Author Archives: Commissioner

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Village District of Eidelweiss – Commissioners Meeting

March 5, 2020

10am Adam calls the meeting to order

 Kathy Koziell and Adam Leiser are present

Ron Sandstrom arrived for 10 minutes

The meeting was not filmed by Madison TV

Meeting opens – no agenda to approve

Slide discussion

Kathy suggests moving Burgdorf to article 3.  Adam agrees.  Bob will be contacted.

Ron Sandstrom arrives and shares that he is in opposition with nearly all the warrant articles.  Adam asks which article he supports.  Answer – beach testing

Ron believes more information should be presented to the public.  Ron is concerned that the tax rate will be greater than $6.02.  Ron informs the board that he will support a 12k expense on the truck. 

Discussion about amending budget for garage doors ($6500), furnace ($9,000), legal ($3,000), sander ($1500).  Kathy and Adam agree this needs to be included in the budget.

Adam motion to call Bob Ingram. Kathy second.  Vote yes 2-0

Discussion with Bob about amending the articles.

Bob expresses concern about the personal attacks that will likely happen.

Bob suggests we get additional supporting documents.

Phone call ends.

Kathy asks Adam to present all the articles. 

Adam motion:  Kathy be permitted to get information to Bob Ingram without BOC approval.  Kathy second.  Vote yes 2-0.

Further discussion about start of meeting.  Kathy and Adam agree to keep it brief.

Adam motion to adjourn at 1pm.  Kathy seconds.  Vote yes 2-0

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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

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VILLAGE DISTRICT OF EIDELWEISS

2020 Annual Meeting Minutes

                                                        Saturday March 7, 2020

Moderator Bob Ingram opens the polls for Article 01, voting for officers, at 5:00 pm.

Supervisors of the checklist Cheryl Brooks, Emily Sheppard, and Jen Garside. Clerk Donna

MacKinnon and Commissioners Jay Buckley and Kathy Koziell were also present for opening

of the polls. Officer Jake Martin of the Madison Police is present. 

At 7pm Moderator Bob Ingram closes the polls for article 1.

There are 53 people present.

At 7pm Moderator Bob Ingram call the meeting to order.

Moderator Bob Ingram requests all persons to stand and leads the pledge of Allegiance.

Moderator Bob Ingram calls for a moment of silence to relatives, friends and residents who

Have passed.

Moderator Bob Ingram introduces himself, Commissioners’ Adam Leiser, Jay Buckley, and

Kathy Koziell, Clerk Donna MacKinnon, Treasurer Dinah Reiss, Attorney Chris Boldt, Engineer

Chris Albert, Highway Foreman Kelly Robitaille, and Water Operator Ian Hayes.

Moderator Bob Ingram outlines and reviews the Rules and Procedures for the meeting.

Mike Smith asks if the clerk Donna MacKinnon was sworn in. Yes, she was.

Article 01      Voting for Officers

Voting for the following offices for 2020

Commissioner – 3-year term

Moderator – 2-year term

Clerk – 1-year term

Results of Article 01; Election of Officers

Commissioners 3-year term Jay Buckley

Moderator 2-year term Bob Ingram

Clerk 1-year term Donna MacKinnon

Tici Lutjen makes a motion to allow non-registered voters who are taxpayers and guests to speak. Second by Jay Buckley.

Vote: Moderator declares motion passed unanimously.

Article 02      Petitioned Warrant Article-Purchase of New Plow Truck

To see if the village district will vote to raise and appropriate the sum of $108,000. for the purchasing a New Plow Truck, and to authorize the issuance of not more than $108,000. Of bonds or notes in accordance with the provisions of the Municipal Finance Act (RSA 33) and to authorize the municipal officials to issue and negotiate such bonds or notes and to determine the rate of interest thereon and further, to raise and appropriate the amount of $24,000.  For the first year’s payment.  Funds for this appropriation will be raised by taxation.

Recommended by the Board of Commissioners 1-2.

(2/3 ballot vote required)

Article read by Moderator Bob Ingram.  Mike Smith moves the Article to the floor. Paula Doyle seconds.  Paula Doyle makes a motion to amend Article 02 to the amount of $12,000.  Mike Smith seconds.

Paula Doyle explains the change in amount due to only one payment for this year. Then goes on to explain that the Village needs a new truck, everyone was in support of the new truck. Commissioners wanted to buy the truck outright and the public wants a bond for the truck due to a tax burden of $1.08 per thousand. 2/3 vote is required.

Adam Leiser thanks Paula Doyle for explaining the bond article. Then goes on with an overview of the finances of the Village.

Point of Order Mike Smith asks what this slide show has to do with the amendment on the floor.  The Moderator explains that Adam Leiser is going over the finances of the Village with a slide show.

Mark Graffam makes a motion to stop Adam Leiser’s explanation and slide show.  Tici Lutjen seconds. Motion passes.

Adam Leiser states we will be having overlapping bonds and to keep it in minds when voting.

Gloria Aspinall is in favor of this bond Article.

Vote: Moderator declares Amendment passed.

The Moderator explains how to use the yellow ballots to vote on the Truck Bond.

Voting polls are open to the public at 7:25 pm.

Polls close at 8:25 pm.

Yes votes -49

No votes -6

Vote: Moderator declares Article 02 passed by 2/3 majority.

Article 03      Operations and Highway Budget

To see if the Village District will vote to raise and appropriate the sum of $620,745. for general municipal operations.  This article does not include appropriations contained in special or individual articles addressed separately.  Funding for this appropriation will be raised by taxation.

Recommended by Board of Commissioners 3-0.

(Majority vote required)

Adam Leiser makes an amendment change the amount from $620,745. to $640,745.

Jay Buckley seconds.

Adam Leiser explains the change in amount Government & Buildings line item up $15,500. Highway & Streets line item up $1,500. and Legal line item up $3,000.

Vote: Moderator declares Amendment Failed.

Mike Smith makes an amendment to change the budget from $620,745. to $560,745.

