Public Hearings

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2016/01/Public-Hearing-1-22-2016-Warrant-Draft-1-Draft.pdf"] Presentation for the Public Hearings scheduled for Friday, January 22, 2016 at 7 pm.  The Public Hearings will be held at the Town of Madison Town Hall Meeting Room, which is downstairs at Madison Town Hall (use Police Entrance).

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/10/PH092615.pdf"]VILLAGE DISTRICT OF EIDELWEISS
PUBLIC HEARING ON RECONSTRUCTION OF OAK RIDGE ROAD
SEPTEMBER 26, 2015

The Board of Commissioners held a public hearing on the proposed reconstruction of Oak Ridge Road at 12 noon at the Lodge on Saturday, September 26, 2015. 10 persons present. Meeting was taped for Madison TV by Amy Boyd.

Call to order 12:00 pm by Ron Sandstrom.

Oak Ridge Road reconstruction plans reviewed. Outline of planned phases from 2012 is given.
Discussion on all costs are Engineering estimates, not bid prices at this time. Engineering estimates are generally considered to be higher than actual costs.
Phase 1 construction discussed. Change of focus following construction on phase 1 outlined.
Lack of project management created additional challenges during phase 1.

Remaining work required for completing this project outlined and discussed, including road bed reconstruction, drainage construction and replacement of water lines. Each segment is reviewed and discussed with costs.

Drainage options discussed. Two options for drainage outlined, open ditches or closed culverts with catch basins. Closed ditch design with buried culverts estimated cost $103,011. With project management as a stand-alone project cost is $113,312. Differences between the two options for drainage outlined. Depth of ditches is primary difference at 1 foot versus 2 foot. Difference in cost is $30,000.

Water lines as an option for inclusion in the project discussed. Cost for water line replacement is $180,000. With project management as a stand-alone project cost is $198,000.

Road reconstruction discussed. Reconstruction of road with a proper road bed and tied into proper drainage is goal. Asphalt currently anticipated to last 7 years. Maintenance done after construction over the years will alter this expectancy for when road would need to be redone. Estimated cost for road reconstruction is $193,688. With project management as a stand –alone project cost is $213,056.

Total costs for options reviewed and discussed. Outlined options include road only, road open drainage, road closed drainage or road, drainage option and water lines.

Road only - $193,000
Road –open drainage - $267,000
Road – closed drainage - $297,000
Road – open drainage – water lines $447,000
Road – closed drainage – water lines $477,000
Funding and options for financing outlined and reviewed.

Ron Sandstrom makes a motion to post financial draft information onto website. Mike Smith seconds the motion and the motion passed 3-0.

Ralph Lutjen questions how project fits in with long term plan for asphalt roads within the VDOE. Ron Sandstrom outlines agreement that long term planning is needed within the VDOE. Concern for long term tax rates and tax impact discussed.

Dinah Reiss states road with open drainage most reasonable manner of proceeding.
Prioritizing of work to be planned is discussed.

Ralph Lutjen questions statement of safety for ditches, stating that ditches slow down cars prior to hitting a tree.

Drainage should be included for road protection is stated by Dorothy Wondolowski.

Discussion on proceeding with repairs to Oak Ridge is discussed.
Poll for plans discussed and taken.
Plan A – none
Plan B – 9 votes
Plan C – 1 vote
Plan D – none

Adjourn 1:15 pm

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/10/Oak-Ridge-reconstruction-costs.pdf"]Below are the cost estimates for the reconstruction of Oak Ridge Road as outlined at the meeting of September 26, 2015. All cost estimates are based on the Engineer's estimate of cost. Contractor bids will be obtained prior to the 2016 Annual Meeting.

