VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Thursday March 10th, 2022
The Board of Commissioners met at 9:00am on Thursday March 10th, 2022.
In attendance for the public meeting are Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Commissioner Ralph Lutjen (RL), Donna MacKinnon (DM)- Administrator, Alexis Wagoner (AW)-Administrator, Kelly Robitaille (KR)-DPW Foreman, Doug Prescott (DP), Dinah Reiss (DR), Dorothy Wondolowski (DW) & Gloria Aspinall (GA). Meeting videotaped by Aysa of Madison TV
At 9:00 am Commissioner JB calls the meeting to order
PUBLIC MEETING
JB makes a motion to approve the agenda, MS 2nds makes amendment to agenda to add swearing in of new Commissioner RL, JB 2nds, passes 2-0
RL was sworn in as the new Commissioner by Clerk Donna MacKinnon
MS makes a motion to make RL Chairman, JB 2nds, passes 3-0
MS makes a motion to have meetings on Tuesdays unless it is a week in which there is a Monday holiday then the meeting would be held on Wednesday, JB 2nds, passes 3-0
RL makes a motion to have the next two meetings on 3/15 & 3/22 at 9:30am instead of 9:00am, JB 2nds, passes 3-0
MS makes a motion to set a 2-hour time limit on meetings, JB 2nds for discussion, RL makes amendment to add if there is principal to go past the 2 hours there will be a vote at the beginning of the meeting, JB 2nds, passes 3-0
MS makes a motion to have no public comment until the end during the public comment section, RL 2nds for discussion, RL makes amendment to keep as is and revisit, if necessary, JB 2nds, passes 3-0
MS makes a motion to limit public comment to 1 minute per person, RL 2nds for discussion, JB makes amendment to add unless more time is needed on a specific matter, RL 2nds, passes 3-0
MS makes a motion to approve the minutes of 3/3/22, JB 2nds, passes 2-0
RL makes a motion to approve the minutes of 3/4/22, JB 2nds, passes 2-0
MS makes a motion to approve the Payroll manifest of $10,156.93, JB 2nds, passes 3-0
JB makes a motion to approve the Operating Accounts manifest of $11,938.83, RL 2nds, passes 3-0
DPW
Roads were posted on 3-9-22 with a 5 Ton weight limit. DPW discretion if people need to get in or out.
Discussion on excavator at Upper Lakeview Drive.
Discussion on 2 Clemens Place email. KR to mark 298 ft of road to see where the road ends and property begins. Madison Police are responsible for towing cars during storms if they are on the road.
Discussion on $100 fine for excavator on road. Not recommended by KR.
Discussion on spring/summer projects. $7,000 in tree and shrub removal budget. KR suggests using money to remove 6-7 trees at the beginning of Little Shore Drive. KR going to get quotes for tree removal.
Discussion on DPW not needing to be at the annual meeting. KR attended the annual meeting and did discuss issues with the public body.
RL makes a motion to compensate KR for hours spent at the annual meeting, MS 2nds, passes 3-0
ADMIN
Discussion on Luis Adorno email regarding grants including pavement work.
Discussion on Reianch Project. JB suggest seeking legal council to end the contract. RL recommends getting cost for transfer switch and grass seed. Going to take road repavement out of the contingency. Discussion on road damage. About $40K in the contingency and about $13K in the retainage. Discussion on compensation for damage done to roads. JB is going to take care of getting price for transfer switch and grass seed. DR questions if Upper Lakeview was part of the Reinach project, JB states it was but is no longer in the contract.
JB makes a motion to pay AW for hours spent at the annual meeting, MS 2nds, passes 3-0
Discussion on AW going to water training.
MS makes a motion to pay 1.5 hours & milage for travel time to and from training, JB 2nds for discussion, Passes 3-0
Discussion on Neighborhood Energy 45-Month agreement, rate went up to $0.1153. Going to wait until rates go down before signing another contract.
Discussion on the 2020 audit.
MS makes a motion to sign legal representation letter for audit, JB 2nds, passes 3-0
Discussion on sending bank past audits and draft for 2020.
Discussion on 2020 audit bill
Discussion on Eversource bill.
Discussion on water and driveway ordinances. Going to table till next meeting so RL can review the proposed changes.
Commissioner’s Concerns/Reports
Discussion on voting patrician’s quote.
JB makes a motion to appropriate up to $200 for voting patrician’s, RL 2nds, passes 2-1
Discussion on Dam EAP, review of final draft. Office does not have a copy of the completed draft that was sent out.
Discussion on dam spring run-off and potentially pulling a board of necessary.
