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VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
July 10, 2018

The Board of Commissioners met at 8:00 am on Tuesday, July 10, 2018. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Ian Hayes (water operator) and resident Jay Buckley. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that pot holes on Chocorua View and Aspen have been repaired. Increase of the asphalt line is discussed.
Kelly Robitaille has looked at the merry-go-round at the playground. The bearings appear to be gone; ride is not stable. Mike Smith makes a motion remove the merry-go-round and send a letter to EPOA informing them the merry-go-round was removed for safety reasons. Motion passed 2-0.
Merry-go-round will be removed tomorrow when backhoe is back in service.
Backhoe is at Albany Service Center for broken motor mount. Chadwick Ba-Ross has been notified. No ongoing issues with motor mounts on backhoes are known.
Sand is available for $8.50 per ton from High Street Sand & Gravel. Ralph Lutjen makes a motion to approve up to $3,000 for sand. Mike Smith seconds. Motion passed 2-0.
Ability to take comp time is discussed. Banking comp time for use at a later time in lieu of salary is discussed. Discussion on keeping records clean is held. Hours worked must be shown in proper payroll period. Mike Smith makes a motion to contact the Attorney for guidance on this option. No second. Mike Smith motion contact Madison or Conway on comp time policy wording. Ralph Lutjen seconds. Motion passed 2-0.
All trucks are in good condition.
Road grading is being done around the District.
Developing a specification for a new truck is discussed. Ralph Lutjen makes a motion to have Kelly Robitaille prepare specification for a replacement truck. Mike Smith seconds. Motion passed 2-0.
Ralph Lutjen discusses survey completed with DES representatives and UNH storm-water management last Friday. A driveway culvert on Lugano is blocked and will be cleared.
Mike Smith discusses test digging with Ian Hayes to locate the end of the 8-inch line around the pond.
Tony Eldridge is working with the crew 2 – 3 days per week.
The culvert installation on Eidelweiss Drive will be scheduled for mid-August.
Culverts are being cleaned and cleared as roads are worked.

3. Water

Ian Hayes outlines that the Reinach tanks are back on line.
Tom Therrien will be contacted for status of the intrusion alarms for the pump houses.
Leak at Lugano identified yesterday with leak detection. Leak is close to where the water is surfacing. Repair will be done next week. Additional leak detection will be done after the repair is complete. A temporary shut down will be done on Monday of next week to confirm where the shutdown is needed for the repair. Possible water outage will be posted.
Lining of 30,000-gallon Summit tank is scheduled for tomorrow.
Muddy Beach pump has not yet been repaired. A follow up will be done after this meeting.
Discussion on placing bid spec for Reinach Pressure Zone on hold until finalization of the tank issue. If a cast-in-place tank is the proper solution, this will be the project bid this fall.
Discussion on storage and increasing the total gallons stored is held. The original plan being reviewed is for a 75,000-gallon tank. NH DES will have input on the total gallons needed. A meeting is being requested with Rick Skarinka of DES.
Curb stop valve locating will be scheduled for the end of July.
Ian Hayes is notified of request to locate end of 3-inch water main to 8-inch water main in the Altdorf/Interlaken/Middle Shore area to be checked. Locating the transfer to the 3-inch will allow calculation of remaining 8-inch replacement around the back-side of the ponds. This will be looked at this fall.
Year-to-date water budget is reviewed. Electrical use is discussed. Overall system status, water usage, leak at Lugano all contribute to electrical usage in the pump houses.
Ian Hayes reports Sodium Hydroxide is needed.

4. Administration

The June water usage is reviewed; in line with historical.
The June pump house electricity usage and cost report is reviewed.
The status of the water billing for 2018 is reviewed and discussed.
Cost analysis will be completed for tank options. Verification of all costs will be done and a benefit analysis will also be done. Standard practice for lining and inspecting will be included in the analysis.
Isolation valve mapping is in process; one additional data point will be completed.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 16 checks for a total of $47,209.49. Ralph Lutjen seconds. Checks and invoices are reviewed and discussed. Motion passed 2-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of 7-03. Ralph Lutjen seconds. Motion passed 2-0.

7. Commissioners Reports

Ralph Lutjen discusses establishing the 5-year averages for VDOE budget lines. This will be completed for Board review.
UNH and DES were in the District Friday. Review of Geneva Beach was done. Classification of a stream in the area was looked at; it is a stream. UNH design will incorporate stream crossing needs. Silt build-up in the middle pond was reviewed.
Since they were present; DES was requested to look at a foot bridge placed over a stream that has been complained about. No permit from DES would be needed; foot bridge is OK.
Ralph Lutjen discusses offer to review special transactions on a monthly basis with Nancy Cole and Treasurer Dinah Reiss. Fund balances and transactions would be looked at; including all existing warrant articles. At year-end, outstanding bills and open purchase orders would be reviewed.

8. Signature Items

The EPOA has submitted 5 dates for use of the lodge:
Mike Smith makes a motion to approve use of the lodge on 7/21. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve use of the lodge on 7/28. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve use of the lodge on 8/18. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve use of the lodge on 9/15. Ralph Lutjen seconds. Motion passed 2-0.
Mike Smith makes a motion to approve use of the lodge on 10/13. Ralph Lutjen seconds. Motion passed 2-0.
Discussion on scheduling meeting with Rick Skarinka of NH DES; any lodge use approval would be rescinded to allow for the meeting with the State.

9. Correspondence

The property owner of 4 Little Loop’s engineer has responded to the VDOE engineer. Initial email from resident was less than reasonable; apology did come through after.
Resident at 21 Chocorua View Drive has sent a request to repair the hole in the road near his house. This has been done.
A bicycle that was left at Boulder Beach has been stored for safe keeping. Madison Police have been notified that VDOE has the bicycle.
Complaints regarding dogs on the beaches and playground have been received. Persons are informed to contact Madison Police.
Primex has sent notice of the cyber coverage included with the VDOE liability policy.
Notification of peak electricity usage monitoring was received for July 3.
NH Municipal Association has sent the bi-weekly News Link. A 91-A seminar on voluminous requests will be held Wednesday, July 25 at 12 pm. The office has registered for this webinar. This will be posted for the Commissioners to attend.

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

Jay Buckley discusses leak detection and potential damage to the road bed from a leak. Investigating purchase of leak detection equipment is recommended. This will be looked into.

