Daily Archives: 09/04/2019

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VILLAGE DISTRICT OF EIDELWEISS
August 2019 NEWSLETTER

In This Issue:

Upcoming Meetings: September 28th Budget Review

Commissioner News:

        Capital Reserve Update

        Independent Insurance/Financial Reviews

        Grader Repair Status

        Reinach Tank Status

        Warrant Article Status

        Job Posting

Volunteer Update

EPOA News - presentation by Sara Steiner of DES

UPCOMING MEETINGS

Check the VDOE website for all meetings & locations.

Please note that on Saturday 9/28 at 10:00 AM (following a 9:00 AM Commissioners meeting) at the Lodge at the top of Oakridge Rd, the Commissioners will present a “State of the District” financial review. Residents are encouraged to attend as we will be discussing our current budget, environmental initiatives, Reinach water tank, roads and plans for the 2020 budget and warrant.  We will also review changes made in 2019, VDOE Capital needs and funding for meeting these needs.

COMMISSIONER NEWS   Capital Reserve Funds as of 7/31/2019:

        Highway Equipment        $17,000 ($15,000 of this allocated to grader repair)

        Highway Eq Repair          $2,462

        Land Acquisition              $11,183

        Road Construction          $7,132 ($10,182 less $3,050 pending withdrawal)

        Office Equipment             $7,413 ($8,361 less $948 pending withdrawal)

        Water System CRF         $45,518

        Water Pipe CRF              $40,000 (incudes $20,000 to be added this year)

        Water Tank CRF              $40,842

The Commissioners reached out to industry professionals to review our financials. We were looking for a neutral evaluation as to how we could save the district money going forward. Thanks to Bill Schwab and John Corcoran for taking the time to provide the following insight.

Property owner Bill Schwab, a CLU (Certified Life Underwriter), Licensed Life and Health Insurance broker for NH and MA and, member of the Society of Professional Benefit Administrators volunteered to review our employee health insurance coverage. He reported:

“EMPLOYEE CONTRIBUTIONS - It is unusual to see a medical plan that requires no employee contributions. Massachusetts has a similar municipal trust (risk pool) and all the participating towns require employees to pay part of the cost.  A reasonable starting point would be 10%.   Among the corporate clients I have, the average is more like 30%.  

PLAN DEDUCTIBLE - Most plans have a deductible that the participant must pay each year and the most common is $1,000 per person.  Your current plan has a $1,000 deductible but you said that the Village covers 100% of the deductible through a Health Reimbursement Arrangement (HRA).  This creates an additional liability of $6,000 to the Village but you didn't say how much was actually paid out during the past year.

RATING BASIS - With only 3 employees you have little clout with the Trust underwriters.  The rates for the larger entities could be lower than you received.  Is there any way you could join Madison, Conway or North Conway and get the benefit of their larger size?”

Property owner John Corcoran volunteered to do a cost reduction review of our overall finances.  He reported:

“I have spoken to several VDOE people in the last few years about my cost reduction business.  

 I analyze, benchmark then renegotiate everything a business or nonprofit spends their money on.  I work on a contingency basis so there are no fees if I don't find savings.

As an owner, I would love to help out the district find some savings to avert the need for fee increases.  I do all of the work and but the final decisions land at the VDOE board or the VDOE office.”

“Based on the current rates for the bills there isn't much opportunity for savings.  The insurance rates were in line overall and didn't have any red flags. Utility costs made sense.  Office products were already priced well with low volume.  

The cell phones were highest.  Spectrum Mobile (the carrier I use) is great and they use Verizon towers so the signal is good.  I'd suggest reaching out to Spectrum and switching your cell phones over.  

I'll keep VDOE in mind for future services that pop up and would make sense. “

Road Grader: It was expected to be back in working order by mid July but while in for repairs, additional repairs and work were identified.  We hope to have it back on our roads the week of Sept 9th.  In the meantime, the DPW continues to utilize other equipment for road repairs and maintenance.

