[gview file="https://vdoe-nh.org/wp-content/uploads/2017/12/CM110717.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
November 7, 2017

The Board of Commissioners met at 8:00 am on Tuesday, November 7, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Jeff DeMartino (hwy), Treasurer Dinah Reiss, Ian Hayes (water operator), Engineer Nick Sceggell and Moderator Mark Graffam. The meeting was taped for Madison TV by Carol Dandeneau.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that a culvert on Adelboden failed last Friday. The culvert was replaced yesterday with a pipe that was on hand. A large concrete chunk was removed from the top of the culvert; the weight of the concrete probably caused the failure. Other large rocks were also removed from around the pipe. 4 loads of gravel were used. The side dead¬-end section of Diessbach Drive will be worked on; gravel will be needed. Mike Smith makes a motion to approve up to $500 for gravel for Diessbach Drive. Motion fails for lack of a second. Ron Sandstrom makes a motion to approve up to $750 for gravel for Diessbach Drive. Mike Smith seconds the motion and the motion passed 3-0.
An updated quote for the brine system has been received in the amount of $6,726. Kelly Robitaille will obtain an estimate from S. A. MacLean’s.
Kelly Robitaille outlines that planned road work will be completed this week with the intent to move to winter operations.
Chains will be needed for the backhoe. Box style chains will cost $880. Other needs will be put together for a total to be approved next week.
The furniture pick up for the lodge has been tentatively set for November 16.
The meeting with Dr. Jaime Houle of UNH T2 Storm Water Program is discussed. A proposal for evaluating the slopes for ditching and drainage needs will be sent. Ralph Lutjen outlines that upon review of Geneva Beach area, a retainage pond was not recommended. Dr. Houle recommended knocking over a couple of trees to border the area and allow the wetlands that is already forming naturally to establish. This area will hold any silt or debris being washed down slope with road drainage naturally. Dr. Houle also stated that construction on Geneva Place and/or Middle Shore Drive is the probable cause of the sandbar visible off Geneva Beach. Dr. Houle also stated that the VDOE current practice for ditches appears to be effective; overall the District is in good shape containing storm water.
Two contacts were made for part time snow plow operators. Both contacts are former employees. Ron Sandstrom makes a motion to run the ad again. Ralph Lutjen seconds the motion and the motion passed 3-0.
The canoe racks will be cleared next week.
Dips in the road surface along Eidelweiss Drive and Presidential View have been reported. The property owner for the new house under construction on Eidelweiss Drive will be submitting a request to amend the driveway permit. The amendment will include altering the angle at which the driveway will meet the road and adding a culvert.
The road grader received a software update yesterday. The grader stayed outside overnight to finalize the upload via satellite.

3. Water
4. Administration

A safety meeting will be scheduled.
Water billing status is discussed. Mike Smith makes a motion to post the 10 houses with overdue water usage fees. Ron Sandstrom seconds the motion and the motion passed 3-0.
An Asset Management meeting will be scheduled.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,293.59. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
A proposal from the third party electric supplier is reviewed. Ron Sandstrom makes a motion to enter a three-month contract at a rate of $0.1166. Mike Smith seconds the motion and the motion passed 3-0. The option of entering into a multi-year contract is discussed. Mike Smith makes a motion to contact the Attorney for an opinion regarding multi-year electric contracts. Ron Sandstrom seconds the motion and the motion passed 3-0.
A positive opinion regarding the ability to enter a standard general obligation loan for a project intended to be paid by water usage fees has been received from the Attorney. The letter will be sent to Bank of NH for review.
year to date budget expenditures are reviewed and discussed. Adjustments will be needed between some line items. Treasurer Dinah Reiss states that she will begin the process for applying for the additional TAN loan.

5. Accounts Payable
6. Minutes
7. Commissioners Reports

Ralph Lutjen states that he is willing to work with Nancy Cole on completing the proposed 2018 budgets. Possible warrant articles are discussed. Estimates for construction for Burgdorf and Grison are being completed; Reinach Pressure Zone and Little Loop are also being worked on currently.
The Eidelweiss Property Owner’s Association has requested Neighborhood Watch signs be posted. 10 signs are proposed for within the District, including the entrance ways and beaches. Final locations will be determined with Chief Colby of the Madison Police.
The 91-A Policy for the VDOE is discussed. Ralph Lutjen outlines a misconception that all documents will only be released via flash drive. The flash drive policy is for larger documents only; smaller documents can still be emailed to the requester upon receipt of the signed request form. The exact policy wording will be checked.
Ron Sandstrom states that in a recent meeting in which many engineering firms were represented, there was discussion regarding the current extremely high demand of engineers.
Mike Smith reports that Mass Tank has been postponed. One week notice will be needed to reschedule the tank inspections.
Mike Smith makes a motion to cancel the proposed meeting December 9. Ralph Lutjen seconds the motion. Discussion is held on the low participation at these meetings; releasing information via the website and mailing is outlined. Use of the monthly Commissioner memo to focus on one topic at a time is also discussed. Motion is called to a vote and the motion passed 3-0.

8. Signature Items

Driveway permit application and permit for construction are presented. Mike Smith makes a motion to approve and sign the Driveway Permit for Construction for 3 Grimsel Road. Ralph Lutjen seconds the motion and the motion passed 3-0.

9. Correspondence

Mark Graffam has forwarded information on a dip in the road on Eidelweiss Drive and another on Presidential View Drive.
Eversource has sent a thank you to all customers for patience during the outages caused by the windstorm last week.

10. Scheduled Appearances

The meeting is called back to order by Chairman Mike Smith at 9:30 am.
Resident Adam Leiser, water operator Ian Hayes and engineer Nick Sceggell have joined the meeting.
Muddy Beach is discussed. The installed pump is not operating on the pump curve. The pump is only moving 38-43 gallons per minute when 65 is expected. The inlet and outlet pressures will be checked to rule out the piping as the cause for the low production. The electric connections, variable frequency drive and SCADA program have all been checked and ruled out as the cause. Replacement of the pump will need to be authorized by Maltz Sales. Ralph Lutjen makes a motion to have Nick Sceggell and Ian Hayes take action for obtaining a replacement for the Grundfos CR10-10 pump at Muddy Beach. Mike Smith seconds the motion and the motion passed 3-0. Ralph Lutjen makes a motion to purchase a second pump with a requirement for a credit for the first pump. Ron Sandstrom seconds the motion. Discussion ensues on allowing Maltz Sales to replace the existing pump prior to purchasing a second pump. Ralph Lutjen moves to amend to motion to include the action to first attempt replacement of the existing pump. Ron Sandstrom seconds. Motion, as amended, passed 3-0.
The bypass that will be needed to allow inspection of the Jungfrau tank is discussed; Ian Hayes estimate $500. Mike Smith makes a motion to approve up to $500 for the bypass of the Jungfrau tank to be established at the Winnegon PRV. Ralph Lutjen seconds the motion and the motion passed 3-0.
Little Loop Road is discussed. The survey and design for correcting the drainage on the road is reviewed and discussed. The drainage will be open in design; not culverts. The design will be updated to show the crown to be established on the road. Discussion on using the side line boundary between #4 and #6 Little Loop for the drainage so as to not place entirely on the property of #4 is discussed. The ability to use side boundaries for drainage and water lines is discussed; if the VDOE has the right to use side boundaries will be looked into.
Raising the grade of Little Loop would be beneficial and will be added to the plans.
A final plan will be targeted for November 28. Nick Sceggell will be sent the information regarding ability to use the boundary line as the location for the drainage. Though this would require removal of additional trees, it may be better if the District has an existing easement along the side line boundary.
Ron Sandstrom leaves the meeting at 10:50 am.
The drainage for the Thusis area is reviewed. Placing of culverts to bring water to the center of the circular driveway for Thusis Beach and then moving the water towards the pond via culvert to exposed swale at the property line for the house next to the beach is proposed. The sideline boundary question for easement rights for drainage will also affect this project. Mike Smith makes a motion to have Nick Sceggell update the drawing and, upon submission, have the office send to the abutting property owner for review and discussion. Ralph Lutjen seconds the motion and the motion passed 2-0. A survey of the lot at Thusis Beach is discussed; this may be needed to determine the actual lot boundary.
Reinach Pressure Zone is discussed. Connecting to the existing 2” water main is being designed. This should allow the pressure zone to be installed and functioning prior to the full update of the water mains within the area. The new pump house is discussed. Three pumps will be needed and two small 250-gallon tanks will be needed. The new pump house will have a long driveway; approximately 100 feet in length. An estimate will be created for building the new pump house. Some of the proposed connections can be done by Ian Hayes while working in those areas prior to completing the entire pressure zone. Nick Sceggell cautions the use of the existing 2” water mains; the new pressure may cause some failures. The construction estimate should be received by the District for November 28.

