VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Tuesday March 15th, 2022
The Board of Commissioners met at 9:30am on Tuesday March 15th, 2022.
In attendance for the public meeting are Commissioner Jay Buckley (JB) by phone, 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. Meeting videotaped by Aysia of Madison TV
At 9:30 am Commissioner RL calls the meeting to order
PUBLIC MEETING
JB makes a motion to approve the agenda, MS 2nds, passes 3-0
MS makes a motion to approve the minutes of 3/10/22, JB 2nds, passes 3-0
JB makes a motion to approve the sealed Non-Public minutes of 3/10/22, MS 2nds, passes 3-0
MS makes a motion to approve the Non-Public minutes of 3/10/22, RL 2nds, passes 3-0
MS makes a motion to approve the Operating Accounts manifest of $13,917.66, JB 2nds, passes 3-0
MS makes a motion to approve the Water Assessment Fund manifest of $3,026.45, JB 2nds, passes 3-0
DPW
Discussion on 2 Clemens Place. KR states it is 298 ft from the pavement to the end of the road, the VDOE owns the entire road.
MS makes a motion to have the office send a letter to 2 Clemens stating that the VDOE owns the entire road, and they need to fill out a driveway permit application in order to get a driveway, JB 2nds, RL makes amendment to add with winter and snow conditions we have the right to remove cars on the street, JB 2nds, passes 3-0
KR suggests the office also send a copy of the original driveway permit application.
KR discusses filling potholes.
ADMIN
RL makes a motion to spend $100 on office tablet, MS 2nds, passes 3-0
Discussion on Madison TV live streaming meetings. Aysia apologies for not informing the Board last week that live streams were now happening. Can be found on YouTube under MadTV603
Discussion on Lodge Retainage Committee: changed committee to an informal group. Going to gather further information regarding scanning to PDF/A.
Discussion on Madison P.D using Lodge to train their K-9 dogs. DM asks if they need a certificate of insurance. The office is going to send a letter to the Madison P.D asking for a certificate of insurance as well as an application with the dates and times.
MS makes a motion to have the Madison P.D provide a schedule with dates and times, JB 2nds, passes 3-0
DR public comment, the water budget from 2021 was not fully expended. $20,789 is left over and needs to be taken out of the operating account from 2021 and transferred over to the water account.
MS makes a motion to move $20,789 to the water account from the 2021 operating account, JB 2nds, passes 3-0
There is approximately $91,000 in the water assessment fund
Discussion on conference room being occupied on the week of 4/4/22. Office is going to request we use the lower level of the library.
Discussion on office construction of a patrician and rearranging of the office.
Discussion on the Reinach project. JB states there is no model # in the plans for the transfer switch. He found the manual switch enclosure cost $617.25, and the receptacle plug cost $1,274.35. JB mentions that they need to get the right plug to fit the generator. MS suggest recouping the money and possibly buying a generator with a plug and automatic switch. JB to reach out to an electrician for a quote.
Discussion on water and driveway ordinances. Going to have a public hearing for the two ordinances and the parking ordinance. Add into the water ordinance the sleeving and minimum feet from the curb to the septic tank. The office is to draft additional changes.
Discussion on the ditch line.
RL makes a motion to sign revised water system fact sheet, MS 2nds, passes 3-0
MS makes a motion to sign water system ordinance revised, JB 2nds, passes 3-0
Commissioner’s Concerns/Reports
Discussion on Dam EAP. RL discuses additional information needing to be added to the EAP as well as things that should be taken out. Communication on the EAP should be going through the office.
Discussion on water levels on the ponds, they are only an issue during the spring when it is loon season. KR mentions the water levels were never an issue until 2019 when there was an issue with beavers and building dams.
MS makes a motion to have RL contact DES and look at the process of the impact of pulling boards and water levels, RL 2nds, passes 3-0
Discussion on JB conversation with Steve Doyon, JB clarifies the red line located 4” below the grate was determined by the fire chief. The fire chief determined anything below the red line could cause problems with suction on the dry hydrant. MS mentions the water level is to not be below 1 foot from the top of the pipe.
MS makes a motion that RL handles the office, MS handles water and highway and that JB handles the PRV project, RL 2nds for discussion. JB feels all Commissioners should be involved in all the tasks. RL makes an amendment to state certain activities will be continued with the current Commissioner, JB 2nds, passes 3-0
MS makes a motion to have the office handle safety meetings, RL 2nds, passes 3-0
Discussion on additional training for AW
RL suggests needing a relationship with a village engineer. To seek out multiple engineers and get their availability, capability, and pricing.
RL makes a motion to seek out a village engineer, JB 2nds discussion, Wright Pierce a possible option, RL wants to get several proposals, passes 3-0
Discussion on Road Committee, currently has 5 members: Tommy Gunn, Kelly Robitaille, Alexis Wagoner, Nancy Cole & Ralph Lutjen. Meetings will be held once a month during business hours for no longer than 1 hour. Meetings will be posted ahead of time.
Discussion on Nancy Cole separation agreement. Office to prepare letter to Doug Mansfield to end the separation agreement clause 5.
Discussion on Kathy Koziell and pricing for the final cost for the Reinach project.
RL makes a motion to evaluate the cost associated with the Reinach project, JB 2nds, passes 3-0
Office to reach out to Kathy Koziell to get the final Reinach payment schedule information.
Discussion on Health insurance.
RL makes a motion to include $1,500 provision to the family plan and provide $1,500 deductible for children, JB 2nds, RL amends to add that the money will come from the Health Care CRF, JB 2nds, Passes 3-0
Discussion on Horizons coming to a Commissioner Meeting, JB is going to reach out to them to see if they are available 3/22 or 3/29.
Correspondence
Discussion on Class VI Reinach Place email. Deed road is curved but the road was constructed straight. KR comments that the VDOE doesn’t know where the deeded road is and would need to get a survey done to determine that.
Discussion on a 5-member board, RSA 670:2 and RSA 670:2A
RL makes a motion to not address legislature on the matter of turning the board into a 5-member board, MS 2nds, passes 3-0
DP makes a public comment that the Records Retention group will be meeting Wednesday March 23rd at 10am to check out the Lodge.
DP also comments that the lodge surveyor should add flags on tree branches, so the boundary lines are more visible.
Discussion on the sale of the Lodge
RL makes a motion to contact 3 real estate agents and request identifications of 3 appraisers, MS 2nds, passes 3-0
MS makes a motion to have the office contact Jim Lyons, Select, Pinkham & RE/MAX to get opinions, RL 2nds, passes 3-0
DR mentions that the records retainage is the responsibility of the clerk.
NON-PUBLIC MEETING
MS makes a motion at 11:23 AM to go into Non-Public for RSA 91-A:3, II (L). RL seconded. Motion Passes 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 11:40 AM. JB seconded. Motion Passes 3-0.
MS makes a motion to sign the MS-232 out of session, RL 2nds, passes 3-0
MS makes a motion to adjourn at 11:42am, JB 2nds, passes 3-0
Respectfully submitted,
Alexis Wagoner, Administrator.