Mike Smith discusses why the change in budget. Use the $50,000 water tank loan not used from last year and $10,000 from the insurance payment from the truck fire. Also mentions employee health insurance changes.

Ron Sandstrom restates what Mike Smith said regarding $60,000 monies from last year.

Ralph Lutjen speaks about the truck insurance money.

Adam Leiser states that the budget was under by $48,000 according to the Auditor which the Board of Commissioner were just notified on Friday. That goes into the unassigned funds.

Dinah Reiss states that there were taxes paid on the tank loan and that there has to be a vote to use the unassigned funds. The amendment also has to include the unassigned funds to be used.

Mike Smith does not want the unassigned funds to be included with this year’s budget.

Moderator Bob Ingram reads the new amendment for a vote.

Amendment to change the budget to $560,745.

Vote: Moderator declares Amendment Passed.

The Moderator reads the Article 03 as amended.

Article 03      Operations and Highway Budget

To see if the Village District will vote to raise and appropriate the sum of $560,745. for general municipal operations.  This article does not include appropriations contained in special or individual articles addressed separately.  Funding for this appropriation will be raised by taxation.

Vote: Moderator declares Amendment Article 03 passed.

Mike Smith makes a motion not to reconsider Article 03. Tici Lutjen seconds.

Motion Passes.

The Moderator explains that this can be reconsidered but at least 7 days later.

Article 04      Water System Budget

To see if the Village District will vote to raise and appropriate the sum of $171,515. for the purpose of General Water System Operation.  Funding for this appropriation will be raised by water usage fees. 

Recommended by Board of Commissioners 3-0.

(Majority vote required)

Mike Smith moves the Article to the floor. Grayson Merrill seconds.

Motion Passes.

Kathy Koziell wants to amend the article from $171,515 to $170,915 due to addition correction on Kathy’s part.

Kathy Koziell makes a motion to amend Article 04 from $171,515 to $170,915.

Jay Buckley seconds.

Vote: Moderator declares Amendment Passed.

Jay Buckley discussion on Bond payment that is due this year.

Moderator reads new Article 04 as amended

To see if the Village District will vote to raise and appropriate the sum of $170,915. for the purpose of General Water System Operation.  Funding for this appropriation will be raised by water usage fees. 

Vote: Moderator declares Amended Article 04 Passed.

Mike Smith makes a motion not to reconsider Article 04. Tici Lutjen seconds.

Motion Passes.

Article 05      DPW Tight Tank

To see if the Village District will vote to raise and appropriate the sum of $15,000 for the purpose of installing a “Tight Tank at the DPW1 garage to address violations from a NH Department of Labor Safety and Health audit.  Funds for this appropriation will be raised by taxation. 

Recommended by Board of Commissioners 3-0.

(Majority vote required)

Adam Leiser make a motion to move Article 05 to the floor. Jay Buckley seconds.

Motion Passes.

Adam Leiser explains to the public that Article 05 has to amended due to the estimates that came back.  Lowest of 4 quotes was $17,153.

Adam Leiser makes a motion to amend Article 05 to $17,153. Jay Buckley seconds.

Mike Smith asks if any of the work can be done by DPW? Kelly Robitaille explains cutting the floor and the plumbing that is something that the DPW cannot do. They can do the clearing and digging the ditch for the tight tank.  Mark Grafton explains that there were floor drains put in when the DPW garage was built. When putting in the septic system DES had the village cover those drains. Would like to know what DES thinks of this project. Jay speaks on the tight tank explains it is for collecting all run off from the trucks so there is not a puddle of water left on the garage floor. The tank will have to be pumped and not quite sure of the frequency it will have to be done.

Vote: Moderator declares the Amended Article 05 Passed.

The Moderator re reads the Article 05 with the amended amount of $17,153.

Vote: Moderator declares Amended Article 05 Passed.

8:25 pm. Polls are closed for voting on Article 01.

Mike Smith make a motion to go to Article 07. Tici Lutjen seconds.

Motion Passes.

Article 07      Paving Eidelweiss Drive

To see if the Village District will vote to raise and appropriate the sum of $69,000. for the purpose of paving Eidelweiss Drive from the intersection of Rte. 113 to the end of the pavement at #44 Eidelweiss Drive.  Funds for this appropriation will be raised by taxation.

Recommended by Board of Commissioners 3-0.

(Majority vote required)

Adam Leiser make a motion to move Article 07 to the floor.  Jay Buckley seconds. 

Motion Passes.

Kelly Robitaille recommended that they do a one inch and a half overlay to catch this before it becomes a reclaim of the road.  He got an estimate of $150,000 for a repave and reclaim. Mark Graffam states no doubt that Eidelweiss Drive has to be done but wants it done after the water main is put in so not to have to pave twice.  Ron Sandstrom respects Kelly Robitaille’s opinion but would like to wait until the Oak Ridge bond is paid off then do Eidelweiss Drive so there is no tax impact to the residents.  Ron also asks the Board of Commissioners to plan ahead for this project done the road.  Kelly Robitaille also states that he wasn’t at the first budget meeting and could have talked about the project then. Nobody knows what is under the road, doing an Overlay and Shim we are looking at 10-12 years for the road.  If we reclaim road maybe a 4-year life with what research, he did for this project.  Kelly is worried about the road.  Adam Leiser would like the public to amend the article to $5,000 so that Eidelweiss Dr can be work on.  Betsy Ginsberg asks the question if this article is voted down then no means no for any work can be done on Eidelweiss Road.  Attorney Chris Boldt states that no means no.

Mark Graffam makes a motion to vote that the Village District will raise and appropriate the amount of $5,000 for shim paving Eidelweiss Drive as necessary Funds for this appropriation will be raised by taxation.  Mike Smith seconds. Amendment Passes.

Vote: Moderator declares Amendment Passed.

The Moderator Bob Ingram reads the new amended of Article 07.

Vote: Moderator declares Amended Article 07 Passed.

The Moderator reads the results voting of the election and Article 02.

