VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Wednesday August 5th, 2020

The Board of Commissioners met at 9:02 am on Wednesday August 5th, 2020.

In attendance was Commissioners Jay Buckley, Kathy Koziell, Paula Doyle, and Donna MacKinnon taking minutes.  The meeting was not filmed but residents could call into meeting via conference call.                              

At 9:15 am Commissioner Jay Buckley calls the meeting to order.   

1. Agenda

No agenda meeting intent is to go into Non-Public RSA 91-A:3(b) for hiring a part-time office administrator.

Jay Buckley makes a motion to go into Non-Public at 9:18 am.  Kathy Koziell seconds.  Motion Passed 3-0.

At 12:12 pm exit Non-Public. Minutes not sealed.

BOC asks Donna MacKinnon to reach out to Adam Leiser for a Non-Public meeting for Thursday August 6^th, 2020 at 10:30am.

Discussion of trash-Jay Buckley will draft a letter to go to the Madison Police.

Jay Buckley makes a motion to adjourn meeting at 12:15 pm.  Paula Doyle seconds.  Motion Passed 3-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday August 13th, 2020

The Board of Commissioners met at 9:01 am on Thursday, August 13th, 2020.  In attendance was Commissioners Jay Buckley and Paula Doyle (by phone).  Also, in attendance was Chris Albert engineer (by phone), and Donna MacKinnon taking minutes.  The meeting was not filmed but residents could call into meeting via conference call.  We had Dinah Reiss, treasurer call into the meeting.                            

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

1. Agenda

Jay Buckley makes a motion to approve the agenda.  Paula Doyle seconds.  Motion passed 2-0. 

2. Highway Department Report

Discussion of painted stop lines.

Discussion of broken raft ladder-It was repaired.

3. Administration Report

Discussion of DPW building fire extinguisher-Office will reach out for clarification.

Discussion of billed new water hook-ups homeowners.

Discussion of billed shut off/on for homeowners.

Discussion of wire transfer -Paula will sign it today and get copy of the transaction for the office.  There will be a $25.00 service fee for the wire transfer.

Discussion of minutes.

Jay Buckley makes a motion to approve minutes of 8/5/2020 Public, 8/52020 Non-Public, 8/6/2020 Non-Public, 8/11/2020 Public, and 8/6/2020 Public with the amended minutes of Jay Buckley’s statement on page 3 sentence 4 regarding driveway.  Paula Doyle seconds.  Motion Passed 2-0.

Jay Buckley makes a motion to approve the payroll of 7/25/2020 thru 8/7/2020 for $6,283.03.  Paula Doyle seconds.  Motion Passed 2-0.

Jay Buckley makes a motion to the Operating Budget Manifest of 8/12/2020 of 12 checks for $9,613.49.  Paula Doyle seconds.  Motion Passed 2-0.

4. Engineer Report

Chris Albert updates the Reinach Water Project.  DN Tank started the wire winding should be done Tuesday.  Chris Albert will be in the District on Monday.  Water will be in the Tank next week.

Discussion of the Jungfrau Pressure Zone-There will be a water outage on Monday August 17^th, 2020. 

Discussion of PRV pit on Upper Lakeview-Chris Albert stated that any changes to the PRV pit, Rick Skarinka from DES, wants to be apprised of any changes.

Discussion of Dawson’s 3^rd pay requisition.

Discussion of framing the building up at Reinach.

Discussion of Tank sanitization.

Discussion of extra ledge blasting.

Discussion of security of the Tank-Jay Buckley suggests using the leftover boulders.  Chris Albert agrees.

Discussion of Homeowners of 9 Reinach water and 7 Biasca water hook up regarding ledge.

Discussion of Tom from EEI-Chris Albert would like a meeting with Jay Buckley, Larry Leonard & Larry Sardarno to go over operations of pumphouse.

Discussion of JBE Contract #6 of $9K.

Jay Buckley makes a motion to be given authorization to sign Jones & Beach Engineering contract #6 for $9K.  Paula Doyle seconds.  Motion passed 2-0.

5. Commissioners Report

Paula Doyle has nothing for Public.

Jay Buckley discusses camper parked at the Huttwil parking lot, camper that was up at Reinach that has been moved, the chair that was left at the bottom of Oak Ridge and Trash Dumpsters for homeowners for household trash.  Jay Buckley would like to add this to a Public Hearing list for next year’s ordinances.

