Author Archives: Commissioner

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VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Saturday January 23, 2021

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

In attendance were Commissioners Jay Buckley (JB), Kathy Koziell (KK) and Paula Doyle (PD).

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

1. Agenda

Intended purpose of meeting was final review of presentation and budget for budget hearing. 

2.  ADMINISTRATION

JB reported the district’s attorney Chris Boldt had sent notice of a new Emergency Order #83 from the Governor that allows municipalities to postpone all annual meetings until second Tuesday in April, May, June or July.   Discussion held amongst Commissioners on whether to postpone for VDOE.   Lack of major projects that would need to be initiated was cited.  Only potential concern was getting approval on Asset Management spending to match grant if deadline exists for obtaining final grant approval.   PD mentioned that inability of DPW to purchase new leaf blower, if it were to be approved, might require rental in spring of equipment used prior.     

JB made a motion to postpone the Annual Meeting to a later date per Emergency Order #83 assuming agreement from Moderator and Clerk.  PD seconded.  Motion passed 3-0. 

JB to follow up on timing of matching the grant for asset management.

JB to contact Moderator Bob Ingram and KK to contact Clerk Donna MacKinnon following meeting to inform and gather their POV.  If they both agree to postponement, KK to draft and distribute email blast to send ASAP informing community of change.  KK also to post on VDOE website ASAP.

Discussion continued to review final documents and hold as standing drafts until meeting rescheduled.  KK reviewed 2 new slides on Reinach project status.  Revisions discussed.  KK to make update and hold.   Discussion on latest draft of proposed warrant articles.  Wording changes agreed to on Article 5 (brush & tree cutting) and Article 6 (Asset Management).  PD to revise word and powerpoint doc to reflect these revisions. 

JB discussed his phone conversation with Pierce & Wright (P&W) regarding the dam management plan.  Explained that there has never been an emergency plan for our dam because of its prior classification.  It now requires an emergency plan due to the change in classification that was made last year after the inspection which was brought on by citizen complaints and concerns regarding pond water levels.    JB also discussed feedback on P&W and their expertise and the information that Jones & Beach was interested in getting out of the area of water engineering.

Little Loop project discussed briefly with agreement to obtain additional bid on permitting & engineering.  PD suggested we contact Chris Albert and BOC agreed he might be a good resource.  KK to follow up. 

PD discussed her phone conversation with L. Baker regarding district’s need to fill her former position.  She expressed understanding and thanked district for the call.  PD to post job opening on indeed.com in next 2 days and share status with BOC at next meeting.

3.  NON-PUBLIC

PD makes a motion at 10:00 AM to go into Non-Public for RSA 91-A:3, II (L).  JB seconded.  Motion Passed 3-0.

JB makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (L) and return to Public meeting at 10:17 AM.  KK seconded.  Motion Passed 3-0.

During Non-Public, Commissioners approved a motion to seal the minutes of the Non-Public meeting.

4. Adjournment

JB makes a motion to adjourn the Public Meeting at 10:18 AM.  KK seconded.  Motion Passed 3-0.

Respectfully submitted,

Paula Doyle

Commissioner

Link

https://vdoe-nh.org/cm-01-28-21-audio/

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Water System Availability Fact Sheet

Thank you for your inquiry about the municipal water system availability in Eidelweiss.  Unfortunately, we are unable to confirm whether any property will be able to access the system and install a hook-up until the process below is complete.  The VDOE water system was first established over 50 years ago and at that time and over the many years since, information relating to the location of water system infrastructure was not adequately documented.  Therefore, we do not have precise mapping that we are confident can be utilized to confirm water main locations and availability for any potential new home.  Although it may appear obvious that a water main runs past a property based on current hook ups near a given lot, we have historically found that this is not always the case.  In addition, even if a water main runs in front of a property, water pressure testing must be done for every new lot to insure that all current and any potential new home would receive legally adequate pressure if a new hook up were to be installed.  

Water System Hook Up Process:

Hook-up to the Eidelweiss municipal water system requires a water hook-up application along with an $10,000 fee. Once received, the District engineer’s hydraulic modeling will determine if there is adequate water pressure available at the lot. There will also be a determination if a water main runs in front of the property. If the water main does not run to the property, the property owner will be responsible for all costs in extending the water main to the property. If the District does not approve the hook-up or the property owner chooses to drill a well, the $10,000 fee will be refunded in full. The property owner will be responsible for hook-up costs that are in excess of a standard hook-up which would include re-paving of a road or ledge blasting etc. If connected there is an annual water fee.

