VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
August 8, 2019
The Board of Commissioners met at 9:00 am on Thursday, August 8, 2019. In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley. Also in attendance was Mark Graffam. The meeting was filmed for Madison TV by Tim Hughes.
At 9:10 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 3-0.
Action list is reviewed and discussed.
2. Highway Department Report
3. Water
4. Administration
Grader lease has been reviewed. No pre-payment penalty exists. Current payoff is $111,000.
Water meter analysis. Adam Leiser discusses that the costs of the system are fixed costs. Adam Leiser makes a motion to approve the water meter analysis. Kathy Koziell seconds. Discussion on time frame and review to be done by Jay Buckley. Jay Buckley outlines that all the information needs to be reviewed prior to a discussion. Confirmation that water meter analysis is public document. Jay Buckley outlines that review is in process. Adam Leiser states taking too long, this needs to be completed and done with. Adam adds that meters should not be added in the VDOE. Discussion on devisive issue, finalize and move forward. Jay Buckley discusses contact with Rick Skarinka. This contact was not authorized by the Board. Adam Leiser outlines no decision; Administrator clarifies that decision to contact State officials is a decision. Jay Buckley discusses that there are other ways to bill; other communities have handled this and input should be reviewed. Jay Buckley outlines meters can be beneficial to help with leak detection and usage. Jay Buckley wants to review the information; adds Adam is wasting time discussing this now. Adam responds do not continue with this. Adam adds that the money that would be spent to install meters would be better used to replace old water pipes thus reducing leaks. Jay outlines need to take time to review; not a priority. Motion failed 1-2 with Jay Buckley and Kathy Koziell against approving now prior to review of the additional information.
No dogs on signs beach have been priced at $17 - $20 per sign. Discussion on need for visible signage as outlined by Madison Police. Kathy Koziell discusses updating the signs. Waiting for next spring to order is discussed for budgetary reasons.
Beach testing results are discussed. Adam Leiser asks Mark Graffam about this topic. Mark Graffam outlines that manner of stopping the testing was his issue; this was not advertised in advance. Issue is not notifying public in advance that the testing would not be done. Notice was in July newsletter; one month too late. Adam Leiser makes a motion to ask Communication Committee to do newsletter twice per month. Kathy Koziell seconds. Adam states that he is frustrated stuff is not getting done. Adam discusses too slow; website has not been done yet; feels stuff is not getting done. Motion tabled. Kathy will reach out to Chairman of Committee. Adam reads Mission Statement of Communication Committee. Adam questions if committee is doing that. Jay Buckley outlines they are doing this; newsletter has been well done. Notices could have been placed by VDOE or email blast could have been done to notify the public that the beach testing would not be done this year. Adam makes recommendation that the Communication Committee meet every other week to evaluate and recommend action. Jay accepts responsibility for the Board that notice was not given. Adam discusses website update and motion to make updates. Discussion that Communication Committee has not given any recommendations for updates. Adam reiterates that things are not getting done fast enough. Mark adds that primary point was not notifying the public. Outlines detail that in prior years process allowed for retesting Wednesday to get results Friday. Discussion on testing being handled by EPOA and not by the Board. Discussion on positive test results received. Adam outlines lack of funds to pay for this testing this summer. Mark outlines including all factual information in any discussion with voters. Details need to be included. Going forward with a warrant article will be done. Jay outlines that if article were to pass, a plan for testing could then be established. Discussion on having plan to relay to voters when presenting the article is held. Adam Leiser makes a motion to have Environmental committee create formal proposal on how testing will be done. Kathy Koziell seconds. Adam outlines that this should be part of plan that will be given to the voters. Discussion on funding for all testing and allowance for retesting within the warrant article is held. Motion passed 3-0.
Adam Leiser delivers the drafted response to Mark Graffam.
Enforcing Ordinances question from Highway is discussed. Adam Leiser motion instruct DPW to contact law enforcement if violation seen. Kathy Koziell seconds. Jay Buckley discusses DPW not taking time to contact law enforcement with. Motion passed 2-1 with Jay Buckley against DPW taking time.
5. Accounts Payable
6. Minutes
Adam Leiser makes a motion to approve the minutes of July 27. Kathy Koziell seconds. Motion passed 3-0.
Adam Leiser makes a motion to amend the August 1 minutes to include the dollar amount of the manifest as $51,962.62 and approve as amended. Jay Buckley seconds. Motion passed 3-0.
