VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday May 5^th, 2022

The Board of Commissioners met at 9:00am on Thursday May 5^th, 2022.

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

Meeting videotaped by Carol of Madison TV

At 9:01 am Commissioner Ralph Lutjen calls the meeting to order

Public Meeting

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

Jay Buckley makes a motion to approve the Sealed Non-Public minutes of 4/26/22 & the Minutes of 4/26/22, Mike Smith 2nds, passes 3-0.

Mike Smith makes a motion to approve the Operating Accounts manifest of $18,763.05 which includes the Payroll manifest of $7,718.80 Jay Buckley 2nds, passes 3-0

DPW

Mike Smith makes a motion to sign the driveway permit for operations at 18 Bristenstock Drive, Jay Buckley 2nds, passes 3-0

Discussion on Klausen Road paving estimate of $48,740 which includes the intersection at the bottom. The Warrant Article is for $50,000. Kelly Robitaille asks if we can use the full $50,000 to extend the asphalt as far as possible without going over the $50,000.

Mike Smith makes a motion if no other estimates come by May 15^th, then we go with Bryant Paving, Ralph Lutjen 2nds, passes 3-0.

Discussion on dock replacement. Possible relocation of the dock from Porridge Shore back to Boulder Beach.

Jay Buckley makes a motion to move the dock from Porridge Shore to Boulder Beach, Ralph Lutjen 2nds, passes 3-0.

Discussion on Backhoe. 2 Radiators had to be replaced there was rot between them. Cost around $3,800 for parts and it was repaired in house.

Discussion on the dry hydrant email. NFPA 1142: Not less than 2’ of water above the strainer and not less than 1’ below the strainer. NFPA was not approved for the Boulder Beach strainer. Mike Smith states the water levels are way too high right now. Also, the Madison Fire Department has not yet responded to our letter sent out a few weeks ago.

Ralph Lutjen makes a motion to make a request to the Madison Fire Department to respond to our previous request, Mike Smith 2nds, passes 3-0

Discussion on measurement sticks, possibly put one at Muddy beach instead of Thusis.

DPW has moved most of the things out of the Lodge, things should be completely removed by tomorrow.

Administration

Discussion on Norm Garside coming to do some carpentry work for the VDOE. Charges $50 and hour plus materials, he cannot start until after Memorial Day Weekend.

Discussion on temporarily fixing the canoe racks for the summer then having Norm come in the fall to fix them well.

Jay Buckley asks if the VDOE can donate the vinyl salt shed to the Madison Fire Department. Discussion on the matter.

Mike Smith makes a motion to have Kelly Robitaille evaluate the vinyl shed and see what condition it is in then decided if we keep or donate it, Jay Buckley 2nds, passes 3-0

Discussion on items for Norm to fix in the District, going to hold off on the racks and remove the raft.

Mike Smith makes a motion to hire Norm for $50 an hour to fix things in the District, Jay Buckley 2nds, passes 3-0

Discussion on a possible cleaner for the outhouses. A homeowner in the District called and said she would do it her normal rate is $55 and hour but she would do $15 per outhouse per day. So, $60 a day to do all 4 outhouses. Mike Smith suggests having the outhouses cleaned Mondays and Fridays.

Jay Buckley makes a motion to appropriate $1,200 for the cleaning of the outhouses Monday and Friday, Memorial Day through Labor Day, Mike Smith 2nds, Jay Buckley makes an amendment to change the amount to $1,500, Mike Smith 2nds, passes 3-0

Kelly Robitaille adds that the VDOE is going to need at least two picnic tables possibly more, they are around $140 a piece.

Mike Smith makes a motion to spend up to $600 for picnic tables if four are needed if not only get two, Jay Buckley 2nds, passes 3-0

Discussion on 23 Huttwil Drive still has not paid her water bill to date, sent a letter on April 12^th.

Ralph Lutjen makes a motion to send a letter to 23 Huttwil Drive that the water will be shut off if the bill is not paid by June 15^th, Jay Buckley 2nds, passes 3-0

Discussion on upcoming hearing on May 7^th. Jay Buckley states that Luis Adorno will be running the meeting to discuss level of service. Ralph Lutjen requests an agenda be made ahead of time. Ralph Lutjen and Mike Smith express concerns regarding the meeting and the AMP Draft.

Discussion on the scheduling of Water Committee Meetings

Discussion on DWSRF pre-application grant, already submitted by Jay Buckley. Jay Buckley comments that the 2 grant programs cannot be run at the same time.

Discussion on water leak at Little Shore. Ian is on vacation the office will hear back tomorrow for a date to dig. Question on why someone else from his team couldn’t perform the work. Jay Buckley says that Ian said around 15 gallons a minute are being lost. Commissioners request a timeline once the office knows.

Discussion on monthly cash flow. Expenses are right on track with the budget overview.

Discussion on the Public Ordinance Hearing, going to add to the Beach Ordinance who proposed the change.

Mike Smith makes a motion to go with the Ordinance Hearing material the office provided and add the one change to the Beach Ordinance, Jay Buckley 2nds, passes   3-0

Discussion on sale of the Lodge. Mike Smith suggests the EPOA needs to be out of the Lodge sooner than June 11^th. Ralph Lutjen suggests have them move the stuff in to the garage bay sooner.

Mike Smith makes a motion to have the EPOA remove all their stuff out of the Lodge by June 1^st, Ralph Lutjen 2nds, passes 2-1

Jay Buckley asks about needing to put easements in place.

Mike Smith makes a motion to have the water turned on at the Lodge, Jay Buckley 2nds, passes 3-0.

Mike Smith makes a motion that once the EPOA is out of the Lodge we schedule the cleaner to come in and clean with a budget of up to $1,000, Ralph Lutjen 2nds, passes 3-0

Realtor from Pinkham will be sending over a CPA package soon and another realtor is coming Friday to view the property.

Discussion on Reinach tank project. Going to get everything in order by next week. Discussion on email exchange with Dawson.

Mike Smith makes a motion that if we don’t receive anything from Dawson by the 9^th then we move ahead with the retainage, Jay Buckley 2nds, passes 3-0.

Discussion on the 2020 Audit

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

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

Started the 2021 Audit. Auditor is coming to the office on Monday May 9^th.

Jay Buckley makes a motion to sign and approve the fill request for 10 Barden place, Mike Smith 2nds, passes 3-0

Mike Smith makes a motion to sign tax form 8821, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to sign the Eversource temporary access permit, Jay Buckley 2nds, passes 3-0

Jay Buckley makes a motion to sign the transfer of monies from the Operating account to the Water Assessment Fund for $9,410.03, Ralph Lutjen 2nds, passes 3-0

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

Commissioner’s Concerns/Reports

Jay Buckley discusses the final PRV designed received by Nick Sceggell. Already sent the design to DES and is waiting for confirmation to pick a contractor.

Discussion on Dam EAP email regarding table 4-2 Emergency Situation.

Mike Smith discusses that all things need to go through the office and a Commissioner cannot make decisions on their own.

Discussion on DWSRF pre application grant: it should have been reviewed by the Board prior to being submitted

Discussion on tents at 4 Chocorua View Drive, Jay Buckley spoke with Bob Boyd.

Mike Smith makes a motion to send an official letter to the Town of Madison regarding the tents, Jay Buckley 2nds, passes 3-0

Jay Buckley makes a motion to have an auction on June 11^th, Ralph Lutjen 2nds for discussion. Discussion on the abandoned boat. Ralph Lutjen suggests sending an email to NHMA on what to do. Also look at possible disposal options. Motion Denied

Mike Smith makes a motion to have the office send an email to NHMA, Jay Buckley 2nds, passes 3-0

Discussion on beaver dam, Jay Buckley asks if we are going to remove the beavers.

Jay Buckley makes a motion to trap the beavers and slowly remove the dam to release water, Ralph Lutjen 2nds for discussion. Motion Denied

Ralph Lutjen makes a motion to contact DES and Fish & Game on how to proceed, Jay Buckley 2nds, passes 3-0

Review of NHMA response on who can speak at a public hearing.

Mike Smith makes a motion to appoint an assistant Chairman when the Chairman is gone, Jay Buckley to be assistant chairman, Jay Buckley 2nds, passes 3-0

Mike Smith discussion on the water committee responding to his 91-A request.

Discussion on the pods for the loon’s nests. The water is way too high.

Ralph Lutjen questions the grant form 2014 where “money was left on the table”. Who was on the board at the time and what were the circumstances.

Discussion again on the NHMA response regarding who can speak at the public hearing. Mike Smith reads an excerpt from the email.

Review the of the daily water usage for April.

Ralph Lutjen makes a motion to pay $245 membership to GWRSA, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to notify Ian and GWRSA to coordinate the dowser to come in and find the main from Jungfrau to Reinach, Jay Buckley 2nds, passes 3-0.

Dinah Reiss comments on the leak at Little Shore.

NON-PUBLIC MEETING

Mike Smith makes a motion at 11:40am to go into Non-Public for RSA 91-A:3, II (L).  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (L) and return to public meeting at 12:08pm.  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion to adjourn at 12:08pm, Jay Buckley 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday April 26^th, 2022

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

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

Meeting videotaped by Carol of Madison TV

At 9:01 am Commissioner Jay Buckley calls the meeting to order

Public Meeting

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

Jay Buckley Motion to approve agenda with amendment Mike Smith 2nds, passes 2-0

Mike Smith makes a motion to approve the minutes of 4/19/22, Jay Buckley 2nds

Mike Smith makes a motion to approve the non-public minutes of 4/19/22, Jay Buckley 2nds

Mike Smith makes a motion to approve the non-public minutes of 4/12/22, Jay Buckley 2nds

Mike Smith makes a motion to approve the Operating Accounts manifest of $10,245.40 Jay Buckley 2nds, passes 2-0

Mike Smith makes a motion to approve the Water Assessment Fund Manifest of $43,418.62 Jay Buckley 2nds, passes 2-0

DPW

Met with paving company to go over Klausen and get an estimate for Eidelweiss Drive for next year.

Welder installed brackets in the bathrooms, DPW needs to get toilet seat pricing and then install them.

Spoke with raft company they no longer make pressure treated rafts, but they do aluminum. Going to send over a cost of the different types of rafts.

Discussion on email from Klausen homeowner. DPW didn’t plow the gravel roads last storm because the roads are soft, and it would have destroyed them. Going to send the homeowner the snowplow policy.

Administration

Discussion on cleaning pricing, average base salary is $15.18. Office is going to get pricing from 2-3 people to determine a price.

Discussion on carpenter to fix the bridge and build office partition. Mike Smith is going to call Norman.

Discussion on 2020 Audit. Scott is coming into the office on 5/4/22 to start the 2021 audit.

