VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Thursday September 30th, 2021
The Board of Commissioners met at 9:00am on Thursday September 30th, 2021.
In attendance for the public meeting are Commissioners Kathy Koziell (KK), Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Administrator Donna MacKinnon (DM), Kelly Robitaille (KR), Ian Hayes joins at 9:45. The meeting was recorded by Madison TV
Commissioner JB calls the meeting to order at 9:01am, JB makes a motion to approve the agenda, MS 2nds, passes 3-0
JB makes a motion to enter non-public per RSA 91-A:3,II (a) – employee review, KK 2nds, passes 3-0
Public Meeting re-convenes at 9:30
JB makes a motion to approve the 9/23/2021 minutes, KK 2nds, discussion on missing content and correct format, KK asks MS to review video and provide amended minutes, MS states he is too busy, JB agrees to do this. No vote on minutes.
DPW discussion on how to correctly reimburse the Hwy budget for work done on behalf of the Water System. MS makes a motion to charge $150/hr. for a man and machine plus materials and trucking cost of $65/load. This is less than the cost for outside contractor. JB 2nds, passes 3-0. DM will reach out to Catharine for correct way to account for reimbursement from the Water Line Extension Fund to Operating Budget.
Dawsons walk-through, Jake agreed to fix the asphalt ditches and a culvert that was damaged, primary discussion on gravel for the length of the water line replacement as upper Aspen got very muddy this spring and had to be closed. According to contract, “roads to be restored to original condition”. KR was willing to work with Dawsons if they provided the gravel DPW would grade the road to our standard. Reinach pump house should have had an epoxy floor which was not done, possible credit from Dawsons. Discussion on Upper Lakeview PRV will possibly need 2 additional PRV’s. Dawson thought this was taken out of project, KK states that the contract budget is for 3 total at $23K/ea. and 2 have been installed at Reinach leaving one for Upper Lakeview. Ian Hayes joins at 9:45. More discussion on Upper Lakeview. Need the final engineered plan from Dubois and King.
KR states that clean-up from Bryant Paving is complete so DM can release the check.
8 Eidelweiss Dr – Mr. Nyman did contact the office on Tuesday for a new driveway application. 21 Little Loop Driveway Permit. JB makes a motion to approve the driveway application for 21 Little Loop contingent on wetland survey and any needed DES permits. MS 2nds, passes 3-0
MS makes a motion to approve the fill permit for 30 Bern Dr. JB 2nd, passes 3-0
Owner of 14 Little Shore states he has an agreement with prior board, signed by Mike Smith, to periodically repair his driveway as it was better than installing a culvert. KR states he will clear the ditch line which will help improve the driveway condition. KK asks DM to check the property file for a copy of the letter. If not there, to reach out to property owner for a copy.
KR discussed the Dam Policy and whether or not we do a fall draw down, KR states that keeping the water high causes debris on the grate, could be a safety concern. Additional discussion on the policy and the updated version from last weeks meeting, MS asks that we postpone until next week.
Ian has discussion on water hookups at 17 Jungfrau (which can wait until spring) and 18 Bristenstock which was approved.
Dataloggers to be installed at 24 Bern and 16 Grison, if pressure is acceptable, we will approve prior to D&K updating the model. Ian states that although we have a deadline for water hook-ups, if the property owner is willing to pay for additional cost of equipment, hookups can be done in the winter months.
Week of October 11th Simply Water will be flushing the system, notice to be sent via email blast and update on website (possible drop in pressure, discoloring of water and trapped air)
Water Shutoff’s for non-payment, 2 left to do, Conway road has a damaged CSV which needs to be replaced first, property is posted “No Trespassing”. CSV is within the districts ROW, DM to send email to property owner that work is being scheduled.
Ian will take a look at 23 Huttwil to confirm that septic system has been repaired/replaced before shut-off to avoid possible cross contamination.
Ian looked at cost and installation of cluster valves, to be in the $7-$8 range – this is for a future project.
JB discussed the project of flagging the CSV in order for the Asset Mngt engineers to locate and accurately create GPS locations. MS was asked if he would coordinate this effort but states he was too busy. MS asks if Ian had replaced bent CSV on Deissbach- still needs to be done
MS asks for a quote on a replacement DPW well pump in order to have one on hand – no actual price yet.
Discussion on pump house locks on disconnects. Decided that it makes sense to lock the actual panels but not the outside disconnect, but to use the same metal “tag” that Eversource uses. Now an emergency shut down can be done without locating a key. KK states that 4 more keyed-a-like locks are on order for pump house electrical panels.
JB makes a motion to sign the letter to T. Foley at 30 Grachen Rd, KK 2nds, passes 3-0
MS leaves at 11:07
KK will contact Ryan Day about the Summit pump house loft and insulation upgrade.
KR asks about safety supplies. DM will reach out to contractor that was re-filling the cabinets.
Admin
Draft Audit should be available by Friday, auditor needs to file the MS535 to set tax rate.
Tricky Tree will start brush cutting 10/18, Flyer on new recycle bins at Madison transfer station to be posted on bulletin board
Copier leaving marks on paper, JB will address
Andrew Harteveldt suggest waiting as computers are either priced too high or unavailable, also discussed QB on-line which would allow us to network the 2 computers together but this doesn’t justify the cost.
2 residents’ inquiry about the utility ROWs across property’s and does the original NE Tel ROW’s transfer to current owner (Eversource). They need to contact the registry of deeds for any changes to the property or contact the utility that owns the ROW.
JB makes a motion to approve the manifest in the amount of $17,672.34, KK 2nds passes 2-0
JB makes a motion to transfer $8000 to the Water Line Extension Fund from 16 Grison Hookup. KK 2nds, passes 2-0
JB makes a motion to accept the contract from Horizon Engineering for $39,500 ($20K in grant money) for asset management. KK 2nds, passes 2-0
DM discusses DN Tank Retainage, it has been a year since completion but we need something official requesting the disbursement, DM will reach out to Jones & Beach
JB makes a motion to sign the “Letter to Proceed” with Horizon Engineering. KK 2nds passes 2-0
DM has email from DES asking for additional documentation for completion of extension request for the Drinking Water Grant.
JB asks if thank you letters went out to Uri and Andrew Harteveldt, DM will take care of
JB discusses email regarding unleashed dogs. JB states that Town of Madison enforces the “leash laws” and that she should contact Animal Safety in Madison.
KK states that we still need to approve minutes from Tuesday 9/14 meeting. JB will review
JB makes a motion to continue the public meeting on Friday 7:30am at the District office, primary purpose is non-public. KK 2nds passes 2-0
Respectfully submitted,
Kathy Koziell, Commissioner