Reinach tank project update:  The subsurface exploration for the proposed tank construction has been completed.  A schedule for the tank project is as follows:

August – complete tank design plans and specifications

September 13- Groundwater Trust applications are due

September – complete site construction plans and specifications and booster pump well house building  

August - September - Bid tank construction

September through November – Groundwater Trust Commission Review projects

September - October – Bid Opening for tank construction 

October - November - Bid Site construction and booster pump well house building

November – Award tank construction 

December – Groundwater Trust Commission Award funds

December – Award Site construction and well house 

May through June 2020 – site construction on tank site and building

July – October 2020 – Tank construction.

DPW1 and Summit Pump House warrant articles: These electrical upgrades were approved at the annual meeting. Updated pricing has been requested for complete upgrades to both the Summit Pump house and DPW1 electrical panels which includes SCADA controls, metering and lightning protection. Work is scheduled to start in early November.

A job has been posted for two (2) part-time highway workers for snow removal with CDL-B license.  Hourly rate $20-$25 commensurate with experience. Contact the office for an application at office@vdoe-nh.org or call at 603-367-9022

DON’T FEED THE DUCKS

Just a friendly reminder to not feed the ducks in our ponds.  Doing so encourages them to linger at the beaches, which increases the opportunity for water contamination.

NO DOGS ALLOWED ON PUBLIC BEACHES

The exception is Muddy Beach located on Eidelweiss Drive, 1.5 miles from the Eidelweiss entrance sign on the left side of the road. Park at the district pump house.

VOLUNTEER UPDATE
Summer weekend beach raking by volunteers was a success. We had 13 residents volunteer.  Thank you to Mike Dolan for coordinating this project which saved the District approximately $2,000.

Line stripe painting of the basketball court at Eidelweiss Beach has been completed. Thanks to Jay Buckley for labor and material.

Jay Buckley is coordinating the reconstruction of the bulletin boards at the Huttwil parking area during Sept-Oct, if interested contact him at jaybuckley@verizon.net

The Environmental Committee is seeking a volunteer to redesign the Porridge Shore beach because of all the erosion happening there.   If you are interested in helping or know someone interested in helping, please email commissioner2@vdoe-nh.org or office@vdoe-nh.org.

Three years ago, property owner Sharon Monroe received approval from the BOC to install a Little Free Library at the Huttwil mailbox area.  Andrew Harteveldt volunteered to build and install it. It was unveiled and filled with books on Saturday 8/24. Please take a closer look and feel free to add or take a book.  However, if it is full, please do not leave books in the shed, on the mailboxes or on the ground nearby. Many thanks to Sharon, Andrew and the prior BOC for adding this to our community. Adam Leiser has agreed to maintain the library.

To learn more about Little Free Libraries, visit this website.

EPOA – News

Sarah Steiner, DES VLAP biologist will be presenting on Sept 14th at 11am at the Lodge for discussion on the health of the ponds and the VLAP testing.  Appetizers will be served.  A potluck lunch will follow (if interested in lunch, please contact the EPOA at epoa@eidelweissvillage.com)

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Village District of Eidelweiss

Communications Committee Meeting

August 27, 2019  -  6:00 PM

APPROVED

The Communications Committee met on Tuesday August 27, 2019 at 6 PM at the Lodge.   Present are committee members Michael Dolan (MD) and and Paula Doyle (PD).   Kathy Koziell (KK) attended by phone.  Isabel Pais (IP) did not attend.  The meeting was videotaped by Madison TV. 

At 6:00 PM, Chairman PD calls the meeting to order.   PD makes motion to call Isabel Pais and Kathy Koziell.  MD seconds.  Motion passes 2-0.    Kathy Koziell joins meeting by phone.  Isabel Pais does not answer – PD leaves message for her to text if she becomes available. PD agrees to take minutes for the meeting.

PD makes motion to approve agenda.   KK seconds.  Motion passes 3-0.

PD makes motion to approve minutes from 7/16/19 meeting.  KK seconds.  Motion passes 3-0.   

8/6/19 minutes will not be approved until next meeting since only 1 of 2 attendees is present.

NEWSLETTERS – HOW OFTEN, WHEN TO ISSUE, ETC.

KK presents request from BOC to consider more frequent newsletters (2x per month) perhaps with less information and less concern about formatting in order to get them out quickly.

MD states that 1x per month is enough and that emails can be done to supplement with additional info that needs to go out quickly.  Also states that the purpose of the committee and newsletters it to facilitate communication between BOC and residents so that residents have information that will help them stay informed throughout the year that will help them make informed decisions at annual meeting.

PD agrees with MD and also states that Committee is not a communications agency and does not need to advise, comment on or write every single piece of communication coming from BOC.  The BOC can decide at any time to send a communication to residents about anything and can direct Administrator to draft and send emails as needed.   Also notes that the newsletter is a communication from the BOC and not from the committee.  The committee only drafts it but recommends that all commissioners read the drafts so that they know what information and topics are being included.  PD also states that she believes the newsletter is a good way to communicate information to majority of property owners who are not involved, aware of or interested in detailed information – people who are not attending, viewing or reading minutes of meetings or not requesting documents via 91-A.  PD also recommends that BOC consider using the newsletter as way to thank and recognize volunteers and groups rather than spending valuable time writing, discussing and sending individual TY notes.

MD also suggests that Committee Chairmen be tasked with informing Communications Committee with anything they want in newsletter rather than putting burden on KK or committee to read all committee meeting minutes as recently suggested in a BOC meeting.   PD and KK agree.

KK agrees with MD and PD and agrees to summarize this discussion and recommendation on newsletter and emails at the next BOC meeting.

NEXT NEWSLETTER

KK to update 3 topics – Capital Reserve Balances, Topics for upcoming 9/28 presentation and Grader Back in Service anticipated date. 

MD to provide PD with # of beach raking volunteers.

PD to update photos from Little Library celebration and send updated draft to committee and administrator.  

WEBSITE

KK summarizes BOC request to prioritize website updates and/or overhaul.   PD suggests asking IP if she has time and wants to take on this project.

KK makes motion to have PD contact IP to determine her interest/availability to update website.  MD seconds.  Motion passes 3-0.

PD will inform KK of IP interest and if she can do it, KK will make a motion to BOC that will revoke PD website credentials and provide new credentials to IP.  If IP does not take this on, KK will inform BOC so that alternative solutions can be considered. 

CANOE/KAYAK REGISTRATION FOR 2020 – ANY UPDATES

Discussion delayed until next meeting since IP is handling and she is not in attendance.

COMMISSIONER COMMENTS ON SOCIAL MEDIA

PD presents and summarizes recent comments made by Commissioner Adam Leiser on his personal facebook page that are critical of Commissioner Jay Buckley and of the district.  Also discusses a new policy he wants to propose.    In light of prior recommendation from our Committee which was adopted by the BOC via a motion and 3-0 vote, PD questions use of personal social media page and concerned that many residents of the district have seen these posts given that many are facebook friends with Adam Leiser. 

KK agrees and comments that the original motion did not specify only district pages or social media channels and that commenting on VDOE business on any page was implied.    States that comments are divisive.

MD agrees.

PD makes motion to advise the BOC that they recognize that these FB posts contradict their prior motion that Commissioners not post about VDOE business on social media and that the BOC request that these posts be taken down and that moving forward, all Commissioners agree to abide by the pre-agreed social media motion.  MD seconds the motion.  Motion passes 3-0.

KK to share this recommendation with the BOC at their next meeting.

OTHER BUSINESS

KK reminds committee that we agreed to develop an annual calendar with key dates for property owners.  This would be posted on the website.  PD agrees to draft and forward to KK so that she can submit it and review with BOC at their next meeting.

PUBLIC COMMENT:

None

Next Meeting Scheduled for Tuesday, September 10 at 6PM at Lodge.

6:45 PM  PD makes motion to adjourn.  MD seconds.   Motion passes -3-0.

Respectfully submitted - Paula Doyle (Chairman)

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VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

August 24, 2019

The Board of Commissioners met at 9:00 am on Saturday, August 24, 2019.  In attendance were Commissioners Adam Leiser and Jay Buckley.  Commissioner Kathy Koziell joined the meeting by phone.  Also in attendance were Donna MacKinnon, Theresa Hill, Paula Doyle, John Cancelarich, Terri Cancelarich, Mark Graffam, Treasurer Dinah Reiss, Larry Sodano and Andrew Harteveldt.  The meeting was filmed for Madison TV by Tim Hughes.                              

