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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/05/CM042018.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 20, 2018

The Board of Commissioners met at 8:00 am on Friday, April 20, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille and resident Gloria Aspinall. The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that grader blades will be needed; cost is $275. Mike Smith makes a motion to approve purchase of grader blades in the amount of $275. Ron Sandstrom seconds. Motion passed 3-0.
The F-550 has been transported to MacDonald Motors to have the frame checked. If straight, the remaining repairs will be completed, if bent, the insurance company will be contacted.
Kelly Robitaille reports that culverts are being checked. Marker posts will be replaced as needed.
Kelly Robitaille states that sign posts will be needed. Pricing will be checked locally as shipping costs are high from the current provider.
The cost of the recent grader service is discussed; $1,080.14. The invoice does not include number of hours, hourly rate or a description of material disposed; but does include expenses for these items. Mike Smith makes a motion to request additional breakdown. Ralph Lutjen seconds. Motion passed 3-0.
Kelly Robitaille is still reviewing available front-runner style rakes to replace the current York rake.
The repair to the Terra-Star for the damaged axle stated to be caused by rear-wheel slip is discussed. Kelly Robitaille has reached out to other municipal departments for problems they may have had with a Terra-Star. One department stated that they completed a $1,700 upgrade to the truck that helps reduce the potential of this failure occurring. Overall, the forum does not give favorable reviews of performance for the Terra-Star.
Ron Sandstrom compliments the crew on the road conditions last Sunday morning; roads outside VDOE were in much poorer condition. Kelly Robitaille adds that the rubber plow edges purchased previously made a big difference with clearing the roads for this last storm.
The International 7400 has had the sander removed to facilitate the beginning of hauling gravel.

3. Water

The delivery to Grundfos of the non-working pump received last October has been confirmed. Ed Russell of Maltz Sales is working with Grundfos to expedite the warranty review for this pump.
Mike Smith makes a motion to send a confirmation email to Mass Tank for the tank inspections scheduled for May 14. Ron Sandstrom seconds. Ralph Lutjen discusses the status of the loan and having confirmation that the loan is approved prior to confirming the schedule with Mass Tank. Treasurer Dinah Reiss will be asked to proceed with the loan application. Mike Smith withdraws the motion. Ron Sandstrom makes a motion to contact Mass Tank for schedule confirmation once Treasurer Dinah Reiss has confirmed the loan is approved; with a copy to be sent to Ian Hayes. Ralph Lutjen seconds. Motion passed 3-0.

4. Administration

The motion log has been distributed and is reviewed.
The monthly cash flow report is reviewed and discussed.
The security panels for the pump houses have been ordered through Electrical Installation.
The monthly VDOE newsletter is reviewed. Mike Smith corrects Loon Society to Loon Preservation Society. Ron Sandstrom makes a motion to send the newsletter with the correction to Loon Preservation Society. Mike Smith seconds. Motion passed 3-0.
The Asset Management committee is scheduled to review the CIP document details. Ron Sandstrom is working on the mapping data.
Muddy Beach financing of 2017 is reviewed and discussed. A summary with recommended action has been created. Ralph Lutjen will make additional modifications to the document for clarity. Discussion on review by auditor prior to posting on the website is held. This will be done. Once final, document will be placed on the VDOE website with a copy to other sites requesting placing of a link to the document on the VDOE site.
The number of remaining spaces on canoe racks for each beach after completion of the initial registration is give; all beaches have space available should a property owner wish to register a rack space. Discussion is held on checking the racks prior to the season beginning. Having the DPW check the racks is outlined as an option; hiring a contractor to check and repair is outlined as an alternative option. Mike Smith makes a motion to have the DPW check the racks and report any needed repairs. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to approve payroll in the amount of $5,927.49. Ron Sandstrom seconds. Report and time cards are reviewed and discussed. Motion passed 3-0.

5. Accounts Payable

Mike Smith makes a motion to approve 14 checks for a total of $8,927.42. Ron Sandstrom seconds. Holding of the check to Chadwick-BaRoss for response to the previously discussed invoice questions is discussed. Mike Smith moves to amend the motion to approve 13 checks for a total of $7,847.01. Ron Sandstrom seconds. Discussion ensues on the request from a resident billed for emergency services to have the number of hours billed reviewed for reduction is held. Mike Smith makes a motion to request back up verification from Ian Hayes. Ralph Lutjen seconds. Motion passed 3-0. Motion to approve manifest of 13 checks passed 3-0.
6. Minutes

Mike Smith makes a motion to approve the minutes of April 3. Ralph Lutjen seconds. Motion passed 2-0-1 with Ron Sandstrom abstaining as he was not present.
Mike Smith makes a motion to approve the minutes of April 10. Ralph Lutjen seconds. Motion passed 3-0.

