VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
June 20, 2019
The Board of Commissioners met at 8:00 am on Thursday, June 20, 2019. In attendance were Commissioners Kathy Koziell and Jay Buckley. Also in attendance were Kelly Robitaille (hwy), Treasurer Dinah Reiss and Paula Doyle. The meeting was filmed for Madison TV by Tim Hughes.
At 8:04 am Commissioner Kathy Koziell calls the meeting to order.
1. Agenda
Kathy Koziell makes a motion to approve the agenda. Jay Buckley seconds. Motion passed 2-0.
2. Highway Department Report
Kelly Robitaille reports that the culverts at 22, 24 and 26 Middle Shore have been replaced.
Kelly adds that the driveway culverts were positioned to maintain flow. Not as deep as they should be placed but had to match the road culvert depths. Kelly Robitaille outlines that one of the driveways had an underdrain from the house that was placed below the culvert. This has been corrected as best as possible but will be watched.
Kelly Robitaille discusses requested driveway permits. One permit request for Class VI East Bergamo has been received. The road has not yet been developed, so Kelly cannot see the driveway markings to do an inspection. Kelly outlines that the crew will have to plow the additional few feet as they cannot leave the snow in the middle of the road and there is no place to put snow in the area. Jay Buckley will review the area.
The float at Eidelweiss Beach needs a new ladder. Kelly Robitaille reports that an aluminum ladder is $280. Jay Buckley motion appropriate up to $300 for ladder. Kathy Koziell seconds. Motion passed 2-0.
Kelly Robitaille discusses upgrading the backpack leaf blower. A stronger blower is available for $599 at Lucy Hardware. Jay Buckley makes a motion to allocate $600 for the Stihl backpack leaf blower. Kathy Koziell seconds. Discussion on allocating to Parks & Rec is held. Motion passed 2-0.
Discussion on the other driveway permits for construction is held. These driveways are good to go.
Kathy Koziell discusses updating the electronic information regarding road maintenance. Documentation of work completed is outlined. Kelly Robitaille outlines that most of the work that is simple routine maintenance does not fall into the categories of the boxes. Tracking items that are high maintenance or need repair should be documented, not routine work. The helpful historical information is repairs and projects. Recording of driveway culvert cleaning is discussed. Kelly Robitaille outlines that driveway culverts are not recorded. Driveway culverts are cleaned when the flow will cause road degradation. Jay Buckley outlines that the asset management plan was to identify problematic areas. Kelly Robitaille outlines that problematic areas are being identified. Jay Buckley outlines prior contracted culvert cleaning; this could be investigated to clean problem culverts. Kelly Robitaille will work on the list. Having documentation is outlined as important for VDOE records. How Kelly will get information to the Board is discussed. Submission of information on completed work in a manner useful to the Commissioners is outlined. Using the forms for entire road maintenance is discussed. Kelly Robitaille states that when a complete road is done, that is the information needed for historical review. Dinah discusses documenting work. The report for spring grading has been completed and is reviewed. Paula Doyle outlines that some people want to document day to day 8 hrs per day per person. Paula highlights that the crew should report projects, not worry about documenting that they blew leaves from a culvert. Discussion continues on reporting road projects with some discussion on tracking other time. Kelly outlines that prior DPW were not empowered to do work as needed; they performed projects as informed by the Commissioners. Jay Buckley highlights that the Board needs to meet with Kelly more regularly to stay informed on road projects.
Discussion on creating a work order for warrant projects is held. Getting these projects done is discussed. Discussion on Thusis and Little Loop is held. Kelly Robitaille outlines that Little Loop needs to be an entire road reconstruction. Discussion on having the entire road engineered for a warrant article is held. Discussion on 47 Eidelweiss Drive is held. This property needs a new culvert set up. The existing culverts will be cleaned. Jay Buckley discusses meeting more frequently with the DPW. A schedule will be set to make this happen.
3. Water
4. Administration
MS 535 is reviewed. Department of Revenue form outlining 2018 financials. Kathy Koziell Makes a motion to sign the MS 535. Jay Buckley seconds. Motion passed 2-0
Payroll report is reviewed and discussed. Kathy Koziell makes a motion to approve payroll in the amount of $6,306.42. Jay Buckley seconds. Motion passed 2-0.
Budget is reviewed. Discussion on Highway and Streets Repair line with Kelly Robitaille. Kelly states that the F-550 will need additional repair this fall. Two trucks need new tires. The new truck will need snow tires this fall. Discussion on possibility of replacing the International 7400 as next truck to be traded is outlined by Kathy Koziell. Kelly Robitaille outlines 7400 still has good use, replacing the F-550 is needed. Sand is reviewed. Kelly Robitaille states there is sand in stock. Purchasing sand at the lower summer rate is discussed. Preparing these line items for 2020 at levels which are needed is discussed. Jay Buckley discusses approval of warrant articles at the Annual Meeting. This work has not yet been completed. Thusis culvert is discussed. This culvert leads to a culvert which is on private property. Jay Buckley discusses running the culvert into the detention area at the Thusis Beach parking lot. Placing a culvert under the road towards the beach that would empty into a culvert that would lead to the water. Discussion on the location of the property lines is discussed. Obtaining a drainage easement from the neighboring property owner to discharge the pipe at the edge of the beach area is discussed. Using the sideline easement is outlined should it be on this deed. This will be checked into. Creating a final plan for obtaining the DES permits is discussed. The engineered drawings on record could be altered to show the intended work. The budget for this project is discussed. Kelly Robitaille will put together a cost estimate. Jay Buckley will check to see if the easement is on the property next to Thusis Beach. The potholes at the entry of Eidelweiss Drive is discussed. Kelly Robitaille will fill these holes next time the crew obtains asphalt. This should be done next week. Checking the other aprons to Rte 113 is discussed. These will also be worked on. Kelly Robitaille outlines that there is no update on the grader as of today. Jay Buckley questions keeping up with potholes without the grader. Kelly Robitaille outlines that the backhoe is being used to work the worst of the potholes. Jay Buckley makes a motion to place a notice on website and newsletter to warn residents of potholes until grader repaired. Kathy Koziell seconds. Motion passed 2-0.
Kelly Robitaille requests additional gravel allocation. Jay Buckley makes a motion to approve $5,000 for gravel. Kathy Koziell seconds. Motion passed 2-0.
WO 1150 completion report is reviewed. Ian Hayes report on the changing of the PRV in the Upper Lakeview/Rigi pit is reviewed. Ian intends to put a datalogger at a residence on Upper Lakeview as the high point of the area if this can be arranged. Jay Buckley’s house will be used as the low point in this zone.
Water usage reports are reviewed and discussed. The usage shows that there is a leak within the system. Jay Buckley discusses leak detection being completed. The water committee discussed this last night. Work order is on the agenda for signature today.
Motion log is reviewed and discussed. WMS has been contacted to review Burgdorf. Status of culvert placement at 34 Oak Ridge will be requested from Kelly Robitaille.
Sending a document for 91-A compliance to all committee members is discussed. Documentation outlining the law has been drafted and is reviewed. Jay Buckley makes a motion the District send the correspondence to all members of all committees. Kathy Koziell seconds. Motion passed 2-0.
The connection to water hook-up for 7 Biasca is discussed. Insufficient pressure is most likely current situation. Discussion on obtaining a location for placement of a datalogger. Jay Buckley makes a motion to send a letter to property owner highlighting eligibility for water hook up at correct pressure once Reinach tank replacement and installation of Reinach pressure zone. Kathy Koziell seconds. Motion passed 2-0.
Environmental Committee mission statement will be accepted and posted to website.
5. Accounts Payable
Kathy Koziell makes a motion to approve the manifest of 19 checks in the total of $9,474.03. Jay Buckley seconds. Motion passed 2-0.
6. Minutes
Kathy Koziell makes a motion to approve the minutes of June 10. Jay Buckley seconds. Motion passed 2-0.
7. Commissioners Reports
Jay Buckley makes a motion to allow Kathy Koziell to approve the newsletter. Kathy Koziell seconds. Motion passed 2-0.
Jay Buckley has collected water samples for participation in the GMCG aquifer study.
EPOA mowing for lots is discussed. The EPOA has contacted the person who mowed last year to see if interested in doing all three lots this summer. Board will be updated with additional information as it becomes available.
8. Signature Items
Kathy Koziell makes a motion to sign the Water Ordinance update as discussed at the Public Hearing June 1, 2019. Jay Buckley seconds. Motion passed 2-0.
Kathy Koziell makes a motion sign PO 305 in the amount of $400 for White Mountain Surveying review Burgdorf design. Jay Buckley seconds. Motion passed 2-0.
Kathy Koziell makes a motion to sign PO 306 in the amount of $800 for replacing culverts at 22, 24 and 26 Middle Shore. Jay Buckley seconds. Motion passed 2-0.
Kathy Koziell makes a motion to sign PO 307 in the amount of $100 for line paint for the basketball court. Jay Buckley seconds. Motion passed 2-0.
Kathy Koziell makes a motion to sign PO 308 in the amount of $700 for safety at the new dead ends of Burgdorf. Jay Buckley seconds. Motion passed 2-0.
WO 1151 for leak detection is reviewed. Kathy Koziell makes a motion to sign WO 1151. Jay Buckley seconds. Motion passed 2-0.
Kathy Koziell makes a motion sign Graffam response to Burgdorf culvert questions. Jay Buckley seconds. Motion passed 2-0.
Time off request for Nancy Cole is reviewed. Kathy Koziell makes a motion to approve time off request. Jay Buckley seconds. Motion passed 2-0.
Kathy Koziell makes a motion to sign Driveway permit for construction for 22 Bristenstock. Jay Buckley seconds. Motion passed 2-0.
Kathy Koziell makes a motion to sign Driveway permit for construction for 14 Forclaz. Jay Buckley seconds. Motion passed 2-0.
9. Correspondence
Granite State Analytical has sent the monthly testing results: negative bacteria, pH good.
Boards will be put in dam tomorrow.
E-mail from Kevin Ackert regarding Porridge Shore Beach. Letter will be drafted outlining permit option for 2020 to add sand to the beaches.
Kathy Koziell makes a motion to appoint Jane Gunn to Environmental Committee. Jay Buckley seconds. Motion passed 2-0.
Discussion on request of Environmental Committee for pond cleanup of trash and debris. Kathy Koziell makes a motion to send a letter to the EPOA outlining the request. Jay Buckley seconds. Motion passed 2-0.
Commissioner Leiser has stated he can handle the weekly beach testing for this summer.
Establishment of budgets for future years is discussed.
10. Scheduled Appearances
Paula Doyle discusses the pond levels. Nancy Cole states that John Cooley of the Loon Preservation Committee has stated that boards can be put into the dam tomorrow.
Paula Doyle outlines weekly beach testing instructions have been received. It is questioned if prior testing was being performed to standards. Recommendation for weekly testing this summer is made with a review of results this fall to determine future testing needs.
Env Com is recommended that the EPOA consider doing a pond sweep to remove trash that is in the ponds. Canoes could be used to sweep across the ponds.
Paula requests approval to attend Green Mountain Conservation Group meeting June 26. Jay Buckley makes a motion to allow Paula Doyle attend GMCG seminar as representative of VDOE Environmental Committee. Kathy Koziell seconds. Motion passed 2-0. Jay Buckley makes a motion post information on GMCG symposium. Kathy Koziell seconds. Motion passed 2-0.
Discussion is held on contacting a NH dam expert that may be done by the Environmental Committee.
11. Public Comment
12. Other Business
Discussion on creating a list to cross reference old VDOE lot numbers with the updated Town of Madison map and lot numbers.
At 9:43 Kathy Koziell makes a motion to recess the meeting for 5 minutes. Jay Buckley seconds. Motion passed 2-0.
At 9:47 am Kathy Koziell makes a motion to reconvene the session and enter non-public session pursuant to 91-A:3, II (a) employment matters. Jay Buckley seconds. Motion via roll call vote Kathy Koziell yea, Jay Buckley yea. Motion passed 2-0.
At 10:12 am Jay Buckley makes a motion to exit Non-Public session and resume public session. Kathy Koziell seconds. Motion passed 2-0.
Jay Buckley makes a motion to hire Gina Murphy to clean the outhouses. Kathy Koziell seconds. Motion passed 2-0.
At 10:38 am Jay Buckley makes a motion to enter non-public session pursuant to RSA 91-A: 3, II (a) employment matters. Kathy Koziell seconds. Motion by roll call vote Jay Buckley yea, Kathy Koziell yea. Motion passed 2-0.
At 11:36 am Kathy Koziell makes a motion to exit non-public session and return to public session. Jay Buckley seconds. Motion passed 2-0.
Jay Buckley makes a motion to seal non-public session. Kathy Koziell seconds. Motion passed 2-0.
At 12:35 pm Kathy Koziell makes a motion to adjourn the meeting. Jay Buckley seconds. Motion passed 2-0.
Respectfully submitted,
Nancy E. Cole
Administrator