At 9:16 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/07/CM062618r.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
June 26, 2018

The Board of Commissioners met at 8:00 am on Tuesday, June 26, 2018. In attendance were Commissioners Mike Smith and Ron Sandstrom. Also in attendance was Kelly Robitaille (hwy). The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that the speed bumps are in.
All boards are in the dam.
The float for Porridge Shore will be fixed and put back in the water today.
The loon eggs on Middle Pea have hatched – two new chicks are in the pond.
All equipment is in good shape.
Roads are being readied for the upcoming holiday week. Recent rains have caused some washouts.
Culverts are being cleaned and checked.
Kelly Robitaille will report on the number of culverts cleaned each week.
All supplies are good.
The culvert on Eidelweiss Drive near #68 will be installed in August to allow for traffic flow in the area.
Part time employee Tony Eldridge will be available for working during the week beginning July 9, 2018.
Placing the culvert near Thusis is discussed. The amendment to the warrant article is under review.
Discussion on Jungfrau is held. The paved driveway at #15 is still creating an issue with road washout. Mike Smith discusses sending a letter to the property owner that a driveway culvert will be needed; the pavement will need to be cut. Letter will be formulated for approval by the Board.
A parking request has been received from resident Larry Leonard to place his trailer, sometimes with the boat, at the Huttwil lot. Kelly Robitaille is informed and the request is discussed; request will be held for next week.

3. Water

The written report has been received from Mass Tank. The two tanks at Reinach have failed. Mike Smith makes a motion to send the report to Paul Fluet. Ron Sandstrom seconds. Motion passed 2-0.
Mike Smith makes a motion to request a price for the recommended work at the Summit tank. Ron Sandstrom seconds. Motion passed 2-0.
Mike Smith makes a motion to ask Paul Fluet if he would like to attend the upcoming meeting with Rick Skarinka of NH DES. Ron Sandstrom seconds. Motion passed 2-0.
Ron Sandstrom makes a motion to send Dubois & King the vendor notice. Mike Smith seconds. Motion passed 2-0.
Discussion on the leak at Lugano. Granite State Rural Water leak detection will be in to attempt the locate the leak.

4. Administration

Mike Smith will schedule a safety meeting.
Motion log has been distributed and is discussed.
A follow up has been sent to Tom Therrien regarding status of the intrusion panels and pricing for pricing on the SCADA portion of the Reinach Pressure Zone.
Ron Sandstrom makes a motion to send the vendor policy to all active vendors. Mike Smith seconds. Motion passed 2-0.
The newsletter is discussed. Mike Smith requests removal of email wording between the LPC and Mike Smith. Mike Smith makes a motion to approve as updated. Ron Sandstrom seconds. Discussion on including the elected officials at the end of the document is held. Ron Sandstrom feels this would be helpful. Motion passed 2-0.
The Capital Improvement Plan developed by the Asset Management Committee is discussed. The CIP is included with this month’s newsletter.
The cost of the roofing for Muddy Beach is discussed. Updated quote for the roof is $1,250. This has been approved for the contractor to complete. Building siding has been put on hold until fall.
Ron Sandstrom discusses placing an area within the website for warrant article status and to place an area for intended warrant articles.
A supplement has been requested from the insurance company for additional costs incurred over the estimate.
Mike Smith motion send Mass Tank report to Rick Skarinka of NH DES. Ron Sandstrom seconds. Motion passed 2-0.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 5 checks for a total of $4,288.64. Ron Sandstrom seconds. Checks and invoices are reviewed and discussed. Motion passed 2-0.

6. Minutes

Ron Sandstrom makes a motion to approve the minutes of 6-19. Mike Smith seconds. Motion passed 2-0.

7. Commissioners Reports

Ron Sandstrom discusses time being spent on the website. Status of the road standards will be checked on.
Ron Sandstrom outlines an increase in electric rates that will occur this summer.
Mike Smith makes a motion to formulate a thank you letter to the LPC to include with the Commissioners checks. Ron Sandstrom seconds. Motion passed 2-0.
Mike Smith discusses accusations from residents without having asked questions on the status from the Board. The claimed illegal meeting was fully authorized under NH State law and was properly held.

8. Signature Items

Mike Smith makes a motion to sign PO 257 in the amount of $250 for raft floats. Ron Sandstrom seconds. Motion passed 2-0.
Mike Smith makes a motion to adopt and sign the Extension Fund Policy. Ron Sandstrom seconds. Motion passed 2-0.
The parking request for the Huttwil lot will be held until next week.
Mike Smith makes a motion to sign the water hook up approval for 53 Bern Drive. Ron Sandstrom seconds. Motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the weekly beach testing results – clean.
Resident Adam Leiser has questioned the bid policy of the VDOE. The VDOE bid policy has been added to the website. Discussion on question ensues; state law is followed.
Dubois & King has sent the confirmation that the VDOE will receive a reduced travel rate for visits from the engineers.
Resident Mark Graffam has sent a 91-A request and questioned the Board on what was stated to be an illegal meeting. Jay Buckley has expanded on the post by the VDOE that a consultation with legal counsel had legally occurred.
Resident Mark Graffam has sent an additional 91-A request within an email to the Communication Committee. Requested document has been sent.
NH Municipal Association has sent the bi-weekly News Link.

10. Scheduled Appearances
11. Other Business

Ron Sandstrom highlights interaction with the answering service recently while reporting a water outage. The script delivered to the answering service to identify issues within the District is not being followed. Ron Sandstrom outlines that the statement was made that the water operator will call him back – this should not be stated. Mike Smith makes a motion to have Ron Sandstrom and Nancy Cole work with the answering service on use of the scripts. Ron Sandstrom seconds. Motion passed 2-0.

12. Public Comments

At 9:00 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/06/CM061918r.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
June 19, 2018

The Board of Commissioners met at 8:00 am on Tuesday, June 19, 2018. In attendance were Commissioners Mike Smith and Ron Sandstrom. Also in attendance were water operator Ian Hayes, Treasurer Dinah Reiss and resident Adam Leiser. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

Ron Sandstrom makes a motion to approve the agenda. Mike Smith seconds. Motion passed 2-0.
The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille is on vacation this week.
Roads and equipment in good shape.

3. Water

Ian Hayes joins the meeting.
Leak detection has been moved to next week.
A 12-inch dent was identified in the second tank at Reinach; the inspectors verbally stated that the tank has failed. Final information will be included in the report anticipated from Mass Tank. Pitting was noted to be worse in the second tank at Reinach. Tank thickness was found to be as low as 0.02; original thickness 0.25. Report will be sent to Paul Fluet once received for input from the engineers on proceeding forward. Ian Hayes outlines future needs inspections of tanks. Working plan for cleaning all tanks every five years is needed. Increasing system capacity storage by building a new concrete tank at Reinach is discussed. This would help secure the system storage for many years into the future. Addition of a tank cleaning scheduled being added to the water system is discussed. The ability to incorporate the Reinach pressure zone into the new tank site is discussed. This will be investigated and discussed with the engineers. Ian Hayes outlines recent SCADA alarms. Failure occurred last night with the electrical storms. Tom Therrien was in this morning; Reinach and Chocorua stations have been reset. The Reinach tank will be cleaned and chlorinated today. May be early next week prior to being put back on line. Electrical updates at Chocorua are being planned.
Ian Hayes adds that the water noted at Lugano can be verified as a leak. The flow changed when the area was flushed. Site of leak is not known and will be checked with GSRWA next week. Repair of leak, when located, will cause water service interruptions on that side of the District. Placing an isolation valve cluster while doing the repair is discussed. The connections on the lines are discussed; adding valves will be looked into. The top of Salins at Bristenstock is another area that would benefit greatly from addition of a valve cluster.
Low pressure concern from 20 Winnegon received last Friday. Ian contacted the property owner; issue is not new. The pressure testing check document can be sent to the residents; placing a data logger at the home is also an option. Mike Smith makes a motion to establish testing with data logger at 20 Winnegon. Ron Sandstrom seconds. Discussion on agreement being in place prior to placing a data logger in the home. This will be worked up for future use. Motion passed 2-0.

