2020-10-01 Commissioners Meeting

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday, October 1st, 2020

The Board of Commissioners met at 9:00 am on Thursday, October 1st, 2020. In attendance were Commissioners Jay Buckley, Kathy Koziell, Paula Doyle, and Treasurer Dinah Reiss (by phone). Also, in attendance were Highway Foreman Kelly Robitaille, Water Engineer Ian Hayes (by phone), Donna MacKinnon, and Lynne Baker taking minutes. Resident Gloria Aspinal attended, residents Mark Graffam and David Maudsley entered the meeting at 10:30 am. The meeting was held at the Madison Town Hall but was not filmed. Residents could call into the meeting via conference call.

At 9:07 am Commissioner Jay Buckley calls the meeting to order.   

1. Agenda

Jay Buckley amended the agenda to include driveway permit for 29 Oak Ridge Road.

Jay Buckley made a motion to approve the amended agenda. Kathy Koziell seconds. Motion passed 3-0.

2. DPW Report

Discussion of 29 Oak Ridge Road.

Jay Buckley stated there is an issue with the variance required for 29 Oak Ridge Road as the foundation is 47.9’ from the middle of the road and should be 65’. Any variance allowed would need to be done by the Town of Madison, Board of Appeals.

Kelly Robitaille stated they were doing the roads today at the Reinach tank.

DPW began re-shaping the roads today. This is only the 1st grading, and a 2nd will be required.

Discussion of Dawson grading roads.

Dawson will be required to supply additional gravel to finish project.

Kelly said he will speak to Dawson as Kelly believes there may be a change order for the additional work.

Kelly said the VDOE was the last project of the year for Dawson. Their deadline is November 1st, 2020.

Kelly said Ian is ready to test lines at Rienach tank and that everything is on schedule.

Discussion of Paving.

Chris Albert will have to go to DES with change order and numbers.

Ian Hayes joined discussion and stated he would be doing the pressure test on Monday or Tuesday of next week. He will be drawing the water for the test from the original tank.

Discussion of 9 Reinach Place.

Ian stated he was not aware of any issues with 9 Reinach Place. If there is a problem, Dawson will re-do the water line as he sees no issue with that. Ian will speak to Dawson.

Jay Buckley stated that the service line is already connected to the main.

Discussion of Homeowner request to reclassify Grandval Way from a class 5 to a class 6 road. Homeowner has requested reclarification of road for plowing purposes.

BOC may make this a Warrant Article for annual meeting

Discussion of 8 Eidelweiss Drive.

Ian said that to connect new water hook up to 8 Eidelweiss Drive, he will have to do a complete shut-down. Date to be provided.

Kelly stated that Dawson will do the water line paving for the front end of Edelweiss Drive.

Kathy Koziell stated this would be the owner’s expense.

Discussion of 7 Biasca Place.

Ian Hayes never heard back from the homeowner.

Discussion of fill application agreement for 28 Bern Drive.

Jay Buckley made a motion to approve the fill application agreement for 28 Bern Drive. Kathy Koziell seconds. Motion passed 3-0.

Discussion of pump house.

Kathy Koziell asked Ian for the pump house schematics.

Ian said to ask Chris as they were part of the contract.

Discussion of new plow truck.

Still waiting for parts to come in. Delay is due to Covid-19.

Discussion of fill requests.

Kelly mentioned he has had multiple fill requests from some homeowners. Going forward he said he would do a maximum of one property fill request, and that it would be done as a courtesy as it is not required of DPW.

Discussion of paving budget.

Kelly said the paving budget should be brought up to the full amount allocated.

Paula Doyle asked how much Bryant would require.

Jay Buckley makes a motion to increase the pavement budget from $14,000.00, up to $17,000.00, to pave up to Jungfrau. Kathy Koziell seconds. Motion passed 3-0.

Discussion of Burgdorf Culvert.

Kelly Robitaille stated that the project is starting on October 5th, 2020.

Kathy stated the Burgdorf Culvert is a Warrant Article approved for $13,000.00.

3. Water Report – Ian Hayes

Status for Chocorua tank is complete.

Recent contaminated samples were due to issues with upgrades to the Summit and Chocorua tanks. This is a natural occurrence, and any further samples will be clean.

Discussion of flushing.

Ian will do a flush on the air compressor at Summit after October 12th, 2020, will inform office.

Discussion of Muddy Beach pumphouse.

Ian Hayes states that if there are funds available, pouring a concrete floor would be great idea.

Kathy Koziell said she would contact Norman Garside regarding quote to see if included.

Ian stated the building is not safe for transporting hazardous materials.

Kathy Koziell inquired about raising the tank and adding a grate.

Ian also suggested the Chocorua House and Muddy Beach be addressed due to age.

Jay Buckley requested that Ian provide a list of items to do.

Donna MacKinnon requested Ian come to the office to breakdown line items for budget purposes. Ian said he will stop by.

Discussion of EII.

Jay Buckley asked if there will be 2 new meter readings.

Ian said yes, once Tom finishes programming.

4. Administration

Donna MacKinnon stated she found a difference in dates in the water ordinance.

Donna said the 2nd reimbursement from the state will be in the account tomorrow.

Kathy Koziell confirmed this.

Donna asked about billing for the picnic tables. She was told to send it to the EPOA,

Discussion of Annual Meeting.

Donna has made a request to the Madison Elementary School to allow VDOE to have their annual meeting there on March 6th, 2021.

Donna said the school requires proof of an umbrella insurance policy including Covid-19 precautions, and a $25.00 cleaning fee.

Jay Buckley asked about issues with the voting booths for the Annual meeting, as 2 new ones may be needed: 1 handicap booth, and 2 regular booths.

Donna will reach out to Bob Ingram as to date and time of Annual meeting.

BOC will be there at 7:00 am for set up, voting from 8:00 am to 10:00 am, with deliberative session from 10:00 am to 12:00 pm.

Paula Doyle asked about the numbers from last year’s Annual meeting.

Discussion of VLAP testing.

Jay Buckley stated that the VLAP pond testing results were good.

Donna will send out the results.

Gloria Aspinal requested a copy of the water test results and asked where they test the ponds.

Paula Doyle answered that the list has the locations and that the EPOA does the testing.

Jay Buckley made a motion to approve the minutes of September 24th, and September 29th, 2020. Paula Doyle seconds. Motion passed 3-0.

5. Commissioner’s Reports

Jay Buckley stated the letter for Chris Albert regarding Bryant paving as preferred contractor for the VDOE is so Chris can forward it to DES.

Jay Buckley asked that Kathy upload picture of the new Sheriff’s Tower to the website, stating the service is to be used for the local police, sheriff’s department, and Conway police to help cover dead spots for E911 broadcasts.

Jay Buckley stated there have been problems getting in touch with Michelle Clark regarding DRA reports.

Kathy Koziell questioned if the Village could act if they only received clarification on one question.

Discussion of the memorial plaque - Removal

Donna MacKinnon inquired about sending documents electronically. BOC said to only send them in PDF format due to legal and privacy issues.

Discussion of Andrew Harteveldt suggestion for office and DPW security.

Jay will reach out to Ron for a second opinion.

Discussion of 32 Lakeview Drive - Water hook up application.

6. Accounts Payable

Donna MacKinnon presented the Operating Budget manifest.

Lynne Baker read the individual items to be paid.

Jay Buckley made a motion to approve the Operating Budget manifest in the amount of $9,951.51. Kathy Koziell seconds. Motion passed 3-0.

7. Public Comment

At 10:30 am, the floor was turned over to Mark Graffam and David Maudsley.

David Maudsley said he sent a 91-A request to the office on September 13th, 2020.

Both Donna MacKinnon and Lynne Baker stated the office never received the email request.

Mark Graffam inquired as to how the Water Project loan was being tracked.

Kathy Koziell provided Mark a copy of her tracking spreadsheet.

Kathy Koziell will send a PDF copy of the tracking spreadsheet to the office for distribution.

Mark Graffam asked if the contingency money had been spent.

Kathy Koziell answered no.

Mark Graffam asked if there were photos of the pipe on Aspen

Jay Buckley said that Ian Hayes has photos showing proper installation was done.

Mark Graffam asked why the project had stopped.

Kathy Koziell stated the delay was problems getting a part for the building due to Covid-19.

Kathy Koziell stated the project was not over budget.

Dinah Reiss stated there was need for $108,000.00 to finish tanks. That would leave $33,000.00 in the account.

David Maudsley inquired about the unassigned funds balance.

Mark Graffam suggested the Auditor should have a public meeting with the legislative body. He also stated that he can request all the auditor’s notes as if should be in the contract.

Kathy Koziell and Jay Buckley will do some research on this.

Gloria Espinal stated she was very happy that the BOC meetings are open to the public again.

Jay Buckley made a motion to end Public meeting at 11:12 am and go into Non-Public meeting RSA 91-A:3,II(a). Paula Doyle seconds, Motion passed 3-0.

Meeting Minutes were sealed.

Jay Buckley made a motion to come out of Non-Public meeting RSA 91-A:3,II(a) and enter Non-Public meeting RSA 91-A:3,II(l) at 11:20 am. Kathy Koziell seconds. Motion passed 3-0.

Meeting Minutes were sealed.

Jay Buckley made a motion to come out of Non-Public meeting RSA 91-A:3,II(l) and resume Public meeting at 11:33 am. Kathy Koziell seconds. Motion passed 3-0.

Discussion of 23 Little Loop – Water Service

Discussion of the Ordinances – Changes to be made

Donna MacKinnon will provide the BOC with a list of ordinance changes to be addressed.

Discussion of having an evening Public meeting in November to allow for public comment.

Jay Buckley made a motion to adjourn the meeting at 11:40 am. Paula Doyle seconds.  Motion Passed 3-0.

Respectfully submitted,

Lynne Baker, Administrator