MS makes a motion if water level looks like it is about to flood or above 8” KR has the authority to pull a board, RL 2nds, passes 2-1
Discussion on PRV Pits email with Nick Sceggell, JB met with him and Ian via zoom on 3/9/22. Going to schedule a public meeting with Nick and Ian to discuss updates to the hydraulic model as it is missing important upgrades made to the water system (Reinach tank, extensions on Burgdorf & East Bergamo, Cuomo PRV pit & pipping) Horizons is looking for the CAD data from Nick as well.
Discussion on community outreach public meeting.
Discussion on Horizons asset management progress on the project. Project is to be completed in May. Possible public meeting on 4/30/22.
Discussion on having monthly meetings with asset management. 4/5/22 Horizons meeting at 9:30am, JB is going to reach out to see if they are available to come.
Discussion on Water Committee endorsed curb stop valve covers.
Discussion on Lodge survey. Ron Briggs, only remaining pieces: stake out property lines, septic system design and parking easements. Need to get Lodge appraised and determine whether a septic plan would add value to the sale price. Need to fine a realtor and figure out what to do with old records.
RL makes a motion to make an RFP for appraisal, JB 2nds, passes 3-0
Discussion on unmerging of the cabana and lodge lots, were merged at some point but the deeds do not reflect the merge.
JB makes a motion to be granted the authority to go in front of the Selectman board to involuntarily unmerge lodge plans, RL 2nds, passes 3-0
DP comments on a voluntary group to go through the Lodge records and put what can be filed electronically and dispose of paper files (Retainage Committee).
MS makes a motion to add AW to the board and be a liaison between the Retainage Committee and the office, JB 2nds, passes 3-0
Retainage Committee: AW(Chairman), DP & JB
MS makes a motion to have the office send an email to EII about the contract, RL 2nds, passes 3-0
Discussion on adding partition to the office for when visitors come.
MS makes a motion to have the Water Committee send minutes and agenda to the office, not 2nded. Office already has minutes and are posted to the VDOE website. Going forward the Water Committee will send an agenda over as well.
Discussion on water bills
MS makes a motion to have the office get the ball rolling for sending out the water bill, not 2nded.
Discussion on setting the 2022 water bill rate. Water Budget was approved for $188,381 and there are 454 water connection with 5 connections pending.
JB makes a motion to set the water bill at $450 for the 2022 year, RL 2nds, passes 3-0
Discussion on water CRF balances:
Water System CRF $46,060.03
Water Tank CRF $60,207.15
Water pipe Improvement CRF $40,697.85
Water Line Extension Fund CRF $84,967.47
MS makes a motion to have all correspondence incoming & outgoing, paperwork and phone calls go through the office, JB 2nds, passes 3-0
MS makes a motion that no Commissioner shall act upon themselves and make decisions on behalf of the Board of Commissioners, RL 2nds, passes 3-0
MS makes a motion that no Commissioner shall go into the office unless an administrator is present and to take out paperwork, RL 2nds, passes 3-0
MS makes a motion that no Commissioner shall take original copies of paperwork out of the office, JB 2nds, passes 3-0
MS makes a motion to have the office buy a tablet for the office for use of the Ring app, RL makes amendment to have the office come up with a price to consider at the next meeting, MS 2nds, passes 3-0
MS makes a motion that all keys shall go to the office, JB 2nds, passes 3-0
RL makes a motion to extend the meeting by 15 minutes, JB 2nds, passes 3-0
Discussion on annual meeting comments.
Discussion on paving projects that came with a warranty for companies to come back and fix the roads.
Discussion on Mark’s comment on having road plans. RL suggests putting together a committee to address the roads going forward.
RL makes a motion to establish a Road Committee, JB 2nds, passes 3-0
Correspondence
Overview of Granite State Results
Discussion on email from Stacey at the post office. Stacey is going to send this information to her higher ups who will be sending a letter to the VDOE regarding the mailbox issue.
MS requests AW look at NHDES training and if interested sign up for the $20 virtual training.
DP public comment on the location of signs discussed at the previous Commissioners Meeting.
DR question on the Upper Lakeview PRV timeline, have until December 1st, 2022.
DR question on new curb stop valve installations, cards are produced with each new install.
NON-PUBLIC MEETING
RL makes a motion at 11:17 AM to go into Non-Public for RSA 91-A:3, II (L). JB seconded. Motion Passed 3-0.
MS makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (L) and return to public meeting at 11:23 AM. JB seconded. Motion Passed 3-0.
MS makes a motion at 11:23 AM to go into Non-Public for RSA 91-A:3, II (c). JB seconded. Motion Passed 3-0.
MS makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (c) and return to public meeting at 11:35 AM. JB seconded. Motion Passed 3-0.
MS makes a motion to amend minutes of 3-3-2022 to change “have until September 30th” to state “have until December 1st”, JB 2nds, passes 3-0
MS makes a motion to adjourn at 11:35am, JB 2nds, passes 3-0
Respectfully submitted,
Alexis Wagoner, Administrator.