At 9:00 am Commissioner Adam Leiser calls the meeting to order.   

1. Agenda

Adam Leiser makes a motion to approve the agenda.  Jay Buckley seconds.  Jay Buckley makes a motion to amend the agenda to delay the scheduled appearance.  No second.  Amendment fails.  Motion passed 2-0. 

Adam Leiser makes a motion to call Kathy Koziell.  Jay Buckley seconds.  Motion passed 2-0.  Kathy Koziell joins the meeting by phone.      

Action list is reviewed and discussed.    

2. Highway Department Report 

3. Water

4. Administration

Discussion on water line replacement option on Interlaken.  Cost has been estimated at $85 per foot for up to 1,000 feet.  Kathy Koziell outlines request for information from Ian Hayes.  Adam Leiser discusses option to replace this line.  Discussion on funding options.  Pipe Replacement and Water System CRF could be used.  Dinah Reiss verifies funding availability.  Kathy Koziell discusses depletion of the funds should an emergency occur.  This will be discussed again.  Paula Doyle outlines spending of up to $100,000 without going to the voters seems excessive.  Adam Leiser outlines multiple small leaks in one section with may surface should just small repair be done.  Water usage for July is reviewed, a large increase in usage shows.  Verification that the leaks are in this area is outlined.  Adam Leiser makes a motion to allow him to contact Ian Hayes as necessary to get answers to questions.  Kathy Koziell seconds.  Jay Buckley outlines sending questions through the office as a proper public document.  Adam Leiser outlines he will summarize in an email.  Dinah Reiss outlines need to meet with Ian as a Board.  Sending questions to Nancy will be done.  Andrew recommends swapping next two meetings to make Thursday Sept 5 be a morning meeting.  Jay Buckley outlines requesting a meeting this past week that was not able to happen.  Jay Buckley outlines needs for transparency.  Kathy Koziell states she does not see an issue with a single commissioner asking questions and bringing to Board.  Vote 2-1 with Jay Buckley against as proper process would be questions through the office.   

Motion Log is reviewed.

Review of financial summary 2019 to date.  Adam Leiser outlines need to replace the culverts on Middle Shore; this was done through Capital Reserve.  Adam discusses review of what true operating budget should look like.  Adam discusses current budget levels.  Budget underfunding in 2019 is outlined and discussed. 

Cash flow report is reviewed and discussed.  TAN proceeds will probably not be needed until November.  Adam Leiser questions what number unassigned balance would need to be to not take a TAN loan.  This will be worked on by Dinah Reiss and Nancy Cole. 

Water daily usage and pump house electric reports are reviewed and discussed.  Increases from norm are outlined. 

Porridge Shore Beach is discussed.  Adam Leiser outlines review by Environmental Committee.  Request for landscape designer has been responded to by Jay Buckley.  Adam thanks Jay.  Two dead trees will be removed from neighboring property by the neighbor. 

Working on beaches going forward is outlined and discussed.              

5.  Accounts Payable

Jay Buckley makes a motion to approve 4 checks for a total of $17,829.04 and sign out of session.   Adam Leiser seconds. Checks and invoices are reviewed.  Motion passed 3-0.     

6.  Minutes

Adam Leiser motion approve minutes of Aug 15.  Jay Buckley seconds.  Motion passed 2-0-1 with Kathy Koziell abstaining as she was not in attendance.    

7. Commissioners Reports      

8. Signature Items 

Review of correspondence to 47 Eidelweiss Drive is held.  Water flow in the area is damaging edge of road and bottom of driveways. Some of the damaging flow is coming from the two driveways at 47 and 49 Eidelweiss Drive.  Letter is reviewed.  Jay Buckley outlines review of area with Kelly Robitaille.  Question of a culvert on the lot on Appenvel Way for road drainage was made, this water is not adding to the water coming down the driveways.  Adam Leiser states he would like additional discussion in Non-Public session. 

Adam Leiser makes a motion to sign response to Mark Graffam.  Jay Buckley seconds.  Motion passed 3-0.    Mark Graffam questions if truck has been received.  Mark Graffam discusses lack of itemized numbers on invoice that authorized down payment to garage.  Mark questions if any updates to the invoice have been received.  No updates.  Mark outlines breaking in truck and not allowing truck to sit at the shop.  Contact will be made Monday with shop.  Confirmation of date and confirmation of cost are outlined.  Adam Leiser makes a motion to allow him to contact Albany Service.  Jay Buckley seconds and amends he make contact.  Kathy Koziell seconds amendment.  Motion, as amended, passed 3-0.   Mark Graffam outlines that future vehicles should be properly outfitted at an outfitting company like HP Fairfield, Messer or Viking.  Discussion ensues on details of buying the truck and expense being incurred.  Learning experience is outlined by Mark Graffam.  Mark outlines personal involvement of Commissioners in large ticket items. 

Jay Buckley makes a motion to approve lodge use request by Art Babineau.  Adam Leiser seconds.  Motion passed 3-0. 

Adam Leiser makes a motion to approve the CRF withdrawal from the Road Construction Capital Reserve fund that includes highway labor.  Jay Buckley seconds.  Motion passed 3-0.  Adam Leiser makes a motion to sign the Road Construction CRF withdrawal for replacement of the Bristenstock culvert in the amount of $1,343.44.  Jay Buckley seconds.  Motion passed 3-0. 

Adam Leiser makes a motion to sign the Road Construction CRF withdrawal for replacement of the driveway culverts on Middle Shore in the amount of $1,706.52.  Jay Buckley seconds.  Motion passed 3-0. 

Adam Leiser makes a motion to sign the Office Equipment CRF withdrawal for installation of the updates to QuickBooks in the amount of $987.49.  Jay Buckley seconds.  Motion passed 3-0. 

9. Correspondence

Granite State Analytical has sent the monthly water system test results; pH good, system clean.

Adam Leiser makes a motion to accept the donation of the Little Library.  Kathy Koziell seconds.  Jay Buckley outlines memorial plaque on library box.  Prior declines to place memorial plaques is discussed, Jay Buckley makes a motion to have plaque remain for one month and then be removed.  Kathy Koziell seconds.  Andrew Harteveldt outlines that Jen Leiser had volunteered to be custodian of the library and since she has passed, he thinks it is appropriate.  Adam Leiser outlines private donation.  John Cancelarich states table for now.  Jay Buckley amends motion to table for one month.  Kathy Koziell states create policy if this path is followed.  Kathy Koziell seconds amendment.  Motion passed 3-0.

Big Pea Porridge Pond Association meeting is discussed.   

Tower rent check has been received.        

10. Scheduled Appearances

Adam Leiser makes a motion to allow Andrew Harteveldt to work with Nancy Cole to correct phone issues.  Kathy Koziell seconds.  Jay Buckley would like to be able to review recommendations from Andrew prior to implementing.  Discussion ensues on lack of experience of the Board in this matter.  Andrew states he will involve Board as progress continues.  Jay Buckley requests approval to work with this as well.  Kathy Koziell agrees. Adam Leiser moves to amend motion to include deadline of Sept 5.  Motion passed 2-0-1 with Jay Buckley abstaining.  Adam Leiser makes a motion to approve up to $550 to get this done.  Kathy Koziell seconds.  Motion passed 2-1 with Jay Buckley against expending funds on this item at this time.  Line item will be office equipment.  

11.  Public Comment

12.  Other Business   

Adam Leiser makes a motion to publicize state of municipality at 10 am Sept 28 meeting on Info board, Facebook page, Next-door Eidelweiss, newsletter and VDOE website.  Jay Buckley seconds.  Discussion on outlining message to be publicized.  Adam Leiser outlines proposed agenda including 2019 and 2020 budgets, changes in 2019, highway equipment, VDOE capital needs and 2020 proposed warrants.

Discussion on future funding, need to review all upcoming capital needs and impact on tax rate or water rate.  Terri Cancelarich discusses impact and cash flows forecasts.  Outline of situation in VDOE and need for capital improvements is reviewed. 

Discussion on the presentation for Sept 28 is held.  Jay Buckley discusses including roads and costs for upcoming road needs as necessary for presentation.  Adam states he will send review when he is ready.  Jay asks for Kathy input.  Kathy Koziell states that should be ready for upcoming Sept meeting for discussion by Board prior to scheduled presentation. 