7. Commissioners Reports
Jay Buckley discusses input from neighbor regarding financial guidance on spending. Information will be sent for distribution.
Jay Buckley attended Planning Board meeting last night regarding replacement of Sheriff’s Tower on Oak Hill. New structure will be 110 feet. Discussion on existence of ledge and ability to pin to the rock was held. Fall zone was discussed, could hit cabana, could hit Summit pump house and Coleman Tower as well as private property. Discussion on insurance and coverage would exist. Discussion on payment to VDOE from the Sherriff’s Department or from Conway is held. Mark Graffam outlines Sherriff’s Department and wear and tear on road and use of cabana building that could be compensated for. Adam Leiser makes a motion to add review of contract for possible addition of a charge as a low priority for 2021 review. Kathy Koziell seconds. Motion passed 3-0.
Discussion on phone system is held. Belief the issue is fixed is stated. Adam requests clarity on calling 911 for emergency situations.
Jay Buckley recommends having only one cell phone for DPW. Phone could be exchanged based on who is on call. Adam discusses having walkie-talkies instead of cell phones as an option. Options will still be looked into. Jay outlines trying to resolve the on-call situation. Discussion ensues on compensating Kelly an additional $100 per month for being primary on-call person. Looking into solutions is being done. Discussing with Kelly will be held. Adam asks Jay if he has had the approved discussion with Josh Jennings. Jay states that he has not. Adam continues to show frustration at not having documentation and information. Adam states Jay should do more work and should complete projects or determine if he should remain on Board. Jay will take under advisement.
Jay discusses need to raise funds for highway work for part time help for planned workload; $4,000 is target.
Adam questions using Road Construction CRF for salary of part time employees as this is directly related to road construction. Adam Leiser makes a motion take funds for paying Rhonda from Office Equipment CRF. Kathy Koziell seconds. Discussion ensues on verbiage used in outlining savings. Motion passed 3-0.
Adam Leiser makes a motion to move Middle Shore driveway culverts and salaries for this project to Road Construction CRF. Kathy Koziell seconds. Discussion on using CRF funds in this manner is held. Motion passed 3-0.
Discussion on electrical review of DPW II. Lights will be looked at with electrician this afternoon.
Adam discusses negotiating with employees. Would like to discuss in non-public session. States discussion is compensation. Kathy Koziell states go into non-public session and determine. Review of 91-A wording is held. Mark Graffam outlines that this should be public, not reviewing performance – review of scheduling should be done in public as it relates to tax-payer funds. Discussion on non-public session and right of employees to be present during discussion is held. Adam reviews email from NHMA. Mark outlines that not enough information is at hand to determine if proposed discussion should be public.
Canceling the review of Burgdorf is discussed. Adam Leiser makes motion to cancel the work requested for budget savings. Kathy Koziell seconds. Motion failed 0-3.
Adam Leiser makes a motion to have White Mountain Survey complete work in first two weeks of January for receipt prior to annual meeting. Kathy Koziell seconds. Motion passed 3-0.
Adam Leiser makes a motion renters guidance letter to Select Real Estate and other rental places requesting document be distributed to renters. Kathy Koziell seconds. Jay questions authority and language to be used in distribution. Motion passed 2-1 with Jay Buckley against as not within VDOE rights.
Adam mentions inviting Rick Skarinka, Chris Albert, Chris Hodgson and Ian Hayes to the meeting on September 28. Discussion on others that may be appropriate to invite is held. This will be discussed again going forward for finalizing list.
Email from Ken Thomas regarding financing of the water tanks is discussed. Discussion on payment of interest rate for tank loan in 2019 is outlined. Taking money in 2019 is discussed.
Allocating remaining funds on interest raised 2019 payment to 2020 payment is outlined as an option. Having bidders’ numbers is discussed. Adam requests written confirmation bank can turn around loan if application is finalized in early December. Adam will send comparison information on a 10 year vs 20 year loan; could be up to $250,000.
Adam Leiser makes a motion to send a thank you letter Charlie Krautmann. Kathy Koziell seconds. Motion passed 3-0. Adam Leiser makes a motion to have draft prepared and allow Commissioners to sign out of session. Jay Buckley seconds. Motion passed 3-0.
