VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 19, 2019

The Board of Commissioners met at 9:30 am on Tuesday, March 19, 2019. In attendance were Commissioners Adam Leiser and Kathy Koziell. Also present were Kelly Robitaille (hwy), resident Jim Lyons with engineer Mark Lucy and Treasurer Dinah Reiss. The meeting was filmed for Madison TV by Tim Hughes.

At 9:30 am Commissioner Adam Leiser calls the meeting to order.

1. Agenda

Adam Leiser makes a motion to approve the agenda. Kathy Koziell seconds. Motion passed 2-0.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille discusses the York Rake. Adam Leiser makes a motion to purchase the York rake. Kathy Koziell seconds. Motion passed 2-0.
Adam Leiser makes a motion to post the roads and send an email provided no communication committee email will be sent by Friday. Kathy Koziell seconds. Motion passed 2-0.
Kelly Robitaille discusses a PO for gravel. The first loads will need to be delivered until the 7400 is available for hauling. Adam Leiser makes a motion to purchase one truck load of gravel. Kathy Koziell seconds. Motion passed 2-0. Kelly discusses possible need for gravel to fix roads during spring season. More than one truck load may be needed. Kelly Robitaille discusses release of a PO for $5,000 as done in the past.
Adam questions truck status, 550 should be back tomorrow. The new truck is being outfitted and may be up to one month out.
Kathy Koziell discusses allowing the crew to purchase. Adam Leiser makes a motion to allow an open PO for gravel. Kathy Koziell seconds. Discussion on a limit of $2,000. Motion passed 2-0.
Kelly Robitaille reports that the 1500-hour service is being done on the road grader. The delivery from Chadwick Ba-Ross was short oil. Kelly Robitaille is working with Chadwick Ba-Ross to obtain the needed fluid. Having orders placed through the office is discussed as the proper means to place orders and have an email chain for the records. An update to the process will be reviewed. Cost of oil will be $465.00. Adam Leiser makes a motion to approve $465 for additional oil. Kathy Koziell seconds. Motion passed 2-0.

Kelly Robitaille and Jeff DeMartino have been called back to the session for review of the snow plow policy. This is a 17-year old document: updates are needed. Kelly outlines that the policy does not direct the DPW activities during a storm. Adam outlines that to not follow a District Policy that exists is an issue. Updating the policy to reflect procedures that can and will be followed will be done.
Revising the safety policy is discussed with the crew. Kathy Koziell will meet with the crew to review the garages tomorrow morning at 8 am.

3. Water

A water Committee meeting is scheduled for Friday, 3/22 at 1:30 pm in the Chick Room at the Madison Library. Engineers Paul Fluet and Nick Sceggell will be in attendance at this meeting at no charge to the VDOE.

4. Administration
5. Accounts Payable
6. Minutes

Adam Leiser makes a motion to approve the minutes of March 12, 14 and 19. Kathy seconds. Motion passed 2-0.

7. Commissioners Reports

Kathy Koziell is reviewing the safety manuals for needed updates.
A document has been developed by the Communication Committee for inserting into the water bills to have persons aware to sign into the VDOE website for news and alerts from the Commissioners. Adding a benefit for the property owners is recommended by Jim Lyons. Discussion on staying informed on property issues is highlighted. Discussion continues. Discussion on receipt of water bills by email. Updating the systems to be able to email bills is discussed. Wording for insert will be updated and resubmitted for review.
Adam Leiser has contacted a water tank company for a cost for upgrading the Reinach Tank size to 120,000-gallons. Additional cost is anticipated to be $20,000.

8. Signature Items

The response to Mr Charles Smith has been updated as discussed on March 14. Adam Leiser makes a motion to sign the letter to Mr. Charles Smith. Kathy Koziell seconds. Motion passed 2-0.
Adam Leiser makes a motion to sign PO 293 in the amount of $2,805.09 for F-550 repairs. Kathy Koziell seconds. Motion passed 2-0.
PO 287 has been updated as discussed March 14. Adam Leiser makes a motion to sign PO 287 in the amount of $1,000 for repair of the DPW bathroom. Kathy Koziell seconds. Motion passed 2-0.
Adam Leiser makes a motion to sign the thank you letter to Madison DPW. Kathy Koziell seconds. Motion passed 2-0.
Proposed response to M Perrachon regarding lot on Oak Ridge is reviewed. Adam Leiser makes a motion to alter the letter. Kathy Koziell will work with Nancy Cole on needed updates.