Scheduling a work session is outlined.   

Committee exchanges for information is outlined.  Jay discusses sent email and that Adam’s response was wrong.  Jay put document together and responded to a question from a Committee Chair.  Jay adds that no discussion for repercussions of not signing have been held.  Adam states that Jay responded outside approval of Board on something that Board has not discussed.  States incorrect information.  Jay questions statement of incorrect information and Adam agrees that no implications have been discussed by Board.  Kathy Koziell outlines Board should have had conversation but agrees.  Paula Doyle states that document is to follow the law as a member of committee.  Document states abide by law.  Paula outlines workflow as responsibility of Board, not one Commissioner.  Adam states both should have been received at same time, but both documents were not available.  Paula outlines getting work done and not worrying about employee manuals, timecards and committee documents – stop messing with processing stuff as she is getting tired of the nonsense. 

Jay Buckley outlines cost difference review for two options on Little Loop that was requested to be available for this meeting.  Difference is over $2,000 plus an additional day of labor for the larger project.               

At 10:41 am Adam Leiser makes a motion to adjourn the meeting.  Jay Buckley seconds.  Motion passed 3-0.   

Respectfully submitted,

Nancy E. Cole

Administrator

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Environmental Committee VDOE August 29, 2019

Committee members in attendance:  Paula Doyle, Larry Leonard, Adam Leiser

Absent: Patti Alaventi, Jane Gunn                            

Public in attendance: Meta Stahlberg and Beth Gagnon

Meeting was not filmed                Call to order 8:05pm

Motion to approve the 8/18/19 minutes – Adam made – second by Larry – 2-0

Paula abstained because she wasn’t at the 8/18 meeting

Larry reports that he has received some information from Nancy regarding outhouses and has made contact with a DES representative.  Larry has also spoken with the port-o-potty people. 

Adam asks committee to receive a summary of conversations from Larry to who he contacts – going forward

Beth Gagnon reports that shoreland and wetlands permit are required and wetland takes precedent

Adam reports that Thusis probably wouldn’t require wetlands because the outhouse is not on the beach.

Adam recommends Larry ask DES if we can de-construct outhouses and retire them.

Beth reports that she’s been working on a plan for P.S.  She spoke with Rose at DES.  Permits required for a perched beach. 

Adam to ask if our DPW has driven to the water and report it to the group.

Beth asks Bob Boyd if parking is allowed at the cul-de-sac.  She is waiting for an answer.

Beth reports that the Rockhouse Mountain side of the pond is far worse than the VDOE side in terms of runoff and wildlife.  Sediments are killing our wildlife.

DES reports that in December permitting and other things are going to get harder.

Rose reports that death to the ponds is happening but everyone needs to contribute to the solution.

Paula reports that she put a layer of gravel at her property and that helped substantially.

Beth says that she and Nordel are willing to put gravel on the walkway to the beach.

Adam says we should find the distance from the pond to the cul-de-sac

Meta is concerned that people use their land as an “outhouse”.

Beth says she will find out the distance.  If it’s more than 250 feet, then the question goes to the BOC for approval for immediate gravel that Beth and Nordel will donate and place. 

Paula wonders if we should put sand down.  Larry thinks it’s a waste.  Adam says he won’t vote for additional sand to go on that beach unless we have a permanent solution.

Meta says the town float is being relocated each year because sand keeps making the pond shallower by the beach.

Meta says she and Beth are going to put a proposal together for the entire area.

Beth confirms tree removal will be done in September.

Paula reports she has been unsuccessful in trying to reach the UNH stormwater management person.  She’ll keep trying.

Burr Phillips is the civil engineer working with BPPPA.  Beth thinks he is not volunteering his time.

Larry reports that he brought Burr Phillips in a few years ago.  Information is in the office.

Beth will send BPPPA information to us.

Paula sending the VLAP test results to Beth.

Larry reports that DES does an invasive species program.

Paula reports that on 9/14 Sara Steiner from DES is coming.  EPOA is putting on an event.

Next meeting TBD

Motion to adjourn Adam – second by Larry vote 3-0

Meeting adjourned at 8:45pm Minutes taken and submitted by Adam Leiser