VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Thursday April 16, 2020
The Board of Commissioners met at 9:05 am on Thursday, April 16, 2020. In attendance was Commissioners Jay Buckley, Kathy Koziell (by phone) and Adam Leiser (by phone). Also, in attendance was Highway Foreman Kelly Robitaille, and Donna MacKinnon taking minutes. The meeting was not filmed but residents could call into meeting via conference call. We had 4 residents call into the meeting.
At 9:05 am Commissioner Jay Buckley calls the meeting to order.
1. Agenda
Jay Buckley makes a motion to approve the agenda. Kathy Koziell seconds. Motion passed 3-0.
Adam Leiser requests a public apologize from Jay Buckley to Andrew Harteveldt. Donna MacKinnon stated she had spoken with Andrew and apologized to him personally. Jay Buckley stated he will also talk to Andrew Harteveldt.
2. Highway Department Report
Kelly Robitaille stated that the village road bans are lifted as of today and he notified the office.
Kelly Robitaille stated he is grading the roads starting with Eidelweiss Dr. and will work backwards.
Discussion of 47 Eidelweiss Dr. - Kelly Robitaille has not seen a driveway permit from homeowner. Jay Buckley stated they have still not received a response from 49 Eidelweiss Dr.
Jay Buckley spoke with Kelly Robitaille about the original letter that was found in the office not signed by the BOC. Kelly Robitaille stated he has a copy of the signed letter from the homeowner’s contractor. Adam Leiser stated he cannot find anything in the minutes that the letter had been signed. Paula Doyle stated the November 14, 2019 minutes stated that the letter was going to be signed out of session. Kathy Koziell stated a mistake was made and suggested that Kelly Robitaille work with the paving company to let them know the district will do the labor. Kelly Robitaille stated the contractor hired by the homeowner would be paid by the district. Kelly Robitaille stopped the contractor and the BOC will need to work this out the homeowner. Jay Buckley stated the driveway permit for 47 Eidelweiss Dr. has to be approved before going forward. The BOC will need to stipulate that the DPW will provide the labor in the conditions of the permit. Adam Leiser would like to know who wrote the letter. Kelly Robitaille brings reality to the BOC that the village is only responsible for roads and water, this takes the liability off the village.
Discussion of 4 Grachen Dr. – Jay Buckley asked Kelly Robitaille about drainage at 4 Grachen Dr. Kelly Robitaille looked at the property and stated it is one of the homes that has a seasonal puddle after mud season if the puddle is still there the driveway will need a culvert which the homeowner will be responsible for. Jay Buckley stated he will write a letter to the homeowner.
Jay Buckley makes a motion to communicate to the homeowner of 4 Grachen Dr. for a driveway culvert to mitigate the permit. The culvert is to be purchased by the homeowner and the district will install. Kathy seconds the motion. Motion passed 3-0.
Discussion of Tamar Roberts email for annual meeting minutes to be amended to clarify the Warrant of Article 2. Adam Leiser would like to call Tamar for the correct working of the minutes. Jay Buckley and Kathy Koziell did not feel the meeting minutes needed to be amended.
Jay Buckley makes a motion to reach out to Tamar Roberts about the amending of the minutes. Kathy Koziell seconds the motion. Motion passed 3-0.
Adam requested the financing of the truck figured out now and for Dinah Reiss to get other rates for financing the truck.
Jay Buckley makes a motion for Dinah Reiss to get two other loan options for Article 2, for the truck. Kathy Koziell seconds the motion. Motion passed 2-1. Adam Leiser wants to give more direction with the financing.
Jay Buckley states that Article 2 was approved as presented by Paula Doyle at the annual meeting.
Discussion of the outhouses – Adam Leiser requested a price for filling in the outhouses.
Discussion of Ledge Probs – Jay Buckley asked Adam Leiser about the Ledge Probs. Adam stated the cost for the Ledge Probs would be about $5K.
Adam Leiser makes a motion to allocate $5K for Ledge Probs to be paid from the Water System Capital Reserve Fund. Jay Buckley seconds the motion. Motion Passed 3-0.