Discussion on forwarding alarms from SCADA is held; this cannot be done. Discussion on recent water outage on Reinach side is held. SCADA alarms did not go off that morning to alert the water operator. Tom Therrien is scheduled to be here tomorrow for SCADA updates needed.
Little Loop project being done by the DPW off hours is held; doing this during normal work hours is outlined. Freeing up hours for part time employee Tony Eldridge will be done by charging this work to the Warrant Article.
Adding Reinach information to website is discussed. Adam Leiser makes a motion to add the Reinach tank documents to Water Committee page. Jay Buckley seconds. Motion passed 3-0.
Discussion on signing 91-A document by the committee members is held. Adam Leiser makes a motion to distribute to Board of Commissioners for signing by committee members. Kathy Koziell seconds. Motion passed 3-0.
Adam Leiser discusses emails from Larry Leonard. Committee guidelines will be sent.
Discussion on updating employee rights within employee handbook is held.
8. Signature Items
26 Diessbach contact is presented. Adam discusses opening dialogue with persons and working together. Would like to reach out and shake the persons hand. Discussion on enforcement of legal violation of VDOE right of way. This could be done as a Board. Jay outlines that the Board should contact in writing. Mark Graffam outlines that there does not appear to be agreement amongst Board. Kathy Koziell makes a motion to allow Adam to contact 26 Diessbach to address issue. Adam Leiser seconds. Motion passed 2-1 with Jay Buckley against as this should be in writing.
Bob D’Ambra response is reviewed. Adam Leiser makes a motion to sign this letter. Kathy Koziell seconds. Kathy outlines that she saw this person on the beach with his dog. Resident did not like Muddy Beach area. Kathy Koziell informed Mr. D’Ambra of the vote of the Board to have the Environmental Committee evaluate the area for better access. Adam questions authority for this discussion; Board did not grant authority. Statement that discussion was passing on information already voted by Board that exists as a public document. No authority would be needed. Motion failed 0-3 as it is unnecessary to send this letter.
Work Order 1156 is presented. Adam Leiser makes a motion to sign WO 1156 for disconnection of the leaking scenic overlook water hookup. Kathy Koziell seconds. Motion passed 3-0.
Graffam response has already been reviewed.
9. Correspondence
47 Eidelweiss Drive has requested an update on the culverts at the end of the driveway. Adam Leiser discusses inviting residents in for discussion. States that VDOE should repair prior to requesting driveway repairs. Adam Leiser motion letter 47 & 49 Eidelweiss Drive stating that work will be done upon return of grader to correct drainage that will be signed out of session. Kathy Koziell seconds. Motion passed 3-0.
Meta Stahlberg has requested to be included in any discussion on Porridge Shore Beach. Adam discusses meeting at Porridge Shore Beach with Nordel Gagnon and Kevin Ackert. Others were in attendance. Discussion on support for concept of updating the beaches to correct runoff. Adam outlines grading of road on Porridge Shore to keep runoff from entering the pond. Statement that Nordel Gagnon will remove two trees and limb a third tree as well as may be willing to grant an easement for storm water runoff is made by Adam Leiser. Mr Gagnon will complete the tree work in September and will contact his Attorney for drafting of a storm-water runoff easement. Landscape design is needed to move forward with permits from DES. Mark Graffam discusses a perched beach. This holds back all sand from entering the pond. All options will be looked into. Locating a landscape designer is outlined. Adam Leiser makes a motion to ask Mark to look for a designer to assist Environmental Committee in design for Porridge Shore Beach. Kathy Koziell seconds. Jay Buckley moves to amend to place on VDOE website to locate volunteer designer to work with Environmental Committee and Board of Commissioners to work on design for Porridge Shore Beach. Adam Leiser seconds. Motion passed 3-0.
Discussion on water at 31 Interlaken. Ian Hayes has stated that the leak is not at this location but is surfacing there. May be the service line. Jay Buckley makes a motion to contact Ian Hayes today for update on leak and steps of action. Steps to be distributed to Board of Commissioners. Kathy Koziell seconds. Discussion on water surfacing on VDOE property at mouth of driveway. Adam discusses having DPW dig random spots to locate leaks. Use of outside excavation with experience digging near water lines is outlined as process; not DPW. Motion passed 3-0.
10. Scheduled Appearances
11. Public Comment
12. Other Business
The trees on Reinach Place have been removed secondary to discussion with property owner by Adam Leiser.
Committee member agreement is reviewed. Kathy Koziell outlines 91-A document. Can be phrased into a mission statement. Adam Leiser makes a motion to sign the document. Kathy Koziell seconds. Review of document is held. Jay Buckley asks what problem is being solved. Adam Leiser outlines that Jay was to have this completed and it was not done. Jay outlines that 91-A document was developed and agreed to. Jay states that the 91-A document is the guidance to the committee members. Adam responds that two documents were clearly identified on June 10 meeting minutes and this has not been done. Adam outlines issue is committee member violated law by contacting engineer and scheduling a meeting without authority. Adam states should not have happened. Motion passed 2-1 with Jay Buckley against stating that any violation would be of 91-A and that there is no repercussion of violation of this additional document.
Thusis culvert is discussed. Jay Buckley outlines marked up drawing has been completed. Adam outlines not received 12 hours in advance. Jay outlines that meeting between Adam and Mark was not permissible as this meeting was outside the vote of Board to have Jay handle. Water level still needs to go down to see bottom of pipe. Adam outlines confirming that project needs to be done should be done prior to spending tax-payer dollars prior to this confirmation. Concerned that request for release of funds for project not yet confirmed as necessary. Adam discusses getting a camera placed in culvert for confirmation of need. Mark Graffam outlines spotlight available and DPW can look inside culvert. Stating misinformation on bottom of culvert being rotted when this is not actually known is outlined by Mark Graffam. Let the area dry and look inside pipe to evaluate the physical pipe and slope of the pipe. Pipe is flowing. Discussion on drawing; rip rap does exist at outlet of proposed pipe. Kathy Koziell states not part of plan. Jay Buckley outlines this drawing is not final, this was a review for input by Kelly Robitaille. Discussion on obtaining permits from DES is held. Identifying that problem exists is outlined as first step. Establishing that this is a priority is questioned by Mark Graffam. Adam Leiser states that he agreed at Annual Meeting to work with Mark Graffam on necessity of this project. Kathy Koziell outlines stated to wait until August for review so it could be looked at. Adam is looking for confirmation of necessity. Adam would like to see design marked out prior to voting yes on any project.
Culvert will be checked when dry. Jay will work with Kelly for this information.
Mark Graffam questions movement seen by Jay Buckley when Kelly Robitaille had shovel on pipe; Jay was able to move culvert easily. Separation a few feet in seems to exist.
Little Loop is discussed. Adam Leiser discusses drainage in the area and funds for this article could handle additional work on Little Loop. Design has not been finalized. Adam Leiser states he feels he is doing other persons work as well as his own and he is tired of doing this. Jay Buckley outlines he has met with Kelly Robitaille on this and is updating the drawings for submission to DES. Concerns on completing this project are held. Copy of draft drawing will be sent electronically to Kathy Koziell for review. This can be done
Adam Leiser makes a motion to allow Kathy Koziell to discuss Little Loop project as she feels necessary. Kathy Koziell seconds. Discussion on ability of Kathy to request answers from persons she chooses. Motion passed 2-0-1 with Adam Leiser abstaining as it is his property.
Adam Leiser shows a document on his computer for confirmation of a non-public issue to Commissioner Kathy Koziell and Commissioner Jay Buckley. This direct violation of NH RSA 91-A to garner input from the Board for a document that is not available to be seen by others present or anyone watching the video is outlined by Administrator Nancy Cole and resident Mark Graffam. It is also pointed out that the taking of a secret ballot during a public session is also a violation of NH RSA 91-A. Adam Leiser states that he will drop this issue and not discuss during non-public session.
At 1:12 pm Adam Leiser makes a motion to enter non-public session pursuant to RSA 91-A:3, II (a) employment matters. Kathy Koziell seconds. Motion by roll call Adam Leiser yea, Kathy Koziell yea, Jay Buckley yea. Motion passed 3-0.
At 1:23 pm Adam Leiser makes a motion to exit non -public session. Kathy Koziell seconds. Motion passed 3-0.
Adam Leiser makes a motion to seal the minutes of the non-public session. Jay Buckley seconds. Motion passed 3-0.
At 1:24 pm Adam Leiser makes a motion to adjourn. Jay Buckley seconds. Motion passed 3-0.
Respectfully submitted,
Nancy E. Cole
Administrator