VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
June 30, 2019
The Board of Commissioners met at 7:00 pm on Sunday, June 30, 2019. In attendance were Commissioners Kathy Koziell and Jay Buckley. Also in attendance were Gloria Aspinall, Mike Dolan, Dianna Doyle, Dorothy Wondolowski and Jane Gunn. The meeting was filmed for Madison TV by Tim Hughes.
At 7:00 pm Commissioner Adam Leiser calls the meeting to order.
1. Agenda
Adam Leiser makes a motion to approve the agenda. Kathy Koziell seconds. Motion passed 3-0.
2. Highway Department Report
Work has been done at 47 Eidelweiss Drive. A grate was found between 47 and 49 Eidelweiss Drive which was installed by a former property owner. Question on road water going into culverts in the area, 47 Eidelweiss Drive driveway gets washed out. Adam Leiser makes a motion to have Jay Buckley discuss drainage at 47 Eidelweiss Drive with Kelly Robitaille. Kathy Koziell seconds. Motion passed 3-0.
Leaf vacuum system will need to be a warrant article for 2020.
Adam Leiser makes a motion to hire two new part time DPW personnel. Kathy Koziell seconds. Discussion on persons for snow plowing and coverage during vacation. Discussion on saving overtime with part time snowplow persons. Jay Buckley discusses budget constraints. Dorothy Wondolowski questions line item: part time highway. Motion passed 2-1 with Jay Buckley against hiring at this time due to budget concerns.
Jay Buckley discusses information from Commissioner Leiser that was sent earlier today that he has not had a chance to look at.
Jay Buckley makes a motion that no information be sent for discussion at a meeting within 24 hours of that meeting. Adam Leiser seconds. Motion passed 3-0.
Discussion on salt and sand status. Adam Leiser makes a motion to check salt amount. Kathy Koziell seconds. Motion passed 3-0.
Adam Leiser discusses proposed snowplow policy updates. This will be reviewed.
4 Barden Place culvert review is discussed. This project is being planned by the DPW.
3. Water
Discussion on open work orders is held.
Reinach tank is discussed. Adam Leiser outlines that the engineering has been ordered. Adam Leiser makes a motion to have Kelly Robitaille cut the trees from Reinach to the water tank posts. Kathy Koziell seconds. Discussion on removal of the trees. Risk associated with having the DPW cut the trees is outlined by Jay Buckley. Jay does not see an easy path to the marked location. Jay states responsibility of contractor. Motion failed 0-3.
Badger meter for DPW well is scheduled to be installed the week of July 15.
Leak detection grant is discussed. Ian Hayes spoke against applying. Grant application requires maps of water lines; VDOE does not have. Grant also requires corrective action on any leak located which may or may not be able to be funded from the budget of that year.
Benefits of using Granite State Rural Water are better for VDOE.
Purchasing leak detection equipment will be looked at for a warrant article.
Homeowner at 22 Appenvel Way is working on getting his service line replaced. Adam Leiser makes a motion to add 22 Appenvel service line replacement to action list. Kathy Koziell seconds. Motion passed 3-0.
Discussion on electrical work for water system. Lee Carroll information will be put into a specification sheet. A drawing may also be needed. Kathy Koziell states she does not see a need for an engineer drawing. Adam Leiser makes a motion to have Kathy Koziell work with Larry Leonard and Ian Hayes to make formal recommendation for Commissioners on electrical work to be done. Kathy Koziell seconds. Motion passed 3-0.
Adding a sink and grate in the chemical injection room has been recommended. This will not be acted on this year due to budget concerns.
Lightening protection is part of the electrical upgrades.
Discussion on clearing of private lot on Reinach. Owner information will be pulled. Adam Leiser makes a motion to have Jay Buckley discuss with property owner. Kathy Koziell seconds. Adam outlines equipment from private contractor needs to be removed. Motion passed 3-0. Jay Buckley will contact tomorrow morning.
Discussion on a project plan is outlined. Ian has recommended Jones & Beach develop the schedule for the project deadlines. Adam Leiser makes a motion to have Nancy reach out to Jones & Beach to get schedule for next 16 months. Kathy Koziell seconds. Motion passed 3-0.
4. Administration
Kathy Koziell will schedule a safety meeting.
Communication newsletter will go out Monday.
Discussion on canoe rack spaces. Having a name on all watercraft would be beneficial. Procedure will be addressed for next year.
Warrant article status is reviewed. Adam Leiser discusses action on these items. Adam states he was not happy with discussion on Little Loop regarding engineering the entire road. Adam adds that this drainage project should be acted on this year.
Information has been forwarded on UNH stormwater contact to Environmental Committee.
Discussion on DPW work on warrant articles. Scheduling will be done.
Adam Leiser discusses information on placing a data logger. Ian Hayes has the information to contact the property owner. Better communication of information is outlined.
Adam Leiser makes a motion to approve payroll in the amount of $6,976.67. Kathy Koziell seconds. Adam Leiser motion remove 5 hours from Gina Murphy and request EPOA pay for cleaning. Jay Buckley seconds. Motion passed 3-0.
Adam Leiser makes a motion to lower the bid policy to $25,000 effective July 1, 2020. Jay Buckley seconds. Discussion on amount. Jay Buckley discusses setting the level at $10,000. Jay Buckley moves to amend motion to $10,000. Kathy Koziell seconds. Incremental decreases outlined by Kathy. Amendment failed 1-2 with Adam Leiser and Kathy Koziell against. Motion passed 2-1 with Jay Buckley against.
Water meter analysis updated by Adam Leiser is reviewed. Fixed costs are majority of water budget. Only $32,000 is variable. That would be $68 per household with leaks. As leaks are fixed, variable cost could be as low as $45 per household. No savings would occur for anyone. Kathy Koziell thinks that this issue should remain open as adding meters is important. Not to install at this time, but to keep as an option. Too much money at this time. Jay Buckley discusses having meters as beneficial to the property owners. Adam Leiser outlines closing this topic at this time within the VDOE. Fixed costs would be evenly distributed to all water users. Adam Leiser makes a motion to adopt this policy on water meters. Kathy Koziell seconds. Jay Buckley moves to amend the motion to take document, do analysis on it and do analysis on other systems billing rates. Adam Leiser seconds with a time limit of 30 days. Amendment passed 3-0. Motion, as amended, passed 3-0.
Small leak in dam has been noted. DES notes leak has been on record since 2001. Discussion on funding a plan for repair in the future. Adam Leiser makes a motion to create a warrant article that would allow the voters to decide how best to move forward with this leak. Kathy Koziell seconds. Motion passed 2-1 with Jay Buckley against.
Schwyz at West Bergamo is discussed. Adam Leiser discusses culvert being exposed.
Adam Leiser makes a motion to request Carroll County dispatch send confirmation of VDOE contact information for emergencies. Kathy Koziell second. Motion passed 3-0. Jay Buckley will give Nancy Cole the contact info for sending this request.
Discussion on raking beaches. Adam discusses not having the DPW rake the beaches.
Adam motion DPW rake beaches Tuesday and Thursday. Kathy Koziell seconds. Motion passed 3-0.
Adam Leiser makes a motion to place any job posting in the newsletter. Jay Buckley seconds. Motion passed 3-0.
Post 5-day beach raking position 4 beaches.
5. Accounts Payable
Adam Leiser makes a motion to approve the manifest of 11 checks for a total of $1,976.20. Kathy Koziell seconds. Motion passed 3-0.
6. Minutes
Adam Leiser makes a motion to approve the minutes of June 20. Kathy Koziell seconds. Motion passed 2-0-1 with Adam Leiser recusing himself as he was not at the meeting.
7. Commissioners Reports
Jay Buckley received a call from resident regarding foul language on Boulder Beach. This is a police matter.
Jay Buckley makes a motion to have the DPW place one bucket of sand beside mulch pit for persons to take. Kathy Koziell seconds. Motion passed 2-1 with Adam Leiser against as people will use the sand for fire pits and other needs.
Jay discusses meeting with Kelly Robitaille last meeting. Critical to meet with him once per week. Tires will be needed as well as chains and blades will be needed prior to winter. Jay Buckley discusses setting a meeting on budget review to look for up to $20,000 that will need to be allocated to highway.
Adam Leiser makes a motion to cancel purchase order for 550 review ($200) and water committee consultant ($2,000). Kathy Koziell seconds. Motion passed 3-0.
Adam Leiser discusses selling the International 7400. Adam Leiser makes a motion to ask Kelly Robitaille to recommend a replacement vehicle for the International 7400. Kathy Koziell seconds. Motion passed 3-0.
Adam Leiser discusses fixing bulletin board, cancel DPW bathroom repairs to save the $1,000.
Adam Leiser makes a motion to include wording change in Water Ordinance to remove the requirement that all water hook up requests go to engineers upon next update to the ordinance. Jay Buckley seconds. Motion passed 3-0.
Adam Leiser makes a motion to have Kelly Robitaille get and use VDOE email address. Kathy Koziell seconds. Motion passed 3-0. Adam Leiser makes a motion to have the email address be dpwforeman@vdoe-nh.org. Kathy Koziell seconds. Motion passed 3-0. Adam Leiser makes a motion to allocate up to $50 for establishing and maintaining this new email address. Jay Buckley seconds. Motion passed 3-0.
Adam Leiser makes a motion to amend minutes of March 12 to remove Bob Wirling as he does not believe he stated his name. Jay Buckley seconds. Recommendation for video review. Video review will be done.
Adam Leiser discusses limbing of trees on Salins. Sending an email to Kelly will be done.
Jay Buckley makes a motion to add sending petitioned article to Madison for a portion of the Highway Block Grant funds the Town receives. Adam Leiser seconds. Motion passed 3-0.
Discussion on having information for handling the VLAP testing in the office is held.
Dorothy Wondolowski discusses beach testing this summer. Has not been done this summer. Benefit of testing the beaches is discussed.
Adam Leiser makes a motion to not do beach testing due to delay in receipt of results, costs incurred, and relevance of the results when received and invite EPOA to pay for the testing if desired. Jay Buckley seconds. Adam states that he does not see value in doing the testing. The ponds are currently higher than they have been which will help keep the water cleaner. Adam adds that he will physically do the testing if EPOA wants to pay for it. Motion passed 2-1 with Kathy Koziell against stopping this testing due to public safety concerns.
Adam Leiser makes a motion to have Nancy contact Joe McLaughlin for the Environmental Committee. Kathy Koziell seconds. Motion passed 3-0.
Get confirmation from Kelly Robitaille on brine system status.
Adam Leiser discusses having EPOA pay VDOE for lodge use.
Obtaining a price for culvert cleaning is discussed. Adam Leiser makes a motion to have Jay Buckley work with Kelly Robitaille to develop a list for a price for cleaning chronic culverts. Kathy Koziell seconds. Motion passed 3-0.
Adam Leiser makes a motion to have Nancy follow up with John Corcoran on his review for possible cost saving alternatives. Kathy Koziell seconds. Motion passed 3-0.
John Cancelarich of the Environmental Committee will be in touch with John Rocharz of the EPOA for VLAP testing.
Adam Leiser makes a motion to have Jay Buckley send information regarding GMCG to office for forwarding to Environmental Committee. Kathy Koziell seconds. Motion passed 3-0.
Asking police to view beaches for dogs and ask for issuance of tickets is outlined. Adam discusses drafting a letter to police to ask for their assistance.
Bob Boyd has been contacted regarding a possible failed septic near Geneva Beach at intersection of Middle Shore and Geneva.
Check on pricing for speed bumps. Adding two sets is desired.
Discussion on an abandoned vehicle on a lot on Aspen. Jay Buckley outlines vehicle is legally parked. A letter will be drafted to initial contacting property owner from 1 Aspen.
Adam discusses establishing an additional contact for committee members on policy to not contact officials without approval of committee. Adam adds that he perceived two steps of contact with one being the 91-A document and the next being the statement that only authorized contact with officials is allowed.
White Mountain Survey has been followed up with on Burgdorf.
Adam Leiser makes a motion to have the review of the minutes for May 25 meeting for next meeting. Kathy Koziell seconds. Motion passed 3-0.
Adam Leiser makes a motion to have the DPW provide written report for all expenses known for remainder of year. Kathy Koziell seconds. Discussion on tires, chains, blades, plow edges, fuel to be included. Motion passed 3-0.
Adam asks everyone to review April 12th water committee minutes for next meeting.
Adam Leiser makes a motion to allow Nancy to take ½ day off to compensate for tonight’s 4-hour meeting. Jay Buckley seconds. Motion passed 3-0.
8. Signature Items
Response to Kevin Ackert regarding Porridge Shore Beach is reviewed. Adam Leiser makes a motion to sign the letter. Kathy Koziell seconds. Motion passed 3-0. Adam discusses water run off at beach. Landscaping the beach is outlined as an option. Tiers for the upper portion of the beach may be a solution. Jay Buckley discusses the DES run-off document which addresses a stepped approach for protection of the ponds from storm water run-off. Adam Leiser makes a motion to ask EPOA to plan for Porridge Shore Kathy Koziell seconds. Discussion on appropriateness of asking EPOA to handle this project is held. Motion failed 0-3. Adam Leiser makes a motion to have Porridge Shore Beach review go to Environmental Committee for a plan for landscaping. Kathy Koziell seconds. Motion passed 3-0.
Response to Sharon Rocharz regarding Water Ordinance update. Homeowner not happy with addition of a charge for water curb stop valve turns. Adam Leiser makes a motion to sign out of session once corrected. Jay Buckley seconds. Motion passed 3-0.
PO 309 is reviewed. Adam Leiser makes a motion to sign PO 309 in the amount of $300 for purchase of a ladder for the raft at Eidelweiss Beach. Kathy Koziell seconds. Motion passed 3-0.
PO 310 is reviewed. Adam Leiser makes a motion to sign PO 310 in the amount of $600 for purchase of a backpack leaf blower. Kathy Koziell seconds. Motion passed 3-0.
PO 311 is reviewed. Adam Leiser makes a motion to sign PO 311 in the amount of $5,000 for sand. Kathy Koziell seconds. Motion passed 3-0.
Adam Leiser makes a motion to cancel the PO for basketball court line paint ($100) and PO for line striping Eidelweiss Drive ($150). Kathy Koziell seconds. Motion passed 3-0. Jay Buckley will consider donating the paint for the basketball court.
91-A information to committee members is reviewed. Adam Leiser makes a motion to sign the 91-A compliance document for Committee members. Kathy Koziell seconds. Motion passed 3-0.
Adam Leiser makes a motion to sign the time off requests for Kelly Robitaille and Jeff DeMartino. Jay Buckley seconds. Motion passed 3-0.
Adam Leiser makes a motion to allow a finder’s fee of $50 for recommending someone for hire for the Monday thru Friday beach raking position if persons works the entire season. Kathy Koziell seconds. Motion passed 3-0.
9. Correspondence
DES has sent information regarding the updating of regulations that govern the application process on funding options including the State Revolving Fund and Drinking Water Trust Fund.
Information was sent to the office on a resident who has been accused of voting both in MA and NH during the 2016 general elections.
NH Municipal Association has sent two Legislative Bulletins.
10. Scheduled Appearances
11. Public Comment
12. Other Business
At 10:56 pm Adam Leiser 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 Adam Leiser yea, Kathy Koziell yea, Jay Buckley yea and the motion passed 3-0.
At 11:11 pm Adam Leiser makes a motion to exit non-public session and resume the public session. Kathy Koziell seconds. Motion passed 3-0.
Adam Leiser makes a motion to seal the minutes of non-public session. Kathy Koziell seconds. Motion passed 3-0.
At 11:12 pm Adam Leiser 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 Adam Leiser yea, Kathy Koziell yea, Jay Buckley yea and the motion passed 3-0.
Employee handbook is reviewed, discussed and modified.
At 1:15 am Adam Leiser makes a motion to exit non-public session and adjourn the meeting. Jay Buckley seconds. Motion passed 3-0.
Respectfully submitted,
Nancy E. Cole
Administrator