VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Thursday August 26th, 2021
The Board of Commissioners met at 8:30am on Thursday August 26th, 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), Kelly Robitaille (KR), Carrieanne Haight (CH) The meeting was recorded by Madison TV
At 8:30am Commissioner JB calls the meeting to order.
JB makes a motion to enter non-public per RSA 91-A:3,II (a) – employee review, KK 2nds, passes 3-0
Public Meeting re-convenes at 8:50
JB makes a motion to enter non-public per RSA 91-A:3, II (L) – legal, KK 2nds, passes 3-0
Public meeting re-convenes at 9:14am
JB makes a motion to approve the agenda, KK 2nds, passes 3-0
Motion made in non-public to increase Jeff DeMartino’ s pay by 5%
JB makes a motion to approve the minutes of 8/12/2021, typo to change the date from Tuesday to Thursday, KK 2nds, passes 3-0
Discussion on minutes of 8/14/21 public hearing – tabled until next meeting.
JB makes a motion to approve the minutes of 8/19/2021, KK 2nds, passes 3-0
DPW Report
Bryant paving to start Chocorua View week of August 30, notice to be sent out thru MailChimp and website.
Discussion on 18 Bristenstock driveway permit. KK makes a motion to approve the 18 Bristenstock Driveway permit, JB 2nds concerned about the septic being close to the road and possibly water main. Driveway permit is not conditional on septic plan. Passes 3-0. JB had discussion withRob Tardiff (ss) of DES regarding approval of septic designs that are possibly too close to the water mains. MS makes a motion to contact RT asking him to notify the VDOE of any septic applications and to copy the office with the plan. JB 2nds, passes 3-0. Discussion on whether septic design should be part of driveway permit or water hook-up.
Discussion on 8 Eidelweiss, engineered design for driveway runoff is acceptable to KR, the plan requires work to be done on Bern drive to accommodate the property, this was agreed upon during the site visit. KR to provide an estimate of the District work and have the contractor accept and sign that he will be liable for the cost. JB makes a motion to have estimate of work to be done on Bern Drive by DPW sent to J Nyman for signature and acceptance. KK 2nds, passes 3-0
KR discusses the yellow raft at Boulder beach, he pulled to the shore and posted “out of service”, full of water and was sinking. KR to drill a hole to drain.
KR discusses that the water is 4” over the Dam, MS makes a motion to pull a board, no 2nd.
Admin
Property owner asks for waiver of late fee as his mail was not forwarded, JB makes a motion to not waive the late fee for 10 Interlaken, KK 2nds, passes 3-0.
Discussion on NHMA virtual workshops, MS makes a motion of approve $70 for DM and CH to attend virtual Budget workshop. JB 2nds, passes 3-0. JB makes a motion to approve $55 for DM and CH to attend the virtual 91-A workshop., MS 2nds, passes 3-0
DM asks about the office computer upgrades, JB discussed with Ron Sandstrom but he is unavailable he did suggest larger memory backup, Andrew Harteveldt agreed to assist with transferring files and connecting new hardware. JB will finalize the list of products and get them ordered. Motion was made early August to purchase using CRF.
Discussion on outhouses in need of repair, bracket holding the seats are all rusted. JB makes a motion to close the Boulder beach outhouse, KK 2nds, passes 3-0.
KK will look for replacement bases to completely re-do the bases.
JB makes a motion to send letter to Town of Madison asking for clarification on that status of 49 Adelboden Way. Kk 2nds. Lot was merged with 105 acre lot outside of the Eidelweiss District. Discussion on impact to Eidelweiss, JB asks Mike Brooks to appear from Town of Madison to clarify, MB states that this is something that should be addressed by Linda Shackford – Town Administrator. MS makes a motion to contact the District attorney regarding this issue, No 2nd. Motion passes 2-1-0
JB makes a motion to approve payroll in the amount of $7757.96, KK 2nds, passes 3-0
JB discusses the quote from Tricky Tree regarding clearing of brush over the water mains on Rigi and Reinach Cross Country and summit on Oak Hill. JB makes a motion to accept the quote and spend up to $3500 for the clearing of brush at the summit, Rigi water main and the Reinach cross county main. KK 2nds, MS questions the comments from last week stating that a portion of the cross county water main was on private property located at 9 Reinach. DR located a binder with documentation from the original project. JB states that it was Dawson’s Construction’s surveyor that determined where the water main was while siting the placement of the Reinach pump house. JB will look for the as builds within the binder. Motion passes 3-0
MS makes a motion to send letters to the applicants for the Administrator position – thank them. JB 2nds, passes 3-0
MS discusses a document he found online from NHMA describing the duties of commissioners and states that a single commissioner cannot make calls without prior approval. JB askes that he send the document to the office.
MS states he will not attend Thursday meetings, MS makes a motion to change the next meetings to 8/31 and 9/14, JB 2nd, JB can attend on 9/14 but not 8/31. JB amends motion to change the schedule for next meeting to 9/14. KK 2nds, passes 3-0 Amended motion passes 3-0.
MS leaved the meeting at 11:04
JB discusses the damage to the cabana building roof – KR will take a look and repair if possible. JB discusses the Upper Lakeview PRV pits and the letter from DES stating that proposed work is still within scope for the project and that we can contract directly with Dubois and King. JB makes a motion to withdraw Contract #7 with J&B in the amount of $3800. KK 2nds, passes 2-0. JB makes a motion to approve the contract with D&K in amount of $7670 for the Upper Lakeview PRV’s, KK 2nds, passes 2-0
JB discusses RFP for the asset management grant and the engineering/consulting firms from the DES website that have done asset management. There are 5 choices that have done work in the area and with towns of similar size. JB considers sending this out to public bid, KK states that there are more than enough pre-qualified contractors on the list. JB makes a motion to send the RFP for the Asset Management project to 5 of the contractors selected by JB, KK 2nds, passes 2-0. JB asks about the 91-A request from A Leiser, DM states that it is overdue and will do her best with her limited hours and training of new an employee to fulfill this coming week. JB discusses email from Doug Prescott regarding public memorials, office to respond thanking him for this input but at this time we will not be pursuing a public memorial policy.
KK asks about heat for the office, JB will drop off baseboard units, KK will contact electrician Chip Johnston to provide quote for DPW bathroom heat, electrical outlet for new heater and installation of office heat.
JB makes a motion to approve a manifest check for Dawsons in amount of $67,528.30 and check for Health Trust both to be signed out of session. KK 2nds, passes 2-0.
JB discusses that Chris Bolt, our attorney, is representing the Madison ZBA and he reached out asking if the BOC felt this was a conflict. We felt there was none.
JB makes a motion to adjourn at 11:36, KK 2nds, passes 2-0
Respectfully submitted,
Kathy Koziell, Commissioner