VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

                                                                      March 12, 2020                                                                     

The Board of Commissioners met at 9:00 am on Thursday, March 12, 2020.  In attendance were Commissioners Adam Leiser, Kathy Koziell, Jay Buckley Kelly Robitaille, and Donna MacKinnon taking minutes.  Also, in attendance was Treasurer Dinah Reiss, Ralph Lutjen, Mike Smith, Mike Dolan, Dianna Dolan, Dorothy Wondalowski, and Paula Doyle.  The meeting was filmed for Madison TV by Tim Hughes.

Tim Hughes leaves due to sickness, leaves the BOC in charge of filming.                             

At 9:10 am Commissioner Adam Leiser calls the meeting to order.   

1. Agenda

Adam Leiser makes a motion to approve the agenda.  Kathy Koziell seconds.  Motion passed 3-0. 

Jay Buckley is sworn in as Commissioner and Donna MacKinnon is sworn in as Clerk.

2. Highway Department Report 

Kelly Robitaille asks the Board of Commissioners to open the warrants that were passed at the annual meeting.

Adam Leiser makes a motion to open the tight tank warrant.  Jay Buckley seconds.

Motion Passes 3-0.

Jay Buckley makes a motion to open the new truck warrant.  Kathy Koziell seconds.

Motion Passes 3-0.

Mike Smith asks what to do with the old truck, trade it in or sell it?  Kelly would like to trade it in.

Kelly was asked to get a quote on a trade in value for old truck.

Adam Leiser makes a motion for Kathy Koziell to be new chairperson. No second.

Motion Failed.

Jay Buckley makes a motion to be new chairperson.  Kathy Koziell seconds.

Motion Passes 2-0.  Adam Leiser abstains.

Kelly Robitaille brings up the Burgdorf project that was approved.  He wants to get the project ready.  Jay Buckley questions stream classification.  Kelly had a phone call with Chris Albert, and it is between 1 ½ and 2 tier.  Adam Leiser doesn’t want to vote on it has some questions.  He doesn’t want the warrant opened.  Kathy Koziell would like more specifics on project.

Jay Buckley want questions put together from Adam and Kathy for next meeting.

Kelly is shooting for August to do the project.

Kelly is getting roads in order.  He put ¾ gravel down at mailboxes thinks this will help.

Kathy Koziell wants priority on Little Loop project to get done in the spring. 

Adam Leiser wants to know when it is going to be done.  Kelly Robitaille thinks maybe 1 month.  Kelly wants to the Roads done first.  Little Loop would be a 4 day project.  Kathy Koziell defers to Kelly’s best interest.

Kelly Robitaille asks about his review.  Jay Buckley states Kelly is owed a review.  Kathy Koziell wants to go into Non-Public at 11:00 am without Kelly regarding compensation.  Kelly Robitaille states that he should have had his review 2 months ago and that he needs final number.

Mike Smith states that an employee review is not considered Non-Public unless the employee requests to go into Non-Public. Kelly Robitaille says the proposed offer is not going to work.  Kelly wants average compensation and he is way below.  Adam Leiser says reviews are always done in February in Non-Public and would like to know where the money is coming from since the new budget was shorted $60K.  Kelly Robitaille says that with new proposed budget he can’t take a hit for another year and there is no meeting next week, feels this is being done in spite.

Jay Buckley states that the Board of Commissioners need to work together as a board to review new budget.

Kathy Koziell makes a motion for Jay Buckley to be the one to provide the initial rework the budget for new budget.  Adam Leiser seconds. Jay Buckley votes no.  Motion Passes 2-0.

Mike Smith states the Board of Commissioners have to work as a team.

Dorothy Wondalowski is concerned that Kelly review not being addressed in a timely manner.

Kelly discusses review and compensation the public wants to see numbers so they can make decisions on how to view the Board of Commissioners.

Jay Buckley makes a motion to call NHMA regarding decision on compensation can be made during Public session.  Adam Leiser seconds. 

Motion Passes 3-0.

Adam calls NHMA left message with Natch Greyes for a call back.

Ralph Lutjen asks what the salary was.

Jay Buckley reads the Non-Public minutes for Kelly’s review to the public.

Kelly Robitaille wants the public to know that after looking at his W2 from last year that there would be no because he made $58K. Kelly wants the public to hear his review and that he takes this seriously.  Jay Buckley gets the message from the public about how serious Kelly’s employment is.

Adam Leiser would like a drawing from Kelly for 47-49 Eidelweiss. Kelly will have it next week.

Ralph Lutjen discusses hourly practices for a small staff.

Jay Buckley discussion on Kelly first few months owed health insurance.

Kathy Koziell can we divide the amount throughout the rest of the year. Kathy Koziell will work with Donna to figure amount that is to be taken out of Kelly’s check.

Jay Buckley realizes that the video camera has stopped working.  The SD card was full.

Kathy Koziell makes a motion to move the meeting to Administration so that everything is approved and signed. Jay Buckley seconds. Motion Passes 3-0.

Jay Buckley makes a motion to approve payroll for $7,014.06. Kathy Koziell seconds.

Motion Passes 3-0.

Jay Buckley makes a motion to approve manifest 10 checks for $6,564.84.  Kathy Koziell seconds.  Motion Passes 3-0.

Discussion on clarification on DrummondWoodsum.

Jay Buckley asks Dinah Reiss about separate account for water tank project. She needs to get signature cards filled out. Dinah Reiss asks if legal can get charged to the project.

10:09 Adam Leiser answers phone. NHMA Natch Greyes calls into meeting regarding Non-Public meeting rules. States following 91-A.

91-A:3 Nonpublic Sessions. –   II. Only the following matters shall be considered or acted upon in nonpublic session:    (a) The dismissal, promotion, or compensation of any public employee or the disciplining of such employee, or the investigation of any charges against him or her, unless the employee affected (2) requests that the meeting be open, in which case the request shall be granted.

Kathy Koziell states that the Board of Commissioners will go into Non-Public at 11:00 am.

Discussion on Ian Hayes’s Leak list. A map was created with prioritize of leaks.  Jay Buckley would like Ian Hayes to give monthly reports at Board of Commissioners meeting.  Adam Leiser would like Ian Hayes and Chris Albert to come to a Public meeting to give the public an overview on April 4^th.

Administration invite Ian & Chris.

Discussion on Water System Electric Costs.

Discussion on motion log. Kathy Koziell went through log. Kathy will get Chromebook paperwork and receipts.  Kathy mentions for next year a warrant will be needed for sander.

Adam Leiser makes a motion for Jay Buckley to revise letter to Eversource.  Jay Buckley seconds.  Motion Passes 3-0.

Discussion from Mike Smith about Asset Management Committee. Adam Leiser states it had to be added from an outside company.

Discussion when Warrant was posted.

Discussion on up to date water lines.

Discussion about how to move forward for the best interest of the district.

Administration to put plowing letter template for next meeting.

Discussion on the furnace.

Kathy Koziell discusses portal for Kayak Racks. Dinah Reiss questions having Andrew H. working on in house.

Discussion on Patti Aliventi resignation from Environmental Committee.  Mike Dolan wants the letter read to the public.

Jay Buckley makes a motion to approve minutes of 3/5/2020.  Kathy Koziell seconds.

Motion Passes 2-0. Adam Leiser abstains.

Jay Buckley makes a motion to sign letter for North Country.  Adam Leiser seconds.

Motion Passes 3-0.

Discussion of 22 Middle Shore Dr.

Adam Leiser makes a motion to sign letter for 22 Middle Shore Drive.  Kathy Koziell seconds.

Motion Passes 3-0.

Discussion Board of Commissioners cancel meeting for next week.

10:56 am. Jay Buckley makes a motion to go into Non-Public. Kathy Koziell seconds.

Motion Passes 3-0.

11:06 am. Public meeting resumes.

Board of Commissioners voted to give Kelly Robitaille a $500. Bonus for health insurance.

And final pay will be determined 3/26/2020

Administration to send Kelly Robitaille an email.

Adam Leiser makes a motion to dissolve Jay Buckley as DPW liaison.  Jay Buckley seconds.

Motion Passes 3-0.

 Discussion of DRA portal with form MS232.  Kathy Koziell will work with Donna.

11:30 Kathy Koziell makes a motion to adjourn.  Jay Buckley seconds.

Motion Passes 2-0.

Respectfully submitted,

Donna MacKinnon

Administrator

Village District of Eidelweiss Commissioners Meeting

April 17^th, 2020

Minutes

Due to COVID-19 the meeting was held electronically by phone via a conference call.

Attendees: Commissioners, Jay Buckley, Kathy Koziell, Adam Leiser. Chris Albert from Jones and Beach, Ian Hayes from Simply Water, Dan Gaudette, John Lynch, Larry Leonard, Larry Sadano, Ralph Lutjen, Paula Doyle,

The meeting was called to order at 3:04PM.

Chairperson Buckley stated that the agenda for the meeting would be to discuss the Bids and funding for the Rienach Replacement Tank and Pressure zone.

Chris Albert was given the floor to discuss the Bid Canvass that he created showing the apples to apples comparison

Chris pointed out that Dawsons Excavation was the lowest bidder at $671,776.50 for the Rienach Tank and Pressure Zone contract. (Not the “additive Alternates”)

Adam noted that this quote does not include the cost of the tank which is for $388,800.00 and is under contract with DN Tank.

Chris noted that this quote from Dawsons includes 4400 feet of new water line for the expanded Rienach pressure zone, various gate valves, blow off hydrants, 3 PRV pits at Upper Lakeview, Jungfrau, and the Rienach zone, trenching, and other work associated with the project.

Chris noted the J&B engineering estimate of $701,500.00 as a comparison and glad to see 2 of the 3 bids come under that figure.

Larry Leonard noted that the delta in cost between GW Brooks and Dawsons was approximately $15,000.00 and questioned if Dawsons had underestimated the price of the 4” water main at $45/foot. Chris stated that contractors have different methods for cost estimating and the numbers will not always match.

Jay had asked if anyone on the phone had a possible conflict of interest with any of the bidders.

Ian noted that he was asked to quote for work on this project for both GW Brooks and Dawsons.

Adam makes a motion to accept the bid from Dawsons Excavation for $671,776.50 for the Rienach Tank project pending approval by NH DES. Kathy seconds.

Discussion:

Larry Leonard asks if Dawsons can really be ready to start work on May 8^th. Chris and Adam answer “yes”. Jay asks if any of the Grant money ($295,000.00) can be used on the tank project or is it to be used on the Alternate Additives sighting the November 14^th minutes where Adam made a statement; “Adam met with Ian and Rick this morning.  The $295,000 can’t be used on the Reinach tank. “

Adam claimed he did not know what Jay was talking about. Adam states that the grant money can be used on anything within the water system.

Jay shares his experience of GW Brooks working on VDOE projects and notes the Lower Oak Ridge Project and the recently completed “Tight Tank” project. Jay was please with both project executions and points to the quality of the Lower Oak Ridge work after 5 year of wear and tear. Jay advocates for GW Brooks over Dawsons based on experiences and the low difference in their quotes. Ian notes that Dawsons excavation has been doing business in the district as a subcontractor to his business in repairing water main breaks, valve installations etc. for close to a decade. Chris Albert points out that since this is a government funded contract it will be difficult NOT to except the lowest bidder without some serious reason for disqualification. Larry Sadono agreed with Chris on that selection criteria for project with Government Funding. Adam stated that Jay Buckley had a conflict of interest as he knows someone high up at GW brooks (Amended/Added)
Paula Doyle wants to know how the already incurred expenditures such as the archaeological study, the ledge probe testing and other expenditures will be financed. It was explained that the cost of approximately $7000.00 for securing a BAN and Bond will come from the water line extension fund Water Budget (Amended/Changed)and that there is $85,000.00 in CRF funds that have been positioned for use in this project and that costs like those above excluding the lawyers fees will come from those CRF’s.
Jay went on to explain that a separate checking account is being established to manage the spending on this project so that it doesn’t get co-mingled with our other budgets.
Paula points out that tracking the projects expenditures concerns her and others as she is worried about over spending the budget as what happened in 2019.

Ralph Lutjen questions the difference between the total funding of $1,249,400.00 and the low bid of $671.776.50 is a delta of $379k. Adam says “yes”.

Ralph questions the sources of funding for this project since it exceeds the voter approved warrant of $869,400.00.

Ralph questions how is this project is to proceed if the total costs are above the appropriation for the warrant article of $869,400.00? Kathy explains that the grant will fund the additional costs.

Jay points out that in Chris’s Bid Canvas spreadsheet, the funding is to come from the voter approved warrant article of $869,400.00, the DES Grant of $295,000.00 and $85,000.00 from Water System Capital Reserves. It was noted that a good portion of the engineering money of $39,700.00 has already been used by Jones and Beach.

Ralph questions availability of the Grant money and Chris pointed out that the Governor just signed the release last week.

Larry Sadano questions all of the resources to the funding and questions the “contingency” amount and it’s intended use. Adam states he wants to move on. Larry objects to being interrupted by Adam and shares his 25 years of experience in this field of construction management and that his questions are valid and feels satisfied that there is sufficient funding for the project to move forward.

Adam makes a motion to end discussion, Jay notes that there is an open motion on the floor to approve Dawsons Excavation to at the Base Cost of $671,776.50 for the Rienach Project. Jay states that Adam can reword his request to “call the motion to a vote”. Kathy agrees.

MOTION: to award the Rienach Tank project to Dawsons Excavation for $671,776.50 pending NH DES approval.   PASSED 3-0

Adam states that he must drop off the call.

Jay entertains any other questions from the tele-audience. Chris notes that the minutes must reflect the approval by the Board of Commissioners as noted in section “D” of the of the DES requirements letter sent from Chris to the VDOE on April 6^th.
Jay opens the call to any other comments or concerns. Hearing none; Jay thanks the callers and asks everyone to stay safe in this pandemic.

MOTION: Kathy make a motion to adjourn, seconded by Jay at 4:06pm.  PASSED 2-0
Meeting adjourned at 4:06PM.

Respectfully Submitted,

Jay Buckley

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday April 23, 2020

The Board of Commissioners met at 9:02 am on Thursday, April 23, 2020.  In attendance was Commissioners Jay Buckley, Kathy Koziell (by phone) and Adam Leiser (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 5 residents call into the meeting.                            

At 9:02 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. 

Kathy Koziell would like to add kayak’s and newsletter to the agenda. 

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

2. Highway Department Report

Kelly Robitaille stated seven roads were graded.  He ordered the calcium chloride which expended the $2,200 line item budget. 

