2021-10-14 Commissioners Meeting

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday October 14th, 2021

The Board of Commissioners met at 9:00am on Thursday October 14th, 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), Treasurer Dinah Reiss (DR). The meeting was not 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 9:24

JB states that a motion was made in non-public to terminate Carrieanne Haight due to excessive absences.

JB makes a motion to approve the 9/23/2021 minutes, KK 2nds, passes 3-0

JB makes a motion to approve the 9/30/2021 minutes, KK 2nds, passes 3-0

Discussion on sending MS commissioner emails to his personal email account, MS says he will 91-A the emails as he looks at his personal email everyday but not his Commissioner emails in Outlook.

JB makes a motion to approve the amended minutes from the 8/14/21 public hearing, KK 2nds, passes 3-0

KK will type of the minutes from 10/7/2021 that were taken by Carrieanne Haight

JB makes a motion to approve the manifest of $7753.37, MS 2nds, pass 3/0

DPW

8 Eidelweiss Dr, contractor has yet to accept the DPW quote for road upgrade to assist with driveway modification. DM will reach out to his Bond Co.

Reinach Project Road issue, Dawsons claims that as we had paid for the waterline install in full that we accepted the roads as being completed. JB states that on page 154 of contract that contractor must “repair damage to private and public property at no additional cost” and on page 88, inspection of existing site conditions prior to beginning the project to be done by J&B. With pictures to be taken prior to construction amended by Mike Smith 10/21/21 BOC meeting.  JB states that large soccer ball size rocks ended up in the roads from the excavated trenches.

MS suggests that we should contact a construction attorney to start the ball rolling. MS states that he was in big time construction. KR states that to bring the roads back to pre-construction condition that 6 inches of ¾” gravel over Bristenstock, Aspen and Reinach would be needed to restore roads to pre-construction condition.

JB makes a motion to appropriate to $8,000 from the Reinach contingency fund for the purchase of ¾” gravel for restoration of the road within the Reinach project.MS 2nds, passes 3-0 Discussion on possibly using the retainage to cover the costs.

MS states that a 3” valve was to be installed at the intersection of Eidelweiss drive and Lugano. KR states that no Reinach work was done on Eidelweiss Dr. JB reviews the drawing and states that it is the intersection of Appenval (as noted on the plan) and Lugano not Eidelweiss.

JB states that Officer Hayford received a call from the property owner on Bristenstock that he is actively seeking equipment to get the rocks removed from the District Class VI road that he had dumped there. Hoping to have them removed within 2 weeks.

ADMN

Discussion on unleashed dogs, this is a Town of Madison enforcement issue – the District had no authority over this.

Discussion on Chocorua View Paving, Byrant paving wasn’t satisfied with a particular area, so they replaced that section with no cost to the District.

Discussion on Audit – no communication from the Audit Firm. MS535 not filed as of this am.

MS asks if we paid them in full, KK states it’s on your budget drawdown document.  KK adds that the contract is for $5800 and we paid them to date $4250.

DM has JB sign an amended DES grant extension form- a change of date of completion moved out to Dec 2022

MS makes a motion to contact DRA regarding signing a 3-year energy contract and can it be a Warrant Article. JB 2nds, passes 3-0

Health Trust Insurance went down appx 8%, Discussion on Jones & Beach email regarding release of retainage for DN Tank.

KK makes a motion to give JB authority to execute the retainage release documents for DN Tank. JB 2nds, passes 3-0

KK makes a motion to increase the electrical work quote by $430 for C Johnson Electric. JB 2nds, additional work was done in DPW garage/bathroom/office. Passes 3-0

MS makes motion to withhold $200 until the baseboard heat in installed in the office bathroom. KK 2nds, passes 2-0  JB was out of the room.

MS leaves the meeting.

KK sent and inquiry to NHMA regarding MS statement the JB had a conflict of interest regarding the Dam Management Policy as he was a firefighter – no response yet.

Discussion with DR on mismanagement of Reinach project, she had a doc from DES stating that the District was late with payments to contractors and late in submitting Grant Disbursements. JB and DM explain that the 1st Dawson payment was late as the office didn’t recognize the document as a payment request, other than that the holdup was Jones & Beach getting the pay recs and disbursement docs to the office. 

JB makes a motion to adjourn at 11:30 KK 2nds, passes 2-0

Respectfully submitted,

Kathy Koziell, Commissioner