The option of an elliptical culvert instead of a box culvert for the Grison and Burgdorf projects is discussed. Nick Sceggell states that this option was looked into; the life span of an elliptical culvert is lower than the useful life of a concrete box culvert. Nick Sceggell will send the designs for review.

11. Other Business
12. Public Comments

At 9:15 am Mike Smith makes a motion to recess the meeting until 9:30 am. Ralph Lutjen seconds the motion and the motion passed 3-0.

At 11:55 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/11/CM103117-Reconvened-110217.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
October 31, 2017/Reconvened November 2, 2017

The Board of Commissioners reconvened at 8:00 am on Thursday, November 2, 2017. In attendance were Commissioners Mike Smith and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), and Dr. James Houle of UNH T2 Storm Water Center. The meeting was taped for Madison TV by Tim Hughes.

At 8:00 am the meeting was called to order by Chairman Mike Smith.
At 9:30 am the meeting is called to order by Chairman Mike Smith.

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that roads held well during the recent storm. One culvert on Adelboden is being watched; once the water subsides the culvert will be replaced. The Terra Star is being outfitted for winter operations.
The motor quoted for the brine equipment is too small to handle pre-treatment set up. The quoted motor was for use with the saddle bags to be released while salting. An alternate quote is being sought.
The culvert placement at 70 Eidelweiss Drive has been postponed until November 7 or 8. Some gravel, 2 or 3 loads, will be needed for this work.
Pricing from other suppliers of road salt are being checked. Kelly Robitaille will have pricing for next week.
If time allows for additional asphalt work this fall, Aspen will be the target road.
All swim rafts are in for the winter and the rope fence at the Veteran’s garden has been taken down for winter. Outhouses will be locked, except one at Geneva, after the holiday weekend.
Any remaining water craft after Veteran’s Day weekend will be removed.
Kelly Robitaille reports the backhoe plow has been ordered.
The area outside Muddy Beach pump house will be cleared by the DPW.
The basketball hoops and nets will be replaced in the spring.
Discussion on the pending visit of Dr. James Houle of UNH T2 Storm Water Management Department is held. Dr. Houle will be brought up Oak Ridge Road, down to Geneva Beach and then over to the Lugano area.
A photo of a silt cloud off Boulder Beach is viewed.

3. Water

Tom Therrien of Electrical Installation, SCADA programmer, is expected in the District today.
The SCADA system needs to be re-set from the power loss and transfer to mobile generator units.
The Reinach Pressure Zone will be addressed next week with engineer Nick Sceggell.
Continuation of progress on a leak detection plan is discussed.
The status of the Klausen service line is discussed. Ian Hayes will be asked.
Mass Tank has been postponed. One week’s notice will be required to reschedule the inspections.

4. Administration
5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 14 checks for a total of $19,989.92. Ralph Lutjen seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.
A five (5) minute recess is taken while checks are signed.

6. Minutes
7. Commissioners Reports

Mike Smith discusses the request for rates from the third party electrical provider. Rates should be reviewed for action as soon as received.
Turning on the water system bleeders for winter may occur prior to Ian Hayes vacation the end of November.
The tax rate as established by the NH Department of Revenue is higher than anticipated. One known item was corrected; other changes will be looked into for the higher rate.

8. Signature Items

Draft letter to Mr. Buckley is presented. Mike Smith makes a motion to sign the letter to Mr. Buckley regarding the Asset Management Committee. Ralph Lutjen seconds the motion and the motion passed 2-0.

9. Correspondence
10. Scheduled Appearances

At 9:55 am Dr. James Houle of UNH T2 Storm Water Management Program arrives. The desire and ability to act now to reduce negative impact for protection of the ponds in the future is discussed.
Establishing priorities for best protection of the ponds and implementing cost effective solutions is the strategy used by the UNH program. Dr. Houle states that UNH can offer guidance and consultation as well as work directly with the DPW on implementation strategies if engaged.
A report will be received from Dr. Houle outlining specific parameters following today’s site review.

11. Other Business

A quote has been received from Norm Garside for completion of the interior upstairs section of the lodge in the amount of $8,650. Balance of the warrant article funds is reviewed. Having Norm Garside coordinate with the electrician for review of all electrical items is discussed. Mike Smith makes a motion to approve the work by Norm Garside up to $9,000. Ralph Lutjen seconds the motion and the motion passed 2-0. Ralph Lutjen makes a motion to request a quote for a handrail on the inside wall of the stairs. Mike Smith seconds the motion and the motion passed 2-0.

12. Public Comments

At 8:25 am Mike Smith makes a motion to recess the meeting until 9:30 am. Ralph Lutjen seconds the motion and the motion passed 2-0.

At 10:25 am Mike Smith, Ralph Lutjen, Kelly Robitaille and Dr. Houle leave for site visits to varying locations in the District.

At 11:30 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/11/CM103117.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
October 31, 2017

The Board of Commissioners met at 8:00 am on Tuesday, October 31, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Ian Hayes (water operator) 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 the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille is clearing roads of branches that came down during the storm. There is a tree down on Winnegon with the power lines. The tree is off to the side. The power company and emergency services were notified and responded yesterday.

3. Water

Water operator Ian Hayes informs the Board that Jungfrau station is being run by generator and the water system is being manually maintained.
The new pump at Muddy Beach is discussed; it is not moving water at the anticipated gallons per minute. The pump should be moving 65-68 gallons per minute and it is only moving 38-42. Varying potential causes have been checked; amperage, pump curve, VFD settings and power. Additional trouble shooting may be needed. The representative at Maltz Sales that sold the pump to the VDOE has been notified. Possible replacement of the pump or purchase of the second pump for comparison purposes is discussed. The rate of flow and piping configurations has also been looked at and the pump should be moving water at the anticipated rates.
Discussion is held on postponing the tank inspection or inspecting one tank at Reinach only.
Mike Smith makes a motion to reschedule Mass Tank to mid-December. Motion fails for lack of a second. Discussion on placing the temporary line on Winnegon that will be needed to bypass the Jungfrau tank to facilitate inspection of that tank is held. Establishing proper flow from Muddy Beach prior to any portion of the system being taken off line is discussed. Mike Smith makes a motion to reschedule Mass Tank. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to ask Mass Tank for the latest date into winter that an inspection can be done. Ralph Lutjen seconds the motion and the motion passed 3-0. Mike Smith makes a motion to contact the engineers for a recommendation on purchase of a second pump for Muddy Beach. Ron Sandstrom seconds the motion. Discussion ensues on completing remaining testing of the pump that is installed as requested by the engineers prior to requesting a recommendation for the second pump. Mike Smith withdraws the motion for additional information. Ian Hayes will get the requested suction/discharge numbers for the engineers.
The service line at 11 Klausen is discussed. Ian Hayes has reviewed the options; blast to bury at the proper depth or build a berm over the line, with the property owner. Ralph Lutjen makes a motion to have the property service line repaired or placed onto a temporary line by the end of this week or service is to be discontinued until repair is complete. Ron Sandstrom seconds the motion and the motion passed 3-0.

4. Administration
5. Accounts Payable
6. Minutes
7. Commissioners Reports
8. Signature Items

Draft of a letter to the property owner of 30 Saint Moritz is presented. Discussion ensues regarding the requirements for liability to exist for road runoff. No changes have been made by the District in the past 6 months. The property owner should be taking some action to protect his septic system as the runoff appears to be a historical flow. Discussion ensues on a statement made by the property owner regarding gravel placed on a driveway across the street. Placement of a ditch across the street is discussed as an option. Grading the area to obtain a higher crown pitched towards the inside of the hill is discussed. The letter will be updated for next week the intended corrective actions.

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

At 8:45 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (e) legal. Ron Sandstrom seconds the motion. Motion is called via roll call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Motions and votes of Non-Public session:

Mike Smith makes a motion to send a letter to the Town of Madison Board of Selectmen, with a copy to NH DES and Town of Madison Code Enforcement Officer Bob Boyd regarding the failed septic at 23 Huttwil. Letter is to request a short time frame for response. Ralph Lutjen seconds the motion and the motion passed 3-0.

At 9:05 am Mike Smith makes a motion to exit non-public session and recess the meeting until Thursday, November 2 at 8 am. Ron Sandstrom seconds the motion. Motion is called via roll call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/11/CM102417A.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
October 24, 2017

The Board of Commissioners met at 8:00 am on Tuesday, October 24, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly reports out: Diesel works quote $6,150.00 plow for the backhoe. The F-550 has been used as a sanding truck and to clean-up the dead ends. The clean-up work has a high wear impact to the 550. The backhoe plow attachment would take much of the load off the 550 and extend the life of the truck. Mike Smith makes a motion to purchase the plow for the backhoe for $6,150.00 and take the monies from the capital reserve fund the motion passed 3-0.

Kelly has a quote for brine distribution system at $3,180. Brine is available at a cost of $0.61 cents per gallon. Talking to other DPW workers they have had good experience. 80 gallons of brine pre-treated ahead of the storm should cover the paved roads in Eidelweiss. Salt costs to cover the same roads approx. $117 vs $49 for the brine. Road agents and plow guys seem to be happy with it. Ralph Lutjen makes a motion to purchase the brine distribution system for $3,200.00 monies to come from the capital reserve Mike Smith seconds the motion the motion passed 3-0.

Roads are in good shape, tough with the leaves, the team has been grading. Kelly has requested 2 tons of asphalt ($300) to make asphalt repairs on Aspen. Ralph Lutjen makes a motion asphalt ($300) to make asphalt repairs Mike Smith seconds the motion the motion passed 3-0.

Mike Smith makes a motion have Kelly release the purchase to diesel works and for the brine attachment Ralph Lutjen seconds the motion the motion passed 3-0. This was done to move the work forward in the event that the district administrator is out for an extended time.

Ralph Lutjen makes a motion to have a commissioner meeting on storm water management on November 2nd 10:00am Mike Smith seconds the motion the motion passed 3-0.

Mike Smith makes a motion to sign the document for 30 Saint Moritz, Ralph Lutjen seconds the motion the motion passed 3-0.

3. Water

Muddy Beach is now on line and pumping water for the system. Mike Smith would like the district to directly purchase meters rather than go through 3rd party. This will eliminate delays.

November 2nd is the expected date for the tank inspections. Mike Smith makes a motion to get a cost estimate for the excavation by Ian’s contractor for Reinarch Ralph Lutjen seconds the motion the motion passed 3-0.

Leak detection should start again now that Bob Wirling performed the work on Clausen and the leak is fixed.

Mike Smith makes a motion to cancel the asset management meeting today as Nancy is out. Ralph Lutjen seconds the motion the motion the motion passed 3-0.

Mike Smith makes a motion to approve commissioners meeting minutes for 10/14/17 Ralph Lutjen seconds the motion the motion the motion passed 3-0.

4. Administration

The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $6,275.60. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

Mike Smith makes a motion to renew Workman compensation. Ralph Lutjen seconds the motion the motion the motion passed 3-0.

Mike Smith makes a motion to unemployment renewal. Ralph Lutjen seconds the motion the motion the motion passed 3-0.

5. Accounts Payable

Mike Smith makes a motion to pay account payable checks for $1,535.96. Ralph Lutjen seconds the motion the motion the motion passed 3-0.

6. Minutes
7. Commissioners Reports

Ralph discusses asset management planning having to do with the loans and the payout timings. Projecting the impact of combining loans over a period of time. Ralph recommends Little Loop and Chocorua View or Thusis for next year as a discussion point.

Mike Smith reports that Muddy beach pump house has some minor deliverable left, valve tagging and as built drawings.

8. Signature Items

Mike Smith makes a motion to sign the letter for 30 Saint Moritz.

Mike Smith makes a motion enter into an agreement for the Cabana lease. Ralph Lutjen seconds the motion the motion the motion passed 3-0.

9. Correspondence
10. Scheduled Appearances

11. Other Business

Ralph Lutjen discusses the canoe racks. Mike Smith makes a motion to select option 2 for the canoe racks as discussed at the public hearing with a plan to review after the first year. Ralph Lutjen seconds the motion the motion the motion passed 3-0.

Mike Smith makes a motion to have Gloria to work with Nancy to begin the administration of the new canoe process. Ralph Lutjen seconds the motion the motion the motion passed 3-0.

Ron Sandstrom makes a motion to have the water operator proceed with the bypass to enable the tank inspections. Mike Smith seconds the motion the motion the motion passed 3-0.

12. Public Comments

Mike Smith makes a motion go into non-public for reputation reasons. Ralph Lutjen seconds the motion the roll call vote passed 3-0.
Non-public; RSA 91-A:3, II (c) reputation

Mike Smith makes a motion remove Mr. Buckley from the asset management group for lack of participation. Ralph Lutjen seconds the motion the motion the motion passed 3-0.

Ralph Lutjen makes a motion to leave non-public. Mike Smith seconds the motion the roll call vote passed 3-0.

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

Respectfully submitted,

Ron Sandstrom
Commissioner

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/11/CM101717.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
October 17, 2017

The Board of Commissioners met at 8:00 am on Tuesday, October 17, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille (hwy), Ian Hayes (water operator) 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 the motion and the motion passed 3-0.

The action list is reviewed and discussed.

2. Highway Department Report

The concrete pad at the fueling station at DPW II is being poured today. The yard will be smoothed out with gravel once the pad is set. The bollards have been installed to protect the building corners. The catch basin for Eidelweiss Drive across from 68 has been picked up. Installation of the basin is scheduled for next week. Roads are being graded. The Terra Star will be outfitted for winter operations within the next two weeks. The plow assembly and supports on the truck are good; the plow is bent and will be repaired.
Ron Sandstrom states that he stopped at Liberty International to discuss the information stated at the public hearing last Saturday. International has stated that the Terra Star model will be brought back next year with a different engine. Yes, the model has had engines problems which caused International to change the engine on the new truck. The truck the District owns will be supported by International as long as the VDOE owns the truck, many lines of trucks supported by International have engines that are no longer used in current models; the Terra Star is not the only line to have had an engine change. Ron Sandstrom outlines that reclaiming of road materials for use on other road projects was also discussed at the public hearing. Kelly Robitaille outlines that larger stone, like the rip rap in the ditches on Oak Ridge, can be removed, cleaned and re-used. Ditch material cannot be re-used as the material is not gravel; materials from the ditch lines have a mud¬-like quality. Treasurer Dinah Reiss adds that cost for trucking materials versus re-claiming materials should be looked into. The limitations of a two person crew are discussed; no road work would be completed while the crew was ‘reclaiming’ materials. The standard process of hauling two directions; one with fill for delivery and the return with sand is outlined by Kelly Robitaille. Kelly Robitaille adds that any material that would be reclaimed would not be usable for final road grading as it would not be clean gravel.
The fall work list is being completed. Sand and salt supplies are good. Salt may be needed prior to the end of the year should early icing occur. An option to the current vendor is being looked into for salt deliveries. Kelly Robitaille will submit pricing. “Green” salt will also be priced.
The option of purchasing a plow for the backhoe is discussed. Fisher is a local manufacturer and an alternant quote will be requested. The cost may be reduced to around $6,000. The use of a quick connect set-up will allow for easy transfer between the plow and bucket. Kelly Robitaille will submit the options and estimates for next week’s meeting. An email regarding plow operations received from the resident at 54 Huttwil Drive is discussed; Kelly Robitaille has discussed the plow routes with the resident. A new certification program for storm-water management is being offered by UNH T2 Center. The listed classes within the program are reviewed. Ralph Lutjen discusses waiting until a future offering of the certification program to consider enrollment. Ron Sandstrom states that this type of certification program would helpful when the District is ready to design and implement specific storm water management strategies.
A Driveway Permit for Construction application and inspection for 19 Aspen are presented. Mike Smith makes a motion to approve the Driveway Permit for Construction for 19 Aspen. Ron Sandstrom seconds the motion and the motion passed 3-0.
Draft letter regarding a complaint received for damage due to road water run-off to the property owner of 30 Saint Moritz is reviewed. Kelly Robitaille states that grading the area is not a fix for this issue. The drainage appears to be working properly; no changes have been made by the District in the area. Ralph Lutjen states that the letter should state that the road grading will be a one-time accommodation. The letter should also recommend that the property owner take action on his property that would supply protection for the septic area. Mike Smith makes a motion to have the draft updated for next week’s meeting as outlined and take no action on this draft. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Water