7. Commissioners Reports

Ralph Lutjen reports that the spring water run off testing was done this week; the 24 samples have been brought to the State Lab. Ralph Lutjen makes a motion to send a thank-you letter to Bob Borchers for his work during the spring testing. Ron Sandstrom seconds. Motion passed 3-0.
Ron Sandstrom states that he is hopeful the longer term results of the Communication Committee will show improvement in the overall perception of the District.
Mike Smith makes a motion to contract Barry’s Tree Service subject to receipt of the requested easements for Little Loop Rd. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith discusses use of remaining encumbered funds from the 2017 Lodge project to repair the piping under the building in the crawl space. Mike Smith makes a motion to use the encumbered funds to have the plumber replace and property install water lines in the crawl space under the lodge. Ron Sandstrom seconds. Discussion on obtaining an estimate to determine if the remaining funds are adequate to cover the cost is held. Mike Smith withdraws the motion. Ron Sandstrom makes a motion to get an estimate for replacement of the water lines in the crawl space under the lodge. Ralph Lutjen seconds. Motion passed 3-0.
Nancy Cole outlines that the inspection was completed at the Lodge this week with Madison Fire Chief Richard Clark and Code Enforcement Officer Bob Boyd. A Certificate of Occupancy will be created as one is not on file with the Town. Occupancy will differ between a seating only meeting style use and a table and chair dinner style use of the main room.
Mike Smith discusses that all Communication Committee information distributed for posting on other sites is to direct the reader to the District site.

8. Signature Items

Mike Smith makes a motion to sign PO 247 in the amount of $5,000 for gravel. Ron Sandstrom seconds. Motion passed 3-0.
Mike Smith makes a motion to sign PO 248 in the amount of $275 for a new trimmer. Ron Sandstrom seconds. Motion passed 3-0.
PO 249 in the amount of $1,080.14 for grader repairs will be held.
Mike Smith makes a motion to sign the letter to the property owner of 4 Little Loop to request the easement be executed. Ralph Lutjen seconds. Motion passed 3-0.
Mike Smith makes a motion to sign the letter to the property owner of 6 Little Loop to request the easement be executed. Ralph Lutjen seconds. Motion passed 3-0.

9. Correspondence

Property owner of 18 Diessbach has sent a request for a reduction in the amount billed for the emergency repairs at the property.
Larry Leonard has sent a request for an explanation of the 2017 Muddy Beach project funding. The response will be sent once review by the auditor is completed.
Granite State Analytical has sent the monthly water system testing results; bacteria are absent, pH is low.
NH Department of Environmental Services has announced a new Asset Management Database that is available on the DES website. Mike Smith makes a motion to have Nancy Cole review and report on the new DES Asset Management database. Ralph Lutjen seconds. Motion passed 3-0.

10. Scheduled Appearances

Resident Gloria Aspinall recommends checking of the playground equipment in addition to the canoe racks. Ralph Lutjen makes a motion to have the DPW check the playground equipment. Ron Sandstrom seconds. Motion passed 3-0.

11. Other Business

The Communication Committee has recommended the VDOE purchase a laptop for use by the office. Current use of personnel equipment is outlined. Mike Smith makes a motion to price and purchase a lap top from the Office Equipment Capital Reserve Fund. Ron Sandstrom seconds. Motion passed 3-0.
Upgrading of QuickBooks is also recommended by the Communication Committee. Ron Sandstrom makes a motion to price an update for QuickBooks that will include batch billing and integration of purchase orders. Mike Smith seconds. Motion passed 3-0.
The Communication Committee is also recommending the District publish agendas one business day prior to any meeting. As the Commissioners meet weekly, it is impractical to post the agenda.
The Communication Committee is recommending usage of the updated daily water usage spreadsheet which incorporates the historical summary and charts. This will be reviewed when the April water usage report is generated.
Dr. Jamie Houle of UNH Storm-Water Management has notified the District that work is beginning on preliminary drawings and drainage recommendations from last year’s survey for submission to the Board.
Ron Sandstrom questions if DES permits are needed for the Little Loop project. Mike Smith makes a motion to send the question to Paul Fluet. Ron Sandstrom seconds. Motion passed 3-0.

12. Public Comments

Ron Sandstrom congratulates the Kennett High School robotics team on making the World Championship. Good job and good luck!!

The Board of Commissioners will not meet Tuesday, April 24.

At 9:25 am Mike Smith makes a motion to adjourn the meeting. Ron Sandstrom seconds. Motion passed 3-0.
Respectfully submitted,
Nancy E. Cole
Administrator

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VILLAGE DISTRICT OF
EIDELWEISS
Board of Commissioners
WATER SYSTEM FLUSHING

Flushing of the Water System will begin on Monday, April 30, 2018. Some customers may experience short periods of low pressure and slight water discoloration. Should your water be discolored, please run a large faucet (outside spigot, tub, kitchen sink) for a period of 10 minutes. If the situation does not clear up, please contact the office at 603-367-9022.
The flushing program is implemented to ensure high quality drinking water, and to comply with the requirements of the NH Department of Environmental Services.