4. Administration

Ron Sandstrom makes a motion to post the Asset Management CIP plan. Mike Smith seconds. Discussion on document as a work in progress; this plan is updated regularly. Motion passed 2-0.
Ron Sandstrom is working on the mapping issues for isolation valves.
Mike Smith will schedule CSV locating with Ian Hayes.
Mike Smith makes a motion to approve payroll in the amount of $6,774.38. Ron Sandstrom seconds. Report and time cards reviewed and discussed. Motion passed 2-0.
Cash flow report is reviewed and discussed. Income from water system has been updated to include all income anticipated by warrant article approval. $65,000 has been added to August expenditures for approved CRF deposits. Ron Sandstrom discusses use of 3 year rolling averages by month to establish the cash planning. Would like the document revised to reflect the heavy front load of cash expended early in the year and also reflect lower spending averages for summer months.

5. Accounts Payable
6. Minutes

Ron Sandstrom makes a motion to approve the minutes of 6-12. Mike Smith seconds. Motion passed 2-0.

7. Commissioners Reports

Ron Sandstrom discusses report requests from the Treasurer to the Board on a monthly basis. The ability to separate reports from the office information by creation of reports from the Treasurer’s records will help maintain checks and balances. Verification of balances are discussed. Treasurer Dinah Reiss highlights ability to create monthly reports with documenting on a separate report fund movement between funds. Creation of this report will be done. The Trust funds are discussed; including all trust funds with updates from the Trustees will be worked on for including in this report.
Ron Sandstrom makes a motion to have the Treasurer create the Treasurer’s report independent from the office. Mike Smith seconds. Motion passed 2-0.
Ron Sandstrom makes a motion to post the monthly Treasurer’s report on the website. Mike Smith seconds. Motion passed 2-0.
Ron Sandstrom makes a motion to have the District office produce the monthly cash flow report with information from the Treasurer’s report. Mike Smith seconds. Motion passed 2-0.
Treasurer Dinah Reiss confirms agreement with all changes; this information will be beneficial going forward.
Mike Smith makes a motion to have the Treasurers report to the Board for third week of the month. Ron Sandstrom seconds. Motion passed 2-0.
Ron Sandstrom makes a motion to increase the Loon Preservation Committee donation be increased to $210 with $70 from each Commissioner. Mike Smith seconds. Discussion ensues on the donation. Motion passed 2-0.
Ron Sandstrom makes a motion to add a category for water usage reports to the website. Mike Smith seconds. Motion passed 2-0.
Ron Sandstrom makes a motion to update the website with the office hours policy. Mike Smith seconds. Motion passed 2-0.
Ron Sandstrom makes a motion to add the 2017 year-end road report to the DPW section of the website. Mike Smith seconds. Motion passed 2-0.
Ron Sandstrom highlights work with Communication Committee member Paula Doyle on the VDOE website. Updating the organizational structure of the site will help allow persons to navigate the site. Adding a home page to the website will also be looked into as an option.
Thanks Paula!

8. Signature Items

Mike Smith makes a motion to sign the office hours policy and update the website. Ron Sandstrom seconds. Motion passed 2-0.

9. Correspondence

Resident stating issue with the level of Big Pea Porridge Pond has been responded to with information from John Cooley of the Loon Preservation Committee.
Resident John Lynch stopped in to discuss the high-water pressure at his house. Discussion on need to upgrade the PRV pit to correct this issue.
Granite State Analytical has sent the monthly bacteria testing results for the water system – clean.
Granite State Analytical has sent the monthly pH readings; readings are questionable as there was difficulty with the equipment.
Josh McAllister of Bergeron Engineering has sent the HEB price list.
NH DES has sent preliminary information on hazardous materials collection days – Conway will be holding a hazardous collection day on Saturday, September 22, 2018. Mike Smith makes a motion to post the information. Ron Sandstrom seconds. Motion passed 2-0.
10. Scheduled Appearances
11. Other Business

Little Loop is discussed. Matter is between the VDOE engineer and the resident’s engineer at this time.
Adam Leiser questions a statement made by Mike Smith regarding the failure of the PRV pit upgrades at the VDOE Annual Meeting. Clarification of PRV warrant article is discussed; pit upgrades were included in the proposed bond and removed on the floor of the Annual Meeting by the passage of the amendment to the Article and the individual article (Article 20) proposing the upgrades failed.

At 9:53 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds. Motion passed 2-0.

Respectfully submitted,
Nancy E. Cole; Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/06/CM061218.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
June 12, 2018

The Board of Commissioners met at 8:00 am on Tuesday, June 12, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille and resident Adam Leiser. The meeting was taped for Madison TV.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Float at Porridge Shore beach has been removed. The flotation devices were damaged. Flotation device replacements are $115 each. Two are needed. Can be picked up at vendor when going to retrieve crack sealing tar. Mike Smith makes a motion to approve up to $250 for float repair. Ralph Lutjen seconds. Motion passed 3-0.
All equipment is in good condition. Culverts and ditches are being cleaned. New culvert stakes are being picked up today.
Bern at Sarnen area has been smoothed following report of rippling in the area.
Both Boards will be added to the dam once the loon egg has hatched. Discussion on use of a float for a nest next year. Natural nest is best for the loons. A response to the resident questioning pond letters will be sent stating boards expected in dam within three weeks.
Quote has been obtained for culvert needed for driveway at 16 Little Shore. Cost is $223.20. Quote will be sent to the property owner.
Chipper quote has been requested. Cost is just under $300 per day. Adam Leiser questions if Madison has a chipper; Town Road agent will be asked. Mike Smith makes a motion to question Madison on a chipper. Ron Sandstrom seconds. Motion passed 3-0. Jon Cyr will be contacted.