Discussion of Water usage electric costs.

6. Correspondence

Discussion of the Loons.

Discussion of Roberts & Greene next year’s Contract-Jay Buckley, Paula Doyle & Dinah Reiss will reach out to find other Auditors.

Jay Buckley makes a motion to go into Non-Public RSA 91-A:3, II (b) at 10:20 am.  Paula Doyle seconds.  Motion Pass 2-0.

At 10:46 am exit Non-Public minutes to be sealed.

Jay Buckley makes a motion to adjourn meeting at 10:47 am.  Paula Doyle seconds.  Motion Passed 2-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday August 11th, 2020

The Board of Commissioners met at 9:02 am on Tuesday August 11th, 2020.

In attendance was Commissioners Jay Buckley, Kathy Koziell, Paula Doyle (by phone), and Donna MacKinnon taking minutes.  The meeting was not filmed but residents could call into meeting via conference call.                              

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

1. Agenda

No agenda meeting intent is to go into Non-Public RSA 91-A:3(b) for hiring a part-time office administrator.

Discussion of Camper at Huttwil parking lot.

Discussion of updated Water Project spreadsheet-Kathy Koziell would like the other commissioners to review the spreadsheet so she can post it to the website.

Discussion of Chocorua Pump House.

Discussion of the Bond.

Jay Buckley makes a motion to go into Non-Public RSA 91-A:3 II (b) at 9:06 am.  Kathy Koziell seconds.  Motion Passed 3-0.

At 9:29 am exit Non-Public. Minutes sealed.

Jay Buckley makes a motion to go into Non-Public RSA 91-A:3 II (l) at 9:30 am.  Kathy Koziell seconds.  Motion Passed 3-0.

At 9:45 am exit Non-Public. Minutes sealed.

Draft letter to Adam Leiser to keep Invoice of $1,069.11 in place to reimburse the District for improvements to his driveway.

Jay Buckley makes a motion to adjourn meeting at 9:42 am.  Paula Doyle seconds.  Motion Passed 3-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday August 6th, 2020

The Board of Commissioners met at 9:02 am on Thursday, August 6th, 2020.  In attendance was Commissioners Jay Buckley, Kathy Koziell (by phone) and Paula Doyle (by phone).  Also, in attendance was Highway Foreman Kelly Robitaille, Ian Hayes water operator, Chris Albert engineer (by phone), and Donna MacKinnon taking minutes.  The meeting was not filmed but residents could call into meeting via conference call.  We had Dinah Reiss, treasurer call into the meeting.                            

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

1. Agenda

Jay Buckley amends the agenda with the Operating Budget Manifest.

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

2. Signature Items

Jay Buckley makes a motion to approve minutes as is 5/28/2020, 6/1/2020, 6/4/2020, 7/16/2020 with amended of Indeed.com and spelling of Schwyz Street, 07/25/2020, 7/30/2020 with amended of Bryant Paving to 1.5”.  Paula Doyle seconds.  Motion Passed 3-0.

Jay Buckley makes a motion to approve the Water Project Manifest of 8/5/2020 of 2 checks for $146,558.73.  Kathy Koziell seconds.  Motion Passed 3-0.

Jay Buckley makes a motion to the Operating Budget Manifest of 8/5/2020 of 8 checks for $14,022.55.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of the Budget- Kathy Koziell updated the spreadsheet and will post it on the website.

3. Highway Department Report

Discussion of Upper Lakeview Culvert- Kelly Robitaille states that the DPW will be finishing up today.

Discussion of Kelly Robitaille will be out next week.  Tony Eldridge will fill in as needed.

Discussion of Thusis culvert-Kelly Robitaille states they will wait until off season due to the District being busy at this time of year.

Discussion of Burgdorf Culvert-Kelly Robitaille has the right to go ahead with the project.  Kelly would like to do it this year.

Kelly Robitaille also mentions that he passed the culvert course today.

Jay Buckley makes a motion to open the Warrant for the Burgdorf Culvert Replacement.

Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of front tire for the Grader-Kelly Robitaille tells the BOC that the price is $1,750.00 for the front tire.  Kelly needs the BOC approval for that amount.

Jay Buckley makes a motion to amend the amount of $1,700.00 from 7/30/2020 meeting to $1,750.00.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of road shimming-Kelly Robitaille with being on light duty he will not be able to do the shimming.  Kelly asks the BOC if he can have Bryant Paving give him a quote.

Discussion of the roads after the storm- Bern and Little Shore at Middle Shore are still closed.

That the DPW took care of what they could.

Discussion of picnic table at the summit-DPW will get it and deliver it to the summit.

Discussion of Dept of Labor Inspection Report-Kathy Koziell would like to meet with Jeff DeMartino on Monday to go thru the DPW building to make sure everything was taken care of.

4. Water Report

Discussion of new Water Hook Up- Ian Hayes will give the office the information.

Discussion of 12 Interlaken-Homeowner will get back to the District.

Jay Buckley makes a motion for Jay Buckley to generate a letter to Homeowner of 12 Interlaken to replace curb stop to home by October 15,2020 according to the District’s ordinance.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of charge for Homeowner-If Ian Hayes, the water operator has to shut off water for homeowner side.

Discussion of North Conway Water Precinct Invoices.

Discussion of 7 Biasca water Hook Up-Ian Hayes has stated they ran into ledge and has gotten a ballpark estimate from Dawson of $10K-$12K.  The water ordinance states homeowner is responsible for blasting.  Jay Buckley asks if residing the water hook up approval or send a letter to the homeowner with the extra costs of hook up for waterline.  Kathy Koziell and Paula Doyle agree to send letter.  Ian will get figures for homeowner and Jay Buckley will draft a letter.

Discussion of July’s water usage.

Discussion of 9 Reinach water hook up.

Discussion of Jungfrau water outage.

Discussion of planned water outage for today-Ian Hayes the water should be running.

5. Engineer Report

Chris Albert states that Kelly Robitaille received his culvert certification today.

Discussion of a betterment type ordinance to tie into waterline.

Discussion of update of Water Project-Chris Albert states the erecting of the Tank went well.  The Tank will be sprayed August 20-21.  Carpenters will be here on Monday to frame the building.  Still looking at the middle of September for Tank completion.

Discussion of Disbursements- Chris Albert will have the second ready for next Thursday BOC meeting.

Discussion of PRV pit on Upper Lakeview.

Jay Buckley makes a motion to be given permission to sign Bryant Paving approved contract.  Paula Doyle seconds.  Motion passed 3-0.

Discussion of the Bond proceeds-Dinah Reiss will have everything ready for Paula Doyle to sign the wire transfer on Thursday August 13^th.

Discussion of RSA 62:40a abandoned vehicles-The camper at Huttwil parking can be towed.

Paula Doyle makes a motion to have Jay Buckley call the Madison Police to have the camper towed.  Jay Buckley seconds.  Motion Passed 3-0.

Discussion of Thank you letter to the Madison Police.

Jay Buckley makes a motion to sign the letter to police Chief King.  Paula Doyle seconds.  Motion Passed 3-0.

Discussion of RSA 91A.

6. Administration Report

Discussion of Department of Labor Inspection-Kathy Koziell will follow up with the Inspection Report.

Discussion of Avitar property assessments-Kathy Koziell spoke with Avitar and they are looking into Districts assessments.

Discussion of Madison TV.

Jay Buckley makes a motion to go into Non-Public RSA 91-A:3II (c & l) at 10:30 am.  Paula Doyle seconds.  Motion Passed 3-0.

At 10:36 am exit Non-Public minutes not to be sealed.

BOC come out of Non-Public not needed.

Discussion from Adam Leiser-Adam Leiser discusses letter from NHMA and pictures from 2 days ago.  Kathy Koziell states the water was diverted as it was supposed to do.  The District did not cause the low driveway.  Jay Buckley states 10’ of the boundary line establishes the easement and a 3’ swale was installed instead of taking 20’ as allow so as to leave his driveway with space.  Adam Leiser restates the letter from NHMA and restates his facts.  Paula Doyle would like to consult with the Districts Attorney with the letter from NHMA and Adam Leiser’s rational of not paying the Invoice.  Adam Leiser also stated he has other reasons.  Paula Doyle asks Adam Leiser to give the BOC for all his reasons so that they can take this all to the Attorney.  Adam Leiser just wants the NHMA letter to go to the Districts Attorney.  Adam Leiser states a phone call conversation to Natch Greyes at NHMA.  The BOC has no record of verbal conversation to NHMA.  Adam Leiser wants to know when the Invoice of $1069.11 will be rescinded and a public meeting stating there was no abuse of power or wrongdoing in this matter.