9. Correspondence

Granite State Analytical has sent the monthly bacteria testing results for the water system: clean.
MailChimp, which is used to send the email alerts and news sends notice of changes to the mail list: list is up two.
NH Municipal Association has sent the Legislative Bulletin outlining status of bills before the NH Legislature.
A response was received from DOT Supervisor Todd Nason to the thank you sent by the Board. Mr. Nason will continue to do whatever he can to respond to requests. Adam Leiser reads the email aloud. Discussion on sending correspondence via US mail and not email. Going forward all correspondence from the Board should be sent by US Mail.
NH Retirement System has sent a calculation for employee Kelly Robitaille to “buy back” two years of service for which he was eligible for the retirement system but not enrolled. Cost to the VDOE will be $8,003.50 if Mr. Robitaille agrees to buy back the time. Discussion on VDOE being on notice should this expense be incurred.

10. Scheduled Appearances

Mark Lucy of White Mountain Survey and Engineering is introduced. Resident Jim Lyons discusses water running onto his property located at 30 Saint Moritz Drive. This issue began in 2014 and has become worse in the last two years. Road water is now stated to be disturbing the septic system. Jim Lyons outlines prior discussions with the past Board regarding this issue. Jim Lyons highlights discussion with prior highway employee Steven Pannone. A catch basin was added which directs water to private property. This catch basin has been capped. Discussion on driveway maintenance at the property located at 31 Saint Moritz may have altered flow onto the roadway. Drainage in the area does not appear to be working correctly. Adam Leiser discusses having the culvert cleaned. Mark Lucy discusses flushing culverts as the means of cleaning. Grading of the area to direct water into the culvert system is outlined and discussed. A letter is delivered by Mark Lucy identifying several areas of concern from road drainage which impact the Lyons property. Adam Leiser highlights that this should be a top priority for the DPW once able to work this area. Status of ditch lines and culverts in this area do not show any recent maintenance being done. Directing storm water to the ditch line is recommended. Photos from October 2018 are reviewed. Jim Lyons states bringing the situation to the Board’s attention is the goal of today’s appearance so that the Board can possibly take action this year.
Mark Lucy recommends that the Board forward the information to the VDOE engineer. Adam Leiser highlights a possible change of engineering firms for roads to White Mountain Survey. Discussion on creation of a drawing for the plans. Mr. Lucy states that there was no intention to create these as the corrections are not beyond the scope of the DPW.
The need for maintenance in this area is discussed by Mark Lucy. Mr. Lyons outlines that he is not able to correct this on his own, road work is needed to attempt to alleviate this issue. Discussion on obtaining a quote for cleaning of all culverts by an outside vendor is held as an option. Obtaining three prices for cleaning of all culverts in the VDOE is discussed. This will be done.
Mark Lucy outlines the ability to compact the gravel after it is placed. Using the roller that is intended for asphalt work for gravel compaction as needed is outlined. If able, the catch basin will be re-used should it be removed from the intersection of Basal and Saint Moritz.
Kelly Robitaille is given a copy of the documentation outlining proposed repairs to the area. Kelly will review the documentation. Verbal review of proposed updates is given to Kelly Robitaille by Mark Lucy.
Kelly outlines grading of the area that has been done in the past. An additional attempt will be done. Paving with a negative grade to the top of Saint Moritz is outlined as a more permanent solution. Kelly Robitaille states that the water is not overtaking the culverts. Discussion continues on the culverts and maintenance in the area.
Adam Leiser discusses having documentation for this work this spring. Mid to late April will be target time line for this work. Having photographs for the official record will be done.

11. Public Comment

Treasurer Dinah Reiss highlights need to take a Tax Anticipation Note (TAN). Dinah will obtain the documents for signing. Dinah Reiss outlines the need for TAN dollars to maintain cash flow. Documentation will be obtained by Dinah for review by the Board.

12. Other Business

At 11:03 am Adam Leiser makes a motion to enter non-public session pursuant to RSA 91-A:3, II (a) employment matters. Kathy Koziell seconds. Motion via roll call, Adam Leiser yea, Kathy Koziell yea and the motion passed 2-0.

At 11:51 pm Adam Leiser makes a motion to exit non-public session and adjourn the meeting. Kathy Koziell seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator