VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Thursday May 7th, 2020
The Board of Commissioners met at 9:04 am on Thursday, May 7th, 2020. In attendance was Commissioners Jay Buckley, Kathy Koziell (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 7 residents call into the meeting.
At 9:04 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
Kathy want to discuss the Chocorua and Summit Pump House projects.
2. Highway Department Report
Kelly reports that DPW was sweeping and will be laying down calcium chloride top keep the dust down. Discussion on the garage doors, Kelly will reach out to vendor for and invoice in order to send them a deposit. Discussion on Outhouses – Kelly states that 2 have been cleaned and 2 will be done by tomorrow. A big job and he will inspect Eidelweiss and Thusis outhouses. Kathy thanks Kelly. Discussion on ponding issue at Konstanz and Grison.
Kelly will sketch something to forward to property owner. Kelly states that there is a gravel sale at Coleman’s the $7.00/ton now $5.00 for a limited time. His gravel budget is $13K and can save $4160 by buying it now. Kelly states we should expend the gravel budget now to get the most savings. Kelly asks to get more gravel or savings. Kathy Koziell wants to split the savings. Jay Buckley wants to spend now for full savings.
Jay Buckley makes a motion to authorize to expend up to 10K on gravel DOT spec 3/4” mix. To be paid from the budget gravel line item. Kathy Koziell seconds. Motion Passed 2-0.
Discussion of the new truck- Kelly Robitaille negotiates truck price with Lee Auto for $47,177.00. It was a $10K discount that can be put towards outfitting the truck once it is purchased. Kelly asks for the process of moving forward for purchasing new truck. Jay Buckley asks Dinah Reiss. Dinah Reiss states that she needs a couple of days for the documents to be signed for the full amount of truck warrant article of $108K.
Jay Buckley makes a motion to go ahead to process the loan that was approved at the annual meeting. It will be a 5-year loan with 2 yearly payments at 2.2% for $108K. The documents are to be signed out of session. Kathy Koziell seconds. Motion Passed 2-0.
Jay Buckley makes a motion that if a deposit is required to hold the truck, up to $500.00 from the Village’s debit card can be used to secure the truck. Kathy Koziell seconds. Motion Passed 2-0.
Discussion of the Burgdorf Culvert warrant. Kelly Robitaille wants to start in order to take advantage of gravel deal. Kathy Koziell wants to know absolutely that Kelly Robitaille has the authority to do the project without DES shutting down the project. Kelly Robitaille will get DES information for the scope of work and exiting culvert for repair and replace. Will make sure it is either in writing or email.
Discussion of 4 Grachen Dr ponding of driveway issue. Kelly Robitaille states 2 culverts are needed for driveway. It is the homeowner’s responsibility to pay for the culverts and the DPW will install them.
Jay Buckley makes a motion to respond the residents request for the culverts to be purchased by the homeowner at 4 Grachen Dr and the DPW will install them on the north driveway a $250.00 per culvert quote will be given to the homeowner. Kathy Koziell seconds. Motion Passed 2-0.
Discussion on 31 Upper Lakeview Dr- Jay Buckley will draft a letter to homeowner to open up discussion to meet with the homeowner on site to review what the drainage fix will entail. Kelly Robitaille just wants to install a culvert. Jay Buckley wants the meeting with the BOC and Kelly to answer any questions.
Discussion on 49 Eidelweiss Dr – Kathy Koziell stated that they are waiting for the second attempt letter to come back from the post office.
Discussion on 27 Diessbach – discussion of driveway permit.
Discussion on small Burgdorf ponding – Kelly Robitaille stated it is one on the spring ponding issues that he would like to correct when the Burgdorf project is being done.
Discussion on Thusis culvert – Kelly Robitaille will wait to do both projects until August 2020 when the excavator will be in the village. Kelly Robitaille questions to lose beach area or property of homeowner. Kelly Robitaille requested a picture of drawings of the property. Kelly Robitaille stated homeowner should be part of the project. Jay Buckley questions the property line with the drainage easement.
Kathy Koziell makes a motion to let the homeowner know plan is to complete this project by the end of this summer once the plan is finalized and to meet with the homeowner. Jay Buckley seconds. Motion Passed 2-0.
Kelly Robitaille lets the BOC know that he will be taking time-off when he can.
Discussion on 4 – 6 Little Loop – Mike Smith seeks reimbursement from Adam Leiser due to RSA 432 abuse of power. Mike Smith stated the job of the BOC is to protect the village and questioned why the project was done. Jay Buckley questioned if this a legal matter. Kathy Koziell stated the scope of the project was part of the plan to correct the drainage problem. Mike Smith asked was part of the culvert done or not done. Mike Smith asked what was done was that submitted to the state. Mike Smith stated that only the drainage of the road and not Adam Leiser’s driveway was part of the project. Mike Smith then stated he will go ahead and pursue this matter and also let the Conway Daily Sun know. Jay Buckley moves the meeting along and will go into non-public at the end of the meeting. Mike Smith asks about the audit. Kathy Koziell stated the journal entries have been made. Kathy Koziell stated Tamar Roberts needs to fill out the MS 535 for the DRA. Jay Buckley is writing the management report for the audit. Kathy Koziell stated within the week it should be finalized. Mike Smith stated the Little Loop project that was approved for $20k was overspent. Kathy Koziell stated that only $15K has been spent on the Little Loop project. Kelly Robitaille stated he is two weeks out for the project to begin and stated labor and equipment will be done by the DPW. Mike Smith stated the money has to be charged somewhere. Jay Buckley stated he will look into it. Mike Smith requested an email after.
3. Administration
Donna MacKinnon thanked Jay Buckley for hiring Catherine Deyoe. Donna MacKinnon stated Catherine will be working with her on Tuesdays for training.
Discussion on water bills – Kathy Koziell brings up the outstanding water bills and suggested to put a lien on the overdue properties.
Kathy Koziell questions the posting of the part-time administrative assistant position.
Kathy Koziell makes a motion to place an add in the Conway Daily Sun for the part-time person and to use the same add as posted prior. Jay Buckley seconds. Motion passed 2-0.
Dinah Reis asked about uploading the audio of the commissioner’s meetings to the website. Jay Buckley stated he will look into it.
Discussion on the water levels and the loons – Jane Gunn questions the water levels. Kelly Robitaille stated he took out a 10-inch board due to the water fluctuation. Jane asked who makes the discussion of taking out the boards. Kelly Robitaille stated that he makes the discussion and the approximate level should be 4-inches below the cement, the fire chief was good with it. Jane Gunn was disappointed the loons were not taken into consideration. Jay Buckley stated at that the meeting on January 25, 2020 it was discussed the loon nest versus the fire suppression for the water levels. Jay Buckley asked the office to forward Jane Gunn the fire chief’s email.
Paula Doyle questioned the hiring of a new part-time employee. Paula Doyle stated this time around there should be a discussion of the skills required to do the job.
4. Signature Items
Discussion of the thank you letters.
Jay Buckley makes a motion to sign the letter out of session. Kathy Koziell seconds the motion. Motion passed 2-0.
5. Accounts Payable
Jay Buckley makes a motion to approve Manifest of ***** checks for a total of $886.34. Kathy Koziell seconds. Motion passed 2-0.
Jay Buckley makes a motion to approve payroll of $6,069.39. Kathy Koziell seconds the motion. Motion passed 2-0.
6. Commissioners Reports
Discussion of beaches – Kathy Koziell questions the opening or closing of the beaches. Jay Buckley stated he was on the call for the Madison Selectmen’s meeting, Madison closed the beaches. Jay Buckley wants the District to mirror what the town of Madison is doing. Kathy Koziell wants the beaches open but closed to non-resident parking. Kathy Koziell will put an email blast out to the residents and on the website.
Kathy Koziell makes a motion that the outhouses, playgrounds and racks will be closed to the public and no rafts or picnic tables will be allowed due to the COVID-19 protocol and signage will be put on the bulletin board, outhouses, playground and kayak racks. Jay Buckley seconds the motion. Motion passed 2-0
Kelly Robitaille questions the speed bumps. Jay Buckley stated to hold off until the governors meeting on 6/2/2020.
7. Signature Item
Jay Buckley makes a motion to sign SW Cole agreement for the drilling of the probes only one signature is required. Kathy Koziell seconds. Motion passed 2-0.
Kathy Koziell lets Jay Buckley sign the document.
Discussion on Rienach project - Kathy Koziell states the Rienach jobsite is a closed site to the public and the BOC due to safety and COVID-19 protocols. Road closures start after 5 Rienach.
Jay Buckley sent Chris Albert questions regarding updating existing water line systems. Jay Buckley stated it is not mandatory for homeowners to update their water lines. Jay Buckley stated the construction will begin 5/11/2020. Jay Buckley will draft a letter to go out to the public.
Discussion of 10 Barden Place – Jay Buckley stated we have not heard back from Fluet Engineering.
Jay Buckley makes a motion to approve 10 Barden Place water hook-up approval letter out of session after the Fluet Engineering report comes in. Kathy Koziell seconds. Motion passed 2-0.
Dinah asked about the Interlaken water hook-up and to make sure the money comes out of the water extension account and that it goes into the operating budget account when Ian Hayes invoice comes in. Jay Buckley mentions Ian Hayes is filling out his work orders for him to get paid.
Kathy Koziell stated they are going forward Chocorua pump house.
Jay Buckley opens the meeting to the public. No discussion.
Jay Buckley brings up Adam Leiser’s email.
Kathy Koziell makes a motion to go into non-public for legal advice RSA 91-A:3,II(e). Jay Buckley seconds. Motion passed 2-0.
12:20 PM, Kathy Koziell makes a motion to seal the non-public minutes and send an email to the Districts Attorney. Jay Buckley seconds. Motion passed 2-0.
Jay Buckley makes a motion to adjourn meeting at 12;20 PM. Kathy Koziell seconds. Motion passed 2-0.
Respectfully submitted,
Donna MacKinnon
Administrator