Discussion of 31 Upper Lake View culvert and grading – Kathy Koziell thinks the BOC and DPW should meet with homeowner on their site.  Adam Leiser would like the BOC to call the homeowner to arrange the meeting.  Jay Buckley would like the homeowner to call into a commissioners meeting.

Jay Buckley makes a motion to call the homeowner to arrange a site visit with the BOC and DPW.  Kathy Koziell seconds the motion. Motion passed 2-0.

Kelly Robitaille still waiting on garage door estimates.

Kelly Robitaille will be out grading the roads today.

Kelly Robitaille stated there was no water in the DPW garage after the rain.

Signature item – 8 Middle Shore driveway application permit as per drawing.  Jay Buckley signs the permit and Kathy Koziell will come into the office to also sign.

Discussion of Burgdorf culvert – Kelly Robitaille stated this will be done first, culvert has always been a problem and that he was not involved in the first design of it.

Discussion of Little Loop project – Kelly Robitaille stated the project will take one week and is looking three weeks out to complete.  Kelly Robitaille stated he would like it done sooner than later.

Discussion of new truck – Kelly Robitaille is still unable to locate a new truck, no 2020’s is being made.  Kelly Robitaille stated everything is shut down due to the COVID-19 pandemic.

Jay Buckley commends Kelly Robitaille for saving the District money by rebuilding the DPW workspace himself.

Discussion of outhouses – Adam Leiser brings up the outhouses.  Jay Buckley called the town of Madison, NH and was told they are waiting for the governor’s protocol in reference to COVID-19. Jay Buckley has a feeling that the outhouses will not be in use this year.  Kathy Koziell asked Kelly Robitaille his plan for outhouses. 

Adam Leiser makes a motion to allocate up to $1000 for Kelly Robitaille to dismantle the outhouses to be done by June 15, 2020.  Kathy Koziell seconds the motion for discussion.

Jay Buckley and Kathy Koziell further discuss the opening/non-opening of the outhouses. Kelly Robitaille stated there would be no turning back once the outhouses have been dismantled and that the outhouses that are there now would look much better than port-a-potties. Kelly Robitaille was not involved in previous discussions and would like a week to see if there is an alternative to dismantling the outhouses. Jay Buckley agreed with Kelly Robitaille. Motion should be amended.

Adam makes a motion to allocate up to $1000 for Kelly Robitaille to dismantle the outhouses by June 15, 2020 if Kelly is unable to find an alternative resolution. Kathy Koziell seconds the motion.  Motion passed 2-1.  Jay Buckley votes no.

Administration Report

Discussion of water bills – Dinah Reiss thinks the Village is being charged for the transaction fees and asked Donna MacKinnon to check with Rhonda Rosand who is being charged the transaction fee.

Discussion of seasonal water turn-on – Donna MacKinnon asked when this will take place and was told water ordinance states the first Friday in May.  Adam Leiser would like to set a fee for water turn-on/offs of $130.  This change to the ordinance should be brought up at a future public hearing.

Discussion of 4 Grachen Dr - Correspondence received regarding homeowner being charged as a duplex for a single-family home.  Donna MacKinnon stated she confirmed with Madison Town Hall home is listed as a single-family and corrected the water bill.

Discussion on employee handbook – Jay Buckley is going through the handbook section by section in order to see the red lines.  Adam Leiser stated he already make comments on the document.  Jay Buckley would like the BOC to respond on a separate piece of paper with their comments.  Kathy Koziell stated she will also go through the handbook.

Discussion of audit report – Kathy Koziell stated Tamar Roberts is questioning if the minutes of the 2020 annual meeting should be amended.  Kathy Koziell asked the administration to reach out to Michelle Clark at the DRA to question if the minutes need to be amended.  Kathy Koziell asked Tamar Roberts about the management report and per Tamar Roberts most towns and villages do not do a management report.  Dinah Reiss stated the report has always been done by the Village.  Kathy Koziell asked Jay Buckley to draft the report.  Kathy Koziell spoke with Tamar Roberts in regard to the journal entries that need to be changed in quick books.  Adam Leiser stated the BOC has been telling wrong information to the public.  Jay Buckley stated he looked into the RSA’s and the Village has two budgets, 1. The operating budget and 2. The water budget. The DRA only looks at the operating budget.

Discussion of ledge probs – Jay Buckley asked about the probes. Adam Leiser stated he spoke to Chris Albert who in turn spoke to SW Cole.

Adam Leiser makes a motion to accept SW Cole’s contract per Chris Albert’s approval. Kathy Koziell seconds the motion.  Motion passed 3-0.

Jay Buckley makes a motion to approve the minutes of the 4/17/2020 meeting with Chris Albert.

Adam Leiser wants the minutes to reflect Jay Buckley’s conflict of interest and personal relationship with GW Brooks.  Jay Buckley asked Adam Leiser who and why.  Adam Leiser stated, “it does not smell right”. Jay Buckley stated he is not a personal friend of GW Brooks and that he was pleased with GW Brooks work on the Tight Tank project.

Adam Leiser makes a motion to reflect in the 4/17/2020 meeting minutes of Jay Buckley’s conflict of interest.  Kathy Koziell seconds the motion.  Motion passed 2-1.  Jay Buckley abstains with validation of conflict of interest.

Jay Buckley open the meeting for public comment.  No discussion.

3.  Accounts Payable

Jay Buckley makes a motion to approve Manifest of 4 checks for a total of $2,613.10.  Kathy Koziell seconds.  Motion passed 2-0.  

Jay Buckley makes a motion to approve payroll for $5,976.51. Kathy Koziell seconds the motion.  Motion passed 2-0.

4. Commissioners Reports

Kathy Koziell discusses the newsletter.  Kathy Koziell would like to do a newsletter specific from the BOC about the Reinach Tank and an update on the kayak racks. Adam Leiser stated he would like bullet points about the Reinach Tank. Kathy Koziell would like to give an overview of the project.  Jay Buckley would like the newsletter to announce the boat auction that will be held on May 30, 2020 at 8:00 AM at the DPW garage.

Discussion on the racks – Kathy Koziell stated homeowners are putting kayaks/canoes on the racks and if there are any remaining kayaks/canoes on the racks as of 5/15/2020 they should be confiscated.  Kathy Koziell asked Kelly Robitaille to check on the racks.  Kathy Koziell would like to get an estimate to fix the racks.  Kelly Robitaille asked if the racks should be replaced or shored up. 

Discussion of website – Kathy Koziell will reach out to Isabel Pais to help with the website.

Jay Buckley discussed Valley Pride clean-up and the bags are available at his home for pick-up.

Jay Buckley discussed the water system – Jay Buckley believes Ian Hayes, as part of his contract, should produce a monthly report and a monthly visit to a commissioners meeting.  Adam Leiser thinks it was discussed in a January commissioners meeting and the minutes should reflect that.  Jay Buckley will send an email to Ian Hayes.

Discussion of water hook-up of 10 Barden Pl. – question of engineering cost.

Kathy Koziell would like to know the next time Ian Hayes is in the District for him to fill out a form. 

Paula Doyle brings up the subject of paying Ian Hayes if he is not fulfilling his contract.  Kathy Koziell stated have to watch our vendors better.

5.  Correspondence

Ralph Lutjen discusses his concern regarding $379K excess of appropriation. Ralph Lutjen believes Adam Leiser has increased the appropriations by $379K.  Ralph Lutjen stated $869K was approved at the annual meeting but has now been expanded by $295K and $85K that was not approved at the annual meeting.  Jay Buckley stated there is a lot of confusion.

Discussion of David Maudsley’s email – Kathy Koziell stated there are two points to clarify.

1. The water hook-up account. The Village has the possession of the account, but it needs to be kept in a trust fund per DRA clarifications.
2. The auditor’s clarifications on separate line items. 

Jay Buckley opens the meeting up for public comment.  No discussion.

Jay Buckley makes a motion to go into non-public RSA 91-A:3II(b) The hiring of any person as a public employee.

Jay Buckley makes a motion to adjourn meeting at 11:50 am. Kathy Koziell seconds.  Motion passed 2-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday April 16, 2020

The Board of Commissioners met at 9:05 am on Thursday, April 16, 2020.  In attendance was Commissioners Jay Buckley, Kathy Koziell (by phone) and Adam Leiser (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 4 residents call into the meeting.                            

At 9:05 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 3-0. 

Adam Leiser requests a public apologize from Jay Buckley to Andrew Harteveldt. Donna MacKinnon stated she had spoken with Andrew and apologized to him personally. Jay Buckley stated he will also talk to Andrew Harteveldt.

2. Highway Department Report 

Kelly Robitaille stated that the village road bans are lifted as of today and he notified the office.

Kelly Robitaille stated he is grading the roads starting with Eidelweiss Dr. and will work backwards.

Discussion of 47 Eidelweiss Dr. - Kelly Robitaille has not seen a driveway permit from homeowner. Jay Buckley stated they have still not received a response from 49 Eidelweiss Dr.

Jay Buckley spoke with Kelly Robitaille about the original letter that was found in the office not signed by the BOC.  Kelly Robitaille stated he has a copy of the signed letter from the homeowner’s contractor. Adam Leiser stated he cannot find anything in the minutes that the letter had been signed. Paula Doyle stated the November 14, 2019 minutes stated that the letter was going to be signed out of session.  Kathy Koziell stated a mistake was made and suggested that Kelly Robitaille work with the paving company to let them know the district will do the labor. Kelly Robitaille stated the contractor hired by the homeowner would be paid by the district. Kelly Robitaille stopped the contractor and the BOC will need to work this out the homeowner. Jay Buckley stated the driveway permit for 47 Eidelweiss Dr. has to be approved before going forward.  The BOC will need to stipulate that the DPW will provide the labor in the conditions of the permit.  Adam Leiser would like to know who wrote the letter. Kelly Robitaille brings reality to the BOC that the village is only responsible for roads and water, this takes the liability off the village.

Discussion of 4 Grachen Dr. – Jay Buckley asked Kelly Robitaille about drainage at 4 Grachen Dr. Kelly Robitaille looked at the property and stated it is one of the homes that has a seasonal puddle after mud season if the puddle is still there the driveway will need a culvert which the homeowner will be responsible for.  Jay Buckley stated he will write a letter to the homeowner.

Jay Buckley makes a motion to communicate to the homeowner of 4 Grachen Dr. for a driveway culvert to mitigate the permit.  The culvert is to be purchased by the homeowner and the district will install. Kathy seconds the motion. Motion passed 3-0.

Discussion of Tamar Roberts email for annual meeting minutes to be amended to clarify the Warrant of Article 2. Adam Leiser would like to call Tamar for the correct working of the minutes.  Jay Buckley and Kathy Koziell did not feel the meeting minutes needed to be amended.

Jay Buckley makes a motion to reach out to Tamar Roberts about the amending of the minutes.  Kathy Koziell seconds the motion.  Motion passed 3-0.

Adam requested the financing of the truck figured out now and for Dinah Reiss to get other rates for financing the truck.

Jay Buckley makes a motion for Dinah Reiss to get two other loan options for Article 2, for the truck. Kathy Koziell seconds the motion.  Motion passed 2-1. Adam Leiser wants to give more direction with the financing.

Jay Buckley states that Article 2 was approved as presented by Paula Doyle at the annual meeting.

Discussion of the outhouses – Adam Leiser requested a price for filling in the outhouses.

Discussion of Ledge Probs – Jay Buckley asked Adam Leiser about the Ledge Probs.  Adam stated the cost for the Ledge Probs would be about $5K.

Adam Leiser makes a motion to allocate $5K for Ledge Probs to be paid from the Water System Capital Reserve Fund. Jay Buckley seconds the motion. Motion Passed 3-0.

Kathy Koziell thinks there is $80K in the Water System Capital Reserve Funds. Jay Buckley questions where the reimbursement will be coming from. Kathy Koziell states there is $40K in the Pipeline CRF, $61K in the Water Tank CRF, $45K in the Water System CRF and $10K in the Pipeline Extension CRF.

Discussion of the garage doors – Jay Buckley stated there is $15K in the budget line item for buildings and grounds.  Kelly Robitaille stated let us fix the garage doors now, he would not want to be blamed if the is an incident.

Adam Leiser makes a motion to allocate up to $6,800 to repair three garage doors that are up to the department of labor safety recommendations. Jay Buckley seconds the motion. Motion passed 3-0.

Discussion of Tight Tank, DES requires a number - Adam Leiser discusses the tank size and the price of pumping.  Jay Buckley stated the size is in Chris Alberts design with pump out once a year.  Kelly Robitaille would like to figure out how other communities in the area are doing it. Adam asked if there are pictures of the project. Jay Buckley stated the design gives the specs. Adam requested pictures of any projects going forward.  Kelly Robitaille stated that there are no requirements to have pictures. Jay Buckley stated he happened to have taken pictures and will send them into the office.

Kelly Robitaille requested a policy to put into effect about picture requirements for projects going forward.

Jay Buckley opens the meeting up to the public for questions at this time. No questions were asked.

3.  Accounts Payable

Jay Buckley makes a motion to approve Manifest of 8 checks for a total of $8,975.20.  Kathy Koziell seconds.  Motion passed 3-0.   

4. Commissioners Reports

Discussion of the Bond – Jay Buckley questions the spelling error of Eidelweiss on the document. Adam Leiser checked with Greg Im and said there was no problem what so ever.

Discussion of Water Committee Meeting – Jay Buckley reads the minutes.

Jay Buckley makes a motion to invite Larry Leonard and Larry Sardarno to the May 17,2020 meeting.  Kathy Koziell seconds the motion.  Motion passed 2-1. Adam Leiser does not feel the need for them to be invited.

Discussion of the 30 day wait period for the Water Tank project to start.  Thirty days would be May 11, 2020 to start the project.

Jay Buckley has questions from Larry Leonard and Larry Sardarno from the last water committee meeting. Jay Buckley asks about phase two completion clarification.  Kathy Koziell states waterline and service connections can be put off to next year for the 19 houses after the tank has been installed.  Adam Leiser states meeting with Rick Skarinka and Chris Albert will be pushed off until October.  Jay Buckley questions if we should delay the taking of the BAN.  Adam stated no, the BAN cannot be delayed.  Kathy Koziell asked if Chris Albert is sending bids into the office today for the meeting scheduled for tomorrow.  The water committee asked if there is a checklist for the project and if the contractors are vetted in some way. Adam stated that it is a non-issue.

Adam Leiser discusses the wiring of the money for the BAN note and asked if Dinah Reiss would give the account information to Greg Im.

Kathy Koziell states the DPW service line is installed and the Chocorua pumphouse will be starting. Kathy Koziell also stated that $30,700 from the 2019 warrant was set aside for the project.

Jay Buckley makes a motion to authorize Ian Hayes to start the Chocorua pumphouse project.  Kathy Koziell seconds the motion.  Motion passed 3-0.

Discussion on Tamar Roberts – Kathy Koziell will update the 2019 budget from Tamar Roberts and will have it for next week.  Jay Buckley asked if it is possible to get a draw down of the 2020 budget. Kathy Koziell will have it after the updates have been fixed. 

Jay Buckley opens the meeting to the public.  Ralph Lutjen asked how the $750,000 is achieved.  Ralph Lutjen stated, “Adam needs a pat on the back without seeing bids yet”.  Kathy Koziell gives an overview of the Water Tank project. 

 At 10:50 AM, Jay Buckley makes a motion to go into non-public RSA 91-A:3, II(b) The hiring of any person as a public employee.  Kathy Koziell seconds the motion.  The motion passed 3-0.

At 11:29 Non-Public meeting was recessed.

Jay Buckley makes a motion to adjourn meeting at 11:30 am. Kathy Koziell seconds.  Motion passed 3-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday April 9, 2020

The Board of Commissioners met at 9:00 am on Thursday, April 9, 2020.  In attendance was Commissioners Jay Buckley, Kathy Koziell (by phone) and Adam Leiser (by phone).  Also, in attendance was Highway Foreman Kelly Robitaille, Treasurer, Dinah Reiss, and Donna MacKinnon taking minutes.  The meeting was not filmed but residents could call into meeting via conference call.  We had 5 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. Highway Department Report 

Discussion on the new truck. Kelly Robitaille states there are no 2020 trucks available.

Kelly Robitaille stating DPW is practicing safe protocol due to Covid-19.  The shop is being put back into order now that the Tight Tank has been installed.

Discussion on 47-49 Eidelweiss Dr. it was priced out at $3800.00 47 Eidelweiss Dr owner has been told.  Jay Buckley states the owner of 47 Eidelweiss Dr still has to file a driveway permit with the district and has to work with the owner of 49 Eidelweiss Dr property.  Adam Leiser and Kathy Koziell wants to see a copy of the letter that was sent to 47 Eidelweiss Dr and the drawings.  The certified letter that was sent out to 49 Eidelweiss was sent out 4/7/2020 and has 30 days to respond.

Kelly Robitaille states the culvert will be around $250.00 which the homeowner will be responsible for payment and the DPW is responsible for the basin.

BOC requested administration to draft a letter notifying 47 Eidelweiss Dr. to submit a driveway permit and to clarify that the labor would be performed by the DPW.  Also, that the district is waiting on the response from 49 Eidelweiss Dr.

Discussion on Reinach pump house building Kelly Robitaille explained that they trenched around the building and it took 4 days for the pump to stop working.

Discussion Tight Tank- Tight Tank was installed and completed with an add on to the bill.  GW Brooks waived the labor portion of the bill. Jack hammer and excavator will be the extra expense.  GW Brooks worked well with the DPW.  Still do not have water to the building.  Waiting on Ian Hayes, he should be here today.  Dinah Reiss asks who is paying for what?

Kelly Robitaille made-a-decision to come off the family plan for health insurance.  He cannot afford it with his wife out of work due to COVID-19.  He requested to go back to a two-person plan.  Adam Leiser questions how Kelly Robitaille is going to pay back owed amounts for Jan and Feb.  Kathy Koziell states she will work with Donna to figure out the amount.

Discussion on dam pond levels-Pond level changed by 2” due to spill water.  Adam Leiser said a board was pulled and put back in.  Kelly Robitaille took offense to that statement and stated that did not happen.  Adam Leiser states the DES Dam Management Policy is 4” to 6”.  Kelly Robitaille clarified that it should be on a deep water draw down.

Discussion of the Loons- Mike Smith has been in contact with LPC John Cooley and he wants to do things just as they were done last year. John Cooley wants to work with Fire Chief Clark and does have a working relationship with him.  Jay Buckley states that Fire Chief Clark wants no lower than 4” of spillway and would like Mike Smith to report back to the district on the Loons.

Mike Smith takes offense to Adam Leiser’s statement that Mike Smith is making the loons into a problem that does not need to be.  Jay Buckley thanks Mike Smith. Jay Buckley wants admin to send letter to LPC and include the Fire Chiefs opinion.

Discussion on the DPW garage doors- Jay Buckley asks Kelly Robitaille can they wait on the doors until November, so the district has a better handle on the operating budget.  Kelly felt that they could wait.  Kathy Koziell states that Building & Grounds line item is $15K.  The doors create a safety issue and wants them fixed sooner than later.

Jay Buckley discusses Auditor Tamar Roberts final report that states the operating budget and water budget were over spent.

Jay Buckley states the water bills were stuffed and mailed out. Thanks Donna MacKinnon and Terri Hill for stuffing the envelopes.

Jay Buckley discusses with Adam Leiser about financing of the ledge probs could cost about $2k a day to do.  Adam wants to take $5K from CRF, it could take two days to do. SW Cole would be doing the job. District should wait a week to get the estimate from Chris Albert.

Jay Buckley asks Dinah Reiss about new bank account for water project. She says signature cards should be coming next week. Discussion on TAN note amount.  Adam Leiser ask Dinah Reiss how much the TAN note should be. Dinah suggested $220K

Jay Buckley makes a motion to approve a TAN note for $220K.  Kathy Koziell seconds.

Motion Passed 3-0.

Jay Buckley states that Mike Smith would like the water bill late fee of $50 waived at this time. Jay is for it.  Kathy Koziell wants to wait until May 1^st to decide.

Kathy Koziell wants to jump to the bridge loan note. Discussion about the BAN bridge loan for the Bond.

Adam Leiser makes the motion Resolution to Authorize $869,400.00 Bond Bank Loan Agreement, Issuance of Bonds and Notes, and related Documentation to Finance a Water Tank Replacement Project.  Kathy Koziell seconds. Motion Passed 2-0. Jay Buckley votes no.

Dinah Reiss wants to know what she is signing.  Adam Leiser stated he does not know but papers are coming today and will let her know.  Jay Buckley questions if the districts legal counsel needs to go over it.  Kathy Koziell states it is the paperwork to take the bridge loan.

Adam Leiser makes a motion to sign document.  Kathy Koziell seconds.

Motion Passed 2-0. Jay Buckley abstains for lack of information.

Discussion of the office – Jay Buckley states Donna is at her wits end of how the office is being run, with Kristin being out due to Covid-19 and with Donna exceeding her limited work hours. Jay Buckley wants to get help for Donna. Jay knows of someone in Madison that he can contact. Adam Leiser wants to go into Non-Public, Jay Buckley does not feel it necessary to go into Non-Public because we are a municipality and it is public knowledge. Jay Buckley thanks Kathy Koziell for all her help in the office but does not think the commissions should be doing the office work. Kathy Koziell asks Jay Buckley to have the person send in a letter and resume.

Discussion of David Maudsley’s email – Kathy Koziell is comfortable that Tamar Roberts report will address his email.

Jay Buckley states weeknight and weekend meetings will be on pause until the Covid-19 pandemic is over.

Jay Buckley makes a motion any checks, letter or and documents be signed out of secession because of Covid-19. Adam Leiser seconds. Motion Passed 3-0.

 3.  Accounts Payable

BOC decide to hold the Crest invoice of $475.77 until office clarifies the invoice.

Jay Buckley makes a motion to approve Manifest of 12 checks for a total of $9,711.57.  Kathy Koziell seconds.  Motion passed 3-0.   