3. Water

Ian Hayes reports that the tank at Reinach is being prepared for inspection.
Pressure issues continue on upper Oak Ridge and Lakeview Drive.
Discussion on water flow noted at Lugano. Possible water leak; being checked on. If there is a leak, it may be up hill and surfacing at the bottom of the hill. This zone will be walked with Granite State Rural Water leak detection next week. Discussion on lack of isolation valves in this area of the District. This area will be targeted for future isolation valve installations.
Big Loop and Middle Shore have been checked for leaks recently. Some small potential leaks were noted.
Ian Hayes reviews letter to property owners regarding high pressure statements on upper Oak Ridge Road and Lakeview Drive. Additional testing with data loggers will be done in area at residents homes. Discussion continues on water pressure. Minimum pressure requirements exist; maximum pressures do not exist for a water system. The current data logger information shows the pressure reducing valve functioning within parameters. Ian Hayes has discussed the issue with Rick Skarinka and Cynthia Klevens of NH Department of Environmental Services. The PRV pit cannot be upgraded due to the failure of the warrant article.
Ian Hayes informed that the roof replacement at Muddy Beach pump house is being scheduled. Funds will be checked prior to authorization for the siding. Pump will be installed upon receipt from Grundfos. Ian Hayes outlines that Muddy Beach had an issue with SCADA communications. Issue has been corrected and station is operational. Tank is being flushed prior to being put back on line.
Reinach Pressure Zone project is discussed. An update to the special provisions has been done by the engineers. Phase I and Phase II bid documents are ready. Both phases can be done concurrently; Phase I does not need to be fully completed to begin Phase II. Bids will be due October 30. The inspection of the second Reinach tank may alter this plan depending upon the condition of this tank. Opportunity for adding storage and including the pressure zone within new tank area may be reviewed if second tank fails.
SCADA programmer Tom Therrien will be installing security alarms at pump houses.
Discussion on blocking Reinach Place while inspection is completed is held. Should a homeowner enter the area, Ian Hayes will make sure proper distance is maintained.
Second tank will be ready for inspection next Monday as scheduled. An email blast will be done stating Reinach tank will be drained down and taken off line. Mike Smith makes a motion to confirm June 18 for inspection with Mass Tank. Ron Sandstrom seconds. Motion passed 3-0.
The bleeder on Klausen will be moved to the wood line to reduce chance of damage to the end of Klausen.
Year to date budget expenditures for the water system are reviewed. Line items are reviewed and discussed.
Ian Hayes outlines that some curb stop valves will need repair from winter damage. The blow off on Winnegon needs to be repaired. No other foreseen work at this time.
Ian Hayes will check Burgdorf in the area of #5 to check for existence of a water main. Engineer Nick Sceggell will be notified of the results.
Discussion on placing a data logger at the house at 51 Bern Drive over Fourth of July is held. Property owner has been contacted.

4. Administration

Monthly safety meeting will be scheduled following vacation scheduled next week.
Water billing status is discussed. $31,657.69 total due to the VDOE. $27, 870.00 collectible this year.
Discussion on Communication committee meeting yesterday. Meeting went well.
Discussion on Madison Road Funds on action list. Will be removed.
Asset Management Committee meeting is scheduled for Thursday of this week. Capital Improvement Planning spreadsheet will be reviewed for submission to Commissioners for publication.
Mapping projects of District assets are ongoing.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 20 checks for a total of $38,675.19. Ron Sandstrom seconds. Checks and invoices are reviewed and discussed. Motion passed 3-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of 6-05. Ralph Lutjen seconds. Motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen discusses the billing for Diessbach repairs. Invoice will be sent certified with Ian Hayes back up documentation. Bill will retain a net 30 due date.
Ralph Lutjen discusses site visit to Little Loop that was completed last week by engineers Paul Fluet and Jeff Tucker of Dubois & King. Paul Fluet has updated the drawing. Submitting to the property owner for response can be done. Ron Sandstrom discusses having property owner submit to his engineer and legal counsel for review with VDOE engineer. Adam Leiser states that his engineer has reviewed; issues within the easement document have been resolved. Mr. Leiser adds that some additional concerns are being raised. Submission of an agreed upon project between the engineers is discussed.
Adam sends a picture of Lugano. Issue has been discussed with Ian Hayes.

8. Signature Items

Mike Smith makes a motion to sign PO 256 in the amount of $6,850 for inspection of the second tank at Reinach. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to Mike & Jill Bureau regarding high water pressure. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to Jay Buckley regarding high water pressure. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to approve the requested parking of a motorcycle trailer at the Huttwil lot from 8-31 to 9-8. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to the Communication Committee regarding response to the Facts & Figures document distributed by three residents. Ron Sandstrom seconds. Discussion is held. Adding specific text from the audit document is recommended by Ralph Lutjen. Statements reinforce other information and add validation. Document will be updated for next week. Ron Sandstrom raises concern over 9 points in the document that are the responsibility of the Treasurer under NH State law. Mike Smith withdraws the motion.
Ron Sandstrom makes a motion to have the Treasurer submit a monthly report to the District Commissioners on all transfers to and from accounts in 2018 from her records. Ralph Lutjen seconds. Discussion on focusing for the future is held. Visiting North Conway Water Precinct for a review of the capabilities of their accounting system is discussed. This will be scheduled. Motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the weekly beach testing results. Geneva Beach tested positive for e-coli. A repeat test was taken yesterday. All other beaches good.
A resident of Bern Drive reported rippling at the intersection of Bern and Sarnen. Area has been smoothed by the DPW.
Mark Graffam was sent the response from Ian Hayes regarding the 2017 Muddy Beach water usage numbers.
Resident complaint regarding pond levels. Photos sent showing dry patches in the channel between Big Pea and Middle Pea. Response will be sent.
Mark Graffam has sent an email regarding lack of the date on the annual report as printed in the Town of Madison Annual report.

10. Scheduled Appearances
11. Other Business

Communication Committee has submitted a document that could be distributed to property owners with focus towards informing renters of local regulations. Discussion ensues on the document. Distribution through the EPOA is discussed. Discussion continues on benefit of using all means for distributing, including VDOE website. Mike Smith makes a motion to post the document and distribute to EPOA, info-board and next-door sites. Ralph Lutjen seconds. Motion passed 3-0.

12. Public Comments

At 9:45 am Mike Smith makes a motion to enter non-public session pursuant to RSA 91-A:3, II (e) legal. Ron Sandstrom seconds. Motion via roll-call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Motions & Votes of Non-Public Session:
Mike Smith makes a motion to seal the minutes. Ralph Lutjen seconds. Motion passed 3-0.

At 10:35 am Mike Smith makes a motion to exit Non-Public session. Ron Sandstrom seconds. Motion via roll-call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Ralph Lutjen recommends highlighting work of Asset Management Committee in upcoming newsletter. Focus on strategy of the Board for the future of the District. Delay Reinach Pressure Zone by one month.