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/04/Water-System-Flushing-April-2018.pdf"]
VILLAGE DISTRICT OF
EIDELWEISS
Board of Commissioners
WATER SYSTEM FLUSHING

Flushing of the Water System will begin on Monday, April 30, 2018. Some customers may experience short periods of low pressure and slight water discoloration. Should your water be discolored, please run a large faucet (outside spigot, tub, kitchen sink) for a period of 10 minutes. If the situation does not clear up, please contact the office at 603-367-9022.
The flushing program is implemented to ensure high quality drinking water, and to comply with the requirements of the NH Department of Environmental Services.

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/04/2017-Annual-Meeting-Minutes-sign.pdf"]
The Village District of Eidelweiss Annual Meeting was held on Saturday, February 25, 2017. Voting occurred from 5-7 pm with the Deliberative Session beginning at 7 pm.

Present were Moderator Mark Graffam, Clerk Nancy Cole, and Supervisors of the Checklist Emily Shepard, Cheryl Brooks and Jennifer Garside. Also present were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard, and VDOE Attorney Chris Boldt of Donohue, Tucker and Ciandella. 35 people attended.

Polls opened at 5:00 pm by Moderator Mark Graffam.

Article 1: Voting for Officers

Voting for Officers:
One Commissioner (three-year term)
One Treasurer (two-year term)
One Clerk (two-year term)

Polls closed at 7:00 pm.

The Deliberative Session is called to order by Moderator Mark Graffam at 7:06 pm
The Moderator leads the Pledge of Allegiance.
The Moderator reviews the rules for the Meeting.

Moderator Mark Graffam moves to allow non-voters to speak at this meeting, seconded by Jay Buckley.

Motion passed unanimously by voice vote.

Moderator recognizes and introduces Attorney Chris Boldt of DTC.

Results of Article 1 are announced by the Moderator:
Commissioner: Ralph Lutjen
Treasurer: Dinah Reiss
Clerk: Nancy Cole

Article 2: By Petition

To see if the District will vote to change the classification of the Class VI portion of Grachen Drive, referred to as Grachen Extension, to Class V. Note: The end portion of this road has been paved by the residents with proper drainage.

Moderator reads Article 2.

Article moved to floor by Lead petitioner Ed Foley of 20 Grison Road, seconded by Bob Ingram.

Mr. Foley outlines the drainage for the road and upgrades done by the residents.

Nancy Cole moves to amend the Article to read: To see if the District will vote to change the classification of the Class VI portion of Grachen Drive, referred to as Grachen Extension, to Class V following creation of a cul-de-sac at the end of the road, and submission of documentation regarding the road bed work completed by the property owners, seconded by Jay Buckley.

Jay Buckley questions cul-de-sac and pavement preservation requirements for the District. Moderator outlines right of VDOE to maintain pavement at VDOE’s discretion. Discussion on standards to be met when developing cul-de-sac; recommendation to include statement of VDOE Road Standards within amendment is made.

Amendment is voted 6 for, 22 against. Amendment failed

Nancy Cole moves to amend the Article to read: To see if the District will vote to change the classification of the Class VI portion of Grachen Drive, referred to as Grachen Extension, to Class V following creation of a cul-de-sac at the end of the road to VDOE published Road Standards, and submission of documentation regarding the road bed work completed by the property owners, seconded by Mike Smith.

Amendment is voted 25 for, 3 against. Amendment passed.

Article 2 as amended is voted 26 for, 1 against. Article passed.

Article 3: Operating Budget

To see if the village district will vote to raise and appropriate the sum of $497,217 for general municipal operations. Funds for this appropriation shall be raised by withdrawal of $20,000 from the Medical Insurance Capital Reserve Fund and $477,217 by taxation. This article does not include appropriations contained in special or individual articles addressed separately.
Recommended by the Board of Commissioners 3-0.
(Majority vote required)

Executive $12,200
Administration $51,512
Legal Expense $3,400
Employee Benefits $85,127
General Government Buildings $10,433
Insurance $35,850
Regional Association $850
Other General Government $850

Highways & Streets $191,460
Street Lighting $1,250
Parks & Recreation $7,000
TAN Interest $500
Asset Management $1,500
Bond, Jungfrau Forced Main $8,060
Bond, Road Grader $29,227

Bond, Terra Star $23,998
Bond, Oak Ridge Road
$34,000

TOTAL
$497,217

Article moved to floor by Mike Smith, seconded by Jay Buckley.

Moderator reviews budget detail information.
Jay Buckley questions admin salary. Ron Sandstrom outlines Commissioners to do right thing for employees and taxpayers. Charles White makes a statement in favor of salary increase. Bill Copeland outlines paying overtime rather than salary. Dinah Reiss makes a statement supporting admin salary increase, adding that the Administrator is a valuable employee.
Discussion on medical insurance increase; coverage for all three employees this year is outlined.
Ralph Lutjen questions move to 100% coverage. Ron Sandstrom outlines bringing benefits in line with other municipalities.
Jay Buckley questions plan. Limits outlined for VDOE plan at $3,000/$6,000 out of pocket maximums.
Treasurer Dinah Reiss outlines the bond items, years remaining on all loans highlighted. Bill Copeland questions outsourcing road work. Moderator responds not cost effective. Question on overspending the line item for equipment, repairs, maintenance and supplies is received. A new sander for the F-550, heavy equipment repairs in line item outlined.

Mike Smith moves to increase the bottom line to $508,217 with $6,000 being added to salt and $5,000 being added to sand, seconded by Ron Sandstrom.

Amendment voted 20 for 4 opposed. Amendment passed.

Jay Buckley questions why gravel reduced. Ron Sandstrom outlines focus on ditching; better at using the equipment to obtain the best results for the roads.
Asphalt line item discussed. Ron Sandstrom crack sealing equipment for asphalt preservation.
TAN interest line discussed. Jay Buckley questions need for TAN. Treasurer Dinah Reiss discusses need to maintain cash flow with an increase in debt. Timing of loan payments outlined.

Article 3 as amended voted 22 for, 4 against. Article 3 passed in the amount of $508,217.

Article 4: Building Repairs

To see if the District will vote to raise and appropriate the sum of $40,000 for repairs to the Lodge Building. Funds for this appropriation will be raised by taxation.
Recommended by the Board of Commissioners 3-0.
(Majority Vote required)

Mike Smith moves article to floor, seconded by Bob Ingram.

Moderator Mark Graffam outlines issues noted and looked at within Lodge. Discussion on article, need for repairs to the building.
Question on repairs and potential for selling the building is raised.
Discussion on keeping the building safe for use while owned by the VDOE is held.
Questions on events held at the Lodge. Availability for use by homeowners is outlined. Lodge as an asset outlined.
Discussion on repairs to the entry way and ability to use the $40,000 to make repairs as prioritized for maximizing results is held.

Larry Leonard moves to amend the article to repairs to the mantel beam and chimney flashing in the amount of $10,000, seconded by Jay Buckley.

Statement of unknown overall building safety and condition should a limited repair be done is made by Bob Ingram.
Margaret Scrimger makes a statement for spending nothing rather than reducing the Article amount. Kathy Sandstrom voices agreement to make full repairs.

Amendment is voted 4 for, 23 against. Amendment failed.

Article 4 as written is voted 23 for, 4 against. Article 4 passed in the amount of $40,000.

Article 5: Little Loop Engineering

To see if the District will vote to raise and appropriate the sum of $5,000 for the purpose of engineering, design and permitting for the reconstruction of Little Loop Road.
Recommended by the Board of Commissioners 3-0
(Majority vote required)

Mike Smith moves the article to the floor, seconded by Gloria Aspinall.

Discussion on need for permitting from NH DES to perform work within 250 feet of the pond is held.
Gloria Aspinall questions if the VDOE DPW would complete the road work. The engineered design complexity will determine if in the scope of the DPW.

Article 5 is voted 26 for, none against. Article 5 passed in the amount of $5,000.

Article 6: Water Budget

To see if the District will vote to raise and appropriate $145,127 for general operation of the water system. Funds for this appropriation will be raised by water usage fees.
Recommended by the Board of Commissioners 3-0
(Majority vote required)

Executive $2,160
Administration $8,914
Employee Benefits $13,176
General Government Buildings $2,017
Legal Expense $600
Property Liability Insurance $6,150

Regional Association $150
Other General Government $150
Water Services Electricity $23,000

Heat (Propane) $2,250

Testing $6,000
Repairs $42,000

Telemetry System $4,000
Treatment $5,000
Engineering Consulting $3,500
Water Monitoring & Chemical Room $18,000
Bond, Jungfrau Forced Main $8,060
Total $145,127

Mike Smith moves article to the floor, seconded by Ron Sandstrom

Moderator reviews budget detail.

Article 6 is voted 28 for, none against. Article 6 passed in the amount of $145,127.

Article 7: Muddy Beach Upgrade

To see if the District will vote to raise and appropriate the sum of $42,000 for the purpose of upgrades to booster pumps, electronics and piping at Muddy Beach pump house. Funds for this appropriation will come from the Water System Capital Reserve Fund.
Recommended by the Board of Commissioners 2-0-1
(Majority vote required)

Mik Mike Smith moves article to floor, seconded by Margaret Scrimger.

Mike Smith outlines need for upgrades to this this station. Dinah Reiss highlights need to raise
wa water usage fees for projects, stating that these funds may be raised with the water rate.

Mike Smith moves to amend to fund by CRF and water usage fees, seconded by Ron Sandstrom.

ostioBob Ingram questions the dollar amount that will be raised by user fees. The Commissioners will nee need to determine this amount.

Amendment is voted 26 for, none against.

Article 7 as amended is voted 18 for, 6 against. Article 7 passed in the amount of $42,000.

Article 8: Reinach Pressure Zone

To see if the District will vote to raise and appropriate the sum of $16,500 for the purpose of engineering, design and permitting of the Reinach pressure zone for the water system. Funds for this appropriation will be raised by water usage fees.
Recommended by the Board of Commissioners 2-1
(Majority vote required)

Mike Smith moves article to floor. Nancy Cole seconds.

Kathy Koziel questions cost for construction. Larry Leonard estimates over $200,000.
Dorothy Wondolowski questions when construction would be done. Within 5 years is outlined.
Pressure and water loss for residents which the District needs to correct is reason for this Article.
Mike Smith states favor for and need for this article so that corrective action for pressure loss at homes can be taken.
Mike Hassey, resident of 1 Bristenstock, speaks in favor of article and outlines difficulties of living with lack of water pressure and flow. The water pressure at Mr. Hassey’s house only occasionally reaches 28 psi; 32 is minimum. At times, only a slight trickle of water is available.
Jay Buckley discusses started with engineering, raises question of liability for Oak station replacement booster pumps. No known liability exists.

Article 8 is voted 23 for, 2 against. Article 8 passed in the amount of $16,500.

Article 9: Water Tank CRF

To see if the District will vote to establish a Water Tanks Capital Reserve Fund under the provisions of RSA 35:1 for water system tanks and to raise and appropriate the sum of $20,000 to be placed in this fund. Funds for this appropriation will be raised by water usage fees.
Recommended by the Board of Commissioners 3-0
(Majority Vote Required)

Mike Smith moves article to floor second Ron Sandstrom.

Ron Sandstrom statement of saving for tanks.
Jay Buckley recommends review of tank lining as project next year.
Stan Wondolowski questions if there is a difference from other CRF? Yes, tank specific.
Dorothy Wondolowski questions Treasurer if positive to have a separate fund for tanks and is informed yes, there is an advantage.

Article 9 is voted 24 for, 1 against. Article 9 passed in the amount of $20,000.

Article 10: Water Extension Fund

To see if the District will vote to raise and appropriate the sum of $50,000 for the purpose of making and repairing connections to the water system, extending or repairing water lines and making general improvements to the water system and to authorize the withdrawal of $50,000 from the Water Extension Fund created for that purpose.
Recommended by the Board of Commissioners 3-0

Jay Buckley moves the article to the floor, second Mike Smith.

Article 10 is voted for unanimously. Article 10 passed in the amount of $50,000.

To Act upon any other business that may lawfully come before this meeting;

Recommendation for protection of the ponds is introduced as follows:

Whereas, VDOE property values, enjoyment, wildlife health, and pride of community, are directly related to the water quality of the Pea Porridge Ponds;
Whereas, the EPOA has conducted extensive testing and data recording, as part of a NH DES Volunteer Lake Assessment Program, of the Pea Porridge Ponds since 1996;
Whereas, the collected data indicates to the EPOA testers that the Pea Porridge Ponds’ water quality is better than the NH average today;
Whereas, data comparisons of recent years show a concerning trend of decrease of overall water quality by multiple factors – now is the time to start preventative measures;
NOW, THEREFORE LET IT BE RESOLVED THAT the 2017 Legislative Body of the VDOE advises the VDOE Board of Commissioners to accomplish the following:
1. Adopt a detailed policy on minimizing pond water damage from road deicing.

2. Adopt a Storm Water Management Plan and policies for the VDOE.

3. Support the education of VDOE Property Owners and the surrounding communities of the Pea Porridge Ponds on Best Road and Shore Land Management Practices for protecting pond water quality.

4. Prepare warrant articles and budgets related to Storm Water Management and Pond Water Quality Protection for the 2018 VDOE Annual Meeting Warrant.
Article moved by Ralph Lutjen, seconded by Jay Buckley

Ralph Lutjen outlines the need to protect ponds now.
Vote for recommending adoption of Best Management Practices for protection of the ponds. If all would begin to work together now, the ponds may be kept from further degradation.

Article is voted 25 for, none against. Recommendation to the Commissioners passed.

Mary O’Neil states that the VDOE should do everything possible to fix the water issue and help the residents of 1 Bristenstock.

At 9:47 pm Moderator Mark Graffam dissolves the meeting.

Respectfully submitted,

Nancy E. Cole
VDOE Clerk

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/04/newsletter-April-2018-final.pdf"]
April 2018 Newsletter from the Village District of Eidelweiss

The VDOE Communication Committee intends to highlight a different person each month –

Get to know: Commissioner Ron Sandstrom
Ron Sandstrom moved to Eidelweiss in 2010 with his wife Leeann and their children. Ron has an undergraduate degree in Geology and a graduate degree in computer science. These days Ron can be found running one of his businesses, coaching the multiple-time state champion robotics team at Kennett High School, serving on a local board, or volunteering on a local committee. He is currently serving his third three-year term as a commissioner in Eidelweiss. Ron has embraced all that the Mount Washington Valley has to offer.

Upcoming events
May 5th is Valley Cleanup Day. Registration will be at the lodge at the conclusion of the info-board meeting. There is a communications committee meeting in the Lodge starting at 8:45am the same day. All are encouraged to attend. Food and coffee will be there for everyone. The Hampton Inn is also having an event from 12-2. There will be food, music and a water park.
May 26th is a Loon Preservation Society Presentation at the Lodge beginning at 6pm.

Did you know…
All are welcome to reserve the lodge if desired. Contact the VDOE office for additional information.

The VDOE has an official website and sends out emails with emergency notifications. Be sure to visit the website at www.vdoe-nh.org and enroll.

The VDOE has a “see something / say something” policy. They can’t do it all and they encourage anyone who sees something to report it for the benefit of the VDOE community to the Madison Police at 603-367-8334 (non-emergency line).

Village District of Eidelweiss
Employees:
Nancy Cole (Administrator)
Kelly Robitaille, Jeff DeMartino (Highway Department)

Elected officials (term ends):
Commissioners - Mike Smith (2019), Ron Sandstrom (2021), Ralph Lutjen (2020)
Treasurer - Dinah Reiss (2019)
Moderator – Robert Ingram (2020)
Clerk – Nancy Cole (2019)

•

April 2018 Newsletter from the Village District of Eidelweiss

The VDOE Communication Committee intends to highlight a different person each month –

Get to know: Commissioner Ron Sandstrom
Ron Sandstrom moved to Eidelweiss in 2010 with his wife Leeann and their children. Ron has an undergraduate degree in Geology and a graduate degree in computer science. These days Ron can be found running one of his businesses, coaching the multiple-time state champion robotics team at Kennett High School, serving on a local board, or volunteering on a local committee. He is currently serving his third three-year term as a commissioner in Eidelweiss. Ron has embraced all that the Mount Washington Valley has to offer.

Upcoming events
May 5th is Valley Cleanup Day. Registration will be at the lodge at the conclusion of the info-board meeting. There is a communications committee meeting in the Lodge starting at 8:45am the same day. All are encouraged to attend. Food and coffee will be there for everyone. The Hampton Inn is also having an event from 12-2. There will be food, music and a water park.
May 26th is a Loon Preservation Society Presentation at the Lodge beginning at 6pm.

Did you know…
All are welcome to reserve the lodge if desired. Contact the VDOE office for additional information.

The VDOE has an official website and sends out emails with emergency notifications. Be sure to visit the website at www.vdoe-nh.org and enroll.

The VDOE has a “see something / say something” policy. They can’t do it all and they encourage anyone who sees something to report it for the benefit of the VDOE community to the Madison Police at 603-367-8334 (non-emergency line).

Village District of Eidelweiss
Employees:
Nancy Cole (Administrator)
Kelly Robitaille, Jeff DeMartino (Highway Department)

Elected officials (term ends):
Commissioners - Mike Smith (2019), Ron Sandstrom (2021), Ralph Lutjen (2020)
Treasurer - Dinah Reiss (2019)
Moderator – Robert Ingram (2020)
Clerk – Nancy Cole (2019)

•

[gview file="https://vdoe-nh.org/wp-content/uploads/2018/04/Canoe-rack-update-042018.pdf"]
CANOE RACK REGISTRATION UPDATE

 There is no charge for registering a space for 2018.
It was brought to the District’s attention that pursuant to RSA 41:9-a, the process for adding a fee was not followed prior to the public hearing October 2017. Therefore, no fee is being charged for 2018 and all received checks are being returned.

 You may put multiple watercraft into one space provided they fit.
No overhanging of the edge of the racks is allowed as this may interfere with someone else safely loading or unloading their watercraft.

 There are still spaces available
All 5 beaches still have spaces available. Please submit the registration form to the office if you would like to keep your watercraft at one of the beaches. Spaces remaining on June 1 will be open to persons who would like a second space.

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/04/Muddy-Beach-2017-Finance-Statement-2.pdf"]
Commissioners Statement Regarding Water Usage Charges for the 2017 Muddy Beach Project

The background of the issue involving the project accounting and funding is summarized by the following description.

An accounting error took place with the recording of Muddy Beach project funding. This was caused by the wording of the Warrant Article that stated the funds for the project could come from the Capital Reserve or from the water fees. Two transactions were recorded that in effect double counted the funding of $42,000 to cover the appropriation. One charge was to the Capital Reserve and the other was inclusion in the calculation of the current year’s water fees. This situation was not discovered until after the audit of the financial statements had been completed.

The Board of Commissioners will rectify this situation by returning $42,000 to the Capital Reserve from the operating account, and also want to stress that no over-charge took place in the water billing.

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[gview file="https://vdoe-nh.org/wp-content/uploads/2018/04/CM041018R.pdf"]
VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
April 10, 2018

The Board of Commissioners met at 8:00 am on Tuesday, April 10, 2018. In attendance were Commissioners Mike Smith, Ron Sandstrom and Ralph Lutjen. Also in attendance were Highway Foreman Kelly Robitaille, resident Adam Leiser, Water Operator Ian Hayes (8:30) and Treasurer Dinah Reiss (8:40). The meeting was taped for Madison TV by Tim Hughes.

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

1. Agenda

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

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille reports that tree limbs will be trimmed and brushwork along roads is planned for this week. The trimmer is not working. Ralph Lutjen makes a motion to approve purchase of a trimmer in the amount of $275. Ron Sandstrom seconds. Motion passed 3-0.
The York rake is discussed; axle is bent, rake does not hold the roads properly. Replacing the rake with a front-runner style is recommended by Kelly Robitaille for more efficient raking of dead ends. First estimate received is $4,000 from Allied Equipment, additional vendors will be checked with for pricing.
Pot holes are being filled where possible.
Repairs are beginning on the F-550
Service was completed last week on the road grader; batteries were changed and the computer reset.
Boards are out of the dam for run-off.
Ralph Lutjen discusses trees along roads that are being nicked by plow blades. Kelly Robitaille will mark and note the trees so that pricing for removal can be obtained. The option of removing trees by section of the District over a course of a couple of years is discussed; this will be dependent upon pricing for the removal of the trees.

3. Water

Ian Hayes reports that bleeders will be off this week. Flushing will be scheduled for the end of the month.
SCADA programmer Tom Therrien has delivered the Variable Frequency Drive for the second pump at Muddy Beach. Electrician Justin Montelin has been informed.
Mike Smith discusses shipping of the second pump. Mike Smith makes a motion that if no response to the request for shipment of the pump is received from Maltz Sales, another vendor will be chosen. Ralph Lutjen seconds. Motion passed 3-0.
Ian Hayes states tanks to be inspected will be opened mid-May. Once the tank at Reinach is exposed, the road will be blocked off for protection of the area. A hatch may need to be created at the summit pump house to allow access for the inspection equipment. If needed, this will be done.
Leak detection efforts will continue in the spring; zones will be isolated and checked. Areas of suspicion will be checked with leak detection devices by Granite State Rural Water as has been done in the past. Discussion of alternative options for leak detection is held. Ian Hayes outlines that the submitted options are invasive and used most effectively in large cities and areas with redundant pipes.
Electrician Justin Montelin is scheduling the work for the Muddy Beach pump house. Norm Garside will be informed of the dates upon receipt.
Ian Hayes will submit a list for spring work that is needed for the water system.

4. Administration

Mike Smith states that a safety meeting will be scheduled.
Avitar is working on extracting the original data for verification of the updated data; once completed the new maps can be created.
Mike Smith makes a motion to approve payroll in the amount of $5,378.88. Ron Sandstrom seconds. Report and time cards are reviewed and discussed. Motion passed 3-0.
The daily water usage report for March is reviewed and discussed.
The first quarter water usage report has been filed and accepted by NH Department of Environmental Services. The quarterly usage is in line with historical averages.

5. Accounts Payable
6. Minutes
7. Commissioners Reports

Ralph Lutjen discusses that he met with Bob Wirling to review the Little Loop construction design. Quote of $10,500 has been received; this does not include tree removal. Attorney Chris Boldt is working on the easements for #4 and #6 Little Loop. Mike Smith makes a motion to accept the quote from Bob Wirling for $10,050*. Ron Sandstrom seconds. Adam Leiser questions the plan; plan is as presented at Annual Meeting. Discussion ensues on the plan. The need for addition of a grate along the driveway at #3 Little Loop will be evaluated and pursued if needed once the remainder of the project is completed. Ron Sandstrom invites Adam Leiser to have his engineer submit any concerns he may have after review of the plans. Discussion on pursuing the plan as created by the VDOE engineers is held; if the crowning of the road and catch basin across the street does not stop the water crossing the road, a grate will be pursued for the driveway at #3. Mike Smith states intent to call the vote. Ron Sandstrom requests to allow 1 week for submission of any input from Mr. Leiser’s engineer. Motion passed 2-1 with Ron Sandstrom against approval without granting time for input.
Ralph Lutjen discusses the receipt of the engineering proposal for Saint Moritz at Basal. The proposal is costly; over $5,000 just for the drainage study – the design for the drainage would be additional.
*Typo corrected after publication(was $10,500); republished 4/27/18
8. Signature Items

Request for use of Huttwil parking lot for a 6-wheel dump truck until the first week of May has been received. Mike Smith makes a motion to approve use of the parking lot for the 6-wheel dump truck until the first week of May. Ron Sandstrom seconds. Discussion on limited time that truck will be in the lot is held. Motion passed 3-0.

9. Correspondence

Resident Adam Leiser has sent a question regarding establishment of the easement needed at his property. This is in process.
Avitar Associates has sent a statement that the extraction of data is being worked on and will be sent.
NH Municipal Association has sent the weekly Legislative Bulletin.

10. Scheduled Appearances
11. Other Business

Ron Sandstrom outlines yesterday’s Communication Committee meeting. Property owner Paula Doyle has stated interest in becoming the fifth member of the Committee. Discussion ensues on a 5 person board being beneficial as it allows for additional input and distribution of work efforts. The limits of a three person board are discussed. Ron Sandstrom makes a motion to set the Communication Committee as a five (5) person board. Ralph Lutjen seconds. Motion passed 3-0. Mike Smith makes a motion to withdraw last week’s motion to set the Communication Committee as a three (3) person board. Ralph Lutjen seconds. Motion passed 2-0-1 with Ron Sandstrom abstaining as he was not involved in the original vote. Ron Sandstrom makes a motion to appoint Paula Doyle to the Communications Committee. Ralph Lutjen seconds. Motion passed 3-0.
Ron Sandstrom discusses re-arranging the office set up to allow Nancy Cole to have access to a computer during meetings. Ron Sandstrom makes a motion to move the office desk area. Ralph Lutjen seconds. Motion passed 3-0.
Discussion is held on separating the VDOE logo from the Eidelweiss crest. An initial mock-up of an idea has been created and is reviewed. Ability to trade-mark the logo once developed is discussed as beneficial reason for changing. Offering a design a logo contest among residents is discussed as an option.
Posting of draft minutes has been requested from the Communications Committee as a means of quicker release of information. Mike Smith makes a motion to allow only approved minutes to be posted on the website. Ralph Lutjen seconds. Discussion ensues on getting information out to the public in a quicker manner. An option of creating a list of key topics for information that would be desirable for quickest release can be submitted to the Board for consideration. Adam Leiser outlines that other websites get some information out before the District; this creates challenges. Adam adds that the Communication Committee is attempting to help get information out, but needs support of the Commissioners to be effective. Verification of the accuracy of the minutes during review and approval process is sited as the reason for not posting drafts. Motion passed 3-0.

12. Public Comments

Treasurer Dinah Reiss outlines the collection of funds for the 2017 Muddy Beach project within the water bills and also from the Capital Reserve Fund (CRF). A deposit back to the CRF would be appropriate.
Treasurer Dinah Reiss questions taking of the loan authorized at the Annual Meeting and beginning of the application process for the loan. Ralph Lutjen will create a review of the funding needs for the portion of the project planned for 2018. Water tanks will be the primary topic at the next scheduled Asset Management Committee meeting (April 17).
Communications Committee member Adam Leiser discusses the vote of the Commissioners to limit the committee to 3 persons. Mike Smith outlines that no response had been received for a fifth member, thus the vote to set the committee at 3 persons occurred with Nancy Cole willing to step down and accept the role of alternate.
Adam Leiser discusses the plan for the drainage corrections on Little Loop, which will affect his property. Mr. Leiser is concerned that the project will not succeed as designed. Ron Sandstrom reiterates that the concern raised by Mr. Leiser’s engineer has been addressed by the contingency plan to install a channel grate at the driveway at #3 Little Loop if necessary once the primary portion of the project has been completed. Adam Leiser responds that he should be more involved in the plans.
The color charts for siding options and roofing for Muddy Beach pump house have been received. Mike Smith makes a motion to allow Nancy Cole to choose the colors. Ralph Lutjen seconds. Motion passed 3-0.

At 9:40 am Mike Smith makes a motion to enter non-public session pursuant to RSA 91-A:4 II (d) property. Ron Sandstrom seconds. Motion called via roll call vote Mike Smith yea, Ron Sandstrom yea, Ralph Lutjen yea. Motion passed 3-0.

Motions and votes of Non-Public session:
Ron Sandstrom makes a motion to have Ralph Lutjen and Kelly Robitaille review the intersection of Saint Moritz at Basal Street for low cost drainage corrections; such as road grading with slope towards odd number side of street drainage ditch.

At 10:05 am Ron Sandstrom makes a motion to exit non-public session. Ralph Lutjen seconds. Motion is called by roll call vote Mike Smith yea, Ron Sandstrom yea. Motion passed 3-0.

Public Session resumed:
Mike Smith makes a motion to sign the DRA Form MS 535. Ron Sandstrom seconds. Motion passed 3-0.

At 10:10 am Mike Smith makes a motion to adjourn the meeting. Ralph Lutjen seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator