VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
July 11, 2019
The Board of Commissioners met at 8:00 pm on Thursday, July 11, 2019. In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley. Also in attendance was Treasurer Dinah Reiss. The meeting was filmed for Madison TV by Tim Hughes.
At 8:00 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
Adam Leiser states drove past 47 Eidelweiss Drive during rain. Water is not going into culvert; it is crossing the driveway. Jay Buckley discusses water flow from 49 Eidelweiss Drive paved driveway forcing water into the roadway. A grate is needed for this driveway in order to correct the water flow in front of #47. Jay Buckley will work with Kelly Robitaille on this area for recommendations.
Snowplow policy review will occur later in the season.
3. Water
Adam Leiser questions sending of an email to Jones & Beach regarding a timeline for the next 16 months for the Reinach tank project. This request has been sent.
The office will handle the contact for the service line change at 22 Appenvel Way as the water operator will need to shut down the water and inspect the line prior to reinstating service. Kathy Koziell will work on additional information regarding the electrical updates approved at the Annual Meeting in order to obtain quotes.
4. Administration
Kathy Koziell will schedule a safety meeting.
Motions log will be reviewed next week.
Cash flow and Treasurer’s report will be turned in for next week.
Dinah Reiss states she believes we may not need to use TAN proceeds prior to the August tax check from Madison.
Adam Leiser discusses establishing a website to handle the kayak registration process automatically. Discussion on how to develop this concept will be held at a later date.
Test borings have been completed at the Reinach tank site. Cutting of trees at the site will be needed. Jay Buckley discusses policy that Commissioners cannot speak to a possible vendor without authorization of the Board. Policy will be sent to the Board.
Jay will work on the Little Loop project. Permit by notification still needs to be completed; final drawings are needed for that application. Jay Buckley makes a motion to meet with Kelly Robitaille Tuesday morning at 8 am at the office. Adam Leiser seconds. Motion passed 3-0.
Paula Doyle of the Environmental Committee will be the contact for storm-water management.
An initial review of electrical needs has been completed. Kathy Koziell will discuss with Larry Leonard tomorrow to update the needed information for distribution. Discussion on need for a drawing to obtain quotes for the electrical needs is held.
The grader is needed for the asphalt and gravel road projects.
Jay Buckley discusses dataloggers placed over the 4th of July weekend. One datalogger on Upper Lakeview did not properly record. The datalogger will need to be placed again to obtain the needed information on the pressure during high usage for residents on the low-pressure side of the pressure gradient in that zone. Adam Leiser discusses ability to manage prv’s.
Adam Leiser makes a motion to change the effective date of the bid policy document to immediately. Kathy Koziell seconds. Motion passed 3-0.
Adam Leiser makes a motion to place the report from Charlie Krautman of DES on the website by Monday. Kathy Koziell seconds. Motion passed 3-0.
Kathy Koziell questions the change to significant hazard for the dam status. Adam Leiser discusses putting together questions for pond level management and the dam reclassification for creation of a long-term water level management plan.
Adam Leiser makes a motion to send Emergency Activation Plan (EAP) information to the Environmental Committee. Kathy Koziell seconds. Motion passed 3-0.
Outline of creation of an EAP is given. Creation of this document requires establishing meetings with all parties that would be involved should a breach occur; State DOT, Police and Fire personnel.
Adam Leiser makes a motion to go to three engineers to obtain a price for design to replace the dam and a design to repair the dam. Jay Buckley seconds the motion. Discussion continues on the dam, possible fix or replacement options to be reviewed for placement on the 2020 Warrant. Motion passed 3-0.
Adam Leiser makes a motion to have part time snowplow operators be paid $25 per hour and non-snow removal wage at $20 per hour. Jay Buckley seconds. Discussion on costs is held. Dinah Reiss outlines hours being available weekly as a potential benefit to attract new persons. Discussion on costs of part time persons and current status of budget is held. Discussion on expense of equipment and need to make sure that persons are qualified. Discussion continues on equipment use. Jay Buckley moves to amend the motion to require CDL certification for a rate of $25 per hour. Adam Leiser seconds. Amendment passed 3-0. Motion passed 3-0 as amended. Jay Buckley discusses watching the budget based on the higher rate.
Adam Leiser makes a motion to pay for an employee to obtain their CDL. Kathy Koziell seconds. Motion failed 0-3.
Discussion on Sherriff’s Tower site is held. The Town of Madison Planning Board will be holding a Public Hearing on the proposed replacement of the existing tower on Oak Hill on Wednesday, August 7, 2019 at 7:00 pm in the Town Hall Meeting room (downstairs).
5. Accounts Payable
The manifest of 18 checks in the amount of $13,581.00 is presented. Checks and invoices are reviewed and discussed. Adam Leiser discusses holding check for Always on Call. Adam Leiser makes a motion to approve 17 checks, holding check for Always on Call. Jay Buckley seconds. Kathy Koziell outlines function of phone transferring calls. Jay Buckley makes a motion to pay this bill and send a letter with the check stating to not take calls, approving 18 checks in the amount of $13,581. Kathy Koziell seconds. Motion passed 2-1 with Adam Leiser against paying the answering service.
6. Minutes
Adam Leiser makes a motion to approve the minutes of June 30. Kathy Koziell seconds. Motion passed 3-0.
Adam Leiser makes a motion to alter the time of the meeting in the minutes of May 25th from 10:30 am to 11:30am and approve as amended. Kathy Koziell seconds. Motion passed 2-0-1 with Jay Buckley abstaining as he was not present.
7. Commissioners Reports
Adam Leiser has checked on tax abatements. This is not possible for Village District expenses for a water system. Persons not on the water system are not able to get an abatement.
Adam Leiser makes a motion to send two questions to John Cooley by email: Is there anything VDOE can do to increase likelihood baby loon survive? Should VDOE maintain status quo on pond levels while adding a floating nest with goal of loons using nest in 2020 or 2021? Jay Buckley seconds. Discussion on maintaining water levels as was done this spring, placement of a floating nest with hope the loons will use the raft. Jay Buckley outlines follow advice of John Cooley for any actions regarding the loon nesting. Motion passed 3-0.
Environmental Committee has recommended a warrant article on 2020 warrant for one port-o-pottie rental for each of the 5 beaches. Discussion on current outhouse conditions. Adam Leiser moves to accept recommendation. Kathy Koziell seconds. Motion passed 3-0.
Jay Buckley makes a motion to obtain a number to remove/close the outhouses. Adam Leiser discusses contacting DES for guidelines on closing the outhouses. Motion tabled for additional information on specific parameters from DES.
Environmental Committee has made a recommendation to create warrant article for beach testing in 2020. Adam Leiser moves to accept recommendation. Jay Buckley seconds. Motion passed 3-0.
Environmental committee has made a recommendation to contact Nordel Gagnon regarding dead tree near Porridge Shore Beach. Adam Leiser makes a motion to contact Nordel Gagnon. Jay Buckley seconds. Discussion on contact with Nordel. Nancy will contact to see if Nordel will come to a Commissioners meeting to discuss Porridge Shore Beach. Adam Leiser moves to amend motion to include having office make contact. Kathy Koziell seconds amendment. Amendment passed 3-0. Motion, as amended, passed 3-0.
Environmental Committee discussion on VLAP testing. Having VLAP testing be under the jurisdiction of VDOE is stated by Adam Leiser. Adam outlines attempt to have Paula Doyle work with EPOA for June testing that didn’t happen. John Cancelarich of the Environmental Committee will be in contact with John Rocharz of the EPOA to be included in the July testing.
Adam Leiser discusses establishing recommendations for EPOA to use the lodge. Adam outlines requiring updating of the EPOA website, holding 10 EPOA events per year, notification of all event dates to the VDOE by April 1 of each year, removal of EPOA belongings from the Lodge. Jay Buckley outlines that VDOE does not have authority to mandate EPOA activities. Cannot punish one group or person, all policies apply to all persons. Discussion continues.
Adam Leiser makes a motion to have the DPW remove the broken picnic table at Porridge Shore Beach. Kathy Koziell seconds. Motion passed 3-0.
Environmental Committee has made a recommendation VDOE attempt to obtain portion of meals & rooms tax distribution granted to the Town of Madison. Adam Leiser makes a motion put this item on the action list. Jay Buckley seconds. Motion passed 3-0.
Kathy Koziell discusses request from Ralph Lutjen to work on the gardens at the entry and the office garden. Adam Leiser makes a motion to thank Ralph for volunteer but not accept his offer. Kathy Koziell seconds. Adam discusses prior letters from Ralph Lutjen, states wants no part of Ralph’s participation. Jay states allow Ralph to volunteer, accept offer. Motion tabled for next meeting.
Working on how to access the TULIP program through PRIMEX will be done.
Jay Buckley received voicemail from property owner on Reinach who stated that logs and equipment have been removed. Area will be checked.
8. Signature Items
Discussion on possible second access creation at 22 Oak Ridge. Letter to property owner for compliance with Driveway Ordinance and to remove additional disturbance structures placed within the right-of-way is presented. Letter to property owner is read. Adam Leiser makes a motion to sign the letter to the property owner of 22 Oak Ridge. Kathy Koziell seconds. Motion passed 3-0.
Letter to Chief Colby regarding dogs on beaches is reviewed. Letter is read aloud. Request for additional support from Madison PD regarding dogs on beaches. Adam Leiser makes a motion to sign the letter to Chief Colby. Kathy Koziell seconds. Discussion on long-term problem. Discussion on having tickets issued is held as an attempt to control the matter. Motion passed 3-0.
Letter to Lisa Menard responding to email on Appenvel Way condition and addition of a stop sign at the top of Lugano is reviewed. Adam Leiser makes a motion to sign the letter to Lisa Menard. Jay Buckley seconds. Discussion on the condition at the end of Appenvel Way is held. Jay discusses that the schedule will need to be set with Kelly Robitaille and it may not be within 30 days of return of the grader. Accountability of the DPW is discussed by Adam Leiser. Letter will be modified to alter the 30-day requirement. Jay Buckley outlines keeping all priorities in order without mandating work. 30 working days will be amendment to letter. Adam Leiser makes a motion to update the letter as outlined and sign out of session. Kathy Koziell seconds. Motion passed 3-0.
9. Correspondence
VLAP results for June testing have been received. VLAP testing does includes e-coli testing. Discussion on weekly testing for beaches is held. Adam Leiser makes a motion to obtain a written response from State official regarding regulations for beach testing. Kathy Koziell seconds. Adam Leiser discusses vote by Environmental Committee at 6-0 to not pursue beach testing, it was not just the Board of Commissioners that think the testing is not necessary. Adam Leiser adds that peace of mind is not a reason to spend funds especially if that peace of mind is not based on factual data points. Motion passed 3-0.
DES has sent a request for digital information on water line location. Adam Leiser makes a motion to send a letter to DES advising that VDOE does not have the information requested. Jay Buckley seconds. Motion passed 3-0.
Adam Leiser makes a motion have residents put name, property address and assigned rack space in all watercraft placed on a canoe rack next year. Kathy Koziell seconds. Jay Buckley discusses requiring rack space only, as the office will have the corresponding registration information on each rack space assigned. Discussion continues on racks and spaces, having all the information available is helpful. Adam Leiser moves to amend motion to just the rack space. Kathy Koziell seconds. Amendment passed 3-0. Motion as amended passed 3-0.
NHMA News Link is reviewed. Court update highlighted in this News Link is reviewed as this update follows a restriction on first amendment freedom of speech rights. The Court has found that you cannot restrict a person’s freedom of speech, even if that subject is generally considered offensive. This News Link also updates progress on the regulations for PFOA testing that are being worked on for 2020 water system testing requirements.
An email has been received from Bill Copeland complimented the status of the beaches over the holiday weekend. A thank you will be sent to Bill Copeland.
10. Scheduled Appearances
11. Public Comment
12. Other Business
At 10:13 pm Adam Leiser makes a motion to enter non-public session pursuant to RSA 91-A:3, II (a) employment. Kathy Koziell seconds. Motion via roll call vote Adam Leiser yea, Kathy Koziell yea, Jay Buckley yea and the motion passed 3-0.
At 10:15 pm Adam Leiser makes a motion to exit non-public session and resume public session. Kathy Koziell seconds. Motion passed 3-0.
Adam Leiser makes a motion to hire Donna McKinnon as the Administrative Assistant. Jay Buckley seconds. Motion passed 3-0.
At 10:16 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 via roll call vote Adam Leiser yea, Kathy Koziell yea, Jay Buckley yea and the motion passed 3-0.
Employee handbook is reviewed, discusses and updated.
Adam Leiser makes a motion to allocate up to $450 for legal review of revised Employee Handbook and Foreman Job description. Kathy Koziell seconds. Motion passed 3-0.
At 1:00 am Friday, July 12, 2019 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