Board of Commissioners     03/15/2022

Jay Buckley

Michael Smith

Ralph Lutjen (Chairman)

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                       Class VI Roads – Fact Sheet

Definition: Road not maintained by the municipality (regardless of condition)

If your property is on a Class VI you may be approved for a water-up hook if these following conditions from the Water Ordinance are met.

3.1.4.1 ln the sole discretion of the Village District of Eidelweiss, connections may be approved for properties on Class Vl roads which meet all other requirements for development of properties on Class Vl roads. Such connections will only be approved if water lines already exist on the road and all other connection requirements set forth in this ordinance are met. Any such approval will be conditioned upon the property owner agreeing to maintain the class VI road to a standard satisfactory to the Village District which will allow the maintenance of the water lines. That maintenance agreement will be recorded at the Carroll County Registry of Deeds. Maintenance of the class Vl road will be at the property owners expense, although owners of properties which are later connected to the water system will be required to share that expense. Failure to maintain the class Vl road to the agreed standard will result in the water supply being turned off. To have water service restored, the full annual fee must be paid, as well as a service reconnecting fee of $100

The road can remain Class VI with the property owner(s) taking responsibility for maintaining the road to the agreed standard.

On the website under District Ordinances / District Procedures is:

“Class VI to Class V road conversion guidance”

The road would have to be wide enough for safe travel, adequate for snow plowing and removal, improved roadbed and sufficient drainage and any other conditions deemed necessary by the Village District DPW Foreman.

Board of Commissioners: 

01/13/2021

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                      Building Requirements

     Village District of Eidelweiss in the Town of Madison

The Village District of Eidelweiss is included within the Town of Madison as it relates to building codes and zoning ordinances. These can be reviewed on the Madison town’s website at:  http://www.madison-nh.org/general-info/regulations/ Under Zoning go to Section 4.6 for specific regulations in the Eidelweiss Residential District.

To apply and receive a building permit from the town of Madison, the property owner must first apply for and obtain a “Driveway Permit for Construction” https://vdoe-nh.org/2015/02/06/driveway-ordinance/ from the Village District of Eidelweiss.
Once an approved driveway permit is obtained, the town of Madison will process your building permit application. It is important to become familiar with Madison Zoning Regulations as it will help you understand the building process and requirements necessary for a successful construction process.

For properties that already have established dwellings, remodeling or additions of any kind that have a value over $1000 require a building permit through the Town of Madison. Penalties can be accrued daily.

Board of Commissioners   01/20/2021

Jay Buckley (Chairperson)

Katharine Koziell

Paula Doyle

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VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday January 14th, 2021

The Board of Commissioners met by phone at 9:00 am on Thursday January 14th, 2021.

In attendance were Commissioners Jay Buckley (JB), Kathy Koziell (KK), Paula Doyle (PD), Donna MacKinnon (DM) and Dinah Reiss (DR).  Ian Hayes (IH) attended part of the meeting. The meeting was recorded (audio).                              

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

1. Agenda

JB makes a motion to approve the Agenda sent out this morning.  Seconded by KK.  Motion Passed 3-0.

2. Water System Report

IH confirms Smithfield invoice was for PVC piping and agreement with commissioners that this was not an expense for the Reinach project.

IH reported on bleeder status.  JB asked about spikes in electric usage.  IH informed that propane used at Muddy Beach, Oak, Summit and for DPW Boiler but others use electric.  Did see spike at Summit could have been from a home issue or leak but it stopped after a few days. 

PD asked about timing for emergency plan.  Should be complete or almost complete by next meeting that IH will attend in early Feb.

DM asked about SCADA issue.  IH confirmed will be back to normal by tomorrow.

IH reported this time of year slow, check bleeders periodically.  Saw very large usage over holidays particularly day after Christmas.  There was a leak near Altdorf – was very old pipe.

KK reported to IH that BOC have discussed that we’d like DPW to do more of the roadwork when IH does projects requiring excavation and road repair.  IH agreed that was a good idea but noted that the grader typically not good for doing big excavations.  Willing to try to do some more excavations and also opportunity for DPW to do follow up work on road repairs a few days after initial work and road settles.  IH would like to work with KR more.  Although, also noted that DPW often ends their day prior to need for roadwork at end of water projects day.  All agreed that further discussions between KR and IH would be worthwhile.

IH left the meeting at this point.

3. Administration Report

JB makes a motion to approve the minutes of 1/7/21.  KK seconded. Passed 3-0.

JB makes a motion to approve the minutes of 1/12/21.  KK seconded. Passed 3-0.

JB makes a motion to approve the non-public minutes of 1/6/21.  KK seconded. Passed 3-0.

JB makes a motion to approve the non-public minutes of 1/9/21.  KK seconded. Passed 3-0.

JB makes a motion to approve the minutes of 1/6/21 and 1/9/21.  KK seconded. Passed 3-0.

JB asked if anyone has info about small claims process for 4 Little Loop issue.  No response.

JB reported that ACH process is complete.

DM reported that information packets from Auditors were sent out.  JB to take a pass at filling out the information for BOC and will forward to consider and complete at later date. 

DM asked about information for E. Bergamo questions – JB said 10 registered voters required for petition warrant article and gave DH some ideas for collecting signatures to pass along to property owner.

Discussion on property owner with $50 credit on water bill.  Office to send refund because property is being sold.

JB reported that he sent letter to A. Leiser about his 91A request.  A Leiser replied asking for proof that BOC had approved this communication.  DM to follow up and send.

JB makes a motion to approve the Manifest of 22 checks for $7,723.82.  KK seconded.  Motion Passed 3-0.

DM to send KK info on how much of this was posted to 2020 so that she can update her budget spreadsheet.

JB makes a motion to approve the Payroll in the amount of $5,851.52.  KK seconded.  Motion Passed 3-0.

4.  2021 Annual Meeting & Warrant

JB pointed out need to add warrant article for engineering to do the dam project as the application is pretty complex and will need professional assistance.  He has requested ballpark number from engineering firm to put in warrant.  PD suggested that we put in operating budget under Engineering to ensure that it is funded since project is required by law. 

PD brought up warrant article draft that JB submitted to sell the lodge.  Discussion followed on several steps necessary to get this project completed.  Further discussion required.

5. Commissioner Reports

JB reported on estimate for selling truck came in between $24K and $35K.  Recommended placing newspaper ad to request bids.  BOC agreed that a minimum bid of $29,500 would be a good place to start particularly given new transmission put in truck last year.  JB to draft ad for review by BOC.

JB asked if transfer from Water Tank CRF was made for Monadnock invoice paid earlier in year for $1,230.  DM to create form for signature.  KK states that same should be done for the Office Equipment CRF to fund the new printer. 

JB spoke to Fire Chief about photo submitted of fire extinguisher at Lodge showing it is full.  Will not be sufficient for approval.  We will need to get it inspected.

JB makes a motion to contact company that did other inspections and schedule with DM.  KK seconded.  Motion Passed 3-0.

KK reviewed everything done so far for Annual Meeting Process – newsletter out and posted to website, posted NHMA guidelines and link to NH 1129.  Also updated and posted Absentee Ballot application.

KK spoke to Andrew Hartveldt and confirmed his assistance with MS Teams.  Also spoke with him about signing a pro bono agreement.  He will fill in details, run by his employer to avoid any issues and get back to KK with it.

BOC scheduled next meeting dedicated to 2021 warrants and budget for Tuesday January 19, 2021. 

PD had no report this week but asked about when we should discuss office staffing.  Agreed to discuss on Tuesday as any changes could affect budget.

JB spoke to Kelly Robitaille about his review input.  He asked for more time so discussion on this will be done in non-public at next Thursday’s meeting.

KK brought up the newspaper ad notice that needs to be placed today for public hearing.  Changes discussed and made. 

JB signed up for Data for Dollars Webinar.  No one else will attend.

KK stated she discussed the driveway at 7 Biasca with Kelly Robitaille.  They agreed that it would need to wait until spring due to snow.

6. Public Comment

DR reported that the tax check has arrived for $366,000+ and that it has to last until the next one arrives in August.   She also asked about status on getting help for the office.  She also stated that she thinks that in the interest of transparency the BOC should provide an update at the hearing and annual meeting on the accounting for the Reinach Tank Project given how much money is being spent.  BOC agreed to take this under advisement and will consider during meeting on Tuesday.

7. Adjournment

JB makes a motion to adjourn the Public Meeting at 10:36 am.  KK seconded.  Motion Passed 3-0.

Respectfully submitted,

Paula Doyle

Commissioner

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VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday January 19th, 2021

The Board of Commissioners met by phone at 9:00 am on Tuesday January 19th, 2021.

In attendance were Commissioners Jay Buckley (JB), Kathy Koziell (KK) and Paula Doyle (PD).  Donna MacKinnon (DM) was in attendance but was attending to other business in the office.  The meeting was recorded (audio).                              

At 9:03 am Commissioner JB calls the meeting to order.   

1. Agenda

There was no formal agenda because the meeting was called for one primary purpose to discuss the 2021 budget draft.  

2.  2021 Budget

Spreadsheet discussed was sent out by KK on Saturday 1/16 labeled as Version 4.  KK explains that the blue column shows the difference between what was actually spent in 2020 (recorded to date) and the proposed 2021 budget.

Under administration discussion that salary line higher due to fact that 2020 had gaps in having one of the part time administrators employed.  Discussion that this number could also be impacted based on proposal from current Administrator to go full-time.  BOC agreed that a non-public meeting on employment hiring should be convened at the end of this session to discuss.  JB suggested adding more to salaries to cover potential costs of additional part time hours to fulfill 91A requests based on one in particular which was significant in 2020 and has taken many many hours to fill (and still working on).  KK and PD disagreed stating that this might be a one time request and should not assume will happen in 2021.

PD discusses need to explain why legal costs higher than budget in 2020.

JB brought up review of budget vs. actual in 2020 for warrant articles as detailed at bottom of spreadsheet.  Tight Tank came in slightly over budget with difference taken from operating budget.  Summit Electrical, DPW1 Electrical and Chocorua Pumphouse articles all came in significantly below budget totaling $61K less – this money was not raised in taxation as the intention was to borrow it with line of credit.  That will now not be necessary.  New truck came in at $101K, $7K less than appropriated amount of $108K.  Difference will be returned to bank in form of payment against principle.  Savings to date on Bergdorf Culvert of $2K has been encumbered as has the $5000 not spent yet on the Eidelweiss Drive project (which is not on the spreadsheet but will be added).   Discussion that more detail should be presented on the Reinach Tank project as recommended by Dinah Reiss at prior meeting. KK to prepare a powerpoint slide to include in presentation.

Discussion moved back to operating budget.  Need to confirm correct salary numbers based on projected hours for 2021.   Discussion on whether legal should be higher than budgeted last year due to high legal costs in 2020 but agreed to keep same budget as prior year not anticipating higher legal costs again in 2021.

KK pointed out detail on increases from 2020 budget also at end of spreadsheet including significantly those for new loan payments (Reinach Tank plus truck less Jungfrau), increases in health insurances, engineer, gravel and bldgs/grounds (for new heater in DPW building).

Discussion on salaries for DPW based on amount anticipated for increases in 2021.  PD agreed to recalculate and provide for next draft. 

KK recommended that we finalize budget at Thursday meeting for posting on website this coming Friday in anticipation for budget hearing next week. 

PD to update powerpoint with final warrant language.

KK noted that water budget for 2021 is lower than approved budget for 2020.

3.  Non-Public

Jay Buckley makes a motion at 9:40 AM to go into Non-Public for RSA 91-A:3, II (b).  Kathy Koziell seconded.  Motion Passed 3-0.

Jay Buckley makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (b) and return to Public meeting at 10:01 AM.  Kathy Koziell seconded.  Motion Passed 3-0.

During Non-Public meeting, BOC agreed to schedule a non-public meeting with Donna MacKinnon on Thursday 1/21/21 to discuss her proposal.

During Non-Public, Commissioners approved a motion to seal the minutes of the Non-Public meeting.

4. Adjournment

Jay Buckley makes a motion to adjourn the Public Meeting at 10:01 AM.  Kathy Koziell seconded.  Motion Passed 3-0.

Respectfully submitted,

Paula Doyle

Commissioner