Bob Boyd suggested updating the ordinance to make the camper issue clearer. He stated Kathy Koziell is working on the matter already, Ralph Lutjen is going to see what she has found.

Discussion on rate setting seminar Loui Adorno suggested Jay Buckley attend on 9/27 from 8-3.

Discussion on Upper Lake View PRV. Jay Buckley contacted some other contractors that seem interested he also reached out to a couple other concrete companies for the vault. Jay Buckley is going to reach out to Dawson for the job as well. Jay Buckley spoke with Ian Hayes and Ian mentioned how he would like to know the contractor for the safety of his men.

Mike Smith discusses his disappointment from the Water Committee on their presentation last week. He expected there to more of a list for future planning.

Mike Smith makes a motion that by 8/26 the Water Committee is to come up with a to do list for the annual meeting, Ralph Lutjen 2nds for discussion. Ralph Lutjen states that the engineers should review the AMP plan and meet with the Water Committee to discuss projects. He also adds that the priority list should be based on which projects would be catastrophic if not done. Ralph Lutjen mentions an idea of going to the bond bank to get a large loan to tackle a bunch of the projects on the list. A $50 water bill increase is not going to cover the millions of dollars needed for these projects. Projects need to be lined up to avoid outages in the future. Jay Buckley adds that we could go to the bod bank for items that are on the list of high failure consequences. Ralph Lutjen adds that we need to pick projects that are at the highest risk to the system, He is impressed with the work done by the Water committee but there needs to be a list. Mike Smith comments that the Water Committee has not provided anything for next year’s budget, and that they are relying too much on getting grant money and not focusing on reasonable projects. Doug Prescott comments that they wanted to do the Muddy Beach floor with the money remaining in the Asset Management budget line and that the list of projects with the highest priority are highlighted in red in the AMP.

Ralph Lutjen makes an amendment to the original motion to ask for the priority list and figures and to extend the deadline to 9/6, Mike Smith 2nds the amendment, Passes with amendment 3-0

Mike Smith makes a motion to have Kelly Robitaille get his water operator license, Ralph Lutjen 2nds for discussion. Mike comments that it is not a bad idea to have a back up if for some reason Ian cannot get to the District. Having another person know the water system. Kelly Robitaille mentions that if the DPW is going to continue getting more involved in the water system in the future then it is not a bad idea for him to have a license and know where the shut off valves are incase of an emergency. Jay Buckley states that he would like more information. Motion Passes 2-1

Discussion on doing water work in house and purchasing an excavator in the future. Mike Smith states that it could save a ton of money since a lot of piping needs to be replaced. Also, the Water committee should do a cost analysis for doing the work in house.

Discussion on Hydro Model Calibration.

Jay Buckley makes a motion to respond to Cathy and OK moving forward with Ian, Ralph Lutjen 2nds, passes 3-0

Correspondence

Review of Eversource July Report

Review of Granite State Results

Discussion on 65 Huttwil Drive email regarding treehouse. The Commissioners agreed that if it falls within zoning there was no issue.

Discussion on EPOA email regarding upcoming events: an ice cream social on 8/27, yard sale on 9/4 and fall walk on 10/8.

Mike Smith makes a motion to approve the ice cream social and the fall walk but not the yard sale, No 2^nd.

Doug Prescott comments that the Madison PD have been contacted and that if they cannot do it in the parking lot then each individual will do it at their home and people will have to drive around the District. Mike Smith feels that since the other request for a yard sale at the Huttwil lot was denied it is only fair to deny this one as well.

Ralph Lutjen makes a motion to approve all EPOA events on the list, Jay Buckley 2nds, passes 2-1

Public Comment

Doug Prescott discusses the engineer on file for the VDOE. Comparing CMA Engineers with Horizons Engineering. Outlining roads and water needs verse each company.

NON-PUBLIC MEETING

Ralph Lutjen makes a motion at 10:52am to go into Non-Public for RSA 91-A:3, II (b).  Mike Smith seconded.  Motion Passed 3-0.

Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (b) and return to public meeting at 11:05am.  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion at 11:05am to go into Non-Public for RSA 91-A:3, II (c).  Ralph Lutjen seconded.  Motion Passed 3-0.

Ralph Lutjen makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (c) and return to public meeting at 11:16am.  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion to adjourn at 11:18am, Jay Buckley 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday August 9, 2022

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

In attendance for the public meeting are Commissioner Jay Buckley, Commissioner Mike Smith, Commissioner Ralph Lutjen, Alexis Wagoner-Administrator, Kelly Robitaille-DPW Foreman, Paul McKenna, Larry Leonard, Larry Sodano, Doug Prescott, Ian Hayes, Kevin Flynn, Nick Borelli & Arthur Babineau.

Meeting videotaped by Carol of Madison TV

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

Public Meeting

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

Mike Smith makes a motion to approve the Minutes of 8/2/22, Ralph Lutjen 2nds, passes with change 3-0.

Mike Smith makes a motion to approve the 8/2/22 Sealed Non-Public Minutes RSA 91-A:3 II (b), Ralph Lutjen 2nds, passes 3-0.

Mike Smith makes a motion to approve the 8/2/22 Non-Public Minutes RSA 91-A:3 II (d), Ralph Lutjen 2nds, passes 3-0.

Mike Smith makes a motion to approve the 8/3/22 Meeting Minutes, Ralph Lutjen 2nds, passes 2-0-1.

Mike Smith makes a motion to approve the 8/3/22 Sealed Non-Public Minutes RSA 91-A:3 II (d), Ralph Lutjen 2nds, passes 2-0-1.

Ralph Lutjen makes a motion to approve the Payroll Manifest for $8,506.00, Jay Buckley 2nds, passes 3-0

Ralph Lutjen makes a motion to approve the Operating Account manifest for $8,874.75, Jay Buckley 2nds, passes 3-0

DPW

Discussion on water hook-ups: didn’t go well last week one home had ledge and the other the road was too busy. Doing more hook-ups this week.

Discussion on 12 Dorfli driveway permit application.

Mike Smith makes a motion to approve the driveway permit for construction at 12 Dorfli Road with the recommendations, Ralph Lutjen 2nds, passes 3-0

Discussion on 71 Eidelweiss Drive culvert email. Homeowner is under the impression that the DPW is responsible for the maintenance and repairs. The DPW only cleans them out. Kelly Robitaille states that the culvert needs to be removed and reset. Jay Buckley suggests having the homeowner submit a driveway application to repair/reset the culvert and if any damage is done to the roads, it is their responsibility. Kelly Robitaille responds that he doesn’t believe they need a new application.

Ralph Lutjen makes a motion to send a letter to the homeowner that if they wish to repair or replace the culvert it is their responsibility, Jay Buckley 2nds, passes 3-0

Discussion on backhoe: it is currently failing. Kelly Robitaille spoke with Chadwick and there are no harnesses available they would need to manufacture a harness and they have no idea how long that would take. There are no loaner or rental backhoes right now. They could rent an excavator and a loader which would cost $3,200 a month for the excavator and $3,300 a month for the loader.

Ralph Lutjen makes a motion to rent an excavator and a loader for a month with an estimated cost of $7,000, Mike Smith 2nds, Ralph Lutjen makes an amendment to change amount to $7,500, Mike Smith 2nds amendment, passes 3-0

Discussion on where to take the money from Mike Smith suggests taking it out of the Equipment Repair CRF there is currently $41,756.57 in there. Going to revisit once final bills come in.

Kelly Robitaille is going to ship the backhoe to Chadwick for repair.

Ralph Lutjen sates that the VDOE bought a Volvo because at the time the state of NH was also buying Volvo’s. NH quickly learned that Volvo was not adequate and traded them in for John Deere. Volvo mostly focuses on the Asian countries.

Kelly Robitaille got a quote from John Deere for $155,433. Ralph Lutjen states that the highest priority is getting the backhoe replaced it is needed for winter. Going to explore having an emergency meeting (the office will investigate this).

Paul McKenna asks will the John Deere have a warranty guarantee that they will have parts in the future to prevent what is happening now to happen again? Ralph Lutjen answers him that yes, they have a warranty and that there is such a huge need and profit in the U.S for John Deere there should be no issues.

Nick Borelli states that an emergency meeting should be held for this matter, Ralph Lutjen explains that the office is going to investigate it and then get back to the BOC to move forward.

Discussion on 24 Appenvel Way Driveway. There is a cut out driveway, but the property owner has no intention of putting in a paved driveway or home anytime soon. Kelly Robitaille states that the property owner should be able to have access to his property. Jay Buckley raises concern that if we allow this now it could introduce problems down the road. Kelly Robitaille adds that the property owner is going to have to jump through hoops just to gain access, he should be able to get a waiver to access the property without having to get a home design and septic plan.

Larry Sodano states that the property owner should have to comply with VDOE regulations.

Mike Smith makes a motion to have the property owner obtain a driveway permit, Ralph Lutjen 2nds, passes 3-0

Jay Buckley asks about getting all the addresses for properties that have trailers on them, Kelly Robitaille is going to get that together.

Asset Management/Water Committee

Members of the Water Committee are Larry Leonard, Larry Sodano, Doug Prescott & Jay Buckley

Doug Prescott gives an overview of the Committee members.

Jay Buckley makes a motion to appoint Woea McNiven to the Water Committee, Ralph Lutjen 2nds, passes 3-0

The Water Committee gave a PowerPoint presentation to overview the work that has been completed by them and the work they hope to achieve in the future. Attached at the bottom you can find a copy of the PowerPoint manuscript.

Ralph Lutjen mentions that the outline of projects is in the 4 million dollars range and if that is accurate, we are only nicking away at it. The AMP is lacking information and context for future projects. Having difficulty defining something meaningful over the next 5 years, possibly need to substantially increase the water bill fee.

Larry Leonard responds to Ralph that the 3-4 million was stretched out over 15-20 years. If we get the 100k grant we could get a lot of projects done and dig deeper into the needs of the water system.

Ralph Lutjen mentions that the Highway Committee is attempting to put together a 5-year plan to build up the CRF accounts and putting together things that need to be done as well as cost and a timeline. For instance, we are going to need $320,000 for Eidelweiss drive which has been pushed out a few years. Ralph Lutjen would like the Water Committee to focus on a 5-year plan with the highest priority. There can also be an added line item for potential grants.

Doug Prescott mentions that this has already been started and the most important things are being explored. If grants do come in, then we can move up certain projects.

Discussion on grants for roads. The most recent grant awarded was only for Towns the VDOE was not eligible for it. We are looking into road grants but there are not many.

Mike Smith comments on the final AMP stating it was a crash to the finish line. The Water Committee needs to act as if we will not be getting any grant money. It would be great if we do get money, but we need to be prepared for the worst-case scenario. Start planning warrant articles for the upcoming year and plan small projects that can be started now.

Discussion on projects that were not completed with the last master plan.

A new engineer has been selected for the VDOE. They were a better fit than Horizons and once the contract is signed the new District Engineer will be disclosed.

Ralph Lutjen discusses the template designed in 2018 or future funding and projects. This could be a good template for the Water Committee to use going forward. We are currently in a good place to start planning for next year’s warrant articles and not cramming them in at the last minute.

Doug Prescott mentions that DES has now given 2 years for projects to be completed since it had been found that 1 year is not enough time to complete projects.

Ralph Lutjen adds that the old master plan did a good job outlining all projects and costs. As well as the water mains and size of the piping. The 2” lines that are supplying homes should be 4” lines due to growth in the District.

Discussion on cybersecurity grant. Andrew Harteveldt also sent in an email alerting the office of this grant. Ralph Lutjen suggests having a meeting with Ian Hayes, Andrew Harteveldt, Tom from EII and the Water Committee to go over the SCADA system and need for upgrades.

Ian Hayes gives his opinion on the Water Committee’s presentation: that the water system is complex and we need to move forward with an engineer that will be around long term. A lot of work needs to be done on all parties, very old water system 50+ years. Chocorua pump house was such a high priority because if it fails it would be a scramble to get it back up since it is on a slope and the location of the house. Need to set up a 50-year plan to move forward and determine costs moving forward and projects. Water usage is going to go up each year with new homes, people moving up fulltime and STR’s. Leak at Altdorf was fixed but the water usage remained. A lot going on, the Water Committee has worked hard. The new engineering firm will want to see the AMP plan. Also grant writing should be done through the engineers, they know how to write them and know people. Volunteer work is also critical. We need to find an engineer that we can keep for a long time and not keep relearning the wheel. Something is bound to happen with the water system, so it is critical to work on it. We need to prevent something bad from happening and get things replaced.

Mike Smith states that Horizons was only hired as the engineer for the AMP grant. They were not the engineer on record for the VDOE.

Discussion on a Master Plan verse the AMP. Ian Hayes believes they are very similar to one another, and that the AMP has more of what we need. An outline of the pipes, timelines, how long things will last, what are the priorities that are needed. The old master plan was very beneficial. A concrete list of assets and priorities is needed as well as better O & M ‘s that would be good for someone else to be able to come in and operate.  

Larry Sodano speaks up and states that it seems everyone is on the same page and wants to accomplish the same goals.

Ralph Lutjen adds that when we start a project, we need to be sure to finish the project. Tank issues in the past: relined two tanks and stopped there.

Doug Prescott asks what is available in the Asset Management budget line. The report from Donna MacKinnon is showing only $975 was spent, is this correct? Alexis Wagoner is going to double check and get back to Doug Prescott.

Simply Water

Discussion on water hook-ups from last week. One home there was ledge going to have blasting done there. The two homes on Chocorua View Drive we needed to line up the homes to be done at the same time. The water main may possibly need to be extended at Chocorua. Jungfrau is being hooked up today. The backhoe is not working well for digging it has been hard to maneuver for the jobs.

Discussion on the water main at Thusis and Appenvel. There is about 900-100ft that needs to be added to connect the two lines. Might as well update the entire line if the project is going to be done. Discussion on if a bleeder would need to be added/removed for this water main. Ian Hayes suggests that looping the water main would be worth it if there are buildable lots in the area.

Discussion on email from Patricia Freysinger.

Ralph Lutjen makes a motion to send a letter to the homeowner that the VDOE is not financially responsible, and they need to pay the fee, Jay Buckley 2nds, passes 3-0

Administration

Mike Smith makes a motion to sign and approve the water hook-up application for 39 Interlaken Circle, Jay Buckley 2nds, passes 3-0.

Jay Buckley makes a motion to sign the fill request agreement for 4 Porridge Shore Drive, Ralph Lutjen 2nds, passes 3-0.

Discussion on POW MIA Flag at the bottom of Oak Ridge.

Jay Buckley makes a motion to get a price for a POW flag, Mike Smith 2nds, passes 3-0

Commissioner’s Concerns/Reports

Jay Buckley discusses the vault for the PRV. It is a custom designed vault. AJ Foss cannot do the job as they do not have an engineer. There is a request in with Gilbert Block. Mike Smith suggests getting it submitted and having Dubious & King sign off on it.

Mike Smith makes a motion to have the office get the price spent on the Lodge sale- Motion adjourned. The office already has the documents, so far $4,986.04 has been spent not including legal fees.

Mike Smith makes a motion to contact NHMA on parking lot liability, Ralph Lutjen 2nds, passes 3-0

Discussion on Freedom pulling their rafts out of the lakes

Mike Smith makes a motion to contact NHMA on the liability of the rafts in the ponds, Ralph Lutjen 2nds, passes 3-0 Jay Buckley adds that we should contact Primex as well.

Correspondence

Overlook of the VLAP testing going to wait for full report.

NON-PUBLIC MEETING

Mike Smith makes a motion at 11:25am to go into Non-Public for RSA 91-A:3, II (d).  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (d) and return to public meeting at 11:47am.  Ralph Lutjen seconded.  Motion Passed 3-0.

Mike Smith makes a motion to adjourn at 11:47am, Jay Buckley 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Wednesday August 3, 2022

The Board of Commissioners met at 2:30pm on Wednesday August 3, 2022.

In attendance are Commissioner Jay Buckley (phone), Commissioner Ralph Lutjen, Alexis Wagoner-Administrator & Emily Kubichko.

At 2:31pm Commissioner Ralph Lutjen calls the meeting to order

NON-PUBLIC MEETING

Ralph Lutjen makes a motion at 12:32pm to go into Non-Public for RSA 91-A:3 II (d).  Mike Smith seconded.  Motion Passed 3-0.

Jay Buckley leaves the meeting.

Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3 II (d) and return to public meeting at 13:44pm.  Ralph Lutjen seconded.  Motion Passed 2-0.

Public Meeting

Mike Smith makes a motion to seal the minutes of 8/3/22 under RSA 91-A:3 II (d), Ralph Lutjen 2nds, passes 2-0

Mike Smith makes a motion to sign check for $9,140.03 to BNH for line of credit water loan, Ralph Lutjen 2nds, passes 2-0.

Mike Smith makes a motion to adjourn at 3:45pm, Ralph Lutjen 2nds, passes 2-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday August 2, 2022

The Board of Commissioners met at 9:00am on Tuesday August 2, 2022.

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

Meeting videotaped by Carol of Madison TV

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

Public Meeting

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

Mike Smith makes a motion to approve the Minutes of 7/26/22, Jay Buckley 2nds, passes with change 3-0.

Mike Smith makes a motion to approve the 7/26/22 Sealed Non-Public Minutes RSA 91-A:3 II (d), Ralph Lutjen 2nds, passes 3-0.

Mike Smith makes a motion to approve the 7/26/22 Sealed Non-Public Minutes RSA 91-A:3 II (d), Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion to approve the 7/26/22 Non-Public Minutes RSA 91-A:3 II (a), Jay Buckley 2nds, passes 3-0.

Jay Buckley makes a motion to approve the 7/26/22 Non-Public Minutes RSA 91-A:3 II (L), Ralph Lutjen 2nds, passes 3-0.

Ralph Lutjen makes a motion to approve the Operating Account manifest for $10,430.56, Mike Smith 2nds, passes 3-0

Mike Smith makes a motion to approve the Water Assessment Fund Manifest for $2,788.92, Jay Buckley 2nds, passes 3-0

DPW

The DPW is digging with Ian Hayes today and Thursday. Will be digging every Tuesday and Thursday going forward until all the hook-ups are complete.

Discussion on the dry hydrant and the Little Pea Dam. Kelly Robitaille met with a contractor and discussed the needs of the hydrant. The minimum water level requirement is 24”. There will be a cost to get the design done but if the design is done and completed by the same contractor the design would be included in the overall price. The hydrant on Big Loop will need dredging which requires a permit form DES.

Mike Smith makes a motion to get a quote for the design of the dry hydrant on Little Pea, Ralph Lutjen 2nds, passes 2-1

Further discussion on the dam and water levels. Mike Smith compliments Kelly Robitaille on his management of the dam and water levels this summer.

Kelly Robitaille discusses getting work shirts for the DPW crew so that they look more professional while on the job. Kelly Robitaille asks if the Commissioners will give Tony Eldridge a clothing allowance like him and Jeff get.

Ralph Lutjen makes a motion to allow up to $100 for Tony Eldridge to get work shirts, Jay Buckley 2nds, passes 3-0

Administration

Discussion on phone call from a resident stating that a letter was posted on their boat at the Huttwil parking lot that was informing them of the changes Mike Smith wants to make to the parking lots. The change would not allow the parking of boats, RVs, or other recreational vehicles from parking there. The resident thought that he needed to be out of the parking lot ASAP. Kathy Koziell speaks up and states that she was one the one who put the letters on people boats and trailers since they had a right to know what Mike Smith is trying to propose. Further discussion on the parking lot situation at Huttwil. Ralph Lutjen states that there are not many feasible options for the parking lot that wouldn’t be a burden to the office. He suggests an honor system would be the best-case scenario and alerting the office when you are going to be parking in the lot long term. Signage needs to be put in place.

Ralph Lutjen makes a motion to prepare a sign that reflects the current ordinance, Jay Buckley 2nds, for discussion, Passes 2-1

Kelly Robitaille discusses how he used to work with Nancy Cole to ensure people had parking permits at the lot. Kelly would check on the parking lot and call Nancy with the vehicle information to make sure they were registered and if they were not, he would leave a note to notify them that they needed to get a parking permit from the office.

Ralph Lutjen makes a motion to enforce the current ordinance as it used to be enforced, Jay Buckley 2nds for discussion, passes 2-0-1

Discussion on sale of the Lodge. The Lodge has been listed for sale and multiple people have been interested so far. Offers are to be in by next Monday.

Mike Smith makes a motion to approve the water hook-up application for 13 Thusis Road, Ralph Lutjen 2nds, passes 3-0

Discussion on 13 Thusis water hook-up application. The water main needs to be connected from Thusis to Appenvel. Mike Smith wants to get pricing for what it would cost to connect the two water mains.

Mike Smith makes a motion to have the DPW get a quote for rental equipment and for Ian to do the work, Ralph Lutjen 2nds, passes 3-0

Jay Buckley reads letter to Tony Eldridge “Dear Tony Eldridge, The Commissioners are pleased to acknowledge your contributions to the district and have decided to increase your Part Time Pay wage by $0.50. Your current hourly wage is $27.50/hr., and your new hourly wage will increase to $28.00/hr. starting on August 1, 2022.

Mike Smith makes a motion to sign raise letter for Tony Eldridge, Jay Buckley 2nds, passes 3-0

Mike smith makes a motion to sign the driveway letters for 33 Saint Moritz Drive and 24 Appenvel Way, Jay Buckley 2nds for discussion, passes 3-0

Commissioner’s Concerns/Reports

Jay Buckley discusses the beaches holding tanks and questions if we can see if we can get them pumped. It looks like some of them are about 80% full. Mike Smith suggests holding off until the spring to have them pumped. Kelly Robitaille states that it cost $3,000 last time to have the tanks pumped and cleaned out. He is going to talk to the guy and see what he thinks as well as pricing.

Discussion on the PRV project. Jay Buckley states all 3 contractors are actively putting in offers but he does not have a timetable as to when they will be submitted. Mike Smith asks if Jay Buckley got a lead time on the vault, Jay Buckley responds that he did not and after further discussion he is going to proceed and find out the lead time.

Discussion on Nick Sceggell getting paperwork over to the office for oversighting the PRV project.

Mike Smith discusses the water board coming next week. Ian Hayes can come at 9:30am, 10:30am is too late from him for digging reasons. Going to move the meeting up to 9:30am.

Discussion on getting a new SCADA computer and upgrades to the system. Need to have Tom from EII give his input.

Ralph Lutjen discusses the Health Insurance Policy. Madison currently is paying around $2,200 per family and the VDOE is currently paying around $1,400 per family. That is a hard price gap to bridge but we could look into adding dental coverage to the plans. The cost for dental coverage for Madison is currently $147 a family and $86 for 2 people.

Ralph Lutjen makes a motion to include dental coverage in our insurance, No 2^nd. Going to review dental plans prior to voting.

Asset Management

Ralph Lutjen makes a motion to pay the Horizons bill, Jay Buckley 2nds, passes 3-0

Discussion on hydro model calibration. Horizons is going to honor their word and do the calibration free of charge. Jay Buckley is going to reach out to Ian Hayes on the matter. Ian Hayes just ordered the two transducers that were approved last year for order.

Correspondence

Review of Neighborhood Energy July Report

Review of the Daily Water Usage Report for July

Review of the DWSRF Email.

Review of the NHMA email. The VDOE is not eligible for the grant since it is only for cities and towns

Public Appearance

Art Babineau came to discuss the sale of Map 105 Lot 100. The draft deed looks good to him, and his lawyer. Just need to change the name to match how it is written in his other deed. The office is going to send the changes in and get a time frame as to when this can be wrapped up.

NON-PUBLIC MEETING

Ralph Lutjen makes a motion at 10:22am to go into Non-Public for RSA 91-A:3, II (d).  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (d) and return to public meeting at 10:29am.  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion at 10:30am to go into Non-Public for RSA 91-A:3, II (b).  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (b) and return to public meeting at 10:45am.  Ralph Lutjen seconded.  Motion Passed 3-0.

Mike Smith makes a motion to seal the minutes of 8/2/2022 under RSA 91-A:3 II (b). Ralph Lutjen seconded. Motion Passed 3-0.

Mike Smith makes a motion to adjourn at 10:50 am, Jay Buckley 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday July 26, 2022

The Board of Commissioners met at 9:00am on Tuesday July 26, 2022.

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

Meeting videotaped by Carol of Madison TV

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

Public Meeting

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

Mike Smith makes a motion to approve the Minutes of 7/19/22, Jay Buckley 2nds corrects a P for a D on pg. 2, passes with change 3-0.

Mike Smith makes a motion to approve the 7/19/22 Non-Public Minutes RSA 91-A:3 II (b), Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion to approve the 7/19/22 Non-Public Minutes RSA 91-A:3 II (a), Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion to approve the 7/19/22 Sealed Non-Public Minutes RSA 91-A:3 II (d), Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion to approve the 7/19/22 Sealed Non-Public Minutes RSA 91-A:3 II (L), Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion to approve the Payroll Manifest for $9,458.75, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the Operating Account manifest for $9,600.23 (includes payroll), Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the Reinach Retainage check for $13,020.79, Jay Buckley 2nds, passes 3-0

Jay Buckley makes a motion to transfer $13,020.79 from the Dawson’s Excavation & Utility Services Retainage to Dawson’s Excavation & Utility Services, Ralph Lutjen 2nds, passes 3-0

DPW

Discussion on 5 Huttwil Drive driveway permit application. Homeowner is going to be putting a bridge under the driveway to go over the wetlands. The waterline will be set in conjunction with the bridge. Discussion on the design on the plot plan and water line placement.

Ralph Lutjen makes a motion to approve the driveway permit for construction at 5 Huttwil Drive with a note regarding the waterline, Jay Buckley 2nds, passes 3-0

Discussion on Klausen paving, the job is done and looks good the DPW just has a few things to finish.

Administration

Discussion on late water bills. Charging customers $10 vs. $100 late fee when they did pay the water bill but failed to pay the first late fee.

Ralph Lutjen makes a motion to send a letter indicating that the $50 late fee is due as well as an additional $10 late fee added to that. We have the ability to turn the water off if the bill is not paid by September 1^st, Jay Buckley 2nds, passes 3-0

Discussion on outstanding water bill of $899.00 from an old court case and an old homeowner that no longer lives here and cannot be located.

Ralph Lutjen makes a motion to write off the water bill for $899.00, Jay Buckley 2nds, passes 3-0.

Discussion on Horizons bill: Invoice paid in 2021 was for $3,756.98 and the invoice to be paid in 2022 is for $35,948.80. The contract amount was for $39,500 but with the two bills it is over contract by $205.78. Need to get clarification on the hydraulic model costing $2,000 additional and why the contract is over by $205.78. Commissioners decide not to pay the bill until the hydraulic calibration has been done.

Ralph Lutjen makes a motion to authorize Jay Buckley to have conversations with horizons on the issues with the hydraulic model and the overspending of the contract, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to sign all 3 employee letters, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to sign the Horizons letter, Jay Buckley 2nds, passes 3-0

Commissioner’s Concerns/Reports

Jay Buckley discusses the PRV project, he spoke with 3 contractors (T & D Excavation, E & R Excavation and RWN Property Services) They are going to be sending in quotes within the next week. The lowest bid must be accepted according to the state. Mike Smith questions if the contractors do not come through how about the DPW and Ian do the job in house. Kelly Robitaille discusses the DPW doing the excavation work. They can do it but only if it is worth it and cost saving. Also are they able to do and still get the grant? Jay Buckley is going to reach out to Rick Skarinka and find out if we can do it in house. Ralph Lutjen suggests holding off until we hear back from the 3 contractors.

Mike Smith makes a motion to buy the vault for the PRV Project, No 2^nd.

Jay Buckley is going to look at the lead time to get a vault.

Discussion on the Water Committee. Mike Smith asks if they have any plans going forward to next years annual meeting. Now that we are working with CMA, we should think about changing or reconfiguring the water committee. Ralph Lutjen states he wants to send CMA the AMP for their review. Ralph Lutjen adds that he also has concerns around the water committee and their lack of communication during the AMP. He is also concerned about capital improvements for warrant articles, no issues have been explored by the water committee regarding the AMP. Ralph Lutjen suggests we give the water committee an opportunity to prove themselves before making any decisions.

Ralph Lutjen states the Highway & Roads Committee will be meeting on 8/3/22 at the VDOE Office at 1pm. Going to go over more refined numbers and fill in the spreadsheet. Kelly Robitaille has spoken with international regarding the truck and got a quote for Eidelweiss Drive paving and the backhoe. It is going to be a wide range of things that will be narrowed down to the highest priority.

Discussion on meeting with the Water Committee. Have a meeting on 8/9 at 11am and have Ian Hayes attend too.

Mike Smith makes a motion to have the Water Committee meet with the Board of Commissioners on 8/9 at 11am, Ralph Lutjen 2nds, passes 3-0

Asset Management

Discussion on the Leak Detection Application

Jay Buckley makes a motion to have the office send in the application as filled out, Ralph Lutjen 2nds, passes 3-0

Correspondence & Public Comment

Discussion on Mark Graffam email

NON-PUBLIC MEETING

Mike Smith makes a motion at 10:05am to go into Non-Public for RSA 91-A:3, II (d).  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (d) and return to public meeting at 10:18am.  Ralph Lutjen seconded.  Motion Passed 3-0.

Mike Smith makes a motion to seal the minutes of 7/26/22 under RSA 91-A:3 II (d). Jay Buckley seconded. Motion Passed 3-0.

Ralph Lutjen makes a motion at 10:19am to go into Non-Public for RSA 91-A:3, II (a).  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (a) and return to public meeting at 10:34am.  Ralph Lutjen seconded.  Motion Passed 3-0.

Mike Smith makes a motion at 10:35am to go into Non-Public for RSA 91-A:3, II (d).  Ralph Lutjen seconded.  Motion Passed 3-0.

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

Mike Smith makes a motion to seal the minutes of 7/2622 under RSA 91-A:3 II (d). Ralph Lutjen seconded. Motion Passed 3-0.

Mike Smith makes a motion at 10:51am to go into Non-Public for RSA 91-A:3, II (L).  Ralph Lutjen seconded.  Motion Passed 3-0.

Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (L) and return to public meeting at 11:06am.  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion to adjourn at 11:07am, Ralph Lutjen 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday July 19, 2022

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

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

Meeting videotaped by Carol of Madison TV

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

Public Meeting

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

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

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

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

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

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

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

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

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

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

DPW

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

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

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

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

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

Administration

Review of August meeting schedule.

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

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

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

Discussion on the Reinach project.

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

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

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

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

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

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

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

Commissioner’s Concerns/Reports

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

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

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

Discussion on Operating Budget:

Office supplies is over budget by 15.7%

Office Equipment & Maintenance is over budget by 88.8%

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

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

The sand budget line is almost expended at 77.9%

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

Highway & Streets total line item is at 48%

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

Total operating Budget is used up by 54.7%

Discussion on Water Budget:

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

Discussion on CRF Funds:

Equipment Rep Cap Exp Fund $41,756.57

Highway Equipment Fund $75,161.68

Land Acquisition Fund $11,316.65

Medical Insurance Exp Trust Fund $5,031.18

Office Equipment Fund $2,279.81

Road Construction Fund $7,221.06

Waste Tank Maintenance Fund $5,003.24

Water Line Extension Fund $140,785.21

Water Pipe Improvement Fund $40,721.63

Water system CRF $46,086.94

Water Tank CRF $60,242.34

Sale of Lodge $1.00

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

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

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

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

Asset Management

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

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

Correspondence & Public Comment

Review of the BPPWPA Email

Review of the Green Mountain Conservation Group Newsletter

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

Review of the Granite State Analytical Results

Review of the email from Dinah Reiss

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

NON-PUBLIC MEETING

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

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

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

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

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

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

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

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

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

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

Public Meeting

Discussion on Horizons pricing and paid asset management.

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

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

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

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday July 12, 2022

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

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

Meeting videotaped by Carol of Madison TV

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

Public Meeting

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

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

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

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

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

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

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

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

DPW

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

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

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

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

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

Administration

Review of the changes to the driveway application.

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

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

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

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

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

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

Discussion on NHRS check.

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

Commissioner’s Concerns/Reports

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

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

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

Asset Management

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

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

Correspondence & Public Comment

Discussion on Andrew Harteveldt email

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

Discussion on having Andrew Harteveldt come to a meeting.

Review Granite State newsletter

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

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

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

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

NON-PUBLIC MEETING

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

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

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

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

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

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

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

Respectfully submitted,

Alexis Wagoner, Administrator.