Water operator Ian Hayes reports that work is progressing at Muddy Beach. The connection to Eidelweiss Drive will be completed this week. Two curb stop valves will be installed this week. Mike Smith makes a motion to schedule Mass Tank for the inspection of one tank at Reinach and the Jungfrau tank November 2. Ron Sandstrom seconds the motion. Timing for the inspection is discussed; Muddy Beach should be complete and ready. Motion is called to a vote and the motion passed 3-0. Mike Smith makes a motion to request a single line drawing for the interconnection to be completed on Winnigon Road for bypass of the Jungfrau tank. Ralph Lutjen seconds the motion and the motion passed 3-0. Ian Hayes updates that the pump at Muddy Beach has been installed and tested, the VFD is installed and tested, the new meters will be installed tomorrow and the system will be tied into the SCADA programming no later than Friday. The Muddy Beach water tank and piping is currently being chlorinated.
Ian Hayes states that water system flushing and checks on the PRV pits will be scheduled for November. The water system bleeders will be turned on for winter at the end of November.
The water system budget is reviewed. Line items are discussed. The cost of the leak repairs is discussed. The reduction in the overall budget of $17,000 from 2016 is discussed. Electric usage and costs are discussed including the increase in water usage and inefficiency of the booster pump at Muddy Beach currently being replaced. The September water usage is more in line with the historic numbers. Scheduling of additional leak detection within the zones of the water system is discussed. Status of the water pipes within the system and the recent experience of a sequence of repairing one leak to have another surface in the same zone are discussed. Replacement of water mains is a listed priority for the capital improvement plan being developed. Target areas are being identified within the water system. Mapping of the isolation valves is discussed; this will be tool to identify water main locations. Replacing existing valves located in specific areas of the District can be planned going forward.
Discussion is held on electrical needs for Oak station and Jungfrau station. Updating electrical needs at a station prior to other upgrades being completed is outlined. Placing the electrical needs of the DPW and Summit stations on the 2018 Warrant is discussed. Mike Smith makes a motion to approve up to $2,800 for electrical upgrades for Oak and Jungfrau. Ron Sandstrom seconds the motion. Discussion is held on funding the work. Mike Smith moves to amend the motion to add funding from the Water System Extension Fund. Ron Sandstrom seconds the amendment, amendment passed 3-0. Motion, as amended, is called to a vote and the motion passed 3-0.

4. Administration

The September daily water usage numbers are reviewed and discussed.
The motion log report is reviewed and discussed. Over 50 motions have been completed this month.
The kwH report for electrical usage at the pump houses is reviewed.
The fall seasonal work list has been distributed and is being completed.
Treasurer Dinah Reiss reviews and discusses the monthly cash flow report. Additional TAN proceeds will be needed prior to the end of the year. Dinah Reiss will work on the documentation to establish the additional TAN Loan. Discussion is held on the warrant articles for the Lodge and Muddy Beach to identify needed additional operational cash. Mike Smith makes a motion to follow up with Attorney Chris Boldt regarding the issuance of a general obligation loan for a water system project. Ralph Lutjen seconds the motion and the motion passed 3-0.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 15 checks for a total of $6,464.26. Ralph Lutjen seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes

Mike Smith makes a motion to approve the minutes of Oct 3 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to approve the minutes of Oct 10 as presented. Ralph Lutjen seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen discusses the lack of updated information from the engineers. Mike Smith makes a motion to place a call to the engineer as follow up after this meeting. Ron Sandstrom seconds the motion and the motion passed 3-0.
Ron Sandstrom discusses adding mailboxes to the bank of boxes at Huttwil Drive. Ralph Lutjen makes a motion to obtain the cost for additional mailboxes. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith states that he will be scheduling time with Ian Hayes for additional valve locating.

8. Signature Items

Proposal for development of contractor pricing for Grison and Burgdorf box culverts is presented. Mike Smith makes a motion to approve up to $1,800 for development of contractor pricing for Grison and Burgdorf box culverts by G. W. Brooks. Ralph Lutjen seconds the motion and the motion passed 3-0.
Draft letter to the property owner of 22 Jungfrau is presented. Mike Smith makes a motion to sign the letter to the property owner of 22 Jungfrau regarding overflow parking. Ralph Lutjen seconds the motion and the motion passed 3-0.
Purchase order 219 is presented. Mike Smith makes a motion to approve purchase order 219 in the amount of $200 for purchase of Lolli-columns to protect DPW II. Ralph Lutjen seconds the motion and the motion passed 3-0.
Purchase order 220 is presented. Mike Smith makes a motion to approve purchase order 220 in the amount of $2,500 for purchase of tires for the F-550. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Sherriff Domenic Richardi will attend next week’s meeting for signing of the Cabana contract renewal.
The auditor has supplied dates for preliminary work and completion of field work for the 2017 audit. Mike Smith makes a motion to schedule the 2017 audit with Tamar Roberts of Roberts & Greene. Ron Sandstrom seconds the motion and the motion passed 3-0.
NH Retirement has located an error in the employer portion of the September retirement plan filing; $32 is owed by the District.
NH Municipal Association has sent the bi-weekly News Link.
A person interested in the lot located at 21 Upper Lakeview Drive has asked if the District has intention to close the loop from Upper Lakeview to West Bergamo as this will impact the ability to access the community water system at the lot. Ralph Lutjen makes a motion to obtain a cost for closing the loop between Upper Lakeview and West Bergamo. Ron Sandstrom seconds the motion and the motion passed 3-0.

10. Scheduled Appearances
11. Other Business

The resident willing to donate the couch and chair to the lodge has been notified that the furniture will be picked up by the DPW.
Mike Smith discusses that the average cost of water per gallon for 2017 is $0.004. Ron Sandstrom adds that better efficiency of pumps at Jungfrau is a factor in the ability to maintain this cost per gallon despite higher than expected electric bills being paid in 2017.

12. Public Comments

At 10:15 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters. Ralph Lutjen seconds the motion. Motion is called via roll call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Motions and Votes of Non-Public Session:
Ralph Lutjen makes a motion to increase Jeff DeMartino’s hourly rate by 3% effective today. Ron Sandstrom seconds the motion and the motion passed 3-0.

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

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/11/CM101017.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
October 10, 2017

The Board of Commissioners met at 8:00 am on Tuesday, October 10, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance was Treasurer Dinah Reiss. The meeting was taped for Madison TV by Carol Dandeneau.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

The International 7400 has a flat tire. The crew has brought the truck to Frechette Tire. No updated pricing has been received for the backhoe plow. This will be discussed next week. Winter tires are needed for the F-550. Ralph Lutjen makes a motion to approve $2,500 for tires for the F-550. Ron Sandstrom seconds the motion and the motion passed 3-0.
Mike Smith makes a motion to begin winter set up; remove rafts, outhouses to be locked after Veteran’s Day, remove rope fence. Ralph Lutjen seconds the motion and the motion passed 3-0.

3. Water

Water operator Ian Hayes is working at Muddy Beach. The year to date budget for the water system is reviewed. The retirement system costs to the water system will be checked.
The total cost of the leak repairs will be calculated.

4. Administration

A safety meeting will be scheduled for next week.
Asset Management is discussed. The committee will be meeting Thursday at 3 pm. The Asset Management Committee would like to recommend to the Board to accept an offer to have Granite State Rural Water produce a wellhead protection plan for the District which will be funded entirely by a grant received by Granite State Rural Water and therefore be no cost to the District. A plan for another water system that was left as a sample of a completed wellhead protection plan is reviewed. Mike Smith makes a motion to accept the GSRWA offer to produce a wellhead protection plan for the VDOE water system. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith states that 7 curb stop valves are still left to be located. Dinah Reiss states that the culvert information is being entered into the database. The isolation valve mapping is being updated to reflect the additional valves located and update the original information.
Mike Smith states that new curb stop valves that are installed should have GPS coordinates taken and entry into the database once a year, after the last install, to keep the system current.
The draft of the presentation for October 14 is reviewed and discussed. The order of presenting slides between Commissioners is outlined. Placing the presentation on the website is discussed. This will be done.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,150.60. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.
Draft deed for 3 Saint Moritz has been completed by Attorney Chris Boldt. Mike Smith makes a motion to move forward with acceptance of the donated property. Ralph Lutjen seconds the motion and the motion passed 3-0.

5. Accounts Payable
6. Minutes
7. Commissioners Reports

Ralph Lutjen discusses the information needed from the engineers for creation of warrant articles. Obtaining cost estimate for the Grison and Burgdorf designs is discussed. Little Loop is discussed. The design for this road has not yet been received. Following up with the engineers is discussed. Ralph Lutjen makes a motion to obtain bids for Grison and Burgdorf projects. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to contact the engineers after the meeting for a follow up. Ron Sandstrom seconds the motion and the motion passed 3-0. Ron Sandstrom makes a motion the have Mike Smith handle the contact. Ralph Lutjen seconds the motion and the motion passed 3-0.
Taping asset management meetings is discussed by Ralph Lutjen. Ron Sandstrom makes a motion to have Madison TV tape the asset management meetings. Ralph Lutjen seconds the motion and the motion passed 3-0.
Mike Smith reports that the railing at the lodge is being completed. The heater still needs to be installed.
Muddy Beach work is progressing. The new pump has been installed. Startup is scheduled for Friday of this week. The tank inspection for the Jungfrau tank and one Reinach tank will be scheduled once Muddy Beach is online.

8. Signature Items

Draft of a letter to the property owner of 30 Saint Moritz is presented. Discussion ensues regarding the requirements for liability to exist for road runoff. No changes have been made by the District in the past 6 months. The property owner should be taking some action to protect his septic system as the runoff appears to be a historical flow. Discussion ensues on a statement made by the property owner regarding gravel placed on a driveway across the street. Placement of a ditch across the street is discussed as an option. Grading the area to obtain a higher crown pitched towards the inside of the hill is discussed. The letter will be updated for next week the intended corrective actions.

9. Correspondence

Notice has been received from the property owner of 11 Klausen that the water service line is scheduled to be replaced next week by Bob Wirling. Ralph Lutjen makes a motion to disconnect the water service if the line is not replaced by 10/20. Ron Sandstrom seconds the motion and the motion passed 3-0.
NH Retirement System has sent a summary of Legislative Action taken in 2017 that affects the retirement system. Most action regards the commission of a centennial study committee being formed to evaluate the future of the retirement system.

10. Scheduled Appearances

Treasurer Dinah Reiss discusses the information from the Department of Revenue regarding water system funding. The information has been sent to Attorney Chris Boldt for an opinion on obtaining a general obligation loan for the water system. When received, the information will be sent to the bank for review.

11. Other Business

Discussion is held on obtaining an engineer’s estimate of construction for Little Loop, the Reinach Pressure Zone and drainage/storm water management projects. Mike Smith makes a motion to request the cost of preparing the estimates; “a number for a number”. Ralph Lutjen seconds the motion and the motion passed 3-0.

12. Public Comments

At 9:15 am Ron Sandstrom makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/11/CM100317.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
October 3, 2017

The Board of Commissioners met at 8:00 am on Tuesday, October 3, 2017. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Kelly Robitaille and Jeff DeMartino (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

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that ¾ of Oak Ridge Road has been crack sealed. Some of Blinden was also worked on. Completing Oak Ridge Road, Blinden and Bristenstock are targeted for this week. Kelly Robitaille will obtain cost for a pallet of tar. Kelly Robitaille adds that the liquid calcium chloride (CaCl) has been used. A bag of CaCl was picked up to use following the planned grading of Eidelweiss Drive. The work for installation of the catch basin on Eidelweiss Drive is planned for the week of October 16. Part time employees Tony Eldridge and TJ Eldridge will be in for this work. The paving of Aspen Drive where the water line was placed is scheduled for next week. A representative from HP Fairfield will be in the District Thursday of this week to look at the plow set up on the Terra Star. The plow frame is cracked and should be a warranty repair. The HP Fairfield rep will also be asked to look at the backhoe set up for any options they may have for adding a plow. The columns to protect the corners of the buildings are available from Coleman’s at a cost of $100 each. The ability to move the columns will be beneficial. Two will be needed for DPW II. Mike Smith makes a motion to purchase two Lolli-columns from Coleman up to $200. Ralph Lutjen seconds the motion and the motion passed 3-0. The DPW crew attended a gravel road class last Friday. Class emphasized storm water management. Storm water management assistance is available through UNH T2. The class instructor emphasized the need to be able to clean any structure that is placed. Putting a basin off in the woods, while pleasing for pedestrians, is not accessible with the equipment needed to clean the basin. Ralph Lutjen will follow up with the instructor from UNH T2 to see what services may be available to the District. A call from the owner of 22 Jungfrau regarding stated removal of a road side parking space used by the resident is discussed. Ditch work was done in the area, and the road shoulder was worked on, but the resident must have been parking on the road. Discussion is held on the ability to use the parking lots for short term parking when needed. Mike Smith makes a motion to send the resident a letter outlining the process. Ralph Lutjen seconds the motion and the motion passed 3-0. Kelly Robitaille will work with Norm Garside to set the slab for the fueling station at DPW II. The highway crew is instructed to clear the debris at Muddy Beach station. Kelly Robitaille adds that the F-550 has been inspected. The International 7500 is in for inspection today.
Mike Smith discusses the purchase of a plow for the backhoe. If no truck is proposed for purchase for 2018 the current F550 will be questionable for the winter of 2018-2019 for a truck to be approved on the 2019 warrant. Ron Sandstrom outlines that obtaining the quote from Fairfield should be done prior to making a decision. Ralph Lutjen states that a truck could be considered for the 2018 warrant. Discussion on purchase of a truck is held. Mike Smith is not in favor of purchasing another F-550 stating that the mid-size truck handles the District’s terrain much better for plowing. The ability to fund/finance a truck for the 2018 warrant is discussed. Ralph Lutjen discusses the overall financial forecast being put together based upon the capital improvement plan being established by the Asset Management Committee. Other projects would suffer if the higher priced mid-size truck was purchased now. Kelly Robitaille states that the mid-size truck is more efficient for plowing; the ability of the F-550 to handle the snow load on the steeper terrain is limited. Keeping the current F-550 and purchasing a backhoe plow set up until a mid-size truck can be purchased is discussed.
The property at 14 Jungfrau is discussed. No driveway permit is needed for the outlined project. The survey markers found are discussed. The engineers have stated they did not place a marker or rebar on Boulder Beach. Ron Sandstrom makes a motion to remove the marker and rebar from Boulder Beach. Ralph Lutjen seconds the motion and the motion passed 3-0. The budget is reviewed. Line items are reviewed and discussed. Cost of supplies and upcoming needs are discussed. Kelly Robitaille states that the F-550 will need new winter tires; estimate is $2,500. The part time snowplow operator ad is discussed. Ad is ready to go to the paper; it is normally run Wed, Thurs and Sat for two weeks. Kelly Robitaille states that there was no response to the ad last year. The lack of part timers and the full time employees needing to work the storm is discussed. Ralph Lutjen makes a motion to place the ad for part time snow plow operators as outlined. Ron Sandstrom seconds the motion and the motion passed 3-0.

3. Water

The approval of the engineering for meters for the PRV pits has been sent to the engineers.
Mike Smith states that the new concrete pad for the pumps has been poured at Muddy Beach. The interior insulation and sheet rock is complete. A propane heater is to be ordered. A cost projection for the remainder of the project will be completed for review.

4. Administration

The year to date budget is reviewed for highway and water. The pump house repair line and water system electricity line items are discussed.
The Madison Police Chief has responded to the road survey regarding speed limits that has been prepared stating that it can be enforced and recommending that Eidelweiss Drive remain posted at 25 mph. Mike Smith makes a motion to have the speed limit for Eidelweiss Drive established at 25 mph with all other VDOE roads to remain at the current posted 20 mph speed limit. Ron Sandstrom seconds the motion and the motion passed 3-0. Placing additional speed limit signs on Eidelweiss Drive is discussed. Ron Sandstrom makes a motion to place two additional 25 mph speed limit signs on Eidelweiss Drive. Mike Smith seconds the motion and the motion passed 3-0.
The report of kilowatt hours (kWh) used at the pump houses is reviewed. Mike Smith discusses the cost of electric heat at the pump houses and pumping for the bleeders. The summer monthly kWh usage is much lower. Muddy Beach and Jungfrau usage is discussed. The electric report from Lee Carroll with costs will be sent to the Board.
Changing Jungfrau to propane heat is discussed as an option.
The Commissioners memo is reviewed. Mike Smith makes a motion to put the Commissioners memo on the website and distribute via email. Ralph Lutjen seconds the motion and the motion passed 3-0.
A proposed update to the Madison Zoning Ordinance is reviewed. Ralph Lutjen makes a motion to submit the proposed update to the Madison Planning Board for consideration. Ron Sandstrom seconds the motion and the motion passed 3-0.
A request received from two residents for waiver of the $100 late fee is discussed. The Board agrees that the fees will stand.
The slides for the presentation of October 14 are reviewed and discussed. The slide for the leak detection progress will be updated to reflect recent repairs. The three versions of the Beach Ordinance will be the handout for the meeting.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 19 checks in the amount of $42,544.98. Ron Sandstrom seconds the motion. Check and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes

The minutes of September 26 are reviewed. Mike Smith makes a motion to approve the minutes of September 26 as presented. Ron Sandstrom seconds the motion and the motion passed 3-0.

7. Commissioners Reports

Mike Smith reports that he has a conflict with the planned meeting of December 2. Mike Smith makes a motion to change the date to December 9. Ron Sandstrom seconds the motion and the motion passed 3-0.

8. Signature Items

The proposed update to the Unassigned Fund Balance policy is presented. Mike Smith makes a motion to adopt the update to the Unassigned Fund Balance policy. Ron Sandstrom seconds the motion and the motion passed 3-0.
A fill request for 33 Ox Pasture Lane is presented. Mike Smith makes a motion to approve the fill request for 33 Ox Pasture Lane. Ralph Lutjen seconds the motion and the motion passed 3-0.
A fill request for 11 Jungfrau Road is presented. Mike Smith makes a motion to approve the fill request for 11 Jungfrau Rd. Ralph Lutjen seconds the motion and the motion passed 3-0.
A request to use the lodge on October 28 is presented. Mike Smith makes a motion to approve the request by the EPOA to use the lodge on October 28. Ralph Lutjen seconds the motion and the motion passed 3-0.
A driveway permit for construction is presented. Mike Smith makes a motion to approve the Driveway permit for construction for paving at 21 Jungfrau. Ron Sandstrom seconds the motion and the motion passed 3-0.

9. Correspondence

Granite State Analytical has sent the Lead & Copper testing results. The District water system is in compliance with the lead & copper rules. NH Department of Environmental Services requirements for notification of lead & copper results to the property owners that participated in the sampling has been completed and acknowledged by DES.
A newsletter from the NH Loon Society has been received. Mike Smith makes a motion to place the Loon Preservation Society update on the website. Ron Sandstrom seconds the motion and the motion passed 3-0. Mike Smith makes a motion to have the office subscribe to the Loon Preservation Society newsletter. Ron Sandstrom seconds the motion and the motion passed 3-0.
NH Municipal Association has sent the biweekly News Link. The Court update section of this volume highlights a municipality’s policy to release electronic records requested under RSA 91-A only by thumb drive where the requester is charged the actual cost of the device. The Court found the policy compliant with the requirements of RSA 91-A. Ron Sandstrom makes a motion to adopt a policy to release documents electronically via thumb drive, charging the requester the actual cost of the thumb drive. Ralph Lutjen seconds the motion. Discussion is held on continuing to allow response via email, especially concerning those requested documents which are emailed monthly to the Board and frequently requested; i.e. monthly water usage. Ron Sandstrom moves to amend the motion to read to release documents electronically via thumb drive in lieu of printing, charging the requester the actual cost of the thumb drive. Ralph Lutjen seconds the amendment and the amendment passed 3-0. Motion, as amended, passed 3-0.
The quote from Norm Garside for replacement of the railing at the lodge has been received. Mike Smith makes a motion to approve $1,750 for the lodge railing. Ralph Lutjen seconds the motion and the motion passed 3-0.

10. Scheduled Appearances
11. Other Business

A recent finding of drug remnants and paraphernalia in an outhouse at Eidelweiss Beach is discussed. Ron Sandstrom makes a motion to place a notice on the website. Mike Smith seconds the motion and the motion passed 3-0. Mike Smith makes a motion to lock all the outhouses after the November 11th holiday weekend except Geneva Beach. Ralph Lutjen seconds the motion and the motion passed 3-0. Ralph Lutjen makes a motion to lock one outhouse at Geneva Beach. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Asset Management meeting will be moved to Thursday at 3 pm.

12. Public Comments

At 10:12 am Mike Smith makes a motion to enter non-public session pursuant to RSA 91-A:3, II (c) reputation. Ron Sandstrom seconds the motion. Motion is called via roll call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea and the motion passed 3-0.

Motions and votes of non-public session:

Mike Smith makes a motion to file a complaint with NH DES regarding a failed septic with a copy to Code Enforcement Officer Bob Boyd. Ron Sandstrom seconds the motion and the motion passed 3-0.

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

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/10/CM091917.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 19, 2017

The Board of Commissioners met at 8:00 am on Tuesday, September 19, 2017. In attendance were Commissioners Mike Smith and Ron Sandstrom. Also in attendance was 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

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille is on vacation. Roads are in good condition; a nice job was done on Eidelweiss Drive and Middle Shore at Geneva (Geneva Hill). The gravel PO of $5,000 has now been expended.

3. Water

Muddy Beach work is in progress. The station is being stripped of existing pipes, pumps, sheet rock and insulation to facilitate replacement. The new insulation and sheet rock is expected to be installed next week. The new pump, VFD, and meters are expected for arrival the following week.
The status of programming for the pump house flood alarms will be checked on.

4. Administration

A safety meeting will be scheduled for next week.
The motion log is reviewed and discussed. The Commissioners monthly correspondence memo is discussed. Nancy Cole outlines focus on the upcoming public hearing information as well as notice of new procedures; 91-A request form, Huttwil parking lot use request form and lodge use request form. A construction update on Muddy Beach and the Lodge could also be included. A draft will be submitted for review.
The trees over the walkway at the lodge are scheduled, weather dependent, for Friday of this week. The back decks on the lodge are expected to be completed this week.
The cash flow report is reviewed and discussed. Treasurer Dinah Reiss states that the funds approved from water usage fees for the engineering of the Reinach Pressure Zone will be transferred this month. There is $55,000 available on the TAN line of credit. Should the District need additional cash, a new line of credit can be established. Treasurer Dinah Reiss outlines that she intends to wait until October to apply for additional funds, if needed. Ron Sandstrom discusses updating the VDOE Policy for Unassigned Fund Balance Retention. Ron Sandstrom makes a motion to draft an update to the Unassigned Fund Balance Policy as previously recommended by the Treasurer. Mike Smith seconds the motion and the motion passed 2-0.
2017 water usage fee collection is discussed. Nancy Cole advises that 14 accounts have balances over 90 days; certified notice for disconnection should be sent at this time. Mike Smith makes a motion to send certified letters for disconnection on overdue accounts. Ron Sandstrom seconds the motion and the motion passed 2-0.
Asset management is discussed. A meeting is scheduled for next Tuesday, September 26 at 1 pm. The capital improvement plan (CIP) draft will be updated as discussed at the last meeting. Next week’s meeting will focus on the needs of the water system. Water Operator Ian Hayes will be in attendance as will two representatives from Granite State Rural Water. Review of the road portion of the CIP will be needed to include the recent successful shim coat of asphalt placed on Eidelweiss Drive and Geneva hill. This process is a primary means of extended the useful life of asphalt roads. Seal coating of the shimmed areas should be planned for spring 2018.
The updated isolation valve maps are expected this week.
Five (5) additional curb stop valves were located last week by Mike Smith and Ian Hayes. The information will be added to the asset management database.
A draft for a request for parking in the Huttwil parking lot is presented. Mike Smith makes a motion to adopt the Huttwil Parking Lot Request form and put the information on the website. Ron Sandstrom seconds the motion and the motion passed 2-0.
The Beach Ordinance update for implementing a registration system for the canoe racks has been updated. A registration form is being developed. This will be reviewed when the full Board is present.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 18 checks in the amount of $9,681.85. Ron Sandstrom seconds the motion. Check and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.

6. Minutes

The minutes of September 12 are reviewed. Mike Smith makes a motion to approve the minutes of September 12 as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Ron Sandstrom outlines that the updates the asset management system for culvert entry have been completed.
The ability to send an email blast from the website directly has been updated and is functional.
Mike Smith states that additional curb stop valve locating that is scheduled for tomorrow is being postponed due to the predicted weather.

8. Signature Items

A request to use the lodge on September 28 is presented. Mike Smith outlines that contractor Norm Garside has stated the building will be ready for use. Mike Smith makes a motion to approve the request for use of the lodge September 28. Ron Sandstrom seconds the motion and the motion passed 2-0.
Driveway permit for construction is presented. Mike Smith makes a motion to approve the Driveway Permit for Construction for 5 Burgdorf Road. Ron Sandstrom seconds the motion and the motion passed 2-0.
A water quality agreement is presented. Mike Smith makes a motion to sign and send the water quality test agreement to the property owner of 86 Oak Ridge Road. Ron Sandstrom seconds the motion and the motion passed 2-0.
A follow up on 11 Klausen is presented. Mike Smith makes a motion to sign the follow up letter regarding replacement of the water service line at 11 Klausen. Ron Sandstrom seconds the motion and the motion passed 2-0.
A letter regarding 6 Middle Shore is presented. Mike Smith makes a motion to sign the letter to the property owner of 6 Middle Shore to protect the fire scene. Ron Sandstrom seconds the motion and the motion passed 2-0.
A withdrawal from capital reserve form is presented. Mike Smith makes a motion to sign the withdrawal form for withdrawal of $4,000 from the water system Capital Reserve Fund for electrical work completed at Oak Station. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 215 is presented. Mike Smith makes a motion to sign purchase order 215 in the amount of $270 for completion of the isolation valve mapping for the water system. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 216 is presented. Mike Smith makes a motion to sign purchase order 216 in the amount of $400 for purchase of a backhoe blade. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 217 is presented. Mike Smith makes a motion to sign purchase order 217 in the amount of $1,750 for keypad entrance locks. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 218 is presented. Mike Smith makes a motion to sign purchase order 218 in the amount of $8,200 for asphalt work. Ron Sandstrom seconds the motion and the motion passed 2-0.
An update to previously approved purchase order 211 with the updated purchase price of the VFD is presented. Mike Smith makes a motion to sign the amended purchase order 211 in the amount of $2,500 for purchase of the VFD for Muddy Beach. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

Granite State Analytical has sent the monthly bacteria test results. Results are clean.
Granite State Analytical has sent the monthly pH test results. The pH was low; Ian Hayes was informed verbally by the technician. Ian Hayes checked the chemical injection room; the day tank was not filling; the valve has been replaced.
The monthly electric report from the third-party supplier has been received. Discussion is held on justifying the report showing that money is being saved on electricity monthly yet the pump house electricity budget is over-expended. The issue earlier in the year where two concurrent checks to Eversource were not allocated to the accounts, the additional payments made at the time, and the lack of paying electric bills since then due to the resulting credits from the extra payments is outlined. The pump house electricity line remains at the 104% shown in the budget in May of this year.
NH Municipal Association has sent the bi-weekly News Link.

10. Scheduled Appearances
11. Other Business

A request has been received from the owner of the boat posted for violation of parking rules last week to allow the boat to remain until the end of September. Mike Smith makes a motion to approve parking of the boat until September 30. Ron Sandstrom seconds the motion. Discussion ensues on long term versus short term parking. Motion is called to a vote and the motion passed 2-0.
A quote has been received for replacement of the doors and plexi-glass at the Huttwil bulletin board. The bulletin board is in need of repair; this item will be held for funding option review.

12. Public Comments

At 8:50 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

[gview file="https://vdoe-nh.org/wp-content/uploads/2017/10/CM091217.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 12, 2017

The Board of Commissioners met at 8:00 am on Tuesday, September 12, 2017. In attendance were Commissioners Mike Smith and Ron Sandstrom. Also in attendance were Highway Foreman Kelly Robitaille, Treasurer Dinah Reiss, water operator Ian Hayes, SCADA programmer Tom Therrien and contractor Norm Garside. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

Mike Smith makes a motion to approve the agenda. Ron Sandstrom seconds the motion. Mike Smith moves to amend the agenda to enter Non-Public session first. Ron Sandstrom seconds the amendment and the amendment passed 2-0. Motion to approve agenda, as amended, passed 2-0.
At 8:03 am Mike Smith makes a motion to enter non-public session pursuant to RSA 91A: 3 II (d) property. Ron Sandstrom seconds the motion. Motion is called via roll call Mike Smith yea, Ron Sandstrom yea and the motion passed 2-0.
Mike Smith makes a motion to seal the minutes of the non-public session. Ron Sandstrom seconds the motion. Motion is called via roll call vote, Mike Smith yea, Ron Sandstrom yea and the motion passed 2-0.
At 8:20 am Mike Smith makes a motion to exit non-public session and resume the public meeting. Ron Sandstrom seconds the motion and the motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that asphalt work is scheduled for this week. The roller will be delivered today; part time employee Tony Eldridge will be in Wednesday, Thursday and Friday if needed. Eidelweiss Drive, including the ditch line, will be worked on and shimmed. Jungfrau was graded last week. The road needs gravel. Kelly Robitaille reports that an edge is needed for the backhoe; cost is $385. Mike Smith makes a motion to approve a purchase order for a backhoe blade not to exceed $400. Ron Sandstrom seconds the motion and the motion passed 2-0. Discussion is held on vehicle inspections; the trucks are due for inspection in October. Kelly Robitaille is informed he will be contacted for pick-up of materials at Muddy Beach when needed. The upcoming salt symposium that is being sponsored by DES is discussed. Kelly Robitaille states that he reviewed the information and the primary topics are the same as the Green Snow-Pro class the crew attended. No numbers have yet been received for cost of pre-treated salt. This will be followed up on. Discussion is held on pouring the containment pad for the dieseling fueling area behind DPW II. Kelly Robitaille will work with Norm Garside to set the size and base for the pad. Norm Garside will frame and pour the pad. Discussion is held on placing bollards at the corners of DPW II. Kelly Robitaille will price pre-cast blocks for this purpose.

3. Water

The service line replacement at 3 Geneva Place is scheduled for September 18. Ian Hayes will schedule the turn off, inspection and connection of the new line. The service line at 6 Interlaken is being scheduled. Ian Hayes is scheduling October 26 at 8 am for the requested shut off at 3 Lakeview Drive.
Two recent complaints regarding high pressure have been received. Both property owners will be sent a pressure testing agreement. Discussion is held on the system psi being maintained at far lower pressure than is being stated by both property owners. The pressure in the water mains has a psi in the 70’s; even with gravity, a pressure of over 125 is unlikely. Ian Hayes will check the PRV pits. Ron Sandstrom outlines the water system content of the meeting to be held October 14. Ian Hayes will be sent the presentation for input.
Discussion is held on chasing leaks in the water system. The recent series of a break occurring immediately upon repair of a leak on the same zone shows that minor leaks can be made worse when a larger leak is repaired. All areas repaired showed signs that the leaks had been present in low amounts for a while. Placing meters in the prv pits to establish baseline flows and better identify zones for leak detection is discussed. The ability to target areas of the District where water main replacement is needed by mapping the locations of leaks is discussed. The current usage numbers since the 5 leaks were repaired are closer to historical average. The time of year, passed the Labor Day holiday, is also a factor in the decrease in daily usage numbers.
Ian Hayes states that addition of isolation valves to reduce outage areas when work is completed on the water mains would also be a high priority for the system needs.
The cost of maintaining the existing pipes versus the long term benefit of expending funds to replace water mains is discussed. As the existing pipes continue to wear the need for repairs will become more frequent. In contrast to continued higher costs for electricity and chemicals due to wasted water through small leaks, excavation and repair of water mains and connections, the cost of replacing lines in a planned manner is more beneficial than maintaining existing long term. Mike Smith discusses establishing an update for the priority list within the master plan based on the current needs of the system. The Asset Management Committee will begin working on water system needs, by priority at the September 26 meeting. Tanks, meters, Reinach Pressure zone establishment, water line replacement, and isolation valve clusters are all priority needs for the water system. Developing of a plan for meeting the needs of the system will be worked on.
Placing of meters in prv pits this fall is discussed. Mike Smith makes a motion to request a number from Paul Fluet for design to upgrade the Como and Jungfrau prv pits with addition of flow meters. Ron Sandstrom seconds the motion and the motion passed 2-0.
Addition of meters at Chocorua, Summit and Jungfrau tank is discussed. Metering flow within these areas will also help with future leak detection efforts.

4. Administration

A safety meeting will be scheduled the end of this month.
The motion log will be reviewed next week.
The monthly cash flow report will be reviewed next week.
Building security is discussed. Mike Smith makes a motion to approve purchase of 6 additional keypad door locks. Ron Sandstrom seconds the motion and the motion passed 2-0.
The next asset management meeting is September 26 at 1 pm. Establishing the capital needs for the water system and priorities to address those needs will be the primary focus of the meeting.
The payroll report is presented. Mike Smith makes a motion to approve payroll in the amount of $5,886.78. Ron Sandstrom seconds the motion. Report and time cards are reviewed and discussed. Motion is called to a vote and the motion passed 2-0.
The August daily water usage report is reviewed. The daily usage in August was down slightly and is more in line with historical levels.
The electricity usage report for the water stations is reviewed. The report shows the higher usage of kwh during winter months due to the electric heat in the stations; changing the stations to propane would be beneficial.

5. Accounts Payable

The check manifest is presented. Mike Smith makes a motion to approve 1 check in the amount of $4,380.00. Ron Sandstrom seconds the motion. Check and invoices are reviewed and discussed; check is for electrical work at Muddy Beach and Oak station. Motion is called to a vote and the motion passed 2-0.

6. Minutes

The minutes of August 29 are reviewed. Mike Smith makes a motion to approve the minutes of August 29 as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.
The minutes of September 5 are reviewed. Mike Smith makes a motion to approve the minutes of September 5 as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

7. Commissioners Reports

Ron Sandstrom discusses confusion created for some residents by use of the Eidelweiss crest and name on websites. The use of “EidelweissVillage” by the EPOA is highlighted as potentially confusing; persons could think that these other entities have authority within the District. Increasing communications from the Board is discussed. Ron Sandstrom makes a motion to begin monthly communication from the Board of Commissioners to residents. Mike Smith seconds the motion and the motion passed 2-0.
Ron Sandstrom discusses the updates made to the draft of the presentation for the October 14th meeting.
Mike Smith states that he has contacted the Loon Society regarding the desired presentation to residents next spring.
Ron Sandstrom makes a motion to improve the VDOE web presence with various search engines. Mike Smith seconds the motion and the motion passed 2-0.
Mike Smith discusses the kick-off meeting held this morning for the Muddy Beach project. A propane heater is being added to the project. The station upgrades will be completed by October 13.

8. Signature Items

A letter to the EPOA is presented. Mike Smith makes a motion to sign the letter to the EPOA advising that the lodge may not be available 9/23 and concern regarding the location of new plantings. Ron Sandstrom seconds the motion. Discussion ensues regarding the schedule for the tree removal, the lower level back deck being completed and the new entrance ramp railing being installed. If the building does not have an entrance railing or if the downstairs deck is not complete, the building cannot be used. Motion is called to a vote and the motion passed 2-0. Mike Smith makes a motion to not interrupt contractor’s work to allow for use of the lodge. Ron Sandstrom seconds the motion and the motion passed 2-0.
A request to use the lodge 9/28 has been received. Mike Smith makes a motion to review this request and the EPOA request 9/19. Ron Sandstrom seconds the motion. Discussion ensues on following up on the status of the lodge work prior to next week’s meeting. Motion is called to a vote and the motion passed 2-0.
Purchase order 209 is presented. Mike Smith makes a motion to approve purchase order 209 in the amount of $375 for the purchase of an impact wrench. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 210 is presented. Mike Smith makes a motion to approve purchase order 210 in the amount of $3,335 for the purchase of the Muddy Beach booster pump. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 211 is presented. Mike Smith makes a motion to approve purchase order 211 in the amount not to exceed $10,000 for the purchase of the Muddy Beach variable frequency drive (VFD). Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 212 is presented. Mike Smith makes a motion to approve purchase order 212 in the amount of $7,500 for the purchase of meters for Muddy Beach. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 213 is presented. Mike Smith makes a motion to approve purchase order 213 in the amount of $3,000 for the repair of Aspen Drive. Ron Sandstrom seconds the motion and the motion passed 2-0.
Purchase order 214 is presented. Mike Smith makes a motion to approve purchase order 214 in the amount of $1,125 for the rental of a roller. Ron Sandstrom seconds the motion and the motion passed 2-0.
The MS 434 has been finalized as voted last week and is presented. Mike Smith makes a motion to sign the MS 434. Ron Sandstrom seconds the motion and the motion passed 2-0.

9. Correspondence

The requested quote from the electrician for the needed electrical work identified by Lee Carroll at the water stations has been received. Estimate for all work is $39,900. This quote and establishment of a plan for implementing the needed work will be discussed further.

10. Scheduled Appearances
11. Other Business

New plants have been placed outside the fence at the playground. Discussion ensues regarding the location of the plants; they are in an area where snow is deposited. No request to establish a new garden has been received. The plants are addressed in the letter signed earlier to the EPOA.

A bench has been placed at the intersection of Grison and Rte 113. The bench is located on private property. The property owner stated he did not know who owned or placed the bench. The property owner has been informed that he has the right to remove the bench from his property if he chooses. The bench is located in an area where snow is plowed to.

12. Public Comments

At 9:55 am Ron Sandstrom makes a motion to adjourn the meeting. Mike Smith seconds the motion and the motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator