VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Thursday, October 8th, 2020
The Board of Commissioners met at 9:00 am on Thursday, October 8th, 2020. In attendance were Commissioners Jay Buckley, Kathy Koziell, Paula Doyle, and Treasurer Dinah Reiss (by phone). Also, in attendance were Engineer Chris Albert (by phone), Donna MacKinnon and Lynne Baker taking minutes. Resident Ralph Lutjen attended, and residents Mark Graffam and David Maudsley entered the meeting at 10:30 am. The meeting was held at the Madison Town Hall and filmed by Carol Dandenaeu. Residents could call into the meeting via conference call.
At 9:00 am Commissioner Jay Buckley called the meeting to order.
1. Agenda
Jay Buckley made a motion to approve the Agenda. Paula Doyle seconds. Motion passed 3-0.
2. DPW Report
There was no formal DPW report as DPW is currently working on the Bergdorf culvert.
Discussion of the Bergdorf culvert - Reasons for replacement.
Discussion of 47 Eidelweiss Drive - Homeowner attorney letter.
VDOE is waiting for a response from the homeowner to get the paving done.
Jay Buckley will draft a letter to the homeowner.
Jay Buckley made a motion to sign letter to the homeowner at 47 Eidelweiss Drive out of session. Paula Doyle seconds. Motion passed 3-0.
Discussion of 49 Eidelweiss Drive - Culvert Invoice.
Homeowner questioned the invoice received for the culverts in the amount of $460.00.
Jay Buckley read the details on the culverts that were required.
Jay Buckley made a motion to reduce the amount of the culvert invoice to $300.00. Paula Doyle seconds. Motion passed 3-0.
Chris Albert joined the meeting at 9:30 am.
Chris Albert confirmed that he, Jay Buckley, DPW, and Ian Hayes will do a walk-through to assess the status of the project and put together a final list of tasks to be completed.
Walk-through was scheduled for 7:00 am, Friday, October 9th, 2020.
Chris stated clean-up will begin on November 1st, 2020 and completed by Thanksgiving.
Chris reported on the status of the pressure test. Chris said that E.J. Prescott was hired as a third-party contractor to complete the test. The test showed the pressure passed.
Chris reiterated the reason for the delay was from trouble acquiring parts due to Covid-19.
Chris stated the new water system will be up and running by the end of the year.
Discussion of PRV pit on Upper Lakeview.
Chris Albert stated this will be done next year.
Discussion of Paving Aspen Drive to Jungfrau Road.
Jay Buckley stated that Bryant will continue paving down Aspen Drive, to the intersection of Jungfrau Road.
Kathy Koziell stated that this is a Warrant Article.
Discussion of laying pipe on ledge on Aspen Drive.
Jay Buckley inquired if the pipe was embedded to only 3’ with 6” of sand under 2” of foam.
Chris Albert answered that the depth was 5’, and the water lines will be hammered down to 6’.
Chris Albert stated that the surveying team will do the Reinach Circle ledge probes next week, or the week after.
Discussion of twin tanks.
Jay Buckley asked Chris Albert if the twin 30-gallon tanks will be removed.
Chris answered no and stated that the tanks will be pumped and filled with sand.
Chris Albert left the meeting at 9:50 am.
3. Administration
Discussion of 91-A activity.
Donna MacKinnon spoke about the number of 91-A requests coming into the office.
Paula Doyle suggested that Administration keep track of the number of hours required to complete each request.
Discuss of PDF files.
BOC asked Ralph Lutjen about sending 91-A documents in PDF.
Ralph agreed documents should be in PDF format to clarify the integrity of the document and prevent alteration.
Discussion of Ordinances.
BOC will go over all ordinance documents to suggest changes and any corrections to be made.
Discussion of Water Usage reports.
Jay Buckley stated the water usage was more consistent this year.
Discussion of homeowner changes and building within the VDOE.
Jay Buckley stated the number of homeowners who had moved and sold homes.
Jay stated the VDOE added 7 new homes in 2020.
Paula Doyle suggested this be reviewed for next year’s budget.
Discussion of Minutes.
Kathy Koziell requested some changes be made to the minutes of September 29th, 2020.
Lynne Baker will make the changes.
Jay Buckley made a motion to approve the revised minutes of September 29th, 2020. Kathy Koziell seconds. Motion passed 3-0.
Kathy Koziell requested some changes be made to the minutes of October 1st, 2020.
Lynne Baker will make the changes.
Jay Buckley made a motion to approve the minutes of October 1st, 2020, with the changes discussed. Kathy Koziell seconds. Motion passed 10-3.
Dave (Ian Hayes’ assistant) came to the office asking for the names of the paint used on the pump houses to do touch ups.
4. Accounts Payable
Jay Buckley made a motion to approve payroll in the amount of $6,125.30. Kathy Koziell seconds. Motion passed 3-0.
Jay Buckley made a motion to approve the Water Project manifest for check in the amount of $178,889.95. Kathy Koziell seconds. Motion passed 3-0.
Jay Buckley made a motion to approve check for DN Tanks out of retainage in the amount of $13,214.05. Paula Doyle seconds. Motion passed 3-0.
Jay Buckley made a motion to approve the Operating Budget manifest in the amount of $3,667.49. Paula Doyle seconds. Motion passed 3-0.
Donna MacKinnon inquired about the NH Retirement for September 2020.
Jay Buckley made a motion to sign the NH Retirement check out of session, not to exceed $2,000.00. Paula Doyle seconds. Motion passed 3-0.
5. Commissioners Report
Discussion of 29 Oak Ridge.
Jay Buckley stated that the variance that was previously issued was only good for 2 years.
There will be a meeting of the Town of Madison variance board to review a new variance.
Kathy Koziell inquired about the VDOE going to the meeting as an abutter.
Meeting will be October 21st, 2020.
Discussion of Grandval Way.
A homeowner inquired about reclassifying Grandval Way for plowing purposes.
Paula Doyle said this can be brought up as a Warrant Article as it was not approved last year.
Discussion of Security System for the Office Doorbell and DPW.
Jay Buckley received a recommendation from Ron Sandstrom for the Nest Security System.
Jay Buckley made a motion to approve the purchase of the Nest Security System. Paula Doyle seconds. Motion passed 3-0.
Discussion of Huttwil mailboxes. Security issues.
Discussion of voting booths for Annual Meeting. New Design this year.
6. Public Comment
The floor was turned over to Mark Graffam and David Maudsley at 10:30 am.
Mark Graffam remarked on the requested attorney invoices being redacted.
Paula Doyle suggested VDOE refer to the attorney.
Mark Graffam inquired about the pressure test.
Kathy Koziell answered that third party E.J. Prescott had completed the test.
Mark Graffam stated his concerns that there was no Project Manager for the project.
Kathy Koziell stated that hiring a Project Manager was not cost-effective for the VDOE and had to rely on contractors.
Mark Graffam requested a copy of the Dawson contract.
Mark Graffam inquired about email receipt verification.
Lynne Baker will set up notifications in Outlook.
Ralph Lutjen provided a suggestion to improve financial tracking with an “Estimate to
Complete” report.
BOC will ask Chris Albert to provide this report.
Paula Doyle and Kathy Koziell agreed this would help with future tracking.
Ralph Lutjen inquired as to the Ordinance Changes.
Paula Doyle said the BOC had discussed holding a public meeting to address any changes.
Mark Graffam and David Maudsley left the meeting at 11:10 am.
Discussion of RFP Audit.
Jay Buckley inquired about GASB and the term “government compliance”.
Kathy Koziell asked if all municipalities were held to the same standard.
Dinah Reiss stated that banks want an audit for loan purposes.
Jay Buckley made a motion to enter Non-Public meeting RSA 91-A:3II(l) at 11:42 am. Kathy Koziell seconds. Motion passed 3-0.
Jay Buckley made a motion to seal the minutes from Non-Public meeting RSA 91-A:3ll(l). Paula Doyle seconds. Motion passed 3-0.
Jay Buckley made a motion to adjourn meeting at 12:58 pm. Kathy Koziell seconds. Motion passed 3-0.
Respectfully submitted,
Lynne Baker, Administrator