Kathy Koziell thinks there is $80K in the Water System Capital Reserve Funds. Jay Buckley questions where the reimbursement will be coming from. Kathy Koziell states there is $40K in the Pipeline CRF, $61K in the Water Tank CRF, $45K in the Water System CRF and $10K in the Pipeline Extension CRF.
Discussion of the garage doors – Jay Buckley stated there is $15K in the budget line item for buildings and grounds. Kelly Robitaille stated let us fix the garage doors now, he would not want to be blamed if the is an incident.
Adam Leiser makes a motion to allocate up to $6,800 to repair three garage doors that are up to the department of labor safety recommendations. Jay Buckley seconds the motion. Motion passed 3-0.
Discussion of Tight Tank, DES requires a number - Adam Leiser discusses the tank size and the price of pumping. Jay Buckley stated the size is in Chris Alberts design with pump out once a year. Kelly Robitaille would like to figure out how other communities in the area are doing it. Adam asked if there are pictures of the project. Jay Buckley stated the design gives the specs. Adam requested pictures of any projects going forward. Kelly Robitaille stated that there are no requirements to have pictures. Jay Buckley stated he happened to have taken pictures and will send them into the office.
Kelly Robitaille requested a policy to put into effect about picture requirements for projects going forward.
Jay Buckley opens the meeting up to the public for questions at this time. No questions were asked.
3. Accounts Payable
Jay Buckley makes a motion to approve Manifest of 8 checks for a total of $8,975.20. Kathy Koziell seconds. Motion passed 3-0.
4. Commissioners Reports
Discussion of the Bond – Jay Buckley questions the spelling error of Eidelweiss on the document. Adam Leiser checked with Greg Im and said there was no problem what so ever.
Discussion of Water Committee Meeting – Jay Buckley reads the minutes.
Jay Buckley makes a motion to invite Larry Leonard and Larry Sardarno to the May 17,2020 meeting. Kathy Koziell seconds the motion. Motion passed 2-1. Adam Leiser does not feel the need for them to be invited.
Discussion of the 30 day wait period for the Water Tank project to start. Thirty days would be May 11, 2020 to start the project.
Jay Buckley has questions from Larry Leonard and Larry Sardarno from the last water committee meeting. Jay Buckley asks about phase two completion clarification. Kathy Koziell states waterline and service connections can be put off to next year for the 19 houses after the tank has been installed. Adam Leiser states meeting with Rick Skarinka and Chris Albert will be pushed off until October. Jay Buckley questions if we should delay the taking of the BAN. Adam stated no, the BAN cannot be delayed. Kathy Koziell asked if Chris Albert is sending bids into the office today for the meeting scheduled for tomorrow. The water committee asked if there is a checklist for the project and if the contractors are vetted in some way. Adam stated that it is a non-issue.
Adam Leiser discusses the wiring of the money for the BAN note and asked if Dinah Reiss would give the account information to Greg Im.
Kathy Koziell states the DPW service line is installed and the Chocorua pumphouse will be starting. Kathy Koziell also stated that $30,700 from the 2019 warrant was set aside for the project.
Jay Buckley makes a motion to authorize Ian Hayes to start the Chocorua pumphouse project. Kathy Koziell seconds the motion. Motion passed 3-0.
Discussion on Tamar Roberts – Kathy Koziell will update the 2019 budget from Tamar Roberts and will have it for next week. Jay Buckley asked if it is possible to get a draw down of the 2020 budget. Kathy Koziell will have it after the updates have been fixed.
Jay Buckley opens the meeting to the public. Ralph Lutjen asked how the $750,000 is achieved. Ralph Lutjen stated, “Adam needs a pat on the back without seeing bids yet”. Kathy Koziell gives an overview of the Water Tank project.
At 10:50 AM, Jay Buckley makes a motion to go into non-public RSA 91-A:3, II(b) The hiring of any person as a public employee. Kathy Koziell seconds the motion. The motion passed 3-0.
At 11:29 Non-Public meeting was recessed.
Jay Buckley makes a motion to adjourn meeting at 11:30 am. Kathy Koziell seconds. Motion passed 3-0.
Respectfully submitted,
Donna MacKinnon
Administrator