VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Thursday August 12th, 2021
The Board of Commissioners met at 9am on Thursday August 12th 2021.
In attendance for the public meeting are Commissioners Kathy Koziell (KK), Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Administrator Donna MacKinnon (DM), Dinah Reiss (DR). Ian Hays (IH) Water Operator joins at 9:30am The meeting was recorded by Madison TV
At 9am Commissioner JB calls the meeting to order. JB makes a motion to approve the agenda, MS 2nds, passes 3-0
JB makes a motion to enter non-public at 9:00am per RSA 91-A3:II (b) Employee Hiring
Re-convene public meeting at 9:05 Motion was made to Seal the minutes. JB makes a motion to unseal the minutes once the applicant accepts the position, MS 2nds, passes 3-0
DM explains that the annual meeting minutes needed to be amended and approved as the lot number in Article #13 was typed as F89 instead of F98. KK makes a motion to amend the 2021 Annual Meeting Minutes to reflect the lot # change from F89 to F98. JB 2nds, passes 2-0-1
JB makes a motion to approve the minutes of 7/29.21, KK 2nds, passes 2-1. JB makes a motion to approve the Non-Public of 7/29. MS 2nds, passes 2-0-1
KK makes a motion to approve the minutes of 8/3, JB 2nds, passes 2-1-0
JB discusses the white spray paint on Eidelweiss Dr. Determined that it was not the DPW.
JB discusses the water hook-up applications that have been received after 8/1/2021. Habitat for Humanity request can wait until next year MS makes a motion to accept the 18 Bristenstock application, Kk 2nds, JB questions weather or not we can accept after 8/1 per the ordinance “the ordinance doesn’t mention whether the commissioners can or cannot waive the date”. Motion passes 2-1
JB discusses the hook-up for 5 Grandval Way – still need septic design and certified plot plan, MS makes a motion that if septic design and certified plot plan are not received by Sept 1 hook-up check will be returned for 5 Grandval Way. JB 2nds, passes 2-1-0. MS makes a motion that if septic design and certified plot plan are not received by Sept 1 hook-up check will be returned for 17 Jungfrau (Habitat for Humanity property). JB 2nds, passes 2-1-0
ADMIN
DM reads the email from resident asking to have the $100 late fee waived and states she will pay the $50. MS makes a motion to waive the $100, No 2nd.
DM states that 6 residents paid their late water bill and fees. 2 certified letters came back with forwarding addresses.
JB makes a motion to approve the manifest for $21,301.59, KK 2nds, passes 3-0 DR asks if we can complete the bank signature cards while all 3 commissioners are present.
Discussion on the Neighborhood Energy contract, MS states that we would get a better rate if we committed for 3 years, MS makes a motion to create a Warrant Article as it’s a 3 year commitment. JB 2nds, passes 3-0. JB discussion on Saturday nights public hearing, MS suggests making 15 sets of documents.
JB discussed 29 Grachen Rd survey, Ron Briggs is available Monday for a site visit. KK suggests 9:00am, JB can make it, MS doesn’t know why we need all 3 present.
“JB states that he wants to have all 3 commissioners present to review the same information at the same time with the surveyor” . Will be posted for 9:am once confirmed with Ron Briggs.
Discussion on 8 Eidelweiss Drive culvert issue (on Bern Drive), contractor and his engineer (Burr Phillips) meet with Kelly to discuss options for a remediation. Burr Phillips will submit a proposal but asks for an extension until 8/24 before fines are levied. JB makes the motion to waive the daily charge until 8/24, KK 2nds, passes 2-1.
JB discusses rocks that were dumped onto Bristenstock by property owner at 42 Bristenstock. He signed for certified letter giving him until the end of July to remove them. Discussion on what we can legally do with these rocks, haul them away, dump them on his property etc. JB makes a motion to contact Attorney Bolt regarding what actions we can take. KK 2nds, passes 2-1
JB discusses the issues with the 105 acre lot in Madison that abuts Eidelweiss which includes a merged lot taken from Eidelweiss on Adelboden. There is also a ROW on Aspen that was deeded in 1979. The Town of Madison needs to address the taking of the lot out of the Village District of Eidelweiss zone incorrectly. MS makes a motion to contact the District’s attorney regarding this issue. No 2nd. The Madison planning board also brought up the concern of a possible subdivision. JB states that as this was done by Madison it’s “on them” to correct it.
Ian Hayes
IA discusses low pressure at 22 Bristenstock and consensus is that the home PRV was set too low and that the sediment was not the issue. Homeowner is to be billed for Ian’s time.
KK states that 4 more keyed alike locks have been ordered. IH will order chem pump re-built kits, Spare pump from DPW well is approx. $6000. Chem room safety sink is $3000 plus installation. MS makes a motion to allocate up to $3300 for Chem room sink, JB 2nds, passes 3-0. Discussion on moving the chem tank to a larger containment area so its safer to work on and around. MS makes a motion to allocate up to $1500 to move the Chem tank, JB 2nds passes 3-0.
MS leaves at 10:40
19 E Bergamo Water Hook-up Complete, 13 E Bergamo started digging and hit ledge, based on #19 could be hard packed rock not ledge so will bring in larger equip next week.
JB discusses the DES 25’ set-back from septic system and pressurized water line (main, service link, service line). Discussion on benefit of having the water lines/links sleeved regardless of distance from septic systems, requirement would change to 10’ if line is sleeved. Water Operator can refuse water hook-up if the septic system is determined to be too close.
JB makes a motion to accept Contract #7 from Jones & Beach in amount of $3800, KK 2nds,for the Upper Lakeview PRV pit(s) to provide GPS/lidar mapping, incorporate Dubois/King recommendation, create bid package, tabulate bids, select a contractor. This will come from the contingency fund as scope has increased since initial bid. Passes 2-0.
Ian discusses value of having Isolation valve clusters at intersections. JB states that towns and cities are getting ARRA funding and that Village District may apply thru the County for available funds. Ian will create a proposal with number of valves and costs and JB will include some of he alternative adds from the Reinach tank proposal.
Discussion on the Dawson payment rec with substantial completion of work certificate. This is to be tabled until next week.
Jones and Beach submitted a $2000 increase for Contract #6 (O&M Manual and Oversight). JB will contact J&B for clarification
JB makes a motion to approve the RFP for asset management grant. KK 2nds, JB states giving 2 weeks for applicant response, KK amends to change to 3 weeks, JB 2nds amendment, passes 2-0, Amended motion passes 2-0.
Discussion on Dubois & King proposal for engineering of Upper Lakeview PRV pit(s) - tabled for next week.
KK will be unavailable for the Sept 2nd, 9th, and 16th. Commissioners’ meetings.
JB makes a motion to adjourn at 11:45, KK 2nds, passes 2-0
Respectfully submitted,
Kathy Koziell, Commissioner
Comments in red are amendments to the minutes dated 8/19