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The Board of Commissioners will be presenting the attached at the Oak Ridge Road hearing on Saturday, September 26, 2015 at 12:00 pm at the Lodge (100 Oak Ridge Road). All taxpayers are invited to attend and give feedback on the options for repair of Oak Ridge Road. [gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/09/Oak-Ridge-Road-Sept-2015-approved-A.pdf"]

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/03/PH012315.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Public Hearing on 2015 Budget
January 23, 2015

The Board of Commissioners held the Public Hearing on the 2015 proposed Budget and Warrant on Friday, January 23, 2015 at 7 pm in the Town Hall meeting room. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. 10 persons were present. [Expand Title="More Text"]

At 7:00 pm the Public Hearing on the Budget was opened.

Ron Sandstrom outlines the order of discussion for items tonight.

At 7:02 pm the Public Hearing for a bond over $100,000 for purchase of a truck is opened by Ron Sandstrom.

Bond over $100,000 for purchase of a new truck is to replace the 2005 Top Kick. Proposed truck is International TerraStar, cost is $114,000. Process of review outlined. Discussion ensues on choosing this truck over a second F-550. Durability of the TerraStar as a heavier framed truck is outlined. Larger sander capacity discussed. Discussion on cost is held.

Discussion on the choice of the Commissioners to not purchase a truck in 2014 is held. TAN notes are discussed. Cash flow is discussed. Use of the Unassigned Fund Balance is discussed. Use of the road grader as a primary snow fighting tool is discussed. Safety and the ability of the crew to keep the roads open are discussed. Mark Graffam states that he will present an amendment to this Article at the Annual Meeting reducing the funds and proposing purchase of an F-550. Recommendation is to place larger truck on Warrant and allow the voters to debate at the Annual Meeting.

Truck Article hearing closed at 7:33 pm.

At 7:34 pm the Public Hearing for a bond over $100,000 for water system improvements is opened by Ron Sandstrom.

Bond over $100,000 for the purpose of water system improvements is to inspect and line the water tanks. State Revolving Loan Fund is discussed as source of financing for this Article. Water system improvements are needed and the concern for the age of the tanks has been discussed for over 10 years. Inspection of tanks followed by tank lining, if appropriate, is intent for these funds.

Discussion on replacing the tanks one at a time instead of lining is held. Recommendation for estimated cost for replacement of tanks be available at the Annual Meeting is made.
Recommendation on listing the specifics of tank lining as project within Warrant Article is made. Recommendation on attention to funding options is held. Split between taxes and water bills and history of loans being turned down by the voters based on funding is outlined and discussed. The need to inspect the tanks is discussed. Proceeding without an inspection to create the compelling reason for the voters to approve this project is discussed. Recommendation to include this article with the wording updated to include inspection of tanks and to include the order in which the project would proceed is made.

SRF Bond article for long term debt for the water system is closed at 8:05.

At 8:06 pm the Public Hearing for the 2015 Budget is opened by Ron Sandstrom.

Budgets discussed.

Ron Sandstrom outlines budget changes from 2014 to 2015.
Budget line items reviewed and discussed.

Highway repairs and maintenance discussed extensively. Funds expended in 2014 on the Top Kick are discussed. Difference in annual cost of maintenance for a truck under warranty from a truck for which the warranty has expired is discussed.
Creation of a plan for culvert cleaning and replacement recommended.

Line item for gravel discussed extensively. The roads planned to receive the gravel is questioned. The outline that all roads will be done over a course of 4 years is discussed. Specific roads will be determined in the spring. Use of the road grader and the continued use of a part time expert grader operator for placing the gravel are discussed.

Parks and Recreation is discussed. The difference between Parks and Recreation and Buildings and Grounds is outlined. The ability to purchase swim rafts is discussed. Wooden rafts will be inspected in the spring and the option to replace any damaged rafts with yellow plastic rafts as was done at Boulder Beach is primary reason line item is not being reduced.

All other proposed budget expenditures for 2015 within the budget detail are reviewed.

The proposed 2015 Water Budget is outlined and discussed. Line items are reviewed and discussed. The cost of monthly water monitoring for the licensed water operator is discussed.

All other Articles within Warrant are outlined and discussed.

Article for purchase of a small size truck is discussed. Trucks have already been discussed. This article is recommended for removal by the attendees with the additional recommendation the Board focus on the details for the larger truck previously discussed at this meeting.

Article for accepting grant funds for Asset Management is discussed. Discussion on movement on last year’s Article. Doubling of the cost from last year’s approved amount and the limits of this article on water only is discussed. Discussion on the funding this article from the 2014 Article, which was funded from the Unassigned Fund Balance, is held. Recommendation is made that a plan be presented for how these funds, if approved, would be expended.

Approval to expend from the Water Extension fund article is discussed.

Purchase of an articulating bucket for the Backhoe is discussed.

Request for approval of a budget for Safety is outlined and discussed. Cost of article, location of first aid kits, cost of fire extinguishers, and general need to include details in the planned spending for this article is stressed by attendees.

An article for placement of Asphalt on Middle Shore at Geneva Place and Little Shore at the intersection of Eidelweiss Drive is reviewed. Discussion on the details of this project is held. The need to have the details on preparation of the road for rebuilding, including any drainage needs, prior to placing asphalt is discussed. Removal of Little Shore apron from this article recommended as that area needs drainage corrections which may alleviate the need for the apron.

Capital reserve fund articles are reviewed and discussed. These two articles will correct old records held by the Town of Madison, Trustees of the Trust Funds and the NH Department of Revenue as well as close the Highway Equipment Expendable Trust by transfer of all assets to the Highway Equipment Capital Reserve Fund.

Ability to enter an agreement for electricity supply up to 36 months is outlined and discussed. Based on lack of specifics for a contract, the ability to pass this article is questioned. Department of Revenue and legal review has not yet been completed on this Warrant; should the article not be adoptable, it will be removed.

Three petitioned warrant articles have been received; creation of a road plan in the amount of $20,000; creation of an expendable trust fund for medical insurance in the amount of $52,360 and a recommendation to enforce the parking regulations in place for the Huttwil parking lot

Ron Sandstrom announces that he is withdrawing his Declaration for Candidacy and will not be running for re-election. Ron Sandstrom adds that Ralph Lutjen is running for Commissioner and as Ralph would be a good choice for Commissioner, Ron is going to step aside.

At 10:20 pm Ron Sandstrom closes the Public Hearing on the Budget and Warrant.

Respectfully submitted,

Nancy E. Cole
Administrator
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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/03/Ph-Driveway-1-23-15.pdf"]VILLAGE DISTRICT OF EIDELWEISS
Public Hearing on the Driveway Ordinance
January 23, 2015

The Board of Commissioners held a Public Hearing on proposed changes to the Driveway Ordinance at 6 pm on Friday, January 23, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard. 5 persons present. The meeting was taped for Madison TV by Tim Hughes.

Ron Sandstrom declares the Public Hearing on the Driveway Ordinance open at 6:02 pm.

Proposed changes to Driveway Ordinance outlined and discussed.
Focus is maintenance section of Ordinance.
Clarification of intent of VDOE to continue to clean culverts and for property owner’s to continue to be responsible for repair or maintenance.

Proposed changes are discussed. Discussion outlines that the responsibility for repairing and/or replacing culverts; as well as initial installation thereof; has always been the homeowners. This is not a change and is in full compliance with NH laws. The District will clean culverts to facilitate road drainage and reduce road damage, which benefits all taxpayers.

Ability to maintain road drainage is discussed. Alteration of road drainage or creation of road drainage by the District that creates the need for a driveway culvert not previously required has resulted in the District placing driveway culverts. In these instances, the homeowners are made aware of the need for the driveway culvert and are informed that once installed, the culvert is theirs.

At 6:30 Mike Smith makes a motion to close the Public Hearing on the Driveway Ordinance. Ron Sandstrom seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/09/PH083014.pdf"]Village District of Eidelweiss
Board of Commissioners
Public Hearing on Driveway Ordinance
August 30, 2014

The Board of Commissioners held a Public Hearing on the Driveway Ordinance on Saturday, August 30, 2014 at 10 am at the Lodge. In attendance were Commissioners Ron Sandstrom and Mike Smith. 8 persons were in attendance. The meeting was taped for Madison TV by Tim Hughes. [expand title="More Text"]

At 10 am the Public Hearing was called to order by Chairman Ron Sandstrom.

The purpose of the meeting is outlined by Ron Sandstrom. Proposed changes to the Driveway Ordinance are outlined, reviewed and discussed.

The background of the Ordinance is outlined. The goals of the proposed changes are outlined. Adding clarity to the Ordinance and maintaining the District’s rights to establish drainage within the right of way are discussed.

Ralph Lutjen states that he thinks it is not a good idea to allow a second driveway. Additional complications to snow plowing are outlined. The lack of cleaning ditches within the VDOE and the resulting clogs in the driveway culverts are discussed. Lack of ability on a homeowner’s part to properly clean a culvert is stated. VDOE as cause for much of the driveway culvert clogs is stated. Adding more driveways and culverts is not advised.

Jay Buckley discusses changing terminology to use of the term curb cut in lieu of driveway. Ramifications of the addition of a second driveway that requires a culvert is stated with a recommendation to allow second driveways that do not require a culvert. Cleaning of culverts by the DPW is recommended. Installation and potential incorrect installation by the DPW is discussed. Road drainage is discussed, with a statement of approximately 10 chronic culvert issues within the VDOE.

Mike Smith outlines intent of Commissioners to purchase equipment to clean the ditch lines on the Warrant for 2015. Jay Buckley recommends obtaining outside contract cost in consideration when reviewing cost of equipment purchase. Mr. Buckley states belief that the responsibility for all drainage should be with the District. Ron Sandstrom outlines recommendation of legal counsel and compliance with the existing RSA’s as determination of responsibility. Ralph Lutjen discusses driveways causing damage to the roads and states that additional clarity when a driveway design delivers water onto the road creating damage should be added. Gloria Aspinall questions definition and statement of “owner or occupant”. Paul McKenna voices favor for the changes. Dinah Reiss discusses additional snow piles that need to drain for second accesses allows for additional puddles which create wear and tear on the roads. Formation of pot holes at additional entrances is stated. Dinah Reiss adds that the prior wording was in place to protect the roads. Discussion on private property rights and VDOE work on private property is discussed. Discussion on placing of culverts during initial installation is held. Outline that the property owner developing the property has always been responsible for placing the culverts. When the VDOE is establishing road drainage that creates the need for a culvert under an existing driveway, the District has placed the culverts. The culvert that was placed to reconnect Porridge View Drive to Oak Ridge Road being considered as a road culvert is reviewed. Consideration for enforcing standards on existing driveway is stated. Having a mechanism in place to force correction of driveways that damage roads is recommended. Section 6 Construction is recommended to be area for addition of meeting standard for all driveways, existing and newly created.

Disagreement with turning maintenance of the culverts back to the property owner is stated by Jay Buckley. Wording alternative to the change to Section 7; Construction is made and submitted by Jay Buckley. Correspondence from resident John Cooper and resident Bill Copeland is read.

Ralph Lutjen suggests statement of VDOE acknowledgement that VDOE will clean when VDOE is responsible for ditch maintenance that has not been done by VDOE. Discussion on Ordinance wording verses policy is held.

At 10:58 am Mike Smith makes a motion to close the Public Hearing. Ron Sandstrom seconds the motion and the motion passed 2-0.

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[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2014/01/2013-PH011813.pdf"]

VILLAGE DISTRICT OF EIDELWEISS COMMISSIONERS MEETING PUBLIC HEARING BUDGET PUBLIC HEARING BOND January 18, 2013

The Board of Commissioners met in the Madison Town Hall Meeting Room on Friday, January 18, 2013 to conduct Public Hearings on the 2013 proposed budget and 2013 proposed Bond Article for the Water System. In attendance were Commissioners Ralph Lutjen, Mark Graffam and Ron Sandstrom. The meeting was taped by Tim Hughes. 12 people were in attendance.

[expand title="Search Text"] 7:00 pm the meeting was called to order by Chairman Ralph Lutjen.
The reasons that a second Public Hearing would be held are outlined. Should a second hearing be held, it would be next Friday, January 25 at 7 pm.

At 7:02 pm Ralph Lutjen opens the Bond Hearing. 2013 Warrant Article 2 is read. This Article is for the replacement of the pumps at Jungfrau Station. This Article proposes the taking of a bond, incurring long term debt of 10 years, in the amount of $165,000. The proposed funding for the bond payment is split 75% Water User Fee and 25% Property Taxes. Alternative funding options are reviewed and discussed. The replacement of the pumps would be a marked improvement for the water system. Replacement of the pumps also moves towards the ability to replace the tanks at Reinach in the future.

A question of funding the project from the Unassigned Fund Balance is raised. It is explained that funding of the water system is not the intended use of the Unassigned Fund Balance, which is primarily tax money. Discussion on a 50/50 split between property tax and water user fee is held. The operational status and age of the pumps is discussed. Future year’s projects are discussed. The plan to upgrade the water system one project at a time as suggested at a prior meeting is Jungfrau pumps; Muddy Beach pumps; Reinach tanks.

At 7:40 Mark Graffam makes a motion to close the Bond Hearing. Ron Sandstrom seconds the motion and the motion passed 3-0.

The Public Hearing on the Budget is opened by Chairman Ralph Lutjen.

Warrant Article 3 on the 2013 Warrant, the Operational/Highway Budget is reviewed. The 2012 appropriation and expenditures are displayed on the budget detail spreadsheet. Individual line items are reviewed and discussed. It is explained that the Jungfrau Bond Payment will be paid in 2013 with unexpended bond proceeds. The reduction in the proposed budget total for 2013 is outlined. The total dollar amount of the budgets over the past 5 years is shown. Line painting is discussed.

The remaining proposed Warrant Articles are reviewed.

Article 5 is for a new truck to replace the 2010 International. The Commissioners outline that the 2010 International is a 2 wheel drive vehicle and will not traverse the hills of the District. The intent is to trade or sell the truck and replace it with a 4 wheel drive International of like hauling capacity. Discussion is held on trucks and the use of chains in the winter.

Article 6 proposes drainage reconstruction to the first 500 feet of Oak Ridge Rd. The engineer’s drawings are reviewed. General discussion on the project is held.

Chip sealing of Eidelweiss Drive and Appenvel Way to Aspen is proposed in Article 7. Costs and average life expectancy of paving with asphalt versus chip sealing to extend the useful years of roads is discussed.

Article 8 is the 2013 Water Budget. Line items and details of 2012 expenditures are reviewed and discussed. Chemical usage and the use of Water Monitors are discussed. The water budget as proposed is less than last year’s budget.

Article 9 is the ability to withdraw up to $50,000 from the Water Line Extension Fund. This article is standard and appears on the Warrant every year.

Article 10 is to allow the Commissioners to replace the grader should it fail this year. A purchase or lease agreement would be pursued with the expenditure to go before the voters next year.

Mark Graffam outlines that the remaining two Articles do not raise funds. Mark Graffam makes a motion to close the Public Hearing. Ron Sandstrom seconds the motion and the motion passed 3-0.

Article 11 is a question on protection of taxpayers against homeowners whose driveways cause damage to a public road. Instances where a driveway was directly related to road damage are discussed. Possible legal issues that can be related to driveways are reviewed and discussed. It is outlined that under NH Statutes, water is declared the common enemy and the laws related to road drainage reflect this. The natural flow of water is allowed to be followed regardless of property ownerships.

Article 12 is a question on pursuing The FireWise Program for the District.

At 9:00 pm Ron Sandstrom makes a motion to adjourn the meeting. Ralph Lutjen seconds the motion and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole Administrator

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