Discussion of Tree Removal by Shawn’s Tree Removal.

Jay Buckley makes a motion to go into Non-Public RSA 91-A:3, II (b).  Paula Doyle seconds.  Motion Pass 3-0.

Kathy Koziell makes a motion to adjourn meeting at 11:29 am.  Paula Doyle seconds.  Motion Passed 3-0.

Respectfully submitted,

Donna MacKinnon

Administrator

Village District of Eidelweiss

Commissioners Meeting

Minutes

June 22, 2020

The meeting was called to order at 8:10am at the location of 33 Upper Lakeview Drive.

Present were Mr. and Mrs. Taylor of 33 Upper Lakeview Drive, Kelly Robitaille, Kathy Koziell and Jay Buckley.

This meeting was requested by the Taylor’s after attempts to mitigate a drainage issue alongside the road failed based of one commissioners attempts to deal with the resident through a one-on-one basis opposed to having the resident meet with the board and the DPW foreman.

Kelly started by apologizing for the prior attempts and not being allowed to be personally  involved in those attempts.

Mr. Taylor points to a simplified map when what his previous correspondence email asked for was more detail.
Kelly explained the ponding problem and how ponding overflows and crosses the road causing erosion and an ice hazard in the winter.

The culvert location was explained to the property owner and the size of the culvert was also explained. The termination of the culvert will end approximately 10-feet from the water system bleeder valve and will have erosion stone to slow the water as it drops onto the Taylors property.

Concern was raised as to where the water will flow and Mr. Taylor did not want it to cross his property and onto the neighbors downhill from him.

All were in agreement to move forward with the project.
Jay asked if the Taylor’s wanted to be notified when the work was to be started in case they had plans on being there or having guests at the residence. No notification was necessary.
A letter will be drafted to send to the Taylor’s showing their willingness to allow the stormwater drainage to be deposited onto their property at 33 Upper Lakeview Road with a map showing the approximate location of the culvert pipe.

All parties left satisfied with the meeting.

Other Business:

Jay brought up a concern by Dinah Reiss, that the invoice from SW Cole, should be paid out of the newly created checking account for the Reinach project. Kathy stated that we still must find $85,000 worth of project related items to charge to the Water System Capital Reserve funds.

Jay makes a motion to spend up to $300 for Hand Sanitizer equipment and product for the opening of the outhouses. Kathy seconds the motion. Discussion ensues and Jay noticed that Home Depot had the hard to find hand sanitizer for sale. Jay mentioned that dispensers are back ordered by a few months Other solutions will be sought to offer sanitary solutions to those that wish to use the out houses at the beaches.
Motion passes 2-0.

Jay makes a motion to sign the letter addressed to Kuleska on Porridge Shore concerning the replacement of a failed metal culvert and the request for more fill.
Kathy seconds the motion. Discussion: letter was available at last week’s meeting, but Jay forgot to bring it up.
Motion passes 2-0.

Jay makes a motion to move forward and contact the Rock House Mountain Association regarding request to apply liquid calcium chloride solution to approximately 1.5 miles of the associations gravel roads to control erosion and dust concerns and the erosion flowing into the Pea Porridge Ponds.

Kelly feels that if we charge $1.25 per gallon that should cover the districts cost for the material and the labor time and use of the truck.  The product cost to Eidelweiss is $1.18 per gallon currently.

Kathy makes a motion to allow Jay to send Rock House Mountain Association a letter through email explaining the willingness to provide the application as soon a it is needed. Jay seconds the motion.
Motion passes 2-0.

Jay makes a motion to adjourn at 9:08am

Kathy seconds.

Motion passes 2-0

Respectfully submitted by Jay Buckley

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday June 9, 2020

The Board of Commissioners met at 9:03 am on Tuesday June 9, 2020.  In attendance was Commissioners Jay Buckley, Kathy Koziell (by phone).  Also, in attendance was Highway Foreman Kelly Robitaille, and Donna MacKinnon taking minutes.  The meeting was not filmed but residents could call into meeting via conference call.  We had 1 resident call into the meeting.                            

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

1. Agenda

Jay Buckley states there is no agenda to approve.

Discussion of Admin job posting.

Jay Buckley makes a motion to run the Admin job Posting add again in the Conway Daily Sun.  Kathy Koziell seconds.  Motion Passed 2-0.

Discussion of Blasting today.  Kathy Koziell notified Homeowners through website and email blast.

Discussion of Kayak Portal.

Discussion of Water Project Invoices.

Discussion of Little Loop.  Kelly Robitaille states work is going forward.

Discussion of Department of Labor report.

Discussion of no internet for DPW.  Kathy Koziell or Jay Buckley will look into it.

Discussion of website update.

Discussion of Water Committee receiving Water Project Invoices.

Jay Buckley makes a motion to go into Non-Public for RSA 91A:3, II (e & l).

Kathy Koziell seconds.  Motion Passed 2-0.

Jay Buckley makes a motion to seal Non-Public meeting minutes. Kathy Koziell seconds.  Motion Pass 2-0.

Jay Buckley makes a motion to adjourn meeting at 10:02 am. Kathy Koziell seconds.  Motion passed 2-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday June 4th, 2020

The Board of Commissioners met at 9:03 am on Thursday, June 04, 2020.  In attendance was Commissioners Jay Buckley, Kathy Koziell (by phone).  Also, in attendance was Highway Foreman Kelly Robitaille, and Donna MacKinnon taking minutes.  The meeting was not filmed but residents could call into meeting via conference call.  We had Ian Hayes water operator; Chris Albert engineer & 4 residents call into the meeting.                            

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

1. Agenda

Jay Buckley makes a motion to approve the agenda.  Kathy Koziell seconds.  Motion passed 2-0. 

2. Engineer Report

Discussion of Reinach Project status. Chris Albert calls into the meeting.  Chris Albert explains the first disbursement request.  The first request is for $276,529.50 which the district will get 24% reimbursed, $66,367.08. Jay Buckley asked if a retainage account has to be setup? Chris Albert verifies that a retainage account has to be setup.  Chris Albert recommends two separate interest-bearing accounts, 1. For Dawson and 2. For DN Tanks. 

Chris Albert states that DES goes into audit and all disbursements monies are put on hold from June 15,2020 until at least the end of July 2020.  No payments will be made during that time.

Chris Albert asks BOC to sign the disbursement form and email all invoices to him regarding the water project. Chris Albert will forward the disbursement form and invoice to DES for Rick Skarinka to process.  Jay Buckley would like to verify what is complete prior to signing the disbursement form. 

Jay Buckley makes a motion to sign the disbursement form out of session. Kathy Koziell seconds the motion.  Motion passes 2-0. 

Kathy Koziell is putting together a spread sheet for the water project for all reimbursement invoices and will forward it to Chris Albert.  Kathy Koziell asked Chris Albert if the waterline break at the DPW garage can be sent in for reimbursement.  Chris Albert asked if the invoices can be forwarded to him. 

Dinah Reiss asked if a formal motion can be made to open the two-retainage accounts.

Jay Buckley makes a motion to open two retainage accounts that are interest-bearing. 1. For Dawson and 2. For DN Tanks. Kathy Koziell seconds the motion. Motion passed 2-0.

Discussion on the progress of the water project.  Chris Albert states the DN tanks will be starting on June 29, 2020, the ledge probes are done, and Dawson has been laying pipes.  Chris Albert states on Tuesday, June 9, 2020 there will be blasting being done for the winding tracks.  Kathy Koziell has an email blast going out to notify the homeowners.  Chris Albert sent into the office an overall project detail.  Chris Albert was unaware of the number of culverts and will be looking for them going forward.  Chris Albert thinks there is around 33 culverts.  Jay Buckley asks to have a meeting with Chris Albert and Kelly Robitaille in regard to the culverts.  Kelly Robitaille mentioned there was one metal culvert that was rotted out and after speaking with the contractor, the contractor was able to rap it with fabric.  Kelly Robitaille asked if a contingency plan for culvert replacement has been factored in or will it come out of the budget for all the culverts that need to be replaced.  Jay Buckley asked Chris Albert about calling into the sheriff’s department regarding the road closures.  Chris Albert stated that Jake from Dawson is calling in everyday to the sheriff’s office with the information.  Kelly Robitaille asked Chris Albert about replacement of the culvert before buttoning up the road.  Kelly Robitaille would like to know sooner rather than later and does not think the roads should be opened up twice.  Kelly Robitaille states the culvert on Salins Rd. needs to be replaced.  Kelly Robitaille has a lot of frustration regarding the project and thinks he should have been included prior to the job starting.  Kelly Robitaille mentions the rocks that are being removed should not be left in the woods that needs to be addressed. Jay Buckley stated the ditch line on Bristenstock has to be addressed so the roads do not get ruined.  Chris Albert states he will look at the erosion control.  Jay Buckley asked Chris Albert if a trench box is being used.  Chris Albert states curved pipe is being used which will minimize labor and time in the ditch, it is OSHA compliant and it is on the contractor if there any problems.  Chris Albert states he will be out on Tuesday and he will be out at least once a week during the project. 

Jay Buckley askes Chris Albert if there is a possibility of changes to the plan of Upper Lake View.  Chris Albert states he will speak to Ian Hayes and bring their ideas to the BOC, questioning the size of the pressure zone. The PRV pit is still being done.

Chris Albert speaks on what the plan is for 9 Rienach. Chris Albert states they will be putting in a four by two T-gate valve with a two-inch line to go by 9 Rienach.  Jay Buckley states the owner is responsible for payment and still has to submit an application and get approval from the BOC.  Kathy Koziell mentioned a water hookup for 7 Biasca which is not guaranteed.  An application will have to be submitted. Ian Hayes thinks it will be required to get engineering approval.  Ian Hayes stated if the water line needs to be extended it will be at the home owners expense.  Ian Hayes states there is a whole new ball game up there for the old mapping. 

Kelly Robitaille askes Ian Hayes about the water leak on Aspen.  Ian Hayes stated Dawson will have time on Monday to do that, it is under the pavement and Ian Hayes is questioning were the leak is because it is under the pavement.  Ian Hayes will be sending an email to the office for cutting into the pavement for fixing.  Ian Hayes stated this leak is off the Jungfrau main and not part of the new project.  Ian Hayes asked the BOC if they want to wait to find out where the leak is. 

Jay Buckley brings up the water usage for last month and stated it is up 60,000 from last year.  Ian Hayes states that is in reach for what is now going on in the district. 

Jay Buckley thanks Chris Albert for calling into the meeting.

Kathy Koziell states the BOC approved $1,000 for digging pits on Barden for finding the water line.  Ian Hayes does not think this amount will cover the cost for finding the dead end.  Ian Hayes has no idea how much is between the dead ends.  Ian Hayes states it could take up to four days to find and probably would cost up to $6,000.  Jay Buckley wants to put off the project due to budget concerns.  Ian Hayes would like to have more conversation with the BOC before doing anything. 

3. Highway Department Report

Jay Buckley asked Kelly Robitaille for the estimate of Little Loop.  Kelly Robitaille measuring of the driveway and easement was 20 feet.  Kelly Robitaille would not have put ¾ inch gravel in the easement and the gravel will need to come out. Kelly Robitaille’s measurements would be 10 feet for the driveway and 10 feet for the easement to be fair to cut in half.  Kathy Koziell questions if we should go into non-public for this matter.  Jay Buckley agreed for discussion purposes. 

Kelly Robitaille states the DPW is still doing ditch and culvert cleaning, the roads are in great shape and will hopefully start the Little Loop project next week. 

Jay Buckley states there was correspondence from a homeowner from Porridge Shore that there was a bolder in front of the culvert which looks damaged and asked for extra dirt or sand if available.  Kelly Robitaille states he will take a look at the giant rock and a form has to be filled out at the office for fill requests. 

Kelly Robitaille states the new truck outfitting deposit was forwarded to the office.  Jay Buckley mentioned that Primex will be notified for the purchase of the new truck.

Correspondence from a homeowner at One Aspen regarding drainage. 

Jay Buckley makes a motion to contact the homeowner to meet on site with the DPW.  Kathy Koziell seconds the motion.  Motion passed 2-0.

Administration Report

Jay Buckley asked if there was any response for the administration position that was posted in the Conway Sun.  Donna MacKinnon stated there was no response and will be reaching out to Cathy Deyoe.

Jay Buckley asked about the timeframe for uploading the audio portion of the commissions meeting to the website.  Kathy Koziell stated she is working on it.

Donna MacKinnon stated the phone system was down last week due to overage of usage minutes.  Andrew Harteveldt upped the minutes to one thousand from five hundred which will cost $12.95 per month going forward. 

Discussion on BOC meeting minutes.

Jay Buckley makes a motion to approve the draft minutes as they are, and they can be amended after.  Kathy Koziell seconds.  Motion Passed 2-0.

Discussion on Truck Loan-Dinah Reiss states all the forms were filed to BNH.

Discussion VLAP program.

Discussion of Kayak Racks.

3.  Accounts Payable

Jay Buckley makes a motion to approve Manifest of 8 checks for a total of $3,796.20.  Kathy Koziell seconds.  Motion passed 2-0.  

Jay Buckley makes a motion to approve payroll for $5,537.55. Kathy Koziell seconds the motion.  Motion passed 2-0.

4. Commissioners Reports

Discussion of Boat Auction.  Jay Buckley states 15 people showed up for the Auction and $670.00 was received.

Discussion of Audit.

Discussion of the DRA. Jay Buckley will reach out to Michelle Clark.

Discussion of Blasting. Kathy Koziell will send out an email blast.

Discussion of Water Outages and Road closures.

Discussion of Kayak Racks.

Jay Buckley makes a motion to open Kayak Rack Portal for registration on June 12^th, 2020.  Kathy Koziell seconds.  Motion Passed 2-0.

Kathy Koziell will work with Andrew Harteveldt to update dates and opening of Kayak Portal.

Discussion of Outhouses.

Discussion of trash in the District.

5.  Correspondence

Jay Buckley reads letter from Gloria Aspinall.

Discussion of 4 Grachen Drive culvert. Kelly Robitaille has to get the cost of the culvert for the homeowner then can go ahead with the project.

Discussion of 47-49 Eidelweiss Dr. Need approval in writing from 49 Eidelweiss Dr. and Driveway permit application from 47 Eidelweiss Dr homeowner.

Discussion of 116 Eidelweiss Dr Thusis culvert.  Kelly Robitaille wants to meet on site with the BOC.

Discussion of 91A requests.

Discussion of EPOA BBQ request.

Discussion of cutting trees from Stan Lewis homeowner.

There will be a BOC meeting June 9^th, 2020 @ 9:00am and will go into Non-Public right after.

Jay Buckley makes a motion to adjourn meeting at 11:18 am. Kathy Koziell seconds.  Motion passed 2-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Monday June 1st, 2020

The Board of Commissioners met at 9:00 am on Monday, June 1st, 2020.  In attendance was Commissioners Jay Buckley, Kathy Koziell (by phone).  Also, in attendance was Highway Foreman Kelly Robitaille and Donna MacKinnon taking minutes.  The meeting was not filmed but residents could call into meeting via conference call.  We had Chris Albert and 5 residents call into the meeting.                            

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

1. Agenda

Jay Buckley makes a motion to accept Adam Leiser’s resignation letter.  Kathy Koziell seconds. Motion Passed 2-0.

Discussion on rescinding motion-

Jay Buckley makes a motion to allow the Board of Commissioners to reach out to the project contractors and water engineer.  Kathy Koziell seconds.  Motion Passed 2-0.

Kathy Koziell states frustration from the commissioners meeting from last Thursday.  Project needs to be streamlined making sure the District knows what is going.  Kathy Koziell reaches out to Chris Albert.  Chris Albert stated that Dawson dropped the ball, but they are ahead of the project.  Chris Albert states he and Jake Dawson are always available.  The residents should go through the BOC for any questions.  Chris Albert states that he will only go thru emails no texting for transparency purposes.  Kelly Robitaille states the project is lacking someone on site to deal with day to day issues, mentions the clerk of the works.  Chris Albert states there is not enough money in the project for that.  Kelly questions the blasting and culverts.  Chris Albert stated will try to coordinate culverts with Kelly Robitaille.  Kelly Robitaille stated he feels he is getting in at the 4^th quarter and is too late now trying to find money.  Kelly re states his concerns of who is watching if things are going in correct.

Jay Buckley wants to bring back to vote on rescinding motion.  Kathy Koziell re states everything should go through Chris Albert.  Jay Buckley agrees that Chris Albert is the project manager.

Jay Buckley makes a motion any communication going forward should go through Chris Albert regarding the Reinach project and have the office copied on it.  Kathy Koziell seconds.  Motion Passed 2-0.

Discussion on contract #5 amended contract with S W Cole.

All fall under the original contract sign, and email back to Chris Albert.

Discussion of dust control.

Discussion by Jay Buckley that Kelly Robitaille was never part of project design.  Chris will meet with Kelly Robitaille to look at culverts.

Discussion of how they are laying pipes and culverts.

Discussion on blasting.

Discussion of Truck Routes for the project-No posting of Route.  Chris Albert will address this matter.

Discussion of work site hours- Chris Albert states 7am to 5pm.

Discussion of Blasting Notification for the District.

Discussion of Engineer meeting with the BOC.

Jay Buckley makes a motion to put Chris Albert, the project engineer on the Agenda for Thursdays at 9:00am Board of Commissioners meetings for project updates.  Kathy Koziell seconds.  Motion Passed 2-0.

Discussion about project invoices.

Discussion of project- Site is being cleared, Dawson will complete about 200’ of pipe each week. DN Tank shouting foe shooting for a start date of June 29^th.

Discussion on Building Permit. Chris Albert states that DN Tank has to file for one.

Discussion on recorded drawings when project is complete.

Discussion SCADA with the project.  Larry Leonard is questions design.  Chris Albert states black box is coming from Ian Hayes and Tom from EEI not changing.  Kathy Koziell will reach out to Ian Hayes about telemetry and SCADA.

Ron Sandstrom states small point for all correspondence should go thru the office. 

Discussion on 91-A

Discussion of loading the Audio of the meetings to the website.

Jay Buckley makes a motion to adjourn the meeting at 10:14 am.  Kathy Koziell seconds.  Motion Passed 2-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday July 21, 2020

The Board of Commissioners met at 9:00 am on Tuesday 21, 2020.  In attendance was Commissioners Kathy Koziell in the office and Paula Doyle (by phone).  Also, in attendance Donna MacKinnon taking minutes.  The meeting was not filmed but residents could call into meeting via conference call.  We had Dinah Reiss, treasurer, Greg Im and Heidi from DrummondWoodsum call into the meeting.                            

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

1. Agenda

No Agenda for the meeting this is a Due Diligence meeting with Greg Im from DrummondWoodsum for the Water Project Bond.

Discussion of Questionnaire form Greg Im.

Greg Im states $734,600.00 is the face value of the bond.  The true interest rate is 1.35% on $734,600.00 not $869,400.00 but will be receiving $869,400.00.  Greg Im goes the questionnaire line by line.

The Bond document will be delivered by Fed-Ex today to the office. Needs to be signed and sent back by 7/28/2020 to keep on schedule and no notary is needed.

Discussion on explanations of tax rates that by answering yes to Section D there will be a 3-year grace period.

Greg Im states to spend all the bond money in three years for tax purpose.

If not let Greg Im know and then it cannot be in an FDIC account.

August 12^th bond money will be wired. August 13^th payment is due to Newberry principle and interest.  Dinah Reiss asks for contact info.  Greg Im will send Dinah information.

Greg Im states that no advertisement can be put on the Tank.

Greg Im states to record all expenditures of the bond procedures and

interest earned of proceeds.

Greg Im Stipulates three important rules

1. Keep good accounting records $869,400.00 in separate account
2. Spend all the $869,400.00 within the 3 years.
3. Absolutely no private business advertisement put on Tank.

Discussion from Dinah Reiss about figures that was sent to Mark Graffam were different from what Greg Im sent into the office.  Greg Im will check into that.

Kathy Koziell states she will be away Aug 6^th & 13^th and may not be able to call into meetings.

Kathy Koziell makes a motion to adjourn meeting at 9:58 am.  Paula Doyle seconds.  Motion Passed 2-0.

Respectfully submitted,

Donna MacKinnon, Administrator