VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
October 10, 2019
The Board of Commissioners met at 9:00 am on Thursday, October 10, 2019. In attendance were Commissioners Adam Leiser, Jay Buckley and Kathy Koziell. The meeting was filmed for Madison TV. Dorothy Wondolowski and Dinah Reiss also attended.
At 9:05am Commissioner Adam Leiser calls the meeting to order.
1. Agenda – No agenda
2. Highway Department Report - Shimming is done but doesn’t go as far as hoped. Paved roads are in bad shape. Jay has been riding along to see what DPW is doing. Jay adds that shimming is only to preserve one extra year. It protects drivers, workers and equipment. Jay and Kelly to discuss this year’s budget next week. Trees are marked on Little Loop if project gets expanded. Road should be 18-20 feet wide. Jay meeting with Barry’s trees today at 3pm. Adam asks if a second bidder will be requested. Jay has not yet called anyone for a second quote. Kelly recommends trees at Thusis cut now. Adam agrees with Kelly. Kathy outlines that the cost for fixing the grader was roughly $23,000. Discussion ensues about marking additional trees that need to be removed. 550 is making some bad sounds. Transmission sounds bad. Starting Upper Lakeview today. Basins/header being ordered today for Little Loop and Thusis. Little Loop project to start in three weeks. Project can be done in the snow. Potholes on Little Loop will be filled. That road is not typically crowned. This is the worst road in the district.
Adam motion – second Jay – to approve driveway permits at 5 Geneva and 17 Grison. Vote yes 3-0.
Adam asks Jay to fulfill driveway permit information (date and permit number missing). Jay says he will do that. Jay will bring completed permits to the next meeting so BOC can see this has been done.
Brine to be used. It is used by Kelly’s discretion on cold weather storms (below 20 degrees). DPW doesn’t use a lot of it. Rock salt can’t be used on very cold days. Last year we used 450 gallons but we would have used more except that we lacked the truck to do it. It can be used only on paved roads.
Adam discusses St. Moritz work and asks if property owner emailed the office as instructed. Jay reports no email has come in yet. Adam asks about road information and Jay says he’s going to need some time to find files. DPW to drop excess fill for Diessbach property owner in the next few weeks. Property owner does not need to be contacted. Adam says that meeting needs to be summarized in writing. Jay says he will do it. This to be done by the next meeting. Question still exists about the driveway permit at that location.
550 passed inspection.
5500 is ready to go.
Intent will be to use the 550 early season only.
CDL required to drive big truck.
Grader can plow hills only if the ground is frozen.
No part-timers have applied.
Adam motion – second Jay – Repost part-time plow truck driver wanted. – Vote yes 3-0
Kathy wants to have Kelly review grader repair invoices. Kelly says he can do it. Adam thinks this is a good idea. Jay asks about getting some of the grader bill discounted because of long delays. Michael Oullette in sales is the person Kelly spoke with about this. Kelly recommends a BOC member follow up.
Jay motion to draft a letter to Chadwick. Kathy second – Adam objects because we should talk. Kathy says let Jay and Kelly decide the best way to precede. Kathy amends the motion to allow Jay to speak with and write a letter as Kelly and Jay determine. Second – Jay. The letter would be a summary of the conversation. Vote yes 3-0.
Jay passes a letter from John Rocharz to Kelly regarding Schyz culvert. Kathy says that Tom Wondolowski stopped at the office a while back to discuss 30 Oak Ridge. Jay reports that 32 Oak Ridge may be contributing to the problem. Dorothy adds that the upper property has been doing a lot of work and the ditch between properties has filled in. Kelly will take a look to recommend a solution. Question arises about 8/10 Jungfrau address. Jay to report next week. Kelly thanks Jay for his work in the office the last week.
3. Water – Discussion about Larry Leonard’s email about the water tank bid. Adam asks when water committee is meeting next. Answer 11/7. Adam suggests meeting earlier and making a recommendation to the BOC. Jay suggests that Larry’s questions are good but not very relevant. Adam suggests having a meeting prior to 11/7.
4. Administration – Kathy reports we can’t get into the office email address except from the laptop. Adam asks if Donna is doing office email and the answer is “no”. Donna’s time restraints are an obstacle. Retirement payment to NHRS is being worked on but isn’t simple.
Dinah to give the bulletin board keys to Jay. Jay to email the BOC where he puts the bulletin board keys. Adam highlights the importance of creating systems so that this never happens again.
5. Accounts Payable – 17 checks totaling $20,928.04.Adam asks if this was triple checked. Kathy says it was. Adam motion to sign – Kathy second – vote 3-0
Adam asks about Modern Pest – Kathy to investigate
Kathy working on posting in quickbooks to the correct accounts.
Adam highlights the need to have actual historical DPW budgeting information. Dinah adds that the DPW had never been asked to do this.
Adam motion – second Jay – Bill for Todd’s Automotive be paid from Highway Equipment Repair CRF. Vote 3-0
Kathy motion – second Jay – Pay $17,000 of bill to Chadwick from Highway Equipment CRF.
Vote 3-0
Kathy motion – second Jay – Pay balance of bill to Chadwick from operating budget. Vote 3-0
6. Minutes –
Adam motion to approve minutes of October 3 – no second – Jay hadn’t read them.
Adam suggests going to the NHMA for clarification. Dorothy thinks the draft minutes become “edited” or amended at a subsequent meeting.
Adam motion – The office contact NHMA for a written clarification of minutes being changed draft vs. approved – second Kathy – Vote 3-0 Kathy will do this.
7. Commissioners Reports
Kathy reports we spent a lot of time to get into the office and figure things out. Kathy thanks Jay. Discussion ensues on Libby Computer Services coming to our office. Jay to create a process so that a password system is in place by the next meeting. Jay is suggesting “cloud based”.
Quickbooks has been accessed.
Discussion about PRV on Upper Lakeview.
Discussion about Thorne surveys on Oak Ridge.
Possible buyer of 34 Interlaken Rd contacted the office regarding water.
Dinah thinks we should not skip a step about water hookups
Jones and Beech were contacted and they can do evaluations on water.
Discussion ensues about changing the water ordinance regarding water hookups and the need to always send water hookup to engineer.
$63 saved on electric this month
Dan Gaudette email sent commending the BOC for the 9/28 meeting.
10 Lucerne Drive discussion on property donation to District.
Adam to contact Gloria regarding memorial conversation
Memorial discussion to occur on 10/17.
Adam is looking into possible grants for environmental and paving. Dominos does potholes for Pizza. Jay will follow with Fire Chief on Dam policy. We do need to have fall drawn down. Where is the recommended low level to allow for adequate hydrant use during the winter.
Discuss committee member not willing to sign policy agreement. Member didn’t want to be treated like children. Policy was adopted by commissioners. Audience members from Sept ** agreed on the purpose and need for signature. Jay stated that he didn’t vote in favor of this. Jay feels that the individual Paula Doyle has contributed in a number of ways including website updates.
Dinah states that we need to follow the voted upon policy. Jay feels it’s unnecessary to have it signed when person is doing things any way.
Motion made by Adam to remove Paula Doyle from environmental committee. Kathy Koziell seconds, vote 2-1
Adam took feedback for Sept 28th meeting regarding interest at 3 ½% and 4% for Tank financing options
3 ½ % 10 vs 20 is $180K in additional interest
3 ½% 20 year $60,600 annual payment P&I $1,212,000
10year $103,200 annual P&I $1,032,000
Take away was we did a poor job explaining what happens after the 10 years is that this will allow us to continue with pipe replacement years 11-20 of 2 to 2½ miles.
Looked at plan over the next 80 years to substantiate 10-year funding.
Water Pipe line 8.8 million, 4.8 million in trucks, 10 million road repairs,1 million in water tanks
Nothing to do with operating expenses. Total is 24.6 million. Divide $24,600/80 years = 307,500/year with no bonds/no interest.
Using 80 years as it’s the average life of the tanks. Additional discussion on tank funding 10 vs 20.
Typically interest on 10year loans is a bit lower that 20year loan.
Adam talked with Fire Chief recommended that Reinarc tanks can be filled with water for fire suppression. Jay to discuss with Fire Chief.
Are water work orders being used and completed? Yes, but just said “done” – need details and pictures and a protocol.
Adam sent out thank you from BOC for offer of rocks from contractor.
Environmental committee meeting looking at process for weekly beach testing. Doesn’t outline
pocess if failed test. Is there a re-test that week if failure? Committee will double check.
Warrant article for beach testing was agreed as good idea.
VLAP – phosphorus up 80% in 5 years. Larry L. asked if same results in Northern NH.
Big Pea is down or same. Could be storm water runoff from Eidelweiss, Little Shore & Middle Shore. Jay mentions no retention ponds to capture sediment. Adam mentioned that Communication committee work with environmental to get the message out about how to mitigate. Need a communication piece and presentation possible.
Committee recommended a warrant article for $10,000 for beach perching design and permits to mitigate storm water management and erosion. Permit is goods for 5 years. This should be coordinated with Thusis beach culvert work.
Possible EPOA event to have a sand castle event to have kids bring sand from water and return to land for castle building. This was suggested by Peter Copperdock.
Outhouses discussion about just filling vs removing contents and braking the bottom for liquids. Larry Leonard will send supporting documentation.
Paula was doing stormwater management and has had no success contacting the individual.
Possibly we owe UNH monies for this project. Will check in QB for possible payment.
Jay questions closing the lodge for winter. Kathy will contact Whitelaw plumbing.
December 7th scheduled for next state of the district presentation.
Motion to go into non-public RSA 91a:3,II (a) employment matters. Jay Buckley 2nds vote 3-0
8. Signature Items
9. Correspondence
10. Scheduled Appearances
11. Public Comment
12. Other Business
Public session resumed :
Motion from non-public:
Jay makes a motion to adjourn at 2pm, Kathy seconds. All in favor.