At 10:38 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds. Motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/06/CM060518.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
June 5, 2018

The Board of Commissioners met at 8:00 am on Tuesday, June 5, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille, Treasurer Dinah Reiss, resident Adam Leiser and Engineers Paul Fluet and Jeff Tucker of Dubois & King. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports the bottom portion of Klausen Road has been worked on.
Weekly price of $1,000 has been received for rental of a chipper. There is a full weeks’ worth of work. Limbs could be cut in advance to be ready. Ron Sandstrom discusses cutting limbs first to determine amount of time chipper would be needed. Discussion on sending notice to residents that limbs will be piled roadside until chipper is rented. This could be set up as a two-phase project. Discussion on best process for completing this task. With only two persons, piling the brush and then returning to do the chipping will be best. Some smaller trees will be removed as the crew works around the District. Timing for this work is discussed. Holding until the end of August may be most beneficial for traffic purposes. Target for removing limbs will be early August.
Culvert placing near 68 Eidelweiss Drive will be done once part time help is available.
Placing culvert at 16 Little Shore is discussed. Written estimate will be obtained for sending to the property owner.
Placing culvert on Salins is being scheduled.
Placing culvert(s) on Jungfrau will be held for available third person.
Marker stakes for culverts are being obtained to replace as needed while cleaning culverts.
Ron Sandstrom discusses employee spending authorization of $200 per day. Questions if a limit should be added on a monthly basis to control costs. Kelly Robitaille outlines purchases are items of need. Ralph Lutjen highlights part of normal operations, unnecessary mechanics to add this limit.
The 550 has been returned. Repairs done well, truck looks good. Saddle bags for brining roads were not damaged. Discussion on estimating reduction in salt usage by adding brine is discussed.
All equipment in good shape.
Trees have been marked on 1324 Conway Road. Two trees are large and old; many dead limbs. Property owner of 1324 has requested permission to remove these trees. Certificate of insurance for tree company will be requested prior to grating approval.
Budgets are reviewed. Line items discussed. Part time and overtime lines are discussed. Repair and supply line discussed; 63% expended.
Cost of fuel raising is discussed; this line is at 57%.
Sand and salt lines are discussed; no open PO’s exist.
Gravel line item is discussed; PO has $3,236 remaining.
Dust control has been authorized.
Remaining line items reviewed.
Crack sealing is discussed.
Asphalt road work this year is discussed; Old Town needs to be shimmed. Open hole on Chocorua View Drive and edge of road will be looked at for repair. These two roads, with some shimming on Eidelweiss Drive will use up remaining budget line.
Future asphalt needs will be reviewed for planning.
Discussion on cash flow and work processes.

3. Water

Ian Hayes will be in attendance next week.

4. Administration

Little Loop project is discussed. Two trees at edge of driveway need to be removed. No other trees planned for removal at this time. Easements from property owners are needed prior to proceeding. Sending conditions included in easement documentation to Attorney Boldt for review discussed. Issues highlighted in property owners’ easement review include maintaining the grass (mowing), encumbering funds in case additional work is needed and marking of the trees. Adam Leiser discusses adding trees to the project at his cost, using VDOE tree vendor. Having Paul Fluet mark the two trees are discussed. Ralph Lutjen discusses having contractor review and mark any additional trees based on drawings for project. Bob Wirling will be contacted for this review once easement is finalized. Ron Sandstrom makes a motion to send the easement response from property owners to Attorney Chris Boldt for review and additional discussion next week. Ralph Lutjen seconds. Motion passed 2-0-1 with Mike Smith abstaining as he believes next week is too soon.
Inspecting the second Reinach tank can be scheduled for next Monday, June 11.
Tom Therrien has been contacted for cost of moving electronics on the second Reinach tank. Receiving the reports following the inspection will be needed prior to scheduling lining.
Discussion on reducing costs by scheduling lining of more than one tank is held. Mike Smith makes a motion to have the office send an email to Mass Tank following up on the status of the inspection report and lead time needed for scheduling an inspection. Ralph Lutjen seconds. Motion passed 3-0. Scheduling a Commissioners meeting for later this week for approval of final numbers is discussed.
Mike Smith makes a motion to approve payroll in the amount of $5,580.93. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to withdraw $2,000 from water system CRF for the engineering of the PRV pit design. Ralph Lutjen seconds. Motion passed 3-0.
Ralph Lutjen makes a motion to withdraw $1,989.04 from Road Construction CRF for Grison & Burgdorf Engineering. Mike Smith seconds. Motion passed 3-0.
Reinach pressure zone engineering funding will be discussed going forward.
Ron Sandstrom discusses having an accountant familiar with municipal expenditures to review the books for the District. Expense for hiring an accountant are discussed. Receipt of a clean audit is outlined. No material qualifications or issues were raised. Updating the accounting system could be handled first. Discussion will be held going forward. Updating to a new software is discussed. Discussion on visiting North Conway to review their system is discussed. Mike Smith makes a motion to have Nancy Cole, Ralph Lutjen, Ron Sandstrom and Dinah Reiss visit North Conway to review the software. Ralph Lutjen seconds. Motion passed 3-0.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 2 checks for a total of $2,735.59. Checks and invoices are reviewed and discussed. Motion passed 3-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of 5-29. Ralph Lutjen seconds. Motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen makes a motion to produce a bill and send detail from Ian Hayes to property owner on Diessbach. Ron Sandstrom seconds. Motion passed 3-0.
Ralph Lutjen discusses proposal received from HEB for engineering services. Not encouraged to give proposal high consideration. No hourly rate is included in proposal.
Ron Sandstrom discusses having an engineer that can review the sites easily. A price sheet could be requested from HEB. Value engineering and ability to respond to needs of the District is discussed. Travel expense is not determining factor; having a partner to review projects is discussed. Mike Smith makes a motion pursue additional options for road engineering. Ralph Lutjen seconds. Discussion on engineering services used by Madison, Freedom and Conway is held. Motion passed 3-0. Ron Sandstrom makes a motion to request a price sheet from HEB. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to send a donation to Loon Preservation Committee in the amount of $200. Ralph Lutjen seconds. Motion passed 3-0.

8. Signature Items

Mike Smith Makes a motion to approve and sign the Driveway Permit for Construction for 18 Little Shore. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith Makes a motion to sign the use of the Lodge for the EPOA on July 12, 2018 at 9 am. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to approve Kelly Robitaille time off request. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to approve Nancy Cole time off request. Ralph Lutjen seconds. Motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the monthly water pH results; good.
Jay Buckley has sent an offer to volunteer time and materials to re-shingle the roof over the mailboxes. Mike Smith questions insurance and expertise to complete the task. Discussion ensues on liability, experience, and ability. Ralph Lutjen makes a motion to accept the proposal provided he is able to be classified as a part time employee for duration of the project at a payrate of $1.00. Ron Sandstrom seconds. Motion passed 3-0.
Michael Wronski sent information regarding a leaning canoe rack. This was corrected.
Josh McAllister of Bergeron Engineering has sent the proposal for use of Bergeron for road engineering services as discussed earlier.
Jay Buckley has sent a request for changing of the PRV valve at the Upper Lakeview pit due to the increased water pressure to some houses at the end of this zone.
Mark Graffam has sent questions regarding 2017 water usage. Ian Hayes has outlined response.
Ted Foley has sent information regarding creation of a bridge over the brook behind his house by resident Larry Leonard on the opposing side of the brook. Mike Smith makes a motion to forward the information to NH DES. No second. Ron Sandstrom makes a motion to send the new document with photos from last year to property owner Larry Leonard. Ralph Lutjen seconds. Motion passed 3-0.

10. Scheduled Appearances

Paul Fluet and Jeff Tucker of Dubois & King join the meeting to discuss value engineering. Ralph Lutjen outlines need to receive drawings that can be constructed; Grison and Burgdorf designs cannot be implemented at the proposed costs. Dialogue and team work needed on road projects. Projects must be able to be constructed. Second issue is timing; delay in receipt of information created difficulty last year. Containing projects so that they are executable is discussed. Review of priorities is discussed. Review and updates of Capital Improvement projects are discussed. Ability to look at a project is expensive with travel from Laconia. Discussion on Little Loop project is held. Drawing does not include any notation of what trees need to be removed. Jeff Tucker agrees that the timeliness of service was slow, Paul Fluet is resuming project management for all VDOE projects. Ron Sandstrom highlights cost for review of street issues. Jeff Tucker outlines that a project has been bid by Dubois & King at $210,000 for a 67-foot aluminum culvert; less than half the quote received by the VDOE for the concrete box culvert. Jeff Tucker reviews spreadsheet and photos of aluminum culvert installation. Cost expected for Grison would be $209,000. Mr. Tucker recommends bidding of project with aluminum culvert and option of concrete box culvert. Putting out to bid state-wide could yield different results. Statement of positives for water system needs.
Water hook up for Bern Drive reviewed. Completion of the closing of the Bern-Huttwil water main loop would benefit this hook up.
Discussion on creating bids for Burgdorf and Grison and intended years for construction are discussed. 2020 and 2021 for construction will be targeted.
Discussion on travel costs are outlined; reduction to hourly rate for travel hours is outlined. Agreement of a travel rate with the VDOE will be done.
Thusis culvert project is discussed. Amendment at Annual Meeting is discussed. Intention not clear as to where the catch basin would be placed. Lack of ability to clean out catch basin is discussed. Paul Fluet outlines can be done manually, if needed. Discussion continues on amendment, may not be in best interest of VDOE to install. Mike Smith discusses holding on project and proposing again next year. Simple solution to replace damaged length of pipe only.
Reinach Pressure Zone discussed. Bid specification and contract documents are discussed. Updated draft received yesterday; does not include recent updates. Paul Fluet outlines Special Conditions item includes the modifications to the standard documents. Timing of the project is discussed. Both phases could be done at same time or independently. Intent is to build at same time if financing approved at 2019 Annual Meeting. Paul Fluet will review the Special Conditions. Obtaining bids for project is discussed. Intent is to complete both projects in 2019, both phases will be bid October 1st with bid opening October 30 at 10 am in the office.
Complexity of the engineering documents is discussed. Jeff Tucker highlights that options for other base contracts are available. This could be reviewed at an upcoming meeting.
Discussion on water storage tanks is held. First tank at Reinach has failed due to dent on seam. Summit tank appears to have passed. Second Reinach tank to be inspected next week. Information will be sent to Paul Fluet upon receipt for inspection of second tank. Additional discussion will be held after inspection is completed. Discussion is held on replacing 5,000-gallon tanks instead of inspecting and lining.
Little Loop project is discussed. Review done by property owners is discussed. Paul Fluet will send any comments on property owners review.
Bern Drive water hook up discussed. Pressure is questioned for new construction. Placing a data logger over the fourth of July holiday weekend to measure the pressure is discussed. Two-week period will be used. Ian Hayes will be notified to place data logger. Property owner of house next door will be requested for use for placement of data logger.

11. Other Business

Ron Sandstrom discusses Communication Committee meeting last Saturday. 17 persons present. Board consideration for holding of a Saturday public meeting this summer is discussed. Review of financial data in detail has been requested. Ralph Lutjen highlights un-qualified audit with no material issues. No additional detail is needed. Not in favor of spending time re-hashing immaterial issues. Document includes statements that are not correct, no time to correct persons making accusations. Voters can vote down articles, replace Commissioners annually, and have the control. Ron Sandstrom highlights having a public meeting to outline and discuss projects; could be beneficial going forward. Ralph Lutjen not in favor of separate meeting. Mike Smith states he is not available on Saturday’s this summer. Focus on 2018 and going forward should be kept. Stop reviewing closed issues. Ron Sandstrom outlines ability to gain support for future needs of the District. Incorrect information included in documents that are posted should not be countered. Yes, mistake was made, but corrected and moving forward. Not constructive effort recycling 2017 audit. Attempt to generate support for future projects is outlined.

12. Public Comments

At 11:45 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds. Motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/06/CM052918.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 29, 2018

The Board of Commissioners met at 8:00 am on Tuesday, May 29, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille and property owner Bonnie Miller. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille outlines that the roads are in good shape. Rafts were put in the ponds. One of the rafts is leaning; will be hauled in to be checked. Ralph Lutjen outlines statement that the raft at Boulder Beach is in a slightly different location than normal. Kelly Robitaille states water level is lower than last year, chains are in same location. Raft is in 10 feet of water. Beaches are being raked. The highway crew handled the beaches over the weekend. Gloria Aspinall has been cleaning the restrooms. Ron Sandstrom discusses culvert cleaning; Kelly Robitaille is using the list to keep track of the work completed. Placing culverts on Eidelweiss Drive and Jungfrau is discussed. Kelly Robitaille outlines that a replacement may be needed at Salins and Bristenstock intersection. Part time employee will begin regular hours August 1.
A puddle that gets watched on Interlaken has not appeared this spring. Planning and scheduling discussed. Some tree limbs need to be removed. A chipper will be rented to facilitate this work. Will be posted prior to beginning this work. Cost will be checked into.
Gravel supplies are good.
Liquid Calcium Chloride was applied to roads last week.
Resident Bonnie Miller discusses Klausen Road. Photos of area are delivered to the Board. Portion of wash out area caused by water flowing during water system flushing. This area will be worked on tomorrow. Kelly Robitaille will discuss possible solution to reduce damage while flushing the system.
The Class VI sign has been removed from Grandval Way.
Boards in dam are discussed. All boards are removed down to the permanent dam. Water level is being maintained to the loons’ nest.

3. Water

Price has been received for lining of the Summit tank. Status of report discussed; will be requested from Mass Tank. Mike Smith makes a motion to scheduled inspecting second tank at Reinach and then lining both later this year. Ralph Lutjen seconds. Motion passed 3-0.
Pump repair cost has been received from Grundfos for failed pump at Muddy Beach. Mike Smith questions the pump repair and how the pump was working when installed. Ralph Lutjen outlines delay in shipping return as an issue in the delay for the pump repair. Discussion on future pump purchases is held; possible different vendor or manufacturer for future purchases. Should such an issue occur again, a different process should be used.
Mike Smith makes a motion to sign the repair order. Ralph Lutjen seconds. Motion passed 3-0.

4. Administration

Monthly Communication email was sent last week.
Mike Smith will schedule remaining CSV locating with Ian Hayes.
Mass Tank will be sent an email to schedule the inspection of the second Reinach tank.

5. Accounts Payable

Mike Smith makes a motion to approve the manifest of 9 checks for a total of $1,477.42. Checks and invoices are reviewed and discussed. Motion passed 3-0.

6. Minutes

Ralph Lutjen makes a motion to approve the minutes of 5-22 as revised. Ron Sandstrom seconds. Motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen outlines work on gardens completed this weekend. Flag pole garden had 12 plants added; 3 were removed.
Water operator Ian Hayes has not yet submitted the detail for the billing of $1,200 to the property owner of 18 Diessbach. Ralph Lutjen makes a motion to reduce the bill by $600 by reduction of Simply Water bill next month. Ron Sandstrom seconds. Discussion on warning Ian Hayes. Ralph Lutjen withdraws the motion. Ron Sandstrom makes a motion to notify Ian Hayes that VDOE will reduce his bill by $600 if no response by June 5th. Mike Smith seconds. Motion passed 3-0.
Ron Sandstrom has created a budget discussion document for review and discussion. Discussion on budgets, audit, accrual vs cash reports is held. Maintaining control of accrued expenses is needed; updating the accounting software could reduce issues in future years. Certain circumstances, like snow and ice on December 31 will always create challenges.
The document will be reviewed and discussed again. Bills and dollars expended in December and not received until January are discussed as additional challenge. Outline of accounting system error of the $20,000 health insurance CRF allocation is discussed; overtime incurred by highway in December is discussed.
Ron Sandstrom discusses increasing the Board of Commissioners from 3 to 5. Benefit to the District of having a lager Board is discussed.
Ralph Lutjen leaves meeting at 9 am.
Mike Smith discusses Saturday night presentation by Loon Preservation Committee. Went well and was enjoyed. Mike Smith highlights holding a presentation annually regarding local wildlife. Option for this will be pursued going forward. Mike Smith makes a motion to have the VDOE make a donation to the Loon Preservation Committee. No second, hold for next week. $100 - $250 as a guide is stated.
Analysis of costs for installation of house meters is being worked on.
Discussion on engineering costs that are being incurred that are for the 2019 Warrant. Costs and allocations are being put together for Board review.

8. Signature Items

Mike Smith makes a motion to sign PO 255 in the amount of $1,750 for a pallet of crack sealing tar. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to request the property owner of 1324 Conway Road mark the trees to be removed. Ralph Lutjen seconds. Discussion continues on obtaining name of tree company that property owner will be using. Motion passed 3-0.
Mike Smith makes a motion to sign the driveway permit for construction for 53 Bern. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the fill request for 14 Blinden. Ralph Lutjen seconds. Motion passed 3-0.
Letter to property owner of 43 Oak Ridge Road regarding high water pressure reviewed. Mike Smith makes a motion to sign the letter. Ralph Lutjen seconds. Motion passed 3-0.

9. Correspondence

Monthly bacteria testing has been received from Granite State Analytical. System is clean.
Upper Lakeview Drive lot question from a property owner has been received. Information from last fall from this property owner will be pulled and sent to the Board for review.
Jay Buckley has sent a request for removal of the Class VI road sign on Grandval Way. Sign has been removed.
Stiles Company has sent the meter pricing for house meters. Mike Smith is working on the report of cost to install house meters.
Bergeron Engineering has stated they will be sending the price sheets for review by the Board.
NH Municipal Association has sent the weekly Legislative Bulletin and the be-weekly News Link.

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

At 9:15 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/05/CM052218-V3.pdf"]

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
May 22, 2018

The Board of Commissioners met at 8:00 am on Tuesday, May 22, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille and Treasurer Dinah Reiss. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that requests for fill are coming in. Residents will be asked to contact the office.
The F-550 should be ready today or tomorrow.
Crack sealing tar is needed. $1,750 for a pallet. Ron Sandstrom motion approve one pallet at $1,750. Mike Smith seconds. Motion passed 3-0.
Beaches are being cleaned for summer.
Swim rafts will be placed tomorrow; new securing chains are being picked up now for two rafts.
Schwyz was worked on last week.
Playground equipment has been checked. The ropes for the swings are frayed. Discussion on replacing the ropes. DPW will handle.
All other equipment is in good shape.
Cleaning culverts is discussed. Placing new culverts this summer is discussed. Culverts in need of replacement will be listed.
Gravel supply is good. PO exists.
Placing the sandwich board at the bottom of Oak Ridge Road for the Loon Preservation Committee presentation is discussed. A sign will be created for the board.
Compost has been picked up at Madison Transfer station. A pile is available at DPW II; this information will be included in the Friday email blast regarding the Loon Preservation presentation and ice cream social.
Kelly Robitaille advises that the picnic tables will not be in for this weekend, but old tables have been removed.

3. Water

An email was sent to follow up on the status of the pump repair at Grundfos.
Ralph Lutjen has discussed the Reinach Pressure Zone bid draft with Engineer Paul Fluet. Fluet will update the document and submit. Phase 1 will not require bonds and will have a one-year retention period. Phase 2 will require bonds. Updates are expected for next week.
Mike Smith makes a motion to set up a meeting with Dubois & King. Ralph Lutjen seconds. Motion passed 3-0. Mike Smith makes a motion to follow up with Tom Therrien on the cost of the SCADA requirements for Phase 2. Ralph Lutjen seconds. Motion passed 3-0.
The report from Mass Tank has not been received. Will be sent to Paul Fluet upon receipt.
Leak detection has begun for the season.

