Public Hearings

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Eidelweiss Public Hearings

5/14/2022

There were approximately 55 people who attended the public hearings.
43 people signed in on the sign-in sheet. Commissioners, Ralph Lutjen, Michael Smith, and Jay Buckley were present.
The meeting was called to order by chairman Ralph Lutjen at 9:08am.

MOTION: JB makes a motion to open the public hearing on the Beach Ordinance, MS seconds, PASSED 3-0.
Ralph Lutjen reads the ordinance that was presented by Nick Borelli and Paul McKenna.
Nick Borelli is asked to explain the changes and reasoning. Nick explains that the beaches are overcrowded during the summer months and how parking of vehicles is limited forcing many vehicles to park in the streets near the beaches. This street parking can block of emergency vehicles from getting through Nick states. Rich Gordon of Rock House Mountain Association states that many members of his association in Conway have deeded beach rights to Eidelweiss beaches.

Kim Hare mentions that it may work if each household had 1 or 2 beach passes and that any guest could use them to park at the beaches. She states that having to always accompany a guest/family member at the beach just won’t work. Ken Koop states that having to accompany family/guest members is not sensible and that guests should have accommodations to go to the beaches.
Kevin Flynn reads letter from Paul McKenna (who could not be at the meeting)

Denise Brown asked why we can’t regulate our beaches like Madison regulates the beach at the foot of Silver Lake. Barry Conolly from Rock House Mountain was in opposition to the proposal. Dinah Sharon was in opposition to the prohibitions of guests/family using the beaches.
Paula Doyle spoke and said this proposal is really targeted against short term renters from using the beaches. The audience broke out into applause for her statement. Paula stated that STR’s have become a divisive issue in the District and people should volunteer to come together and work on solutions and not to try to pit one side against the other.
Chris Fogarty was in favor of one pass per property that can be used by anyone using that property.
Kathy Koziell states that this proposal wording comes directly from the Madison restrictions to the use of the beach at the foot of Silver Lake.

Phil Barlow, states his opposition to the proposal and says that cars dropping beach goers off at the beaches will likely cause more traffic and safety issues that current policy.
Meade Stalberg states that a parking pass may help but only if it can be used by all including STR’s.
Renee Herendeen asks for a show of hands as to who is opposed to this beach ordinance proposal; approximately 50 hands were raised (The vast majority in the room).
Bill Braird states he is a retired full time fire fighter and reports that he has spoken to 4 members of the Madison Fire Department and that never has there been an issue with emergency vehicles getting passed the beach areas due to overparking conditions. The new proposal will likely cause more safety issues. Gail DeAlmo was in favor of passes for family members, guests, and owners. Multiple passes.
John Herendeen asks how this would be enforced if people can’t be ID’d on the beaches. John states this is an “embarrassment”.
The audience wanted to know how a final decision would be made and how they would find out about the decision.
MOTION RL makes a motion to end the public hearing on Beach Ordinance. MS seconds. Motion PASSED 3-0

MOTION JB makes a motion to open the public hearing on the Highway and Parking Ordinance. MS 2nds. PASSED 3-0

RL reads the proposed changes. Ralph talked about the congestion at the Huttwil parking lot. Steve Hare points out that the proposal conflicts with the current section 4 re: section for trailers.
Ken Koop states this proposal is overdoing it. Kathy Koziell asks if there is really a congestion problem and states the most vehicles that she has seen there in the lot is approximately 8 vehicles during a snowstorm. She states the lot has a far greater capacity than 8 vehicles. Kathy states that better signage would alleviate some of the concerns by requiring that all vehicles parked there MUST be registered. Kathy suggests a seasonal pass for ski mobile trailers and boat trailers. Other sate that is a great idea enabling the District to know who’s vehicles are there.
Larry Leonard stated the Great Northern promised all property owners that the parking lot was for them and the vehicles that they could not fit onto their lost due to terrain or lack of space on the lot.
John Connolly states that the lot should be available to all vehicles as long as they are registered.
Greyson Merrill stated that he drives a commercial vehicle which he sometimes parks at the Huttwil lot. He warned people that many of their neighbors drive commercial vehicles to deliver goods and services to their homes and stores. Banning such vehicles will only make it less convenient for those neighbors who rely on commercial vehicles for deliveries and services. Jennifer Merrill states that restricting contractors/commercial vehicles does not solve the appearance problem, but rather it’s the reputation of the commissioners that has the bad appearance.

Bill Braird states that he sees no problem at the Huttwil parking lot and does not support the proposal to change the ordinance, He claims that the hilly terrain and narrow streets would be a worse and unsafe place to park overflow vehicles.

MOTION RL makes a motion to close the public hearing on Highway and Parking Ordinance, MS 2nds. PASSED 3-0.

MOTION JB makes a motion to open the public hearing on the Driveway Ordinance, 2nd by MS. PASSED 3-0
Discussion on proposed changes to restrict the design and construction of septic systems that may be beneath driveways from being too close to the water mains in our roads.
Very little discussion.

MOTION MS makes a motion to open the public hearing on the Water System Ordinance, RL 2nds PASSED 3-0

RL reads the changes; Water connection fee goes from $8,000 to $10,000. Restrictions on proximity of Septic System to Road/Water Main. Little discussion on the matter. JB mentions that a resident pointed out that the current proposal does not address that some of our water comes from a source outside the District boundary and is pumped into the District and that resident proposed that we include in the language that “water shall not be distributed outside of the District”
MOTION RL makes a motion to close the public hearing on proposed changes to the Water System Ordinance, MS 2nds. PASSED 3-0.
MOTION to adjourn by MS, 2nd by RL. PASSED 3-0 at 10:44

Respectfully submitted,

Jay Buckley

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VILLAGE DISTRICT OF EIDELWEISS

Public Hearing DAM Policy, Water Ordinance  Public Memorial Policy

Saturday August 14, 2021

The Board of Commissioners met at 7:00 pm on Saturday August 14, 2021.  In attendance was Commissioners Jay Buckley, Kathy Koziell & Mike Smith.  Also, in attendance was Highway Foreman Kelly Robitaille and Donna MacKinnon taking minutes.  There were 26 people in attendance. The meeting was filmed by Tim Hughes, Madison TV.                            

At 7:02 pm Commissioner Jay Buckley calls the meeting to order.   

Jay Buckley makes a motion to approve to open the Public Hearing for the DAM Policy.  Kathy Koziell seconds. Motion Passed 2-0.

Hearing #1 Pond Level Policy

Discussion of the current DAM Policy and the proposed changes to the proposed DAM policy.

Jay Buckley reads the old DAM policy to the public.  Jay Buckley opens discussion to the public for public comment.

Ralph Lutjen asks what the standard for the Dry Hydrant are. Jay Buckley states it was tested in 2019 at Boulder Beach and was determined that 4 inches below the concrete was the safe level for the Dry Hydrant. Ralph Lutjen asks if the Dry Hydrant was ever used.  Jay Buckley states yes.

6:10 Ralph Lutjen asks what the standards are. Has the dry hydrant at Boulder Beach been used? Jay Buckley “yes” Ralph Lutjen has the dry hydrant ever saved any homes? Ralph Lutjen states that he’s heard that all homes that have caught fire in Eidelweiss have burned completely.

7:36 Mike Smith states he is one of the original residents in Eidelweiss and he can’t remember the Madison Fire Department ever saving a home from burning down completely. Mike goes on to explain how much time it takes for the Madison Fire Department Eidelweiss fires and that’s why homes burn to the ground.

8:25 Mike Smith states that the Madison FD is too far from Eidelweiss

9:20 Ralph Lutjen disputes that the Madison Fire Department saved any houses in Eidelweiss from burning completely. Jay Buckley asks that if the District removes dry hydrants what happens to our homeowner’s insurance. Terri Cancelrich states that our insurance rating could go from a 9 to a 10. Jay Buckley explains that would cost each homeowner high premiums and possibly being cancelled by your insurance carrier.

Discussion of house fires ensues.  Jay Buckley states the District fire rating is 9 and if the rating goes down to a 10 then Insurance Companies considers a rating of 10 is non insurable.  Paula Doyle states fire protection is most important.

Discussion of testing of dry hydrant ensues.  Shauna Kondrat asks who owns the DAM? Jay Buckley says that Eidelweiss owns the DAM.  Mike Smith questions why not dig out the pipe answer was DES told the District not to touch the bottom of the pond.

10:56 Joanne Flanagan How often are thew dry hydrants tested. Jay Buckley states at least once each year.

13:00 Mike Smith asks why the MFD doesn’t dig out underneath the dry hydrant pipe in the pond to lower it more. Kathy Koziell explains that was investigated and DES discouraged the idea.

13:31 Mike Smith said that another problem exists with the pipe in the pond will eventually fail due to a “GALVONIC” reaction which will plug the pipe. Jay Buckley explains that the pipe is 6-inch PVC and not galvanized metal so no problem exists.

14:38 Gloria Aspinall would like to see a steady flow of 2-inches water over the top of the boards. Jay Buckley states that in a draught you could eventually empty the ponds significantly. The existing policy contradicts itself with keeping water flowing over the dam with the assumption that water is always flowing into the ponds.

14:40 Jay Buckley informs the audience that any structure fire automatically has three towns responding and Conway FD is the closest and always a manned station.

Gloria Aspinall states she is happy with the new proposed #4. 

Discussion of the flooding of property ensues. 

Discussion of the boards ensues.

Discussion of the adopted DAM Policy ensues.  Jay Buckley says the adopted policy has led to controversy.  Kathy Koziell states in theory it seemed like a good idea but it was not practical.

Jay Buckley reads to the public the proposed new DAM Policy.

18:00 Jay Buckley reads the new proposed policy

Gloria Aspinall asks the commissioners if she gets flooded out who should she call?

18:00 Gloria asks when I get flooded who do I call or when she is concerned with the water level especially off hours. Jay Buckley says to call the BOC chairperson and an emergency meeting can be held if a true emergency.

Jay Buckley states to call the office or if it happens over the weekend to call the BOC chairperson.

Discussion of habitat of the lake takes place. Lindsay Jordan from the New England Aquarium explains. 

18:10 Lindsey Jordan from the New England Aquarium talks about the vulnerability of the shoreline and manmade fluctuation to the wildlife that habitat in the shoreline

23:00 The McNiven’s talk about 7 years of noticeable changes to the ponds water levels and the negative effects

23:28 A woman on Diesbach Drive mentioned that she had a fire 12 years ago and complimented the Madison Fire Department for saving her family and their house.

23:50 Peter Kondrat asks Gloria what is meant by the statement; my property is flooded out. Gloria stated that the water was as close as 10 feet to her house once. Jay Buckley asks Gloria is any structure was flooded. Gloria answers “no”

Maureen Flanagan 9 Diessbach states the notice of the change in the eco system.

Discussion of remediation takes place between Gloria Aspinall and Terri Cancelarich.

Jay Buckley reads the email from Larry Leonard but does not have the correct email.

26:00 Jay Buckley reads an email from Larry Leonard who could not attend the meeting.

Paula Doyle asks the public from Big Pea if they are in favor of the proposed DAM Policy, they answer yes.

26:47 Paula Doyle asks if the residents on Big Pea Porridge Pond support the new proposed policy. Many say yes. No one objects.

John Cancelerich gives Jay Buckley Larry Leonard’s email.  Jay Buckley reads the email to the public.

27:32 Jay Buckley reads a letter from Larry Leonard who lives down stream of the ponds on Banfield Brook. Larry supports a floating nest for the loons and to leave the water high.

Lindsay Jordan discusses the importance of the Loons and the burrowing of the animals.  Mike Smith discusses the relationship the District and the LPC have.

28:00 Kathy Koziell states the BOC has asked the LPC for a floating nest.

Mike Smith brings up a letter from 7/30/2019 from DES to the Cancelerich’s to build a DAM. Discussion ensues.

Jay Buckley brings the room back to discussing the proposed Dam Policy.

37:55 Questions were asked as to why a board was pulled from the Dam when Gloria complained. Mike Smith said that Jay Buckley and Mike Smith voted in favor of pulling the board that day. Mike Smith was corrected in that no vote was ever taken and that the current policy allowed the DPW to decide. Kelly Robitaille stated that he did not want to be responsible for water levels.

39:48 Mike Smith reads a letter from NHDES to the Cancelerich’s regarding pond levels and the process of installing a dam at Big Pea Porridge Pond. Mike asks why they haven’t initiated that effort. Terri Cancelerich stated that the former commissioner Adam Leiser insured him that the new policy would solve that problem. Yelling ensues between Mike Smith and members of the audience. Kathy Koziell asks Mike Smith to calm down. Mike Smith states he is acting sociable but can be an ass if he wants to be. Jay Buckley moves the meeting forward.

Kathy Hurley asks about the emergency powers.

43:30 One resident asks, what is an emergency?

Bruce Jordan from Big Pea comments last 2 years the change of bullfrogs and tadpoles no longer being seen.  Things have changed and not for the better.

Ralph Lutjen read his recommendations to the proposed DAM Policy.

A 31-year resident has expressed that the eco-system health of the ponds has been getting worse.

46:00 Ralph Lutjen proposes some changes to the proposed policy with the addition of accommodations for the nesting loons. Ralph hands the board his comments in writing

Kerry McNiven speaks against the new DAM Policy.  John Cancelarich discusses the dried out plants.  Terri Cancelarich shows pictures. Nordel Gagnon states there is a swamp in front of his house and it is nice.  Maureen Flanagan asks for history of pulling the boards.  Mike Smith states that he works with the LPC and once the Loons nest the District can’t flood the nest.

John Cancelarich passes out lake level operating range handout from DES to the public and discussion ensues.  Jay Buckley discusses that the District is in the process of completing the DAM Emergency Plan that is required by DES.  Dorothy Wondolowski discusses the change of the District with all the development of the land and that sand is being brought in by private residents and the flora is being destroyed.  Ralph Lutjen agrees with Dorothy Wondolowski.

47:30 Mr. McNiven recommends against Ralph’s addition of accommodations for the loons as it may cause the ponds to be lowered harming other wildlife in the ponds.

Discussion of water testing related to both ponds.  The water quality has declined over the years.

50:30 Conway resident Nordell Gagnon notes the degradation of the pond’s health over the past 35 years.

52:20 Terri Cancelerich asks if there is record keeping of when boards are pulled or added. Jay Buckley says no

55:00 John Cancelerich states that he is against dropping the pond level before the loon’s nest. Leave the water levels where nature leaves them and let the loons adapt

Kathy Koziell asks if a small opening can be put into the boards to keep small amount of water flowing.  Kelly Robitaille states it can’t be done it would cause to much water loss.

Mike Smith discusses flooding of Eidelweiss Dr & Geneva Beach.

Kelly Robitaille discusses that he only pulls the boards 3 time a year.  He came to the BOC to get approval to pull the board.  Kelly Robitaille tells the public the how the DPW controls the DAM boards and that they are not constantly removing and replacing the boards.  Kelly Robitaille states he works with the District but works for the BOC.

1:07:30 Kathy Koziell asks Kelly Robitaille if we can keep the pond levels high and still provide a sufficient flow of water into the brook through the leaks between the boards? Kelly Robitaille states that the leaks would not provide enough water to the brook in a drought.

1:13:20 Kelly Robitaille states that the current policy is impossible to maintain as it contradicts itself. The current policy placed the responsibility on him which he did not ask for or want. Kelly Robitaille usually has adjusted the boards on more than 3 times in a year. One year was 4 times. This is not a common practice.

Kelly Robitaille states that most ponds are drawn down in the fall or winters accumulation of snow and ice. Kelly Robitaille states he will take direction from the commissioners but works for the district.

1.20.05 Terri Cancelerich reminds the BOC that the last day to draw down the ponds is October 15th of each year

1:22:00 Hearing is closed

Jay Buckley makes a motion to close #1 Public Hearing of the Dam Policy.  Mike Smith seconds.  Motion Passed 3-0.

Jay Buckley makes a motion to open #2 Public Hearing of the Water Ordinance.  Kathy Koziell seconds.  Motion Passed 3-0.

1:27:00 Jay Buckley opens the hearing and reads teach proposed change

Discussion of the current Water Ordinance and raising the hookup fees from $8,000.00 to $10,000.00. Jay Buckley mentions raising the water hookup fees from $8k to $10k. Section 3.1.3 Mike Smith states that it is up to the voters at an annual meeting. Kathy Koziell disagrees that it “HAS TO BE" at the annual meeting as the fee is now part of the ordinance but agrees to have the voters decide.  Mike Smith states that the voters should vote on this at the Annual Meeting.  Kathy Koziell agrees with Mike Smith.  Dorothy Wondolowski agrees also.

1:30:00 JB reads 3.1.4.5 application deadline of August 1st to be moved to September 1st. No objections.

1:33:11 Jay Buckley states that all service lines that need replacement must be sleeved as well as all new construction.

1:35:00 Confusion overextending water mains to the end of the subject property.

Jay Buckley reads the proposed amendments to the Water Ordinance.  Discussion of the Proposed changes to the Water Ordinance takes place.  Dinah Reiss asks the commissioner about the 3.1.3 return fees when a hookup is denied and when the District has to pay the operator fees and engineer fees.  Discussion of refund amount should be determined by the voters takes place.

1:45:12 Treasurer Dinah Reiss asks that the engineering costs be extracted from the $8000 if returned to applicant. Jay Buckley asks what should be charged for that cost? Applicant will/should know up front.

1:46:00 Donna MacKinnon supports taking the engineering costs out of the $8000 application fee.

1:48:00 Peter K feels that the District should know where its water lines are so that builders can locate septic systems appropriately

1:49:00 Hearing Closed

Jay Buckley makes a motion to close #2 Public Hearing of the Water Ordinance.  Kathy Koziell seconds.  Motion Passed 3-0.

Jay Buckley makes a motion to open the #3 Public Hearing on Public Memorials.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of creating a Public Memorial Policy.

Ralph Lutjen states it is appropriate one.

Jay Buckley states that there is no written policy regarding public memorial but there is an understanding that no public memorials are allowed in the District.  Mike Smith agrees.

Dinah Reiss states that the public was never notified when the public memorial was put up at the Huttwil Parking lot.  Mike Smith that there is an unwritten policy that no memorials are allowed.  Dorothy Wondolowski wants the memorial taken down.  Dinah Reiss states what was done is wrong and the commissioners should listen to the publics feedback.

Jay Buckley makes a motion to close the #3 Public Hearing on Public Memorials.  Mike Smith seconds. Motion Passed 3-0.

Jay Buckley makes a motion to adjourn the meeting at 9:06 pm.  Mike Smith seconds.  Motion Passed 3-0.

Respectfully submitted,

Donna MacKinnon

Administrator

 Sign in attendance sheet in office

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The Board of Commissioners held a Public Hearing on proposed updates to the Beach Ordinance and Highway and Parking Ordinance at 8:00 pm on Thursday, March 28, 2019. Present were Commissioners Adam Leiser and Kathy Koziell. 8 residents were present. The meeting was filmed for Madison TV by Tim Hughes.
Commissioner Adam Leiser calls the Public Hearing on the Beach Ordinance and Highway and Parking Ordinance to order at 8:00 pm.
Kathy Koziell outlines the need for updates to the Ordinances. Details regarding the Ordinances have been reviewed to add consistency.
Under the proposed changes, overnight parking at beaches will be allowed up to 5 days. The Commercial vehicle exclusion is proposed for removal for the Huttwil lot. The allowable days without permission from the Board is proposed to be extended to 30 days from the existing 5 days.
Discussion on overnight parking at beaches is held. This will be allowed under the proposed changes.
Discussion on plowing of beach parking lots is held. These lots are plowed during standard hours following a storm. Possible options for future improvements are discussed. Persons parking vehicles on the street during winter when the parking restriction is in place are discussed. Difficulties traveling when persons are parked on the street with snow banks are outlined. Officer Mike Mosher outlines that the Police standard is to attempt to notify the owner prior to towing. Discussion is held on possibility of limiting parking on the roads year-round, not just during the winter. Discussion on restricting street parking near the beaches is held. Police notification of persons illegally parked on the street is discussed. When possible, the office or highway personnel should notify the police of illegally parked cars.
Discussion is held on scheduling a public hearing in early June to review the ordinance and any negative results with the allowance of parking at the beaches. Banning parking on all streets year round will be looked at as an option for discussion at this meeting.
The proposed updated wording to the Beach Ordinance is reviewed.
Names of beaches are added to statement of 5 District beaches. Leashed service dogs will be allowed on the beaches as the exception to no dogs. No watercraft are allowed to be placed until an assigned spot is received. All watercraft shall still be removed by November 11.
Kelly Robitaille will be reminded to remove the watercraft at Geneva Beach.
Send forms April 15th. Apply for second space two weeks after. Discussion is held on allowing two spots to be requested at same time. Second application will be done for this year. The application has been updated to allow persons to choose top, middle, bottom spots. Discussion ensues on not sending stickers for this year. Discussion is held on the request from Rockhouse Mountain POA to allow for use of possibly 10 rack spaces within Eidelweiss. Option of having Rockhouse Mountain rake the beaches one day per week is discussed. Leaving the Ordinance as is for this year is discussed. This can be discussed at the planned public hearing that will be scheduled for early June. Paula recommends evaluating June 1st for any remaining spaces to determine if there are enough to allow Rockhouse

Mountain access. Discussion on smoking at beaches is discussed. Jay Buckley recommends stating no smoking at beaches. Discussion ensues on promoting use of the restrooms to reduce persons who may be using the pond.
Discussion on the outhouses at the beaches. The outhouses cannot be cleaned because of trash in the holding containers. Closing of the outhouses and moving to port-a-potties is discussed and will be looked into going forward.
Jay Buckley discusses a possible solution to paddleboats at Boulder Beach.
At 9:00 pm Adam Leiser makes a motion to close the Public Hearing. Kathy Koziell seconds. Motion passed 2-0.
Respectfully submitted,

Nancy E. Cole
Administrator

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 VILLAGE DISTRICT OF EIDELWEISS

Public Hearing on the Budget

January 18, 2019

The Board of Commissioners held a public hearing on the 2019 budget at 7:00 pm on Friday, January 18, 2019.  In attendance were Commissioners Mike Smith, Ralph Lutjen and Ron Sandstrom. 

At 7:00 pm the meeting was called to order by Chairman Mike Smith.   

Ralph Lutjen makes a motion to open the public hearing.  Ron Sandstrom seconds.  Motion passed 2-0.

Mike Smith outlines the rules for the meeting.  All comments and questions are to be related to the article discussed.

Commissioners overview of the 2019 Warrant is highlighted by Ralph Lutjen. 

At 7:07 pm Ron Sandstrom makes a motion to open the bond hearing on the proposed bond for a new truck.  Ralph Lutjen seconds.  Motion passed 3-0. 

Review of need for new truck.  F-550 at end of useful life. 

Question on outfitting of new truck.  Included in quote.

Question on repairing the truck instead of replacing. 

Question on warranty for new truck – 3 years. 

Discussion on increase in ability with purchase of heavier duty truck. 

Concern stated for cost of truck. 

Discussion on running equipment into the ground prior to replacing is held.  Need for reliable equipment during a snow storm is outlined.

Wear and tear on the truck is outlined. 

Number of days out of service are questioned – will be looked into. 

At 7:31 pm Ralph Lutjen makes a motion to close the hearing on truck bond for Article 2.  Ron Sandstrom seconds.  Motion passed 3-0.

At 7:31 pm Ralph Lutjen makes a motion to open the bond hearing on the proposed bond for replacing the Reinach tanks.  Ron Sandstrom seconds.  Motion passed 3-0.

Review of need for replacing two 30,000-gallon tanks at Reinach; both tanks failed inspection in 2018 and are not candidates for lining.    

Highlight and review of replacement plan with one 90,000-gallon concrete tank.  Storage needs outlined.  Inclusion of Reinach Pressure Zone with this project is outlined. 

Discussion on cost is held. 

Highlight of lack of approval of funding as an impact on bid process. 

Question on Board having faith in Fluet Engineering.  Outline that financing was major hold up for contractors. 

Outline that Paul Fluet will be at Annual Meeting. 

Discussion on engineering for the District and possible use of other engineers going forward. 

Question on access to Reinach Place during construction.  Will be open.  Steel tanks will be removed after construction of the new tank.   

Discussion on re-opening bid process prior to proposing project is held. 

At 7:56 pm Mike Smith makes a motion to close the hearing on water bond for Article 3.  Ralph Lutjen seconds.  Motion passed 3-0.

Article 4 – DPW electrical upgrades

Review of need for upgrading electrical system at DPW and correct code violations. 

Discussion on code violations.

Discussion on need for upgrades. 

Highlight of importance of DPW well reliability for proper functioning of the water system. 

Review of electrical upgrades including lightening protection, meters, VFD addition and code corrections including proper grounding and surge protection.   

Question on funding.  Discussion on use of approved bond funds from last year.

Article 5 – Summit pump house electrical upgrades

Review of need for upgrading electrical system at Summit Pump House. 

Discussion on code violations. 

Discussion on need for upgrades. 

Highlight of impact to the water system users should this pump house go down for electrical issues. 

Question on funding.  Discussion on use of approved bond funds from last year. 

Article 6 – Chocorua Pump House upgrades

Review of need for project to be completed. 

Discussion on code violations. 

Discussion on need for upgrades. 

Highlight of impact to the water system users should this pump house be out of service.

Question on funding.  Discussion on use of approved bond funds from last year. 

Article 7 – Highway/Operation budget reviewed and discussed.  Operational budget for the water system is also reviewed. 

Line items reviewed and discussed. 

Ralph Lutjen outlines self-insurance of deductible/full exposure is budgeted. 

Discussion on impact of bonds on the budget. 

Question on self-insuring the deductible and savings it has created.

Questions reviewed. 

Discussion on capital reserve fund expenditures. 

Article 8 – York Rake Replacement

Review of article. 

Current rake is not operational.  Rake is used regularly during spring and summer by the DPW to smooth roads.  Rake is also used after road grading to remove rocks brought to surface during grading. 

Article 9 – Asphalt road repairs

Review of need to keep roads in travelable condition until rebuilt.

Specific work to be done through this article includes Aspen, Klausen, Chocorua View and Eidelweiss Drive from entrance to DPW II. 

Discussion on putting these articles into the budget is held

Article 10 – Gravel road repairs

Review of need to keep roads in travelable condition. 

Specific work to be done through this article includes Klausen, Upper Lakeview and Aspen.

Article 11 – Thusis culvert replacement

Review of work to be completed, project to maintain 100% on VDOE property.

Discussion on amendment to proposed project at 2018 Annual Meeting.  Project was not able to be completed as amended.  Engineering required to review the amendment and then to amend the project.   

Comment on project cost versus engineering costs is made.

Reduced construction cost with DPW doing the work is outlined.  

Article 12 – Grandval and Burgdorf engineering

Review of article and engineering needed to update the roads to Class V standards. 

Discussion on Class V standard for VDOE.  Document is available on the website. 

Recommendation for removal of this article is made.

Article 13 – Water Budget

Line items reviewed and discussed. 

Article 14 – Muddy Beach Tank Replacement

Article reviewed. 

Replacement of 5,000-gallon tank for water storage.

Comment that concrete 5,000-gallon tank available for $10,000 less than this quote is made.

Article 15 – Upper Lakeview/Rigi 

Article reviewed. 

Question on if this project was included in proposed updates under Article 2 – this will be checked. 

Article 16 – Water tank CRF deposit

Statement on funding CRF. 

Comment on use of fund for Article 14

Article 17 – Water System Pipe CRF deposit

Statement on funding CRF

Article 18 – Water System CRF withdrawal

Replacing the $42,000 withdrawn during the 2017 audit process. 

Commissioners intent to re-deposit the funds in 2018 was denied by the NH Department of Revenue (DRA) as voter approval is required for deposits to a CRF. 

Received petition articles are reviewed. 

Petition to appropriate $6 for executive salaries.  This is a budget line item and should be addressed during the operational budget discussion.

Petition to have employees pay 10% of health insurance premiums in 2019 and 20% in all subsequent years.  Petition is advisory as employee matters are under control of the Commissioners; not the Legislative Body. 

Petition to transfer unspent $141,695.14 from 2018 Article #2 to the water system CRF. Petition will require a 2/3 majority to pass.  

Petition to limit number of Commissioners as voting members of any committee to not greater than 1/3 of committee.  Petition is advisory as committee size and members are determined by the Commissioners, not the Legislative Body.

Petition to name voters as agents to expend on all CRF except Water Line Extension Fund.

Petition to place $42,000 in the Water System CRF from Unassigned Fund Balance.  Petition is a duplicate of Article 18. 

Petition to have draft minutes posted within 5 days of a meeting and approved minutes posted within 24 hours.  Petition is advisory as no requirement exists to post minutes.

Petition to place $250,000 in the Water System CRF with funds to be raised by taxation.  Outline that this petition will add more than $2.50 per thousand valuation to the tax rate is made; the 2018 tax rate would have been over $8.60 per thousand with this petition.      

Ralph Lutjen makes a motion to close the public hearing and adjourn the meeting.  Ron Sandstrom seconds.  Motion passed 3-0.

Respectfully submitted,

Nancy E. Cole

Administrator  

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

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

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

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

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

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

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

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

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

No further questions or discussion was raised.

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

Respectfully submitted,

Nancy E. Cole
Administrator