Jay Buckley makes a motion to approve Payroll for $6207.02.  Kathy Koziell seconds. Motion Passed 2-0. 

4. Commissioners Reports

Kelly Robitaille requests approval for Tony Eldridge to be on-call for projects as needed. BOC agrees.

Adam Leiser states bids will be opening for the Water Tank project on Wednesday and will be discussed at next Thursday’s meeting.  Adam Leiser stated Friday May 17^th at 3 PM teleconference call for discussion of the project by Ian Hayes and Chris Albert, should be good to go and has DES approval. May 11^th shovel in the ground for project start.  Jay Buckley wants to invite Larry Sardarno and Larry Leonard in on the meeting. Adam Leiser and Kathy Koziell does not feel that is necessary.

Kathy Koziell makes a motion to sign the driveway for construction permit for Norman Le Gault at 51 Bern Dr.  Jay Buckley seconds. Motion Passed 3-0.

Discussion on Monadnock invoice.

Kathy Koziell makes a motion to pay Monadnock invoice from the Water Tank Capital Reserve Fund for $1,230.00. Adam Leiser seconds. Motion passed 3-0.

Kathy Koziell give a financial update at this time.

Jay Buckley makes a motion to adjourn meeting at 11:00 am.  When teleconference meeting ends.  Kathy Koziell seconds.  Motion passed 3-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday April 2, 2020

The Board of Commissioners met at 9:00 am on Thursday, April 2, 2020.  In attendance was Commissioners Jay Buckley, Kathy Koziell (by phone) and Adam Leiser (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 6 people call into the meeting                             

At 9:05 am Commissioner Jay Buckley calls the meeting to order.   

1. Agenda

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

2. Highway Department Report 

Kelly Robitaille had his report on the driveway permit for 51 Bern Dr. did not find any problems with the driveway to be paved.  He had the driveway plans from the contractor and as long as the contractor goes by the plans he approves.

Jay Buckley makes a motion to sign the driveway permit for 51 Bern Dr. as per the contractor’s plan.  Kathy Koziell seconds.  Motion passed 2-0.

Discussion on the Tight Tank project- Kelly Robitaille gives an update on the issues with the project.

Kelly Robitaille brings up the situation of no water in the building and is overly concerned with no way to wash hands especially with the COVID-19 pandemic going on.

Discussion on new water line to go out in front of building.  300 to 400’ shorter line fix. 1-day project Dawson will do on Monday. It will get rid of the bleeder valve at DPW building.  Kathy Koziell asks Kelly for a price; he has no idea currently.  Kelly states he can do back up work after.  Adam Leiser questions decisions on project. 

Kelly Robitaille there was no engineer plans and unknown water line.  Adam Leiser is confused wants to know whose is paying for waterline.  Kelly Robitaille takes offense and wants to defend the project and that the warrant should have been for 20K not 17K.  Also states that G.W. Brooks had no wrong doing.  Kelly Robitaille thinks that it should be his job to so that he is in the loop for all DPW projects. Adam Leiser states the project was mishandled.  Jay Buckley asks who reached out to Fluet engineering.  Kathy Koziell reached out to White Mountain.  Adam Leiser wants this figured out.  Kathy Koziell accepts some of the responsibility for the problem but states that the waterline has to be fixed.  Adam Leiser questions why the waterline has to be moved and to have the contractor accept responsibility.  Kelly Robitaille states the line has to be moved due to regulations. Kathy Koziell says she only saw a hand drawing with no measurements or boundaries.  Jay Buckley states the new water line will be around 4-5K.

Jay Buckley make a motion to appropriate up to $5,500. To install a new water service line from DWP well to the DPW Building. Paying it from CRF waterline extension and pipeline fund.  Kathy Koziell seconds. Motion Passed 3-0.

Adam Leiser wants an email to go out to Rick Skarinka to see if the waterline project would be cover for 24% reimbursement.  DES wants to see upgrades to the water system.  Adam Leiser will draft email, Jay Buckley and Kathy Koziell agree.

Kathy Koziell wants Administration to send 3/12/2020 commissioners meeting minutes

Discussion on Kayak Portal- Jay Buckley asks about the problems with the portal. Kathy Koziell states that it has been fixed. Jay Buckley asks how Andrew Harteveldt is answering resident emails regarding the portal.  Jay Buckley recommends that all the Passwords be changed in the office.

Isabelle Pais asks if the communication is still intact.  She has not been notified when the meetings are being held. Kathy Koziell says it is and no meeting in March due to her traveling.

Discussion on the 2020 Water Bills- Jay Buckley states that they have printed and ready to go out. Board makes decision to table the decision on the late fee. Also, to add Water bill ordinance for an upcoming Public Hearing.

Jay Buckley makes a motion to stuff the water bills after being approved by the Board of Commissioners.  Kathy Koziell seconds. Motion Passed 3-0.

Discussion on the filling to the DRA-Kathy Koziell and Jay Buckley thanks Donna for figuring out the MS232 form that was filed on time.  Also, the auditor Tamar Roberts has to file MS535 to the DRA. BOC will have to write the management report once the figures come in from the Audit.

Jay Buckley lets the board know that Primex contacted the office regarding accident in Jan.

A claim has been filed.

Discussion on Granite State Analytical bill it seemed higher than usual. Administration will investigate it and let the BOC know.

Discussion on memorials. Will be put on the list for a Public Hearing.

Discussion on the Loons-Mike Smith sent info to the BOC. Adam Leiser questions on the use of floating nests and lowering the boards which is limited by the State.  Jay Buckley wants to wait until next week for discussion after we hear back from Fire Chief Clark on his position.

Discussion David Maudsley email.  Kathy Koziell has not had a chance to read it and wants to table it until next week.

Kelly Robitaille brings up how to handle going forward with the pandemic COVID-19.  There is no running water even to wash hands.  Donna MacKinnon states this is unacceptable.  Discussion ensues about the COVID-19 regarding the office. Office is closed until the water is restored to the office.

Discussion on the Tight Tank project- Concrete was estimated to be 6” deep but it was actually 30” deep. There was a second pad poured over the first pad.  There will be an add on expense due to this. This will be over the warrant amount and the district will be stuck for the over expenditure.  Jay Buckley will reach out to NHMA on how to handle this.  Kathy Koziell thinks it can come out of the operating budget.  Kelly Robitaille has no idea of what the costs will be until the bill comes in.

Discussion on the Reinach pump house building- Adam Leiser sent in pictures to the office.  Ian Hayes estimates it would cost around $250.00 to change the grading around the building.  Kelly Robitaille says the pipe is not working, exit to the pipe, there is little water coming out.  Kelly wants to use the old water pipe as a temporary and he does not want to put any money into it.  Kathy Koziell defers to Kelly Robitaille for temporary fix. Board of Commissioners agree.

Jay Buckley makes a motion to spend up to $250.00 for Kelly Robitaille to work with Ian Hayes to fix grading at Reinach Tank building.  Adam Leiser seconds.

Motion Passed 3-0.

Discussion about security of the office.  Kelly Robitaille questions the security of information being secure such as personal emails.  Adam Leiser questions if Nancy changed passwords.

Kelly Robitaille is overly concerned with a computer breach.

Jay Buckley opens the meeting for public comment.  Adam Leiser interrupts with his letter to DES Rick Skarinka.

Kelly Robitaille asks if there are any other questions for him before he leaves.  Adam Leiser asks about the Little Loop project.  Kelly Robitaille is questioning the email that was sent by Adam Leiser as a commissioner.  Adam Leiser says it should have been sent as a property owner not as a commissioner.  Kelly Robitaille thinks the project should wait until the weather is better.  Jay Buckley and Kathy Koziell defers to Kelly Robitaille to the start of the project.

Dorothy Wondalowski brings up two points for the commissioners one is the late fee for the water bill.  She thinks it should be waived due to COVID-19.  Paula Doyle supports Dorothy’s position.  Dorothy also asks if there is a plan to help people out during this time?  Jay Buckley knows the Madison Church is helping people and to check with the Town of Madison.  Kathy Koziell asks Jay Buckley to get the information so that she can post it.

Discussion on the Loons.  Paula Doyle feels that an email should go out to John Cooley at the Loon preservation.  Mike Smith has been in touch with the Loon Preservation.

Dorothy Wondalowski asks about the kayak racks.  Kathy Koziell explains the procedure.  Paula Doyle feels the directions are not clear.  Adam Leiser recommends not opening the beaches and boat racks and to bring it up at the next meeting.

Jay Buckley makes a motion to approve the manifest of 6 checks for $12,489.63.

Kathy Koziell seconds. Motion Passed 3-0.

Jay Buckley makes a motion to sign the certified letter for 49 Eidelweiss Dr.  Adam Leiser seconds. Motion Passed 3-0.

Discussion on garage doors.  Kathy Koziell feels the garage doors should be repaired for health and safety reasons.  Jay Buckley wants to put them off until the fall, Jay feels the budget is tight now and for an unbudgeted item they would know better in the fall if there is money available to fix them.  Adam and Kathy want to fix them now. 

Discussion of Out Houses. Adam Leiser would like to get the out houses demolished.  Kelly Robitaille says that they would have to be shoveled out because you cannot get the trucks in close enough.  Kelly asks if the exterior should be covered, mounded, and seeded.  Adam Leiser would like to know the costs. 

11:15am Adam Leiser has to leave the meeting.

Isabel Pais attended the January communication committee not the March meeting.  Kathy Koziell takes the blame for being out of the area. Isabel asks about the website and calendar updates.  Isabel asks about mission goals being used appropriately.  She thinks only 1 commissioner and Kelly can sign off.  Legally 2 commissioners have to sign off on projects.  Kelly Robitaille states on projects in the past wording gets skewed by interpretation.

11:20am meeting is adjourned due to call being disconnected.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

                                                            Thursday March 26, 2020                                                           

Commissioners Meeting    No Audio available          

The Board of Commissioners met at 9:00 am on Thursday, March 26, 2020.  In attendance was Commissioners Jay Buckley, Kathy Koziell (by phone) and Adam Leiser (by phone).  Also, in attendance was Highway Foreman Kelly Robitaille, Treasurer Dinah Reiss, and Donna MacKinnon taking minutes.  The meeting was not filmed but residents could call into meeting via conference call.  We had 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. 

Jay Buckley brings up setting of the 2020 water rate.  $170,915. was approved at annual meeting. There are 469 water customers. The flat rate comes out to $364.  Dinah Reiss does not think the rate should be raised.  Kathy Koziell stated Rick Skarinka said to keep the rate at $485. Dinah said that the Auditor approved the extra unspent water usage fees goes into the Water CRF.  Jay Buckley and Dinah Reiss thinks the water rates should be set at $400. And Kathy Koziell is comfortable with that.

Jay Buckley makes a motion to set the 2020 Water Rate at $400.  Kathy Koziell seconds.

Motion Passed 2-0.

Discussion on auto payments of the water bills from Quick Books from Rhonda Rosand.

Jay Buckley makes a motion for Rhonda Rosand to set up auto payments of the water bill through Quick Books.  Kathy Koziell seconds.  Motion Passed 2-0.

2. Highway Department Report 

Discussion on 47-49 Eidelweiss Dr.  Kelly Robitaille spoke with paving company 47 Eidelweiss hired.  Kelly is questioning who is paying and wants 49 Eidelweiss involved with the fix.  Jay Buckley wants to send certified letter to the owners of 49 Eidelweiss Dr.  Then the BOC will have a formal response for the Henderson/Horton’s.

Jay Buckley makes a motion for Administration to draft letter to 49 Eidelweiss Dr. for the Board of Commissioner to approve then send it certified.  Kathy Koziell seconds. 

Motion Passed 2-0.

Discussion for Kelly to correct the problem with 47 & 49 Eidelweiss Drive 49 Eidelweiss should replace the culvert and who is buying what?  If the homeowner buys the culvert pipe the village does the work.  49 has to sign off to buy the culvert pipe and has to fit the 15” basin.

Discussion of the placement of the tite tank at DPW garage.  Kelly spoke with G.W. Brooks it will a two-day project. Starting Monday or Tuesday.  The original placement of the tight tank will be tuck next to building.  The correct placement has to be 5’ from the building.  The water service line might be in the way.  Kelly questions the costs.  G.W. Brooks can re-route the waterline.  Kelly will check with Ian and we need to be prepared that the warrant will not cover additional funds.  Kathy Koziell wants to have Ian available for digging.

Kathy Koziell makes a motion to contact Ian Hayes for where the water service line is.

Jay Buckley seconds. Motion Passed 2-0.

Discussion by Jay Buckley that the water at the Dam is flowing good.

Discussion on the new truck. Kelly Robitaille is in contact between Dodge & Ford. Could have a price war go between two companies.  The Ford is available immediately and the Dodge is 5 months out.

Jay Buckley asks Dinah Reiss about the amortization and rates to get a better deal.

Kathy Koziell states she will be back on April 11^th.

Discussion about the damage to the mailbox building.  Mark Graffam sent in pictures of the damage.  Jay Buckley says it needs to be secured which could be a volunteer project.  Kathy Koziell agrees with Jay Buckley.

Discussion of last snowstorm.  Kelly Robitaille welded a 3” pipe to the plow and it worked great.

Jay Buckley states that the Town of Madison made Jay the liaison for Hazard Mitigation with Chief Richard Clark.  Meeting will be at the end of April.

Kathy Koziell wants to add to a Public Hearing a Snowplow Policy or Ordinance.

9:44 am. Adam Leiser joins the meeting by teleconference call.

Discussion on the Kayak Racks. Notify Norm Garside to get an estimate on the racks. Administration to reach out to Norm Garside.

Discussion that G.W. Brooks will get PBN notice on file that we have a tight tank.

Adam Leiser makes a motion to approve Kathy Koziell to create March newsletter.  Jay Buckley seconds. Motion Passed 3-0.

 Discussion on the budget.  The Reinach article money stays with the project.  New Truck $1,212. Will be first year payment.

Jay Buckley makes a motion to accept the amended budget to file to the DRA.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion on Greg Im bond legal fees.  Kathy Koziell wants to take some of the costs out of the water budget.  Jay Buckley thinks all the Reinach costs should stay with the warrant.  Dinah Reiss wants to know if the $85K advance in Dec. if we charged it to the water budget.

Kathy Koziell used the $85K to the DPW & Summit Projects.

Discussion on $7K legal fees. Adam Leiser says $7K was to get the bond and does not support keeping with the Reinach project.  Kathy Koziell recommends taking it out of the water system.

Kathy Koziell makes a motion to pay legal fees for Water Tank & Grant from the water budget.  Adam Leiser seconds.  Motion Passed 3-0.

Administration to change Greg Im fees from legal to water budget.

Adam Leiser wants to discuss the DPW garage doors.  Table to next week’s meeting.

10:17 am. Adam Leiser leaves phone in meeting.

Kathy Koziell makes a motion to approve 3/12/2020 commissioner meeting minutes.

Jay Buckley seconds.  Motion Passed 2-0.

Discussion on Kayak Portal-Kathy Koziell says that Andrew Hardtveldt has it up and running.

3.  Accounts Payable

Jay Buckley makes a motion to approve Manifest of 13 checks for a total of $45,348.33.  Kathy Koziell seconds.  Motion passed 3-0.   

Jay Buckley makes a motion to approve Payroll.  Kathy Koziell seconds. Motion Passed 2-0.

4. Commissioners Reports

Jay Buckley tells the public that Kelly Robitaille has received a raise.  His new hourly rate is $25.49.

Discussion on procedures for agenda.  Jay Buckley wants it into the office 24 hours prior to the commissioners meeting.  Kathy agrees with Jay Buckley.

Jay Buckley makes a motion to have commissioners meeting agenda 24 hours prior to meeting.  Kathy Koziell seconds.  Motion Passed 2-0.

Kathy Koziell wants Administration to send Auditor Tamar Roberts an email for 2020 payments that were for 2019 bills.

Dinah Reiss asks about management report that the commissioners must do for 2019.

Discussion on Chris Albert on answering questions at April 8^th meeting by teleconference. Clarification on specifications with contractors and pump station.

Discussion of Emily Nichols post archaeological findings.

Discussion on Mark Graffam 91A rules.

Discussion of Janet Crowder email seeing if the District wanted to buy her property. Jay Buckley wants to get Kelly Robitaille & Ian Hayes input if it is viable to the District.

Jay Buckley makes a motion to share Janet Crowder email to Kelly Robitaille and Ian Hayes and ask them for their input.  Kathy Koziell seconds. Motion Passed 2-0.

Jay Buckley makes a motion to have Adam Leiser sign out of session checks and letters.  Kathy Koziell seconds. Motion Passed 2-0.

Dinah Reiss asks if she can speak with Rhonda Rosand at QuickBooks regarding online water bills.  She wants to ask about fraud and how the village will be notified when payments are made.  Jay Buckley and Kathy Koziell agree.

Jay Buckley makes a motion to adjourn meeting at 11:00 am.  When teleconference meeting ends.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday March 24, 2020

The Board of Commissioners met at 9:00 am on Tuesday, March 24, 2020.  In attendance was Commissioners Jay Buckley.  Also, in attendance Donna Mackinnon, Clerk.

At 9:05 am Commissioner Jay Buckley calls the meeting to order.

Commissioner Kathy Koziell calls into the meeting.  

1. Agenda:  Jay Buckley makes a motion to approve the agenda.  Kathy Koziell seconds.

Motion Passed 2-0.

Discussion on the Tight Tank. Jay Buckley went over the G.W. Brooks bid in detail.

Kathy Koziell makes a motion to accept G.W. Brooks bid for $17,153.  Jay Buckley seconds.  Motion Passed 2-0.

9:08 am. Adam Leiser calls into the meeting.

Discussion on the poly cam phone system for call in purposes for future meetings for the district.  Adam Leiser suggests a call-in number for future meetings.

2. Approve Minutes of Annual Meeting 3-7-2020.  Jay Buckley makes a motion to approve the minutes of the Annual Meeting of 3-7-2020.  Kathy Koziell seconds.  Adam Leiser abstains.  Motion Passed 2-0.

Kathy Koziell makes a motion for Adam Leiser to sign out of session.  Jay Buckley seconds.  Adam Leiser abstains.  Motion Passed 2-0.

Adam Leiser makes a motion for a teleconference call between Ian Hayes and Chris Albert for Friday April 10^th at 3:00 pm for final added alternatives for Water Tank Projects.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion on the $1.25 million contract for contingency for Reinach project only.  Jay Buckley wants transparency on the project. Kathy Koziell wants it to state Reinach only.  Kathy Koziell agrees with Jay Buckley to make contract stipulates tank and other projects separate.  Adam Leiser states the $1.25 million, Jones & Beach is for Reinach and Pipelines only, not spending it on anything else.  For every $1.00 worth of work .24 cents would come from grant money. Was stated that $$125K should be saved for 2021 budget.

Kathy Koziell makes a motion to create and send out District Village Newsletter on Annual Meeting and Kayak portal.  Adam Leiser seconds.  Motion Passed 3-0.

Discussion from Kathy Koziell of the $56K from last year budget.

Adam Leiser makes a motion to pay Greg Im from DrummondWoodsum for legal fees to come out of Water System CSF.

Discussion on motion Kathy and Adam Leiser agrees with the motion. Jay Buckley disagrees on the motion.  Kathy Koziell wants to wait until Thursday on motion.

Discussion on Jay Buckley’s phone call with Michelle Clark from the DRA.  The $59,142. stays with the warrant article not the unassigned fund balance because it is multi year bond.  It can be put to the payment of the loan.  Will be raised and collected this year.  Discussion on how the budget was figured $37,500K.  Kathy Koziell wants to know how the $37,500K is allocated out of operating budget.  Adam Leiser wants to Tamar Roberts (the Auditor).  Jay Buckley says it is up to the DRA.

9:51 am. Adam Leiser leaves the meeting.

Jay Buckley tells Kathy Koziell that the DRA will comment on where the money goes.  Kathy Koziell defers to Jay Buckley of the $37,500K for the Auditor and DRA will approve.

9:56 am. Jay Buckley makes a motion to go into Nonpublic RSA 91-A:3,II(a) compensation of any public employee.  Kathy Koziell seconds.  Motion Passed 2-0.

10:18 am. Meeting resumes.

Jay Buckley makes a motion to give Kelly Robitaille a 10% hourly raise. Hourly rate will be $25.49.  It will be retroactive to his anniversary date.  Kathy Koziell seconds.  Motion Passed 2-0.

Jay Buckley makes a motion to give Jeff DeMartino a $500. bonus.  Kathy Koziell seconds.  Motion Passed 2-0.

Jay Buckley makes a motion to adjourn meeting at 10:35 pm.  Kathy Koziell seconds.  Motion Passed 2-0.  

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

March 4, 2020

The Board of Commissioners met at 8:00 pm on Wednesday,March 4th, 2020.  In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley.

At 8:00 pm Commissioner Adam Leiser calls the meeting to order. 

Adam Leiser Motion to sign letter to Phase 1a Archaeological Sensitivity Assessment and allocate $1230.00, Jay Buckley seconds, passes 3-0

Al Motion to enter Non-Public per RSA 91-A:3,II (a) Employee Review

Kathy Koziell makes a motion to seal the minutes of the non-public for 1 week, Jay Buckley seconds, passes 3-0

Adam Leiser makes a motion enter non-public per RSA 91-A:3,II (c) Reputation

Adam Leiser makes a Motion to write a letter of recommendation for Jones and Beach, Jay Buckley seconds, passes 3-0

Enter Public session 9:30pm

Discussion on amendment the budget by 10K for legal

Adam Leiser motion to have Jay Buckley  amend the budget by 3K for legal. Jay Buckley seconds, passes 3-0

Kathy Koziell motion to adjourn at 11pm, Adam Leiser seconds passes 3-0