Mike Smith makes a motion not to reconsider Article 02.  Mark Graffam seconds.

Motion Passes.

Mike Smith makes a motion not to reconsider Article 07.  Fran Keenan seconds.

Motion Passes.

The Moderator Bob Ingram reads Article 06

Article 06      Purchase of a New Truck

To see if the Village District will vote to raise and appropriate the sum of $108,000. for the

Purpose of purchasing a new plow truck.  Funds for this appropriation will be raised by taxation.

Recommended by Board of Commissioners 2-1.

(Majority vote required)

Mike Smith makes a motion to move Article 06 to the floor.  Tici Lutjen seconds.

Motion Passes.

Vote: Moderator declares Article 06 Failed.

Article 08      Beach Water Testing

To see if the Village District will vote to raise and appropriate the sum of $4,000. for the purpose of beach water testing.  Funds for this appropriation will be raised by taxation.

Recommended by Board of Commissioners 0-3.

(Majority vote required)

The Moderator Bob Ingram reads Article 08

Adam Leiser speaks on why the Board of Commissioners were not for the article but wanted the public to have the opportunity to.

Patti Allventi makes a motion to move Article 08 to the floor.  Mike Smith seconds.

Motion Passes.

Patti Allventi speaks about the research she did for the beach testing.  They are only testing for e coli and Granite State Analytical told her that weekly test was not needed because the water tests that are done monthly covers that.

Moderator re-reads Article 08

Vote: Moderator declares Article 08 Failed.

Article 09      Burgdorf Culvert Replacement

To see if the Village District will vote to raise and appropriate the sum of $25,000. for the purpose of replacing the Burgdorf Road Culvert.  Funds for this appropriation will be raised by taxation.

Recommended by Board of Commissioners 3-0.

(Majority vote required)

The Moderator Bob Ingram reads Article 09.

Mike Smith makes a motion to move Article 09 to the floor.  Kathy Koziell seconds.

Motion Passes.

Kathy Koziell makes a motion to amend Article 09 from $25,000 to $17,000.

Jay Buckley seconds.

Vote: Moderator declares Amendment Passed.

Dinah Reiss asks if a permit is needed for this project which was questioned at last Board of Commissioners meeting. Kelly tells the public that the engineer is here.  Kelly explains that he is certified by the state he can repair or replace up to a 48” pipe and no permit is needed under his license. He spoke with DES and can fix a broken and that DES will work with Kelly on this project.  Kelly says he can come in under $10,000 but just in case engineering is needed that is why the amount is $17,000.

Ralph Lutjen Makes a Motion to amend Article 09 from $17,000 to $10,000.  Grayson Merrill seconds.

Kelly has a handshake deal for use of an excavator for free.  He doesn’t have anything in writing.  Jennifer Merrill asks what project will actually cost. Kelly gives the numbers plus $3,000

if we would have to pay for the excavator.  Mike Smith asks if Kelly could send a email to get confirmation. Kelly will send email.

Vote: Moderator declares Amendment Failed.

Jennifer Merrill makes a motion to change Article 09 from $17,000 to $13,000. Grayson Merrill seconds. 

Vote: Moderator declares Amendment Passed.

The Moderator Bob Ingram reads the amended Article 09.

Vote: Moderator declares Amended Article 09 Passed.

Article 10      Highway Equipment Capital Reserve Fund

To see if the Village District will vote to raise and appropriate the sum of $30,000. To be deposited to the Highway Equipment CRF previously established.  Funds for this appropriation will be raised by taxation.

Recommended by Board of Commissioners 3-0.

(Majority vote required)

The Moderator Bob Ingram reads Article 10.

Kathy Koziell makes a motion to move Article 10 to the floor.  Jay Buckley seconds.

Motion Passes.

Adam Leiser explains the need for this article.  Mike Smith wants voters to vote article down.

Ron Sandstrom wants clarification on Legal issues with the grader. Adam Leiser explains that the grader has to be kept in working so not to break the lease.  Ron Sandstrom explains that they can petitioned the legislative body to vote to use money from the unassigned funds for unexpected emergencies.

Tici Lutjen asks what the cost would be for a special meeting.  Attorney Chris Boldt answers around $10,000. Also states that the courts could not consider the need for emergency as an emergency and to wait for the next annual meeting.  Kathy Koziell states there is $1,800 left as a total for both Highway Capital Reserve Funds.

The Moderator Bob Ingram re-reads Article 10.

Vote: Moderator declares Article 10 Failed.

Mike Smith makes a motion not to reconsider Article 10.  Grayson Merrill seconds.

Motion Passes.

Article 11      Discontinue the Highway Equipment Repair Capital Reserve Fund

To see if the Village District will vote to discontinue the Highway Equipment Repair Fund created in 2016.  Said funds, with accumulated interest to date of withdrawal are to be transferred to the district’s unassigned, fund.

Recommended by Board of Commissioners 2-1.

(Majority vote required)

The Moderator Bob Ingram reads Article 11.

Kathy Koziell makes a motion to move Article 11 to the floor.  Jay Buckley seconds.

Motion Passes.

Kathy Koziell changes her recommendation on Article 11 because Article 10 failed.

The Moderator Bob Ingram re-reads Article 11.

Vote: Moderator declares Article 11 Failed.

Mike Smith makes a motion not to reconsider Article 11. Tici Lutjen seconds.

Motion Passes.

Article 12      Road Construction Capital Reserve Fund

To see if the Village District will vote to raise and appropriate the sum of $30,000. to be deposited in Road Construction CRF previously established.  Funds for this appropriation will be raised by taxation.

Recommended by Board of Commissioners 3-0.

(Majority vote required)

The Moderator Bob Ingram reads Article 12.

Jay Buckley makes a motion to move Article 12 to the floor.  Kathy Koziell seconds.

Motion Passes.

Jay Buckley explains the need for this article.

The Moderator Bob Ingram re-reads Article 12.

Vote: Moderator declares Article 12 Failed.

Mike Smith makes a motion not to reconsider Article 11. Tici Lutjen seconds.

Motion Passes.

Article 13      Paving St. Moritz Intersection

To see if the Village District will vote to raise and appropriate the sum of $15,000. for the paving the intersection of Saint Moritz Drive and Basil Road to achieve storm water management.

Recommended by the Board of Commissioners 1-2.

(Majority vote required)

The Moderator Bob Ingram reads Article 13.

Kathy Koziell makes a motion to move Article 13 to the floor.  Jay Buckley seconds.

Motion Passes.

Ron Sandstrom wants to amend Article 13 from $15,000 to $1.00.

Bob Ingram ask if Ron Sandstrom understands that only $1.00 can be spent on the project as does Attorney Chris Boldt.  Ron Sandstrom withdraws the amendment.

Vote: Moderator declares Article 13 Failed.

Mike Smith makes a motion not to reconsider Article 13. Tici Lutjen seconds.

Motion Passes.

Article 14      Survey of Little Loop Drive

To see if the Village District will vote to raise and appropriate the sum of $4,000. for the purpose of creating a survey of Little Loop Drive for road drainage improvements.  Funds for this appropriation will come from the unassigned fund balance

Recommended by the Board of Commissioners 2-1.

(Majority vote required)

The Moderator Bob Ingram reads Article 14.

Kathy Koziell makes a motion to move Article 14 to the floor.  Jay Buckley seconds.

Motion Passes.

Kathy Koziell explains the warrant article.  She also states that $4,900 went into unassigned funds and explains of taking out $4,000 for the survey.  Mike Smith ask the board how much was spent on the Little Loop warrant. Kathy Koziell states probably about $6,000.  Mike thinks more like $22,000.  Mike Smith thinks $6,600 was overspent on cutting trees on Little Loop.  Mike Smith thinks this article should be voted down.  Kathy Koziell states this Board of Commissioners did not create the Little Loop Warrant. States the wording was for the drainage of Little Loop Drive. 

Vote: Moderator declares Article 14 Failed.

Mike Smith makes a motion not to reconsider Article 14. Tici Lutjen seconds.

Motion Passes.

Article 15      Discontinue the Water Tank Capital Reserve Fund

To see if the Village District will vote to discontinue the Water Tank Capital Reserve Fund created in 2017.  Said funds, with accumulated interest to date of withdrawal, are to be transferred to the district’s unassigned fund.

Recommended by the Board of Commissioners 2-1.

(Majority vote required)

The Moderator Bob Ingram reads Article 15.

Kathy Koziell makes a motion to move Article 15 to the floor.  Jay Buckley seconds.

Motion Passes.

Kathy Koziell explains the reasons for combining Water Capital Funds so that it all can be done from one fund.  Ron Sandstrom says these capital reserve funds were created for specific projects and thinks they should stay separate.  He then asks about the grant at the budget hearing it was asked if there were any strings attached. Found out that $85,000 had to be used from a capital reserve fund in order to get full grant money. The total of combining the Water Capital Reserve thought to used for getting the bond.

Mary Alice LaPointe asks why a number of the warrants have a 2-1 Board of Commissioner recommendation.  Jay Buckley answers question as to this article.  He feels that the reserve funds were created for a reason for a specific project. Thinks this is for the good for planning purposes.  Mike Smith asks if it is factual that the $85,000 is needed for the bond.  Adam Leiser answers yes. Then explains how the bond works so the village gets the full grant money.

Mike again asks if there are other strings attached for the grant.  The engineer Chris Albert answers Mike Smith question.  Dinah Reiss talks to the voters stating up to 2019 there was $20,000 put into each Water Capital Reserve fund in order to build up the funds.  Paula Doyle gives credit to the Board of Commissioners for getting the grant.  She has reservations of how this money is to be spent.  Paula Doyle asks the Attorney if it is legal for the Board of Commissioners withheld the $85,000 information at the Public Hearing. Kathy Koziell states that there was confusion of the $85,000 by the Board of Commissioners, water operator, engineer and the state when they met the end of February. It was at that meeting it was finally discovered that the $85,000 was on top of the grant money that was required.  Paula is against these articles.

The Moderator Bob Ingram re-reads Article 15.

Vote: Moderator declares Article 15 Failed.

Mike Smith makes a motion not to reconsider Article 15. Grayson Merrill seconds.

Motion Passes.

Article 15a    Water System Capital Reserve Fund

To see if the Village District will vote to raise and appropriate the sum of $61,0155. to be added to the Water System Capital Reserve Fund previously established.  This funds to come from the district’s unassigned fund balance.  No amount to be raised from taxation.  The funds for this represent the amount received by the discontinuation of the Water Tank CRF.

Recommended by the Board of Commissioners 2-1.

(Majority vote required)

Kathy Koziell makes a motion to move Article 15a to the floor.  Jay Buckley seconds.

Motion Passes.

Kathy Koziell recommends voting down article because Article 15 didn’t pass.

The Moderator Bob Ingram reads Article 15a.

Vote: Moderator declares Article 15a Failed.

Mike Smith makes a motion not to reconsider Article 15a. Tici Lutjen seconds.

Motion Passes.

Article 16      Discontinue the Water Pipe CRF

To see if the Village District will vote to discontinue the Water Pipe Capital Reserve Fund created in 2018.  Said funds, with accumulated interest to date of withdrawal, are to be transferred to the district’s unassigned fund. 

Recommended by the Board of Commissioners 2-1.

(Majority vote required)

The Moderator Bob Ingram reads Article 16.

Kathy Koziell makes a motion to move Article 16 to the floor.  Jay Buckley seconds.

Motion Passes.

No discussion of article.

Vote: Moderator declares Article 16 Failed.

Mike Smith makes a motion not to reconsider Article 16. Ralph Lutjen seconds.

Motion Passes.

The Moderator Bob Ingram reads Article 16a.

Article 16a    Water System Capital Reserve Fund

To see if the Village District will vote to raise and appropriate the sum of $40,400. to be added to the Water System CRF previously established.  This sum to come from unassigned fund balance.  No amount to be raised from taxation.  The funds represent the amount received by the discontinuation of the Water Pipe Line CRF.

Recommended by the Board of Commissioners 2-1.

(Majority vote required)

Kathy Koziell makes a motion to move Article 16a to the floor.  Jay Buckley seconds.

Motion Passes.

No discussion of article.

Vote: Moderator declares Article 16a Failed.

Mike Smith makes a motion not to reconsider Article 16a. Tici Lutjen seconds.

Motion Passes.

The Moderator Bob Ingram reads Article 17.

Article 17      Water Line Extension Fund

To see if the Village District will vote to change the purpose of the existing Water Line Extension Fund ETF created under RSA 31:19-a, by adding asset management to the existing purpose of making and repairing connections to the water system, extending or repairing water lines, and making general improvements to the water system and further to name the Board of Commissioners as agents to expend.

Recommended by the Board of Commissioners 3-0.

(2/3 Majority vote required)

Kathy Koziell makes a motion to move Article 17 to the floor.  Jay Buckley seconds.

Motion Passes.

Kathy Koziell explains that adding asset management to the wording was needed to apply for future grants.  Mike Smith asks when this article was put on the warrant.  Kathy Koziell explained that the wording had to be changed because the Auditor questioned the way the fund was.  Kathy Koziell received clarification from DRA the wording had to include asset management.  Jay Buckley tells Mike Smith the original warrant didn’t have the wording at the first budget hearing, but it was in at the second budget hearing.  The moderator thinks the change in the wording from the first budget hearing to the adding of asset management at the second budget hearing changes the intentions of the Article.  Attorney Chris Boldt states there is no money involved with the article and for a budget hearing it has to with dollars how to raise money through taxation.  Also, a warrant can be changed 15 days prior to annual meeting as long as it is posted.  Attorney Chris Boldt quoted RSA 39:5.

Jennifer Merrill makes a motion to change wording from Board of Commissioners as agents to expend to Legislator Body to expend.  Grayson Merrill seconds.

Adam Leiser explains if the wording is change there will be no way to get any grants.

Dinah Reiss explain the Water Line Extension Fund.  Bob Ingram questions if the Board of Commissioners can spend the money for water hook ups if the wording changes.

Jennifer Merrill withdraws amendment.

The Moderator Bob Ingram re-reads Article 17.

Dinah Reiss questions the use of this fund. Not in favor of the warrant.

Mike Smith is not in favor of this warrant.

Louis Sadarno use to be on the Asset Management he thinks it is an important tool for the Village. He is in favor of this warrant.  Jay Buckley agrees with Larry.

The Moderator Bob Ingram re-reads Article 17 again.

Vote: Moderator declares Article 17 Failed.

Mike Smith makes a motion not to reconsider Article 17. Tici Lutjen seconds.

Motion Passes.

The Moderator Bob Ingram reads Article 18.

Article18       Extend Road Maintenance on Grandval Way

To see if the Village District will vote to reclassify the Class VI section of Grandval Way from the intersection of Burgdorf Drive to dead end section of Grandval Way as Class V.

Recommended by the Board of Commissioners 1-2.

(Majority vote required)

Adam Leiser makes a motion to move Article 18 to the floor.  Jay Buckley seconds.

Motion Passes.

A Homeowner speaks about the reclassification of the road. Grayson Merrill thinks there would be more to the reclassification such as bringing the road up to code which would be a major expense. Kelly wishes he could take over all roads but would be open a can of worms. It isn’t a simple fix but a costly project.

The Moderator Bob Ingram re-reads Article 18.

Vote: Moderator declares Article 18 Failed.

Mike Smith makes a motion not to reconsider Article 18. Tici Lutjen seconds.

Motion Passes.

Mike Smith makes a motion to dissolve meeting.  Grayson Merrill seconds.

Motion Passes.

The Moderator Bob Ingram adjourns the Annual Meeting for 2020 at 10:44pm.

Respectfully submitted,

Donna MacKinnon

VDOE Clerk

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Village District of Eidelweiss

Public Hearing - Thursday 20th 2020 - 8 PM - Madison Public Library

Andrew Harteveldt

8:00 Meeting called to order, Commissioner Jay and Adam present.

8:00 Commissioner Adam makes a Motion to call Commissioner Kathy, Jay seconds.  Kathy joins the meeting remotely.

8:03 Commissioner Adam calls upon Paula Doyle to take the floor regarding the Petitioned Warrant Article.  

Paula Doyle provides background on the Partitioned Article including how the Warrant Article came about which pertains to the purchase of the truck.

Paula Doyle provides some insight into how the Warrant was partitioned and some confusion that occurred amongst the Board of Commissioners and herself with regards to the timings for requesting a warrant along with the need for a Public Hearing

8:11 Commissioner Kathy explained that the 3 articles are registered with the DRA and that the Michelle (DRA) confirmed that the articles are all worded correctly and the order that they will be presented is correct.

8:16 Andrew Harteveldt asks the question as to what point the amount of debt that the VDOE has would impact the ability to gain additional loans.  Dinah provides an insight into it being against the property.  

Commissioner Adam shares 1% total debt on non-water related items.  (e.g. trucks and roads).  If this article passes we would have about $300,000 in debt.  The 1% is approximately 1% of $92M.  Water related debt is 10%.  

8:21 Discussions then continue to discuss overall debt and the possibility of refinancing other debts.  Dinah asks the Commissioners if they intend to use the total $240k.  Adam corrects this to state it is $204k.  Adam asks Dinah if she would be willing to investigate the possible refinancing of that loan.  

8:23  Kathy is asked if the electrical upgrades are covered out of the existing bond.  Kathy confirms that the work still to be done on the Summit is included in that total loan amount.

8:25  Andrew Harteveldt shares his concern in terms of support the notion of a Loan on the truck but is concerned that we will be adding debt on top of debt over the coming years as unforeseen circumstances give us no choice.

8:28  Dinah asks if the board is planning on applying for a $20k asset management grant.

8:28 Jay proposes a motion to Close the Public Hearing, Adam seconds it and all 3 commissioners vote Yes.  

•

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

                                                       February 6, 2020

Public: Nick Borelli, Donna Mackinnon

Commissioners in attendance Jay Buckley, Adam Leiser, Kathy Koziell

Filmed by Tim Hughes of Madison TV

Adam calls the meeting to order at 9:10am.

Jay motion:  approve agenda.  Adam second.   Vote yes 2-0

Adam asks Kelly if he has reviewed the Porridge Shore video.  Kelly says he never saw it.  Adam asks Donna to send it. 

Adam reports that he was contacted by the Gagnon’s and they pruned one tree and removed another as requested by the BOC. 

Adam motion: the BOC draft a thank you letter. Kathy second.  Vote yes 3-0 Adam to write it.    Kelly to look.  Adam hasn’t been there.  Kathy and Jay haven’t either.

Trucks are on the road and operating as they should.  No issues.  Burgdorf conversation.  Kelly spoke with someone Joe Schmidl at DES and he asked the designation of the stream.  Stream is tier 2 which means DES must give approval and it’s not just a remove and replace.  72 inch culvert needed so Kelly can’t do it without an engineered design.  Nick suggests doing a quick repair without state overview.  Adam suggests changing the article by 5k to cover engineering.  Adam asks further if we can get a worst case and a best case.  Kelly says he can’t do that.  Adam says if we don’t have any numbers, we’re going to get a resident who says we’re asking for money without having any idea how much money the actual project will cost.  Kelly says we could repair but not replace which will by us sometime.  The DES representative said he will probably support this.  PBN needed either way.  Kelly wants to speak with him again and ask for permission to repair.  Adam asks what the Burgdorf article needs to look like.  Kelly says the article needs to be 25k with the hope it goes down.  He’ll get better numbers in the coming weeks.

Kelly says he spoke with someone in Ossippee that is a town employee and they have two sanders for sale.  This would be a bid item.  One would fit the big truck.  Operating budget could be amended on the floor to cover purchase.  Adam states we have to know date the bid must be in and the bid will be awarded.  Kelly will get us that info next week.

Email for DPW works.

Jay asks Kelly about the budget.  Jay says he gave him a budget a while ago.  Adam asks Jay why he didn’t report that during the meeting.  Kelly says he hadn’t seen the latest one. 

Adam reports he has to leave at 12:15 because of the snow day.

Kelly looks at budget.  Discussion about highway equipment repair line item ensues.  Kelly says last year was a “freak year” in terms of highway equipment repair.  Adam asks Kelly if we should remove 10k from line item on equipment but increase CRF for highway equipment by 10k.

Kathy reports expenses that year after year occur should be in the operating budget.

Adam says the trust is broken and needs to be fixed.  Nick says it’ll take a long time. 

Adam reports frustration that the public has animosity for a BOC that saved the district $750,000 between the grant and the lower interest rate on Reinach.

CRF funding discussion.

Jay reports that two petitioned warrant articles submitted to Madison were late.  The VDOE missed the deadline by one day.  Adam expressed frustration that the BOC missed the date.  He states we promised the public we would get it right and we didn’t. 

No candidates will be on the ballot as a result of this error.  Jay believes the NHMA didn’t give us proper posters and such and the wording was bad on the RSA.

Adam motion:  Jay draft a letter to the NHMA for BOC review discussing the RSA.  Jay second.  Vote yes 3-0.

Question arises about 17k for asphalt.  Adam states that mobilization is a big expense.  Kelly says there are additional places to see paved.  Nick suggests paving Eidelweiss Drive.

Jay leaves the meeting:

Discussion on gravel occurs.  Kathy and Adam state that we shouldn’t be so close on budgets.  Adam highlights that a meeting in October said Kelly wanted another 3k for gravel last year to better complete a warrant.  Adam says the idea of “coasting” is a bad one.  Kelly doesn’t recommend going down on salt.  Keep gravel down and salt up.  Kelly suggests deleting line item for painting.  Further budget discussion ensues.  Kelly wants to focus on culvert repair.  Kelly wants 20k for part-time. 

Adam motion: sign letter written by Kathy and sent to the BOC in response to the Dept of Labor on 2/5.  Kathy second.  Vote yes 2-0  Nick talks about the prior BOC putting a well where it shouldn’t have been installed.

Adam motion:  approve minutes of 1/30.  Kathy second.  Vote yes 2-0

Adam motion: Approve minutes of 1/15.  Kathy second.  Vote yes 2-0

Adam motion: Approve minutes of 1/9.  Kathy second.  Vote yes 2-0

Adam motion: Approve minutes of 2/1 with Adam’s changes/corrections and have Adam take the exact changes and merge them word for word into the draft minutes in the appropriate spots as best as possible.

Adam motion:  Have Jay write a letter to the power company to start working towards a tree removal plan.  Second Kathy.  Vote yes 2-0.

Adam motion: invite Chris Albert, Ian Hayes, Chris Boldt and Kelly Robitaille to the annual meeting via email request from admin.  Second Kathy.  Vote yes 2-0

Adam reports that every seven years the VDOE needs 108x2 + 240 for trucks.  That’s $456,000 or $65,142 per year excluding the grader and backhoe. 

Nick says we need options.  Adam reports that he worked diligently with the office to get an article for a truck bond. 

Nick doesn’t support the Grandval class VI discussion.  Adam reports that he contacted Mr. Gallant and that no support existed for his article. 

Adam thanks Nick for coming in.  Nick says common sense is needed.  Nick praises Jeff and Kelly. 

Nick says people don’t want to participate because they are busy.  Adam says people don’t want to work because the environment is too toxic.  Kathy reports we have been able to get some new people involved.

Adam reports he spoke with Luis Adorno. 

Adam motion:  Motion to have Adam meet with Luis Adorno for asset management.  Second Kathy.  Vote yes 2-0.  Adam says date tbd.

Jay Returns to meeting:

Discussion ensues about water line extension fund amending at annual meeting to add “asset management” so we can apply for grant.  Currently the fund doesn’t have enough money but with two water hookups in 2020 it will have enough money.

Peter Chapel sent the insurance information to Nancy’s representatives.  All is well.

Bond comparison spreadsheet discussed. 

Adam reports that both Ian and Chris A. supported increasing the water budget rather than having a CRF.  Adam suggests adding 10k to water repairs.  Kathy is on board with it.  Jay objects.  Adam is on board with it.

Adam reports that Ian and Chris both supported combining water CRFs.  Kathy supports the combination.  Jay supports that they not be combined.  Kathy thought he was in favor of it.  Adam supports the combination. 

Kathy and Adam say Jay wrote the articles.  Jay says he just took what Adam gave him.  Kathy doesn’t understand why Jay didn’t object when they met.  Kathy thought Jay was in favor of the articles.  Kathy wanted to know if Jay objected.  Conversation ensued about $80k quote for Eidelweiss Drive.  Discussion about what happened on the Wed night meeting that Adam didn’t attend regarding warrants. 

Jay mentions DPW structural issues.  Adam wonders why wasn’t that discussed on Saturday.  Discussion ensues about a bow in the building and track damage.  Kathy thought the $4250 on engineering was actually possible to fix the floor or not in the DPW. 

Adam states that the tight tank project and engineering should all be in the warrant.  Jay is asked why he didn’t tell the public the $4250 didn’t include engineering the tight tank when Adam told the public it was. As discussion ensues Adam says the engineering has to come from the operating budget because we need a design to get a bid and we need to get a good number to get public support. 

Adam motion: Approve a $1500 expense from the operating budget to engineer the tight thank project.  Second Kathy.  Vote yes 3-0.

Jay leaves the meeting:

Petitioned warrant article – Adam doesn’t think we can do the petitioned article because we need seven days notice for the public hearing and then at least 25 days prior to the annual meeting.  Kathy says if the VDOE missed Madison then the petitioned article definitely missed the VDOE deadline. 

Adam wonders if we should sent a letter to petitioner.

Adam motion: the BOC send a letter to petitioner explaining that the petitioned article can’t be presented.  Second Kathy.  Vote yes 2-0.  Adam to write the letter.  Deadline and public hearing were both missed. 

Adam reiterates that this is irrelevant because he’d already coordinated with NHMA, DRA and Chris Boldt.

Adam reports a conversation he had with an insurance agent from CT.  The handbook was discussed along with the two employee issue.  Adam and Kathy agree that we could be opening this up to a lawsuit if we change it now.  Donna reports that admin has added it to August admin action list.

Adam to review handbook on his own. 

Kathy has been trying to post minutes but can’t for an undetermined reason.

Adam reports that he asked admin to have a column with true expenses with CRF’s included.  Donna hasn’t started that but will. 

Discussion about Luis Adorno email. 

Adam states that the tree warrant article should be removed. 

Adam motion:  Sign the letter to Terri Warren.  Kathy second.  Vote yes 2-0.

St. Moritz discussed.  Adam asks admin to see if she can find the minutes for BOC review. 

Andrew Harteveldt asked the BOC not to support a bond for the truck. 

John Cancelarich email is discussed. 

Donna tried to get insurance information based on a change in fire rating.  She couldn’t get a number. 

Adam motion to go Non-public employee review per RSA 91-A:3,II(a) Seconded Kathy.  Vote yes 2-0 11:45am

Adam motion to go Non-public reputation RSA 91-A:3, II(c) Second Kathy Vote yes 2-0

Adam motion to end non-public at 12:05pm

Jay has been tasked with organizing the process for Kelly’s review. 

Kathy to figure out what to do with remaining minutes.

Adam motion: approve the manifest.  For $7115.88.  Second Kathy.  Vote yes 2-0

Adam motion:  sign the letter to 22 Middle Shore Drive.  Second Kathy.  Vote yes 2-0.

Kathy and Adam agree to make warrant for paving Eidlelweiss for $69k rather than highway repair.

Adam motion to adjourn.  Second Kathy.  Vote yes 2-0.

•

2020-01-25 Commissioners Public Hearings and Budget Hearing

Village District of Eidelweiss January 25, 2020 7:30pm Madison Library

Public Hearing on the Budget Over Expenditure per RSA 32:11

The Board of Commissioners held a public hearing on the Budget Over Expenditure per RSA 32:11

at 7:30pm January 25th, 2020. In attendance were Commissioners Adam Leiser, Kathy Koziell and          

Jay Buckley. Video taped by Tim Hughes and 15 people attended.

At 7:30pm the meeting was called to order by Chairman Adam Leiser.

Kathy Koziell makes a motion to open the public hearing. Adam Leiser seconds.

Motion passed 2-0.  Jay Buckley enters the meeting.

Kathy Koziell explains the Budget Over Expenditure process. The DRA was notified by the Commissioners and was told per RSA 32:11 that they had to hold a public hearing to explain the Over expenditure to the public. As of 12/31/2019 the Over Expenditure was $27,041.00 plus what the Audit will find as 2019 expenses that were paid in January.  A letter was written to the DRA explaining the unanticipated expenses of NH Retirement buy back for Kelly and Nancy of $12,200.00, Nancy’s separation agreement of $10,000.00, Additional legal payroll & bookkeeping costs $2,500.00 and Grader repairs $9,700.00.

Paul McKenna questions the by-laws regarding the $10,000.

Larry Leonard states that made us more over budget.

Kathy Koziell states that it was decided after discussion the NHMA legal and our District Attorney that the separation package was reasonable and that it was a wash by the Commissioners not taking their stipend.

Ron Sandstrom states that the NH retirement  buy back was available all along.

Jay Buckley states that every three years the employee can opt to take the buy back and both Kelly and Nancy chose 2019 to take the buy back.

Kathy states that no line item to budget for that possibility.  Mike Smith states that he wanted to add 20K to the 2019 budget ad that Adam refused, Adam states that was not true.  Dorothy Wondolowski brought up the F550 and thought it should have been approved. She said it was crazy that the warrant article  was defeated. Adam stated that at the last annual meeting the Board did not forthcoming on the expenses for that truck.  Ron Sandstrom, Adam and other agreed that we do need a new truck. Discussion on Grader mechanical failure.

Paula Doyle discussed the bad management of the budget. Commissioner should have known what bills were outstanding. She stated that the BOARD OF COMMISSIONERS  was spending funds without regard for the line items. For example the hiring of a part-time office assistant. Next year I expect that the BOARD OF COMMISSIONERS  have a better plan to aggressively manage the budget. Adam restated the 4 things that were unanticipated and “cooked us”. Paula stated that better management of budget was needed.  Larry Leonard not fond of the postcard mailing that was $600.  Kathy stated it was under $300.

Dorothy asked what the repair costs were this year for the F550. BOARD OF COMMISSIONERS  stated close to $20K. Mary Alice asks if  we have a “rainy day” fund. It was explained to her how the unassigned fund works.  Larry states that the current unassigned fund balance is around $170K.

The unassigned fund cannot be used unless voter approval on a warrant article or permission from the DRA as it pertains to the over-expenditure.

Ron Sandstrom explains that the unassigned fund balance is used to secure the TAN loan.  Mike Smith states that the DPW should have been asked to slow down spending and that we should have know about sand and salt that was delivered in 2019 and billed in 2020.

Kathy makes a motion to adjourn the Over Expenditure public hearing at 8:05, Adam Leiser seconds, passes 3-0.

Adam Leiser makes a motion to open the Public Hearing on the Dam Management Policy at 8:05pm, Kathy Seconded, passes 3-0

Jay presents the proposed Dam Management policy. Explains that it is a policy not an ordinance.

Current policy was vague and we needed to modify for clarification. Chief Clark and Deputy Chief Kribby attended a 9/28 commissioners meeting to discuss the impact of lowering the ponds  on the hydrant. Lowering of the pond greatly jeopardized fire suppression by lowering the ponds by removing boards at the Dam. Chief Clark attend in December stating his concern with the dry hydrant. John Cancelarich stated that our insurance rating is an E-9 the worst is a 10 and that without the hydrant we could become a 10. It was stated that this could impact homeowners insurance rates by a 30% increase. Adam discussed that DES needed the policy to be very specific.

Larry Leonard states that the plan he has from the website states that we keep the water levels as high as possible with fall draw down. During a drought the level can be lowered by 4” to protect wildlife down stream. Chief Clark will be looking into moving the Hydrant strainer to deeper water to allow for draw downs.

Concern about the effect on the Loons was discussed. Mike Smith indicates that on 1/17 he contacted John Cooley of LPC and he did not promote the floating nests and the Commissioners were accomplishing anything.

Kathy states that we included the Fire Chief in the Dam Management Policy.

Gloria Aspinall asked about the RSA 482:13 referenced in the Policy and was concerned about possible flooding of her property and who to contact.  Adam states the in an emergency to call 911 and they will contact DPW. BOARD OF COMMISSIONERS  explained that once the policy was adopted that a public hearing was only required when there was a “significant” lowering of the pond levels.

Ron states that this is a shift in policy from Loon Protection to Fire Suppression. There was questions regarding the commissioners asking the DPW to make modifications to the levels. It was explained that the DPW has the final say in the management of the Policy.

Adam states that he would support the lowering of the pond for the 5 weeks during loon nesting season.

Paula asked if there could be a meeting with the LPC, Fire Chief and DES. Adam states that he as given the contact information to Chief Clark to do just that.

Larry Leonard and others stated that floating Loon nests have been successful in other areas. Bob Ingram agreed but stated that it might that 2-3 years for the Loons accept. After much discussion about the floating nests, Paula states that it is up to the LPC not the VDOE.

Mike Smith states that the LPC considers our Loon pair one of the most successful.

Discussion on how that dam was managed in the past. Ron re-states that the Fire Chief has thoughts on other ways to not have to keep the water high.  Jay stated that there are 3 dry hydrants , 2 within the district. Discussion regarding ISO rating with insurance companies.

Adam Leiser makes a motion to adjourn at 8:50, Kathy Koziell seconds, passes 3-0

  Motion by Adam Leiser to call to order the Public hearing on the acceptance of the Groundwater grant per RSA 31:95-b, KK seconds passes 3-0.

Kathy explained that RSA 31:95-b was adopted by the VDOE inn 1990.  This give the commissioners authority “to apply for, accept and expend, without further action by the town or village district meeting, unanticipated money from the state, federal government….”.

The requirement is the have a public hearing to inform the public.

Mike Smith asked if there were any requirements in taking the grant.  Kathy states that there is no offsetting contribution and that projects must be for drinking water upgrades and approved by Rick Skarinka of DES. Adam adds that since the tank project was part of the application, any amount not spent on Reinach as a percentage that same percentage would be deducted from the grant. In order to receive the full grant the full $869,400 must be spent. Ron is concerned about projects not approved by the voters being added into the loan. Bob Ingram says that voters get to decide on projects. Adam talked with NHMA and was told that as long approved amount isn’t over budget and that the additional work is part of the overall Reinach tank project. Ron states that everything doesn’t need to be now – lets do it right not immediately.

Mike suggests a new warrant article about the grant. Bob Ingram just want to make sure it is approved.

Adam states that the actual tank bid has come in and the second part is being sent out to bid.

Adam makes a motion to adjourn at 9:10pm, Jay seconds, passes 3-0

Adam calls to order the Budget Hearing at 9:10pm. Jay seconds, passes 3-0

Discussion on budget totals vs line items.

Ron asks what the tax rate would be if all warrants passed. Could be $9.35/thousand. Adam states that 8.9% is in the ball park.

Mary Alice questions several line