VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Tuesday July 26, 2022
The Board of Commissioners met at 9:00am on Tuesday July 26, 2022.
In attendance for the public meeting are Commissioner Jay Buckley, Commissioner Mike Smith, Commissioner Ralph Lutjen, Donna MacKinnon-Administrator, Alexis Wagoner-Administrator, Kelly Robitaille-DPW Foreman, Kathy Koziell & Arthur Babineau.
Meeting videotaped by Carol of Madison TV
At 9:00am Commissioner Ralph Lutjen calls the meeting to order
Public Meeting
Mike Smith makes a motion to approve the agenda, Jay Buckley 2nds, passes 3-0.
Mike Smith makes a motion to approve the Minutes of 7/19/22, Jay Buckley 2nds corrects a P for a D on pg. 2, passes with change 3-0.
Mike Smith makes a motion to approve the 7/19/22 Non-Public Minutes RSA 91-A:3 II (b), Jay Buckley 2nds, passes 3-0.
Mike Smith makes a motion to approve the 7/19/22 Non-Public Minutes RSA 91-A:3 II (a), Jay Buckley 2nds, passes 3-0.
Mike Smith makes a motion to approve the 7/19/22 Sealed Non-Public Minutes RSA 91-A:3 II (d), Jay Buckley 2nds, passes 3-0.
Mike Smith makes a motion to approve the 7/19/22 Sealed Non-Public Minutes RSA 91-A:3 II (L), Jay Buckley 2nds, passes 3-0.
Mike Smith makes a motion to approve the Payroll Manifest for $9,458.75, Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion to approve the Operating Account manifest for $9,600.23 (includes payroll), Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion to approve the Reinach Retainage check for $13,020.79, Jay Buckley 2nds, passes 3-0
Jay Buckley makes a motion to transfer $13,020.79 from the Dawson’s Excavation & Utility Services Retainage to Dawson’s Excavation & Utility Services, Ralph Lutjen 2nds, passes 3-0
DPW
Discussion on 5 Huttwil Drive driveway permit application. Homeowner is going to be putting a bridge under the driveway to go over the wetlands. The waterline will be set in conjunction with the bridge. Discussion on the design on the plot plan and water line placement.
Ralph Lutjen makes a motion to approve the driveway permit for construction at 5 Huttwil Drive with a note regarding the waterline, Jay Buckley 2nds, passes 3-0
Discussion on Klausen paving, the job is done and looks good the DPW just has a few things to finish.
Administration
Discussion on late water bills. Charging customers $10 vs. $100 late fee when they did pay the water bill but failed to pay the first late fee.
Ralph Lutjen makes a motion to send a letter indicating that the $50 late fee is due as well as an additional $10 late fee added to that. We have the ability to turn the water off if the bill is not paid by September 1st, Jay Buckley 2nds, passes 3-0
Discussion on outstanding water bill of $899.00 from an old court case and an old homeowner that no longer lives here and cannot be located.
Ralph Lutjen makes a motion to write off the water bill for $899.00, Jay Buckley 2nds, passes 3-0.
Discussion on Horizons bill: Invoice paid in 2021 was for $3,756.98 and the invoice to be paid in 2022 is for $35,948.80. The contract amount was for $39,500 but with the two bills it is over contract by $205.78. Need to get clarification on the hydraulic model costing $2,000 additional and why the contract is over by $205.78. Commissioners decide not to pay the bill until the hydraulic calibration has been done.
Ralph Lutjen makes a motion to authorize Jay Buckley to have conversations with horizons on the issues with the hydraulic model and the overspending of the contract, Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion to sign all 3 employee letters, Jay Buckley 2nds, passes 3-0
Mike Smith makes a motion to sign the Horizons letter, Jay Buckley 2nds, passes 3-0
Commissioner’s Concerns/Reports
Jay Buckley discusses the PRV project, he spoke with 3 contractors (T & D Excavation, E & R Excavation and RWN Property Services) They are going to be sending in quotes within the next week. The lowest bid must be accepted according to the state. Mike Smith questions if the contractors do not come through how about the DPW and Ian do the job in house. Kelly Robitaille discusses the DPW doing the excavation work. They can do it but only if it is worth it and cost saving. Also are they able to do and still get the grant? Jay Buckley is going to reach out to Rick Skarinka and find out if we can do it in house. Ralph Lutjen suggests holding off until we hear back from the 3 contractors.
Mike Smith makes a motion to buy the vault for the PRV Project, No 2nd.
Jay Buckley is going to look at the lead time to get a vault.
Discussion on the Water Committee. Mike Smith asks if they have any plans going forward to next years annual meeting. Now that we are working with CMA, we should think about changing or reconfiguring the water committee. Ralph Lutjen states he wants to send CMA the AMP for their review. Ralph Lutjen adds that he also has concerns around the water committee and their lack of communication during the AMP. He is also concerned about capital improvements for warrant articles, no issues have been explored by the water committee regarding the AMP. Ralph Lutjen suggests we give the water committee an opportunity to prove themselves before making any decisions.
Ralph Lutjen states the Highway & Roads Committee will be meeting on 8/3/22 at the VDOE Office at 1pm. Going to go over more refined numbers and fill in the spreadsheet. Kelly Robitaille has spoken with international regarding the truck and got a quote for Eidelweiss Drive paving and the backhoe. It is going to be a wide range of things that will be narrowed down to the highest priority.
Discussion on meeting with the Water Committee. Have a meeting on 8/9 at 11am and have Ian Hayes attend too.
Mike Smith makes a motion to have the Water Committee meet with the Board of Commissioners on 8/9 at 11am, Ralph Lutjen 2nds, passes 3-0
Asset Management
Discussion on the Leak Detection Application
Jay Buckley makes a motion to have the office send in the application as filled out, Ralph Lutjen 2nds, passes 3-0
Correspondence & Public Comment
Discussion on Mark Graffam email
NON-PUBLIC MEETING
Mike Smith makes a motion at 10:05am to go into Non-Public for RSA 91-A:3, II (d). Jay Buckley seconded. Motion Passed 3-0.
Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (d) and return to public meeting at 10:18am. Ralph Lutjen seconded. Motion Passed 3-0.
Mike Smith makes a motion to seal the minutes of 7/26/22 under RSA 91-A:3 II (d). Jay Buckley seconded. Motion Passed 3-0.
Ralph Lutjen makes a motion at 10:19am to go into Non-Public for RSA 91-A:3, II (a). Jay Buckley seconded. Motion Passed 3-0.
Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (a) and return to public meeting at 10:34am. Ralph Lutjen seconded. Motion Passed 3-0.
Mike Smith makes a motion at 10:35am to go into Non-Public for RSA 91-A:3, II (d). Ralph Lutjen seconded. Motion Passed 3-0.
Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (d) and return to public meeting at 10:50am. Jay Buckley seconded. Motion Passed 3-0.
Mike Smith makes a motion to seal the minutes of 7/2622 under RSA 91-A:3 II (d). Ralph Lutjen seconded. Motion Passed 3-0.
Mike Smith makes a motion at 10:51am to go into Non-Public for RSA 91-A:3, II (L). Ralph Lutjen seconded. Motion Passed 3-0.
Mike Smith makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (L) and return to public meeting at 11:06am. Jay Buckley seconded. Motion Passed 3-0.
Mike Smith makes a motion to adjourn at 11:07am, Ralph Lutjen 2nds, passes 3-0
Respectfully submitted,
Alexis Wagoner, Administrator.