4. Administration

Safety meeting last week.
Motion log was reviewed last week.
Treasurer Dinah Reiss discusses the monthly cash flow report. Dinah outlines that $100,000 has been transferred from water usage to the operating account. Balance in the water usage account is currently $102,000. $18,000 is still needed for collection to complete approved water usage funded projects. Treasurer Dinah Reiss will add the expense of the capital reserve fund deposits to the cash flow report. Discussion on TAN proceeds available and payments due is held. Dinah discusses the transfer needed from the water extension fund to balance the audited figure for that account. Will be done. The recent capital reserve fund withdrawals have been removed from the report to reflect actual.
Treasurer Dinah Reiss reviews the Excel budget spreadsheet produced for review. This spreadsheet outlines the operating and water budgets only. Discussion on variances within the line items are discussed. Highway repair line item is discussed. Discussion on engineering costs is held. Charges to apply to the 2018 tank project are discussed; Ian Hayes’ time for draining and cleaning the tanks will be charged to the article.
Discussion on reducing spend for the remainder of the year is held. Focus of the highway department on culvert cleaning and ditch work is outlined. Mike Smith outlines that the winter was a tough one; a lot of snow and ice. Three-year averages being used for some line items are discussed; will need to be reviewed for next year. Balancing the budget and needs of the roads are discussed. Control over spending is discussed; monthly expenses have been high to date. Planning for the remainder of the year is discussed. Ralph Lutjen discusses maintaining line items as approved without moving funds within the spreadsheet as it shows the variances. Accurate reflection of needs within the budget is goal. Ron Sandstrom discusses updating of the financial software to include PO tracking. Expected expenses need to be shown within the budget review; new software will help. Discussion continues on need to update the software and benefits thereof.
A follow up will be sent to Tom Therrien regarding the pump house security panels.
Ron Sandstrom motion to approve the May newsletter as submitted and send via email blast. Mike Smith seconds. Motion passed 3-0.
Asset Management meeting is discussed. Ron Sandstrom discusses placing the capital improvement plan (CIP) on the website as approved by the Asset Management Committee. Ron Sandstrom makes a motion put the capital improvement plan (CIP) on website. Mike Smith seconds. Discussion on work in progress that is updated monthly would be included. Ralph Lutjen and Dinah Reiss discuss being in favor of putting the document on the website. Mike Smith discusses placing on website after each meeting. Motion passed 3-0.
Ron Sandstrom outlines that the culvert information has been entered into the asset management database. Organizing the paper forms is discussed; three-ring binder by street is the intent. Dinah Reiss will work on this. Ability to record work on culverts is needed. Updating the database going forward will be needed.
Initial isolation valve information will be scanned and sent to Ron Sandstrom for matching the data with the data on the maps.
Cash flow and budget report have been discussed.
Mike Smith makes a motion to approve payroll in the amount of $6,445.78. Ralph Lutjen seconds. Report and time cards are reviewed and discussed. Motion passed 3-0.
Discussion is held on updating the accounting software. Recommendation to move away from QuickBooks and move to BMSI has been received from North Conway Water Precinct. Mike Smith states in favor of updating the software prior to the end of this year. Timing is discussed; best transition time is discussed. Ralph Lutjen discusses voter approval; placing on the 2019 Warrant is outlined. Ron Sandstrom makes a motion to continue review of product and place on 2019 Warrant list. Mike Smith seconds. Discussion on understanding of the Board on the new software prior to recommending is held. Motion passed 3-0.

5. Accounts Payable
6. Minutes

Mike Smith makes a motion to approve the minutes of 5-15 as revised. Ralph Lutjen seconds. Motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen has informed Bob Wirling that the Little Loop project will not be completed in June. Will be scheduled later in the year.
Ralph Lutjen discusses planned updates to the flag pole garden. Some new plants will be added.
Remind Ian Hayes the Board needs an update to the billing on Diessbach.
Ralph Lutjen requests the mission statement for the Communication Committee; will be sent.
No proposal has been received from Bergeron Engineering as of yet. Mike Smith makes a motion to send an email to Josh McAllistar requesting the proposal discussed with the Board. Ron Sandstrom seconds. Discussion on including question if interested in this work. Motion passed 3-0.
Ron Sandstrom discusses due date for easement returns from homeowners on Little Loop. Original letters will be checked.
Ron Sandstrom discusses recent posting of facts and figures document circulated by certain residents. Ron Sandstrom describes mis-information within the document. Ron Sandstrom outlines that the document has not been sent to the Board of Commissioners; it was submitted to the Communication Committee. Discussion is held on the document. Ron Sandstrom may respond directly as an individual. Ralph Lutjen highlights grammar errors in the email from Jay Buckley that states the Board may not be educated to handle the positions for which they were elected. Ralph Lutjen stated that the voters has the power to vote out a Board member up for election, vote down the budget and warrant articles at the annual meeting. With respect to options the Board could pursue, Ralph Lutjen states that he wishes the Board responds, a simple statement that the audit is complete. Ralph Lutjen makes a motion to have Board respond that we have an unqualified audit. This means that we have met all accounting standards and requirements. There are no material issues. All open matters can be addressed. We categorically reject all claims of any impropriety by the Commissioners. Ron Sandstrom seconds. Discussion on adding statement that after audit results were in, the VDOE understood the over expenditure and notified the Department of Revenue. No update to the motion is made. Motion passed 3-0.
Ron Sandstrom makes a motion to post Commissioner statement on website. Ralph Lutjen seconds. Motion passed 3-0.
Ron Sandstrom makes a motion to post the monthly budget worksheet on the website. Ralph Lutjen seconds. Discussion on sharing information and having the financial information available is held. The website and posting of additional information is discussed. Lack of response to information posted is held; unfortunately, only a few people will look at this. Requesting the document under 91-A is discussed. Motion failed 1-2 with Ralph Lutjen and Mike Smith against posting the information.
Ron Sandstrom adds he will not attend the EPOA meeting this Saturday.
Mike Smith outlines the Loon Preservation Committee has confirmed for the presentation this Saturday at 6 pm. Presentation expected to last 45 minutes.
Mike Smith discusses that North Conway Water Precinct stated they have a budget for maintaining meters this year of $158,000.

8. Signature Items

Ralph Lutjen makes a motion to adopt and sign the Emergency Notification Policy. Mike Smith seconds. Motion passed 3-0.
Mike Smith sign PO 253 in the amount of $800 for picnic tables. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign PO 254 in the amount of $200 for locating curb stop valves. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter regarding availability of a water main to the property owner of 12 Dorfli Road. Ron Sandstrom seconds. Motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the initial beach testing results. All beaches clean.
Resident Jay Buckley has sent notice of a tree down near the Burgdorf Road culvert. The DPW has been notified.
Resident Jay Buckley has sent notice of suspicious water at the bottom of Lugano. The water operator has checked the area; water is on opposite side of road from the main.
Third party electric supply has sent the May electric report; the District saved $5.
NH Municipal Association has sent the weekly Legislative Bulletin.
Ralph Lutjen makes a motion to test all 5 beaches this summer. Ron Sandstrom seconds. Motion passed 3-0.
Picture received from Jay Buckley of a tree down on Burgdorf near the culvert. Kelly Robitaille has checked the area.
Picture received from Jay Buckley of water at the bottom of Lugano. Ian Hayes has checked the area; not believed to be a water leak. Resident will be notified.

10. Scheduled Appearances
11. Other Business

Responding to the fact and figures report that has been posted on chat sites has been discussed.
The beach cleaner position has been posted.

12. Public Comments

Treasurer Dinah Reiss discusses the loan for inspecting and lining of the water tanks. Discussion is held on needing the Mass Tank report and having the engineers review it. Option for replacing the 5,000-gallon tanks instead of lining existing tanks is outlined. Analysis has been reviewed by the Asset Management Committee on the cost of replacement instead of lining. Lining of Summit tank is probable; inspecting second tank at Reinach is also an option. Updating plan to inspect second tank at Reinach may be done. Replacement of the failed tank at Reinach in kind would be $47,000 as quoted by Mass Tank. Discussion continues regarding options on the tanks.
Ron Sandstrom discusses review of shifting some water system fixed costs to the tax base going forward.

At 10:05 am Ralph Lutjen makes a motion to adjourn the meeting. Mike Smith seconds. Motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator