VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday May 6, 2021

The Board of Commissioners met by phone at 9:00 am on Thursday May 6, 2021.

In attendance for the full public meeting were Commissioners Jay Buckley (JB), Kathy Koziell (KK) and Paula Doyle (PD), Administrator Donna MacKinnon (DM), and Treasurer Dinah Reiss (DR).  The meeting was recorded (audio).                             

At 9:00 am Commissioner JB calls the meeting to order.  

JB made a motion to approve the agenda.  PD seconded.  Motion passed 3-0.

JB made a motion to approve the minutes from the Commissioners public meeting on 4/29/21 and for the non-public meeting on 4/29/21.  KK seconded.  Motion passed 3-0.

ADMINISTRATION

No DPW report.

Water Report – JB reported that Ian Hayes asked to postpone his monthly appearance until next week.

Water Hookups – 11 Blinden submitted 8/4/2020 was approved then and installation was done.  Now need final hookup.  Ian Hayes was notified this week.  9 Reinach Place have to change out the water main first.  JB discussed with Ian Hayes – Chris Albert had said that 2” main would be okay but Ian told him it has to be 4” per our system spec.

JB reported that he spoke to Sally Hesse who was connected to main and now had a little less pressure.  JB told her that would be the case but also that pumps have not been turned on yet.  Further discussion on need to send notification to 19 homes affected.  JB to re-draft letter based on letter sent previously.

JB discussed change order done on Adelboden that was requested in 91-A from Mark Graffam this week.  JB reported this change was done on the fly while he was on sight and pipe was extended that day and change will be reflected ‘as built’ and we have not been billed for it yet. 

Discussion on 91A request from Bruce Jordan for susceptibility rating for 2 wells.   JB stated that this might be contained in info from DES and that he would work on digging this up and discussing with Mr. Jordan.

Discussion on question from Doug Prescott for water test availability at his property which would not be available that specifically.  He should be provided with CCR report.

Discussion on volunteer form with recall from KK that there was a simple 1 page form that was used for the mailbox project.  DM to search for it with assistance from PD.

Discussion on final 2021 budget and warrant.  Need to request approval and feedback from DRA via portal.  KK updated and submitted and will review throughout day for feedback.  PD to update powerpoint and word doc with any changes and distribute. 

Discussion on water bills – DM sending out late fees this week with $30,800 total not paid yet with a $50 late fee now due.

JB made a motion to approve the accounts payable manifest with 1 check for New Hampshire Retirement  for $6,672.62.   KK seconded.    Motion passed 3-0.

JB made a motion to approve and sign the transfer form for $32,000 from the operating fund to the Water Extension Fund CRF.  PD seconded.  Motion passed 3-0.

COMMISSIONER REPORTS

-JB raised request from Bob Boyd/Madison code enforcement on what type of vegetation Commissioners would like at 8 Grandval Way to re-establish 35’ buffer.  He suggested White Birch, White Pine and Silver or Black Fir.   KK and PD agreed.  JB to convey this information to Bob Boyd.

-JB asked if any response from Primex on indemnification requested in drafted agreement from Wright & Pierce.  None yet.  PD asked DM to find re-send original request to Primex this week.

-JB re-addressed 7 Biasca Driveway application with KK and Kelly Robitaille to check distance.  KK to work with KR on this.

-JB asked about discussion last week to ask 13 Little Shore owner to replace service line with district replacing service link and how do we handle these situations.  Discussion that this is not currently in ordinance and would have to be updated in order to mandate a change.

-JB is gathering information on the costs to maintain lodge and any upcoming repairs required to have for anticipated questions at annual meeting on lodge warrant article.

-JB raised ongoing problems with office phones suggesting that we allow Ron Sandstrom who had told him he would volunteer to run some tests with recommendations for hardware and software.   PD suggested that JB include Andrew Hartveldt to join this meeting with JB and Ron in order to coordinate and gain agreement on next steps.  All agreed and JB will contact Ron and Andrew to coordinate a meeting.

-DM reported the water flushing will take place w/o 5/17.  She found an old flyer and will update it and send to KK for posting on the website.

-DM asked about beach restroom cleaning for 2021.  Commissioners agreed that restrooms should be open Memorial Day weekend and asked DM to contact Gina Paolo to inquire if she will be available to clean this summer.

-KK has not heard back from Nick Skegell at Fluet Engineering about hydraulic modeling.  Will reach out again this week.   This is to test 13 and 19 East Bergamo and to add 29 Oak Ridge and 8 Grandval.

-JB made a motion to approve water hookup application for 51 Oak Ridge. KK seconded.  Motion passed 3-0.

-PD reported that she picked up kayak rack signs this week and dropped off at office for DPW to install.  Still working on beach signs for 2021.

-PD reported on discussion she had last week with John Cooley from the Loon Conservation Committee.  He inquired as to status of our dam management policy.  PD reported that she did extensive research and review of what had occurred over last 2 years about this policy and determined that after much discussion and drafting, a policy was presented and discussed in a public hearing in February of 2020 and that this one was revised and approved by the BOC later that month but was not posted to website.  Discussion on the micro management that this policy would require and agreement that this should be revised to simplify.  Agreement to take this up after the annual meeting this year.

CORRESPONDENCE

-Voicemail from 10 Porridge Shore discussed.    Agreement that an on-site meeting would be ideal with a Commissioner, the DPW and property owner to agree on a fair solution.  DM to contact property owner to set-up.  

-Discussion on e-mail sent week prior form Erin LaPlante about water quality at her property.  Discussion on why this had or was occurring.  DM to contact her to find out if still a problem.

-Discussion on email from Mark Graffam about hydrant.  JB reported it will not be moved.

PUBLIC COMMENT

DR asked about the new tank servicing homes and JB clarified situation.

NON-PUBLIC MEETING

JB makes a motion at 11:00 AM to go into Non-Public for RSA 91-A:3, II (l).  PD seconded.  Motion Passed 3-0.

KK makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (l) and return to Public meeting at 11:22 AM.  JB seconded.  Motion Passed 3-0.

The minutes from the non-public meeting were sealed.

District website was discussed with KK not sure why calendar on homepage not updating.  PD agreed to look at this and try to update today.

ADJOURNMENT

JB makes a motion to adjourn the Public Meeting at 11:24 AM.  KK seconded.  Motion Passed 3-0.

Respectfully submitted,

Paula Doyle, Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Friday April 23, 2021

The Board of Commissioners met by phone at 9:00 am on Friday April 23, 2021.

In attendance for the meeting were Commissioners Jay Buckley (JB), Kathy Koziell (KK) and Paula Doyle (PD).  The meeting was recorded (audio).                             

At 9:03 am Commissioner JB calls the meeting to order with Commissioner PD in attendance.   Commissioner KK joined the meeting at 9:07 am.

JB reported that there was no formal agenda to approve as the primary purpose of the meeting is to discuss Public Budget Hearing held last night.  Other business may also be discussed as necessary.

PUBLIC HEARING REVIEW

Discussion on comments and questions that were raised.  No revisions suggested to the budget or warrant articles.   Discussion on email received this morning with appreciation and request to add item to agenda for next week.   Will finalize budget and warrant articles pending any additional feedback from public in next week.

ADDITIONAL BUSINESS
Discussion continued on request from Doug Prescott in earlier mentioned email to add item to agenda next week to discuss where he can pile brush and leaves.   He has marked an area for Commissioners and Kelly to review to insure distance from abutting lot.

Discussion on water hook-ups at 51 Oak Ridge and 13 East Bergamo as follow-up on discussion in yesterday’s Commissioners Meeting.  Ian Hayes contacted office that he was not comfortable giving confirmation on pressure for these locations.   

KK made a motion to forward these sites to Nick Skegell at Fluet Engineering to run hydro testing within model.  PD seconded.   Discussion around Oak Ridge and good pressure in that zone.  Motion amended to only send 13 East Bergamo.  Amended Motion passed 3-0.

Further discussion on whether the model is updated when new sites are added to the system.  KK to call Nick Skegell to ask and discuss this in more detail and report back at next Commissioners Meeting.  JB asked that she also ask him about addition of new water mains near Habitat House that were installed a few years ago.

Discussion on next steps for 2021 budget and warrant articles.  After any additional feedback and discussion we will enter into DRA portal which will create draft for posting. 

ADJOURNMENT

JB makes a motion to adjourn the Public Meeting at 9:42 AM.  PD seconded.  Motion Passed 3-0.

Respectfully submitted,

Paula Doyle

Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Virtual Public Budget Hearing

Thursday April 22, 2021

The Board of Commissioners held a virtual (via Microsoft Teams) public hearing on the 2021 budget at 7:00 pm on April 22, 2021.  In attendance were Commissioners Jay Buckley (JB), Kathy Koziell (KK) and Paula Doyle (PD) and Administrator Donna MacKinnon (DM).   Public attendees were Doug Prescott, Kevin Flynn, Jennifer & Greyson Merrill, Terri Hill, Sherri McComish and Dorothy Wondolowski.

The meeting was recorded (video) and will be available for viewing on Madison TV.                             

At 7:09 pm Commissioner JB calls the hearing to order and described how it would work with attendees being digitally muted during Commissioner’s presentation and then opening for questions and comments afterwards.   Public calling in with audio only would be verbally asked for any comments and questions.  Those on video would be able to digitally ‘raise their hand’ if they have comments or questions.

After some technical difficulties with projecting the presentation were resolved, the Commissioners presented a powerpoint presentation which included a review of the Reinach Tank project, details on the 2021 proposed operating and water budgets and a review of the proposed warrant articles. 

PUBLIC COMMENTS AND QUESTIONS

Doug Prescott (DP) asked about Property and Liability Insurance and asked if BOC have ever considered a D&O policy and/or an Umbrella policy.  KK discussed the policy we have with Primex that is specifically designed for municipalities.  DP also asked how our vehicles are covered which was answered that these are included in the Primex policy.  DP suggested that we might want to consider an umbrella policy in the future.

DP asked why the Reinach Tank payments for 2021 are in the operations budget vs the water budget.  The Commissioners explained that this was a specific warrant article and lengthy discussion the year that the project was approved by the voters with the rationale having been to have property owners proportionally fund based on their property value via taxes versus equally distributing funding via the water bill.

DP asked if the Tools & Equipment line in the budget might be too low in light of the explanation provided by KK during the presentation and the actual numbers in 2020.  Question was answered that the DPW had recently replaced several old tools and that after consultation with DPW, believe that the number for 2021 is adequate.

Jennifer Merrill (JM) asked about the funding of the Highway Equipment Capital Reserve Fund and why we are not directly funding it partially with the proceeds from the sale of the truck in 2021 that we mentioned in the presentation as being added to the Unassigned Fund Balance.   She and Greyson Merrill (GM) suggested concern based on prior actions and statements from the BOC about funding reserve funds.  BOC explained that the placement of the truck proceeds needed to flow to the Unassigned Fund Balance by law and then we are proposing that we take funds from the Unassigned Fund Balance to fund the Highway Equipment Capital Reserve Fund.  After explaining in more detail, JM and GM agreed that they were clear on this issue.

JM asked about a warrant article passed in 2020 for $5,000 to repave Eidelweiss Drive.  JB explained that this was originally a higher warrant article proposed in 2020 for repaving but which was amended to the lower amount of $5000 and passed to do some work on the road but not a full repaving which would be put off until future.  This work was not done in 2020 but we did encumber the $5K funds and will be able to spend on this project in 2021.

ADJOURNMENT

JB makes a motion to adjourn the Public Hearing at approximately 8:45PM.  KK seconded.  Motion Passed 3-0.

Respectfully submitted,

Paula Doyle

Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday April 22, 2021

The Board of Commissioners met by phone at 9:00 am on Thursday April 22, 2021.

In attendance for the full meeting were Commissioners Jay Buckley (JB), Kathy Koziell (KK) and Paula Doyle (PD), Administrator Donna MacKinnon (DM) and Treasurer Dinah Reiss (DR). The meeting was recorded (audio).                             

At 9:01 am Commissioner JB calls the meeting to order.  

JB made a motion to approve the agenda.  KK seconded.   Motion passed 3-0.

JB made a motion to approve the minutes from the Commissioners meetings on 4/12/21 and 4/15/21.  KK seconded.  Motion passed 3-0.

DPW

No report.  Kelly Robitaille on vacation.

ADMINISTRATION

Madison TV will post a recording of our public budget hearing tonight.  They will also be able to have someone record the annual meeting on 5/22.  DM to provide final confirmation on 5/22 with Noreen Downs.

Agreement that May Commissioner meetings will occur on Thursdays at 9AM (May 6/13/20/27). 

Water flushing to occur 5/17-21.  DM to post on bulletin boards.  KK to post on website homepage.

OLD BUSINESS- None

Auditer to be in office on Wednesday this week.

JB makes a motion to approve payroll manifest of 8 checks totaling $7,583.65.  KK seconded.  Motion passed 3-0.    Includes monthly checks for Commissioners and Treasurer.

Discussion on drafted letter to 10 Porridge Shore discussed last week.  KK suggests 2 changes – 1^st: change ‘immediate action’ to ‘by May 31^st’ and 2^nd: change ‘force’ to ‘require’.  PD and JB agreed.  Make changes and sign today.

COMMISSIONER REPORTS
JB sending email to homeowner about rocks on Bristenstock.

JB made contact with another firm to discuss asset management project.  Planning to convene a water committee project in next 2 weeks.

JB inquired about status of 91A requests.  PD completed one and other should be complete today.

PD inquired about Madison Hazard Mitigation Plan email.  JB explained this is continuation of pre-covid project.  He will continue to participate for VDOE. 

PD explained that call with Chris Boldt which was approved last week was not necessary and instead had a call with Steve Buckley of NHMA about 91A and email requests.  He advised that less use of email would be prudent.   Also that any email going through office is a public record.  Finally advised that given district’s limited resources, we could allocate a specific amount of time each week to answering 91A requests and let people who makes requests know how long we anticipate taking to fill their requests based on this allocation.   Further discussion on 91A among Commissioners and Administrator.

JB inquired about Primex response on On-Call Agreement with Wright & Pierce indemnification issue.  DM to check and follow-up. 

JB asked about water hook-up applications discussed last week at 51 Oak Ridge and 13 East Bergamo and status of having Fluet Engineering to hydro tests.  After discussion on how process has and could work, agreement that DM should send email to Ian Hayes to inquire if he thinks we need to do hydro tests on these properties.

CORRESPONDENCE

JB inquired about notifying Sharon Monroe and Adam Leiser who are responsible for maintaining Little Library about bags of books.  DM has not done yet but will do so today.

Discussion on email from Phil White email RE: 2 Reinach Place and condition of roads.  Agreement to respond with email that roads will be brought to original condition pre-project once the work is done on the tank.

JB reported that he spoke to Ian Hayes who has completed his work on site at pump house.  Ian told him that Eversource will be working with Tom on completing electric.  JB also to contact Jake Dawson this week on work project status.

OTHER BUSINESS

Discussion on public hearing scheduled for 7:00 PM tonight on Microsoft Teams.  PD will take minutes.  KK will be in office and share screen for powerpoint presentation.  Will present as follows:

Jay- Pages 1-2, 14-20, 25-26

Kathy -Pages 3-6, 9-11, 21-24 

Paula -Pages 7-8, 12-13, 27-28 

PUBLIC COMMENT

DR asked about some details for pubic hearing tonight.

NON PUBLIC MEETING

JB makes a motion at 10:40 AM to go into Non-Public for RSA 91-A:3, II (a).  PD seconded.  Motion Passed 3-0.

JB makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (a) and return to Public meeting at 11:04 AM.  PD seconded.  Motion Passed 3-0.

PD to contact candidate for interview at district office on Thursday 4/29 at 11:00 AM.

ADJOURNMENT

JB makes a motion to adjourn the Public Meeting at 11:04 AM.  PD seconded.  Motion Passed 3-0.

Respectfully submitted,

Paula Doyle

Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday April 15, 2021

The Board of Commissioners met by phone at 9:00 am on Thursday April 15, 2021.

In attendance for the full meeting were Commissioners Jay Buckley (JB) and Paula Doyle (PD), Administrator Donna MacKinnon (DM) and Treasurer Dinah Reiss (DR). Kelly Robitaille (KR), Commissioner Kathy Koziell (KK), property owner Kathleen O’Keefe (KO) and Septic planner Mark McConkey (MM) attended part of the meeting. The meeting was recorded (audio).                              

At 9:00 am Commissioner JB calls the meeting to order.  

JB made a motion to approve the agenda.  PD seconded.   Motion passed 2-0.

JB made a motion to approve the minutes from the Commissioners public meetings on 4/1/21 and 4/8/21 and the sealed minutes from the non-public meeting on 4/8/21.  PD seconded.  Motion passed 2-0.

DPW

KR reported that the DPW was finished with road blowing having used a 3-day rental blower.  KR to be on vacation starting Wednesday of next week so will do grading week after that.  

DPW found 2 trash bags with books inside bus stop and some canned goods too.  DM to notify Sharon Monroe and Adam Leiser who are responsible for maintaining Little Library.

Discussion on request from property owner Andrew Harteveldt for letter to waive road ban for a Home Depot delivery on Friday 4/16. 

PD made a motion to provide letter to A. Harteveldt allowing delivery.  JB seconded.  Motion failed 1-1. 

Discussion reflected disagreement between allowing exception for Andrew given his volunteerism for the district vs. the potential problem with allowing exception for one person and not for others.  KR had planned to lift ban by Friday 4/16 but delaying until next week due to storm expected on 4/15-16.

Discussion on WiFi booster approved last week for garage and who will install.  Concern expressed that a property owner installing on ceiling could be a liability issue.  PD suggested mounting on wall instead of ceiling.  Agreement this would likely be acceptable solution.

Discussion on water level and dam.  PD recommended that given low water level so far this spring, we should maintain boards in dam to keep level from getting lower. 

PD made a motion to have the DPW put a board in the dam today.  JB seconded.  Motion passed 2-0.

Discussion on Little Loop potential warrant article informing KR that BOC was leaning towards pulling this warrant article for this year.  Discussion and agreement that the BOC work with DPW to put together a 5 year road plan prioritizing the roads that need work.

SCHEDULED APPEARANCE
At 9:34 AM, KO and MM joined the meeting.

MM provided information on a waiver he is pursuing with Madison Zoning Board for property at 10 Huttwil.  The house will be a small modular with septic near road meeting NHDES wetlands setback but not Madison/Eidelweiss setbacks.  Zoning mtg scheduled for 5/21.  KO explained her opposition to the plan due to being told and under the impression for many years that the property was “unbuildable” and is especially concerned about trees and view.  JB explained that property is buildable only if property owner can obtain zoning waiver.  

At 9:53AM, KK joined the meeting. 

JB makes motion to not oppose waiver.  KK seconded.  KK and PD agree in discussion that board should not make motions to ‘not’ do something.  JB withdraws motion.

MM states that he also has an upcoming issue with a property on Oak Ridge and will return to a meeting in future to brief BOC. 

At 10:10 AM, MM leaves the meeting.

JB makes a motion to approve driveway permit for 51 Oak Ridge.  KK seconded.  Motion passes 3-0.

At 10:13AM, KO leaves the meeting.

ADMINISTRATION

Discussion on 2 water hookup applications at 13 East Bergamo and 51 Oak Ridge that will be sent to Ian Hayes for review.

JB makes a motion to approve accounts payable manifest of 18 checks totaling $15,626.63.  PD seconded.  Motion passed 3-0.

JB makes a motion to approve water project manifest of 1 check for $686.25.  PD seconded.  Motion passed 3-0.

DM asks BOC about Town of Madison request to post dump permit information on VDOE website.   All agree to do this.  KK to complete.

Discussion on asset management information and need to sign new version with updated exhibit.  DM to complete.

COMMISSIONER REPORTS
JB to contact homeowner about small boulder removal on property near Reinach Construction zone that was not completed in fall.

KK reviewed clarifications on 2021 budget proposal.  Discussion on powerpoint and word documents for meeting with need to place copies in mailbox.  Additional discussion on warrant article for potential sale of the lodge.

Agreement to schedule a meeting for Friday 4/23 at 9 AM to review feedback from Public Hearing on 4/22.   PD to work with DM to post meeting and add to website today.

PD makes a motion to allow her to call Attorney Chris Boldt for a 15-30 minute phone meeting to discuss and clarify 91-A requests of email communications. KK seconded.  Motion passed 3-0.

Discussion on Andrew Hartveldt proposal to add SMS texting service for district.  Agreement to pass for now particularly given limitations on cell phone information for property owners.

PD brings up employment issue and open Administrator position and all agree that non-public not necessary at this time to discuss. 
KK makes a motion for PD to repost and screen candidates for the Part Time Administrator position.  JB seconded.  Motion passed 3-0.

PUBLIC COMMENT

DR asked for clarification on water hook-up applications and why being approved by Ian Hayes.  KK explained that he reviews initially but that hydrotest would also be done prior to final approval.

DR asked if asset management being funded from unassigned fund balance which it’s not.

DR referenced earlier discussion on 5 year road plan and noted that a 5 year plan has been done before and should be reviewed.

ADJOURNMENT

JB makes a motion to adjourn the Public Meeting at 11:23 AM.  KK seconded.  Motion Passed 3-0.

Respectfully submitted,

Paula Doyle

Commissioner

BOARD OF COMMISSIONERS MEETING MINUTES

Monday, April 12, 2021

9:00 a.m.

Commissioners Jay Buckley, Kathy Koziell, Paula Doyle and Administrator Donna MacKinnon were present

Call to order 9:01am

1. Approval Agenda – No Agenda

• Budget and Presentation Review for 4/22/2021 Budget Hearing

Commissioners reviewed slides for the Reinach Tank project. Paula will add slide outlining what is outstanding.  Jay will add a slide with possible

additional water project(s) with available funds if available.

Paula will add a slide with the current unassigned fund balance and expectation of any increase/decrease to the fund

Discussion and review of each warrant article for wording and accuracy. Eliminate #6 Little Loop Survey and Drainage

Kathy will adjust Admin budget based on Cat’s Booking Service taking on payroll reporting and creating a line item for “Support services/payroll”.

This would include Cat’s Booking hourly expenses and the payroll reporting.

• Other Business

            Discussion of Adam Leiser’s revised 91A request.

            Kathy will send Mailchimp notice regarding DPW blowing of roads this week

Dates for Next Board of Commissioner’s Meetings

April 15, 2021

April 22, 2021

Adjourn Motion to adjourn at 10:58AM by KK second by JB. Approved 3-0