Mike Smith makes a motion to close the office on 5/4 for the auditors to come in, if they cancel the office will be open, Jay Buckley 2nds, passes 2-0

Discussion on taking records out of the Lodge. The DPW is going to remove the furniture end of this week into next week.

Discussion on water leak on Little Shore Drive. It will be fixed next week as the water operator was away this week and they weren’t able to do it last week due to the bad weather.

Discussion on sale of the Lodge, realtor coming on 5/2 to evaluate the Lodge.

Discussion on Reinach project, correspondence with Kirstin Dawson. Discussion on transfer switch and need for a permanent generator.

Mike Smith makes a motion to send a letter to Dawson that enough time has passed, and we no longer want the transfer switch. Please provide the purchase order and refund from the retainage, Jay Buckley 2nds, passes 2-0

Discussion on the grass seed and landscaping around the Reinach tank, Jay Buckley got a quote of $416 to put down seed.

Mike Smith makes a motion to get reimbursed for the grass seed, Jay Buckley 2nds, passes 2-0

Mike Smith suggests we get pricing for 3 generators, after Dinah Reiss questions why we are not focused on having generators at all 3 locations (Reinach, DPW 1 and Jungfrau)

Mike smith makes a motion for the warrant article for next year get pricing for generators at DPW1, Reinach and Jungfrau, Jay Buckley 2nds, passes 2-0

Discussion on fill request.

Mike Smith makes a motion to send an email to Nick Gage that will provide clarification on the amount of fill we can provide, Jay Buckley 2nds, passes 2-0

Jay Buckley makes a motion to transfer $43,077.75 out of the Water Account and into the Operating Account, Mike Smith 2nds, passes 2-0

Commissioner’s Concerns/Reports

Discussion on the draft RFP proposal.

Discussion on the unmerging of the Lodge and Cabana lots. Jay Buckley spoke with the Selectman, and they will be signing off on it next week at the next Selectmen’s meeting. There is a possible cost to the VDOE of $55 for changing it in the registry. This was probably a mistake on the contractor’s part.

Change date on RFP to May 30^th and change phone number to 9022.

Jay Buckley makes a motion to sign the RFP’s out of session, Mike Smith 2nds, passes 2-0

Discussion on Nick Sceggell email, no response yet.

Jay Buckley makes a motion to have the Valley Pride posters posted in the bulletin boards, Mike Smith 2nds, passes 2-0

Discussion on Water Committee Meeting Madison TV reposted from 10-14-2021 regarding information on the project and DES grant.

Jay Buckley requests the office find the 2015 grant and pass it along to the 91-A request.

Mike Smith mentions last meeting the water committee had 3 members present and the meeting was not posted. Meetings need to be posted going forward.

Discussion on office layout.

Mike Smith asks Doug Prescott on the timetable for the EPOA getting stuff out of the Lodge. Doug Prescott responds that he took the information to the EPOA Board and got a move out date of 6/11 and a construction date of 6/21.

Further discussion on timeline for realtors and appraiser to come into the Lodge and getting the Lodge cleaned out. Mike Smith suggests moving up the date for the EPOA to move out of the Lodge.

Jay Buckley makes a motion to allow the Eidelweiss Property Owners Association (EPOA) to use the right-hand (shorter) garage bay in the Cabana building for storage of the Association’s equipment, materials, and supplies. EPOA will construct a divider wall between the two garage bays at its expense and will provide the Village District of Eidelweiss with a Certificate of Insurance before commencing construction and annually thereafter. Access to this space will be via the garage door and EPOA will secure the door with padlocks installed on the outside at its expense. A copy of the key will be provided to the VDOE office. Mike Smith makes an amendment to add no flammable materials are to be stored in the garage, Jay Buckley 2nds, passes 2-0

Jay Buckley makes a motion to pass the amended motion, Mike Smith 2nds, passes 2-0

Mike Smith makes a motion to send an email to NHMA regarding who can speak at the public hearing, Jay Buckley 2nds, passes 2-0

Asset Management Public hearing is on May 7^th. Jay Buckley requests copies of the consumer report for the meeting.

Discussion on draft AMP, Mike Smith asks if they will have an updated draft prior to the meeting on 5/7. Jay Buckley states they will not.

Discussion on Water Committee meeting schedule and the need for consistency of dates and times.

Review of Granite State magazine, Granite State Analytical results and NHMA bulletin.

Mike Smith makes a motion to post the Eversource email on the website, Jay Buckley 2nds, passes 2-0

Jay Buckley reads email from David Maudsley to Stephen Buckley.

Public Appearance

Dinah Reiss questions why the DPW 1 gates are not locked anymore. Kelly Robitaille states it is on the list of things to be fixed and they need a welder for the job.

Jay Buckley going to pre-trial court with Adam Leiser on Thursday 4/28

NON-PUBLIC MEETING

Mike Smith makes a motion at 10:33 AM to go into Non-Public for RSA 91-A:3, II (L).  Jay Buckley seconded.  Motion Passed 2-0.

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 11:04 AM.  Jay Buckley seconded.  Motion Passed 2-0.

Mike Smith makes a motion to adjourn at 11:04am, Jay Buckley 2nds, passes 2-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday April 19^th, 2022

The Board of Commissioners met at 9:00am on Tuesday April 19^th, 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 & Larry Sodano.  

Meeting videotaped by Carol of Madison TV

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

Public Meeting

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

Ralph Lutjen makes a motion to approve the minutes of 4/12/22, Mike Smith 2nds with an amendment on pg. 4 the spelling of Lodge, Jay Buckley makes an amendment on pg. 2 changing a motion vote. Mike Smith makes amendment to approve changes, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the payroll of $9,515.75 Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the Operating Accounts manifest of $14,244.37 Jay Buckley 2nds, passes 3-0

DPW

Week overview: Had to cancel dig with Ian Hayes due to the weather, DPW is still working on brush cutting, Snow came and the DPW was ready for it

Jay Buckley questions if Kelly Robitaille is attending the brine information session and why he hasn’t been using brine. Kelly Robitaille responds that brine is not cost effective for the VDOE. It has some pros, but it costs 95 cents a gallon. Jay Buckley asks if we could borrow from Madison and then give back at the end? Kelly Robitaille states there is only 3 miles of asphalt in the VDOE so it’s not worth it. Kelly Robitaille goes through his brine qualifications and how between the 3 DPW workers there is over 50 years’ experience with brine, and it just doesn’t work for the VDOE. Jay Buckley mentions that the ponds have increased salinity over the years. Kelly Robitaille responds that brine is just a liquid form of salt, brine has a time and place, but it is not here.

Administration

Acknowledgment of VDOE property inventory at the Lodge.

Review of monthly cash flow and operating account budget & profit vs. actual. Going to wait until the water account QuickBooks report to discuss in full. Going to transfer money from the water account to the operating account $42,000 and some.

Discussion on Dam EAP, Draft is finalized. Mike Smith has a concern where it says Kelly Robitaille is to leave the site if he has no cell service.

Jay Buckley brings up 46 Bern Drive. There was a water break over the weekend and the neighbor called Jay. The office answering service says call 911 if emergency or leave a message. Old recording from Ron Sandstrom had options if it was water related or road related.

Jay Buckley makes a motion to modify the phone answering message to say if road emergency dial 1 for 911, if a water emergency dial 2 for 911, Ralph Lutjen 2nds, passes 3-0

Discussion on sale of the Lodge. 5/2/22 realtor is meeting at the Lodge for a walk through (Jay Buckley, Alexis Wagoner & Donna MacKinnon will be there) Appraiser will reach out closer to June to set up an appointment.

Jay Buckley is meeting with the selectman today 4/19/2022 to unmerge the Lodge and Cabana lots.

Discussion on Reinach project. Review of letter from Dawson. Ralph Lutjen questions what the date is the transfer switch will be delivered and installed. Around the tank was grubbed but not seeded. If they do these items, the retainage will be returned to them. Office is to follow up.

Discussion on 2020 audit. Going to omit management discussion and analysis. Auditor is coming on 5/4/22 to the office to start the 2021 audit.

Jay Buckley makes a motion to sign the water level measurement process, Ralph Lutjen 2nds, passes 3-0

Discussion on water level measurement process

Discussion on letter to 2 Clemens Place

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

Discussion on letter to RockHouse Mountain

Ralph Lutjen makes a motion to sign letter to RockHouse Mountain, Jay Buckley 2nds, passes 3-0

Mike Smith goes back to the Dam EAP section 2-1 #4, suggests it be taken out

Mike Smith makes a motion to approve Dam EAP with table 2-1 item #4 taken out, Jay Buckley 2nds, passes 3-0

Jay Buckley makes a motion to approve fill request for 10 Barden Nick Cage, no 2^nd Kelly Robitaille is going to talk to him about how much fill and when.

Commissioner’s Concerns/Reports

Jay Buckley discussion on draft RFP, going to table until next week. Mike Smith mentions that he spoke with Dinah Reiss, and she suggested adding DuBois & King to the list as they have done a lot with the District.

Mike Smith makes a motion to add DuBois & King to the RFP send out list, Ralph Lutjen 2nds, passes 3-0

Mike Smith wants Kelly Robitaille to get pricing on a fiberglass dock. Kelly Robitaille suggests not getting another fiberglass dock since they can’t just fix it, the wooden docks can be easily fixed. They have also secured the wooden docks to reduce the risk of it flipping.

Mike Smith makes a motion to get pricing for a wooden and fiberglass dock, Jay Buckley 2nds, passes 3-0

Discussion on bridge

Mike Smith makes a motion to get boards replaced and bridge painted, Ralph Lutjen 2nds, passes 3-0

Office to contact a person to work on the bridge. Jay Buckley mentions the bridge is beginning to sag.

Mike Smith makes a motion to get the bridge repaired and painted up to safe working standards, Jay Buckley 2nds passes 3-0

Discussion on kayak racks needing to be repaired/replaced.

Mike Smith makes a motion to repair kayak racks that are in rough shape, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to have the office send an email blast that the kayak racks will be open on May 15^th, Jay Buckley 2nds passes 3-0

Mike Smith makes a motion to have the office reach back out to the welder to get a time frame for the bathrooms, Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to get cleaning done to the outhouses after the toilets are fixed, Jay Buckley 2nds, passes 3-0

Office to get pricing for cleaning

Mike Smith discusses the EPOA going into the Lodge without prior notice/permission or someone accompanying them. Mike Smith mentions how the EPOA doesn’t pay a water bill. Further discussion on this.

Jay Buckley makes a motion to allow water hook-up to exist at 1 Eidelweiss Drive without water bill payment, Ralph Lutjen 2nds, passes 2-1

Discussion on getting records out of the Lodge.

Kelly Robitaille discusses the EPOA requesting access to the DPW garage years ago, Ralph Lutjen elaborates on the EPOA history.

Discussion on the AMP Draft, Ralph Lutjen states the draft is inadequate and that the current master plan is still valid just needs some updates.

Ralph Lutjen makes a motion to have the public hearing on May 7^th be cancelled, Mike Smith 2nds for discussion

Discussion on May 7^th public hearing meeting. Larry Sodano mentions that the May 7^th meeting is a requirement for the grant program. Jay Buckley adds that the figures in the draft are if there are unlimited funds, Larry Sodano adds to that comment that it states this is what is needed but it will be dictated by the budget. Ralph Lutjen states the document does not have a realistic approach and there so no plan or discussion on leak detection. Doug Prescott speaks up to say that this is a 1^st draft from a template and has a lot of work to be done to it. Larry Sodano mentions that there was a prior asset management grant that did not go well, and this is the states way of giving the VDOE a 2^nd chance.

Ralph Lutjen amends his original motion to have the meeting on May 7^th, Jay Buckley 2nds, passes 3-0

Discussion on CAD Data files.

Discussion on how much of the asset management money has been spend. Around $5,000 has been spent out of the account.

Jay Buckley mentions that we are waiting on Nick Sceggell to send final design for the new PRV Pit at the intersection of Upper Lakeview Drive and Rigi Drive. We have $25,000 to spend on the project. He should have it to us by the end of this week.

Public Appearance

Doug Prescott discusses the old equipment in the Lodge and ways to dispose of it.

Discussion on moving the EPOA equipment out of the Lodge. Doug Prescott presents 2 options to the Board of Commissioners. Option 1 is in the smaller garage bay and option 2 is in the center of the Cabana room.

Discussion on the VDOE records storage and disposal of the items in the Lodge.

Doug Prescott questions if he can ask the EPOA Board if they can use the 7’ x 11’ room in the cabana? Doug Prescott is going to bring both options to the EPOA Board this weekend and give the Board of Commissioners an answer next week.

Kelly Robitaille asks if they EPOA is still planning on putting an additional speed bump between Little Shore and Oak Ridge.

Discussion on moving the May 14^th public hearing to the Madison Library.

NON-PUBLIC MEETING

Jay Buckley makes a motion at 11:16 AM to go into Non-Public for RSA 91-A:3, II (a).  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 (a) and return to public meeting at 11:21 AM.  Ralph Lutjen seconded.  Motion Passed 3-0.

Mike Smith makes a motion to adjourn at 11:22am, Ralph Lutjen 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday April 12^th, 2022

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

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

Meeting videotaped by Carol of Madison TV

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

Public Meeting

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

Mike Smith makes a motion to approve the minutes of 4/5/22 with an amendment on the 2^nd page changing senate to selectman, Ralph Lutjen 2nds, passes 3-0

Mike Smith makes a motion to approve the minutes of 4/7/22 with amendments made by Jay Buckley, Jay Buckley 2nds, passes 3-0

Discussion on meeting on 4/7/22. CAD Data will be transferred to Horizons from Nick Sceggell. Jay Buckley state he is unsure if there are any added costs. Nick Sceggell is supposed to have the model completed by 4/15. Ralph Lutjen questions what happened in the field as there were no minutes produced. Jay Buckley states they just went on a tour, no decisions were made.

Mike Smith makes a motion to approve the Operating Accounts manifest of $11,379.09 Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the Water Assessment Fund manifest of $2,003.56 Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the Water Project Account manifest of $5,255.00 Jay Buckley 2nds, passes 3-0

Discussion on the Water Project Account Manifest. Check is for Nick Sceggell for a portion of the total payment for the completion of the hydraulic model. There is no reimbursement for this from the Reinach project grant.

DPW

DPW has been doing roadside brush cutting with a brush cutting tractor they rented. Kelly Robitaille asks if they go over the warrant article can he use money from the subcontract equipment account which has $3,000 in it.

Ralph Lutjen makes a motion to allow Kelly to use $1,000 out of the subcontract equipment account to continue brush cutting, Mike Smith 2nds, passes 3-0

Discussion on 2 Clemens Place. Kelly Robitaille took a measurement from the ditch line to the rocks, and it was 37 feet. The DPW is continuing to maintain their driveway. Ralph Lutjen states there are two options, one is to contact our lawyer and the other is to send a letter back stating their measurements are incorrect and going forward cars parked there in the winter will be towed. Jay Buckley questions how many cars there has been parked there when having issues with plowing. Kelly Robitaille responds that even when there is 1 car parked it still causes issues. Jay Buckley suggests having the property owner get a survey done to determine the boundary line. Mike Smith mentions we need to try and resolve this before winter comes again. Try and resolve it without a lawyer but if that doesn’t work, we will get the lawyer involved. Ralph Lutjen requests a letter is drafted stating they are parking in the road and that their measurements are incorrect. Come winter months cars parked in the road will be towed.

Administration

Mike Smith makes a motion to have Alexis Wagoner’s hours changed to 7am-3pm starting next Monday, Ralph Lutjen 2nds, passes 3-0

Jay Buckley is concerned about the hours not matching surrounding towns. Kelly Robitaille mentions it would be helpful to the DPW since they also start at 7am.

Discussion on TAN Loan, need to contact lawyer regarding loan.

Discussion on water ordinance change proposed by Ian Hayes to add a section stating that a listed of certified contractors are to be used. Commissioners will not be adding this in.

Sale of the Lodge will be discussed in a Non-public

Discussion on Reinach project, going through all payments and contracts. Will have more for next weeks meeting. Jay Buckley states Kathy Koziell will be back May 13^th and can answer any questions.

Discussion on 2020 audit. Office has reached out multiple times. Ralph Lutjen suggests he will draft a letter to send to the auditor.

Ralph Lutjen makes a motion to draft a letter to the auditor and sign it out of session, Mike Smith 2nds, passes 3-0

Ralph Lutjen makes a motion to sign and approve the water hook-up application for 4 Chocorua View Drive, Jay Buckley 2nds, passes 3-0

Ralph Lutjen makes a motion to sign the letter to 23 Huttwil Drive for later water bills, Jay Buckley 2nds, passes 3-0

Ralph Lutjen makes a motion sign and approve the water hook-up application for 3 Reinach Place, Mike Smith 2nds, passes 3-0

Ralph Lutjen Makes a motion to sign the letter to Jake Dawson, Mike Smith 2nds, passes 3-0

Discussion on contract. The contract has not ended yet and the warranty is not completed until the contract is closed out. Mike Smith suggests sending a follow up letter with date that the warranty expires. Ralph Lutjen states this will be resolved when the contract is closed out.

Mike Smith makes a motion to sign the letter to the Madison Fire Department, Jay Buckley 2nds, passes 2-0-1

Commissioner’s Concerns/Reports

Jay Buckley comments on the meeting from 4/7/2022. Nick Sceggell has acknowledged he doesn’t have the total number of homes built since the last time he did the model and how many homes are now on the water system. He also doesn’t have place in the hydraulic model to account for future homes. Donna MacKinnon sent a list of all water connections to Horizons and will also send to Nick Sceggell.

Discussion on AMP Draft. Meeting with public is scheduled for May 7^th, need to have another meeting with Horizons to have them present the final plan & presentation before they submit it to DES. Possible meeting on May 17^th after the Commissioners meeting. Ralph Lutjen discusses table 6-1, money schedule projection for the next 5 years. Not a realistic projection, the public will not be ok with this.

Discussion on list of engineers from DES, Jay Buckley felt that CMA, Wright & Pierce, and Underwood would be the best ones to pursue.

Ralph Lutjen makes a motion to send and RFP to the three engineering firms suggested by Jay Buckley and to Horizons, Mike Smith 2nds, passes 3-0

Discussion on Horizons being a possible district engineer. Jay Buckley is to construct an RFP and present it to the board next week for review.

Discussion on NHMA training

Jay Buckley makes a motion to have Donna & Alexis attend the 91-A webinar, Mike Smith 2nds, passes 3-0

Discussion on Water Level Measurement Process. Dam would be the zero-point water level and the other points would be + or – that zero point. Measurements would be taken once a week, after a storm and after a board is removed or replaced. Readings will be kept in a log and the office will also record data from a local rain gauge.

Ralph Lutjen makes a motion to accept the water level measurement process, Mike Smith 2nds, passes 3-0

The three locations will be the Little Pea Dam, inflow of the Big Loop Culvert and Thusis beach. The grate at the Big Loop Culvert was also removed. Jay Buckley asks if the beavers are still building their dam higher? Kelly Robitaille says yes, they are. Mike Smith mentions the water going down the side of the road on Big Loop and that Kelly Robitaille needs to make sure it doesn’t cross the road. Alexis Wagoner ordered measurement sticks already. Kelly Robitaille is concerned that we can’t measure Big Pea accurately because the beaver dam is causing artificial levels. Ralph Lutjen state we set a zero point at Big Pea regardless of the beaver dam. Kelly Robitaille mentions the water is 2” over the concrete right now since the rainstorms. They are not going to pull a board but let nature take its course and naturally regress the water. Doug Prescott speaks to ask if one of the goals is to see the water levels at Big Pea. Ralph Lutjen responds yes, but also the plan doesn’t include water quality but there is about 24 years of data recorded for the water quality. Doug Prescott asks why are we measuring Big Pea if the beaver dam is preventing the water level from changing based on the dam at Little Pea? Kelly Robitaille states this will give justification that the dam at Little Pea may or may not be affecting Big Pea. It will show that when a board is pulled or replaced does it have an affect on Big Pea. This will give us data we are looking for, what affect does the dam have on Big Pea.

Correspondence

Discussion on yard sale email. Mike Smith thinks if the EPOA can have a yard sale at the Huttwil parking lot why can’t this woman. Bob Ingram states that the EPOA yard sale included all people of the District to participate not just 1 individual. Ralph Lutjen suggests saying no as we cannot have people constantly in the parking lot for different events. Jay Buckley agrees with Ralph and Bob, he also state that Village Pride Day brings in a lot of people to clean the streets, but they have adequate insurance and advertising.

Ralph Lutjen makes a motion to send an email that the yard sale is not available, Jay Buckley 2nds, passes 2-1

Discussion on RockHouse email. Donna MacKinnon asks if they have deeded right to boat ramp beach. Ralph Lutjen requests the deeds that prove this claim.

Discussion on March Water Electric Usage

Discussion on DES loan fud. Jay Buckley to write up pre-application to get a foot in the door.

Review of Granite State Results

Public Appearance

Discussion on EPOA. Doug Prescott states that him and Bob Ingram separated things in the Lodge. He is going to send over an inventory list. Discussion on varies options to store the EPOA things going forward. Doug Prescott asks if the Cabana is accessible? Kelly Robitaille states he cannot give access unless the Commissioners grant you access. Doug Prescott says he needs to get in to take measurements and have someone look at it to see if it is worth fixing up. Doug and Kelly will arrange a time for this to happen.

Ralph Lutjen makes a motion to have Kelly Robitaille schedule a time with Doug Prescott to go see the Lodge, No 2^nd.

Bob Ingram reads a statement regarding the EPOA on behalf of himself. He is disappointed in how the Board of Commissioners are proceeding with the sale of the Lodge. The EPOA has been around for over 50 years. The EPOA has done so much for the VDOE over the years. He gives examples of the many instances the EPOA uses the Lodge and how it has been the home of the EPOA. The EPOA has done so much financially and maintenance wise to the Lodge. The Board of Commissioners did not communicate with the EPOA at all about the sale of the Lodge, they did not work together to figure the future out. The EPOA should not be paying for the fixing of the Cabana. The EPOA has donated 10’s of thousands of dollars to the VDOE and the VDOE has not given back to the EPOA. Bob Ingram requests that the Board of Commissioners help with the new placement of the EOPA equipment.

NON-PUBLIC MEETING

Jay Buckley makes a motion at 11:05 AM to go into Non-Public for RSA 91-A:3, II (d).  Mike Smith seconded.  Motion Passed 3-0.

Ralph Lutjen makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (d) and return to public meeting at 11:27 AM.  Jay Buckley seconded.  Motion Passed 3-0.

Mike Smith makes a motion to adjourn at 11:28am, Ralph Lutjen 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday April 5^th, 2022

The Board of Commissioners met at 9:00am on Tuesday April 5^th, 2022.

In attendance for the public meeting are Commissioner Jay Buckley, Commissioner Mike Smith, Commissioner Ralph Lutjen, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator, Kelly Robitaille-DPW Foreman, Doug Prescott, Dinah Reiss, Nick Borelli, Robert Corazzini, John Cancelarich, Dorothy Wondolowski, Gloria Aspinall & Steve Doyon (phone).  

Meeting videotaped by Aysia of Madison TV

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

Public Meeting

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

Jay Buckley makes a motion to approve the minutes of 3/29/22, Ralph Lutjen 2nds, passes 3-0

Mike Smith makes a motion to approve the payroll manifest of $8,370.50 Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the Operating Accounts manifest of $12,193.88 Jay Buckley 2nds, passes 3-0

Mike Smith makes a motion to approve the Water Assessment Fund manifest of $9,230.68 Jay Buckley 2nds, passes 3-0

DPW

Discussion on 4 Chocorua View Drive driveway permit application

Jay Buckley makes a motion to approve 4 Chocorua View Drive driveway permit for construction, Ralph Lutjen 2nds, passes 3-0

Jay Buckley makes a motion to approve 29 Oak Ridge Road driveway permit for operations, Ralph Lutjen 2nds, passes 3-0

Administration

Discussion on storage for retention records, going to put records in the DPW garage

Mike Smith makes a motion to transfer $9,140.33 from the Water Assessment Fund to the Operating Account, Jay Buckley 2nds, passes 3-0

Donna MacKinnon makes a comment that the water bills went out and we are already receiving payments. Discussion on reporting for water bill payments. Jay Buckley questions outstanding bill of 3 years not paid. If they do not pay by May first, then turn the water off.

Mike Smith makes a motion to send a letter to the homeowner requesting payment for the last 2 years water bills to be paid in full by May 1^st and if not, their water will be turned off. To be sent by certified mail. Jay Buckley 2nds, passes 3-0

Discussion on sale of the Lodge: someone is already possibly interested in the Lodge. Going to have a non-public next week to further discuss the real estate.

Mike Smith makes a motion to have Alexis reach out and get prices on an appraisal for the Lodge, Jay Buckley 2nds, passes 3-0

Discussion on Reinach Tank & invoices. Based on Kathy’s spreadsheet and what is in QuickBooks the $25,921.07 doesn’t exist. Need to close out the project and payments. There is $13,431.73 remaining in the retainage account that will be used for the work needing to be finished. The retainage amount was 10% but is now only 2%.

Ralph Lutjen makes a motion to provide notice to Dawson that we are taking the remaining retainage of $13,431.73 and using it for the transfer switch and other items not completed, Mike Smith 2nds, passes 3-0

Jay Buckley has another landscaper coming today 4/5/22 to give a quote for the seeding around the tank. Donna MacKinnon mentions that Dawson went $2,992.68 over their contract amount. The Board of Commissioners did approve all payments being made at that time. Retainage to also cover the time and money the DPW spent fixing the roads. Mike Smith suggests the letter to Dawson come from the lawyer and not the office. Further discussion on the matter.

Ralph Lutjen makes a motion to have the letter to Dawson come from the office and not a lawyer, Jay Buckley 2nds, passes 2-1

Discussion on the 2020 Audit. Office to follow up again with Scott Eagan. The lawyer sent over his paperwork on March 15^th.

Discussion on DPW costs and time spent on the roads pertaining to the Reinach project.

Ralph Lutjen makes a motion to have the $8,000 in expenditures spent on the roads be put back into the operating account. Motion not 2^nd as it would not make any effect on the current budget.

Commissioner’s Concerns/Reports

Ralph Lutjen makes a motion to have the Dam EAP submitted with the changes made by Mike Smith, Mike Smith 2nds, discussion on the Dam EAP, have Kelly Robitaille the immediate point of contact and then have Kelly Robitaille contact a commissioner. Jay Buckley makes an amendment to add Commissioner to the flow chart, Ralph Lutjen 2nds, Motion passes with amendment 3-0.

Jay Buckley makes a motion to approve the Dam EAP with the amendments, Ralph Lutjen 2nds, passes 3-0

Discussion on the Lodge merge/unmerge. Holding off another 2 weeks before going in front of the selectman so that Linda at Madison Town Hall and investigate the matter more.

Saturday May 7^th is the annual valley pride cleanup day.

Discussion on work orders.

Discussion on motion action log.

Discussion on office layout. Kelly Robitaille is going to help the office rearrange and remove the metal desks. Office to reach out to contractors to get pricing for the partition.

Ralph Lutjen discussion on RFP’s for getting a District engineer for both water and roads. Discussion on Wright Peirce, Dubois & King and HEB as possibilities. Jay Buckley is going to send out a list from DES that shows the engineers with strength ratings in water and roads. Kelly Robitaille is going to look at surrounding towns to see who they use for engineers.

Discussion on pond water levels. On 4/1/22 the water was 4” below the top of the concrete. Going to request information from the fire department on operability needs of the dry hydrants. Kelly Robitaille states the dry hydrant pipe at Big Loop is low enough, but the surrounding vegetation is not. Further discussion on the proposed changes to the pond level management plan. Ralph Lutjen states that in December when a board was removed it was not classified as an emergency which ultimately didn’t follow the plan in place. Ralph Lutjen states that past minutes reflect “All 4 boards are in as of October 17^th” This is an issue as the state recommends a board be pulled by October 15^th to prepare for the winter months. Steve Doyon from DES is involved in all things related to the dam at this time.

Discussion on the floating nest for the loons. According to John Cooley from the LPC the floating nest only has a 20%-25% successes rate in June.

Mike Smith makes a motion to null and void the existing dam policy, Ralph Lutjen 2nds, passes 2-1

Discussion on previous public hearing in August of 2021. Old policy was to always keep water levels as high as possible. Keeping the water at the 4” level below the concrete will allow the loons to nest. In 2021 that water level worked, John Cooley also felt this level was adequate. Beaver dam on Big Pea Pond not allowing water to flow, the water is 12”-14” higher in the pond than in the stream. Kelly Robitaille suggests putting in a 10” board at the Little Pea dam and removing the 5” board.

Mike Smith makes a motion to have Kelly Robitaille maintain the day to day for the dam and have the water level maintained at the red line, Ralph Lutjen 2nds, Passes 3-0

Discussion on the gate at Big Loop, not serving any purpose since it had to be opened due to the beavers.

Ralph Lutjen makes a motion to remove the grate at Big Loop, Mike Smith 2nds, passes 3-0

Discussion on 3 Reinach Place water hook up application.

Mike smith makes a motion to have data loggers set up at 5 Reinach place and at either Bristenstock or Aspen, Jay Buckley 2nds, passes 3-0

Public Appearance

John Cancelarich comes for public appearance regarding the dam.

Discussion on request proposal draft for water level measurements. DPW to take measurements out on the ponds and the office is to record rain measurements from a local rain gauge. John Cancelarich questions if Fish & Game is informed on this matter. Ralph Lutjen states Steve Doyon is involved in everything but at the end of the day the Board of Commissioners oversee the dam.

Steve Doyon joins by phone.

John Cancelarich questions Steve Doyon on the current pond level management plan, Commissioners just null and voided the current plan. John Cancelarich has concerns about the proposed changes, Steve Doyon doesn’t see much change between the two policies. John Cancelarich has concerns about a spring draw down and effect on all life in the pond. Mike Smith says that if the water goes above the concrete a board needs to be pulled, it is causing damage to the structural integrity of the dam. Steve Doyon’s response is that the water can go above the concrete and water is to be managed. 100-year integrity of the dam if no board was ever pulled, DES did a study. Ralph Lutjen says the water level is to be maintained at 4” below the concrete and Mr. Cooley says it will be ok for loon nesting. The beaver dam on Big Pea is causing the water level to be artificially high. Steve Doyon comments on the water level naturally going down over the summer due to evaporation. John Cancelarich is adamant on all boards being put back in. Steve Doyon reiterates that the dam management plan is to be followed as closely as possible by the dam owner. But the plan that is chosen is not going to please everyone and it is up to the dam owner to make a plan.

Discussion on water level measurements. They have nothing to do with the pulling of boards it is just to take measurements at different locations and times as well as monitor the rain fall. John Cancelarich comments that you cannot make the water level higher in the summer and that the boards must be replaced to ensure high water levels for the summer season. Ralph Lutjen responds that we should let nature take its course and on average the water levels with fluctuate. Steve Doyon states that it is up to the dam owner to make these decisions and if they choose to manage the water level 4” below the concrete that is their prerogative. Ralph Lutjen states that he had previously mentioned that the VDOE will be working with the Madison Fire Department to establish a level that is safe for the dry hydrants to operate. Steve Doyon gives Diane Timmons name as a point of contact at NH Fish and Game.

Correspondence

Discussion on beach ordinance. Going to deal with the situation and take all public comments at the public hearing on May 14^th. Jay Buckley states there are currently 41 parking spots for the beaches.

Nick Sceggell is coming on April 7^th for a field meeting

Discussion on Non-Public RSA email. Office is to start a log

Discussion on March daily water usage

Doug Prescott makes public comment: EPOA has items in the lodge to be moved and needs a place to put the stuff, discussion on possible options.

Jay Buckley makes a motion to make the Cabana useable for the EPOA to use for storage. The EPOA is responsible for all costs, Ralph Lutjen 2nds, passes 3-0

Ralph Lutjen makes a motion to adjourn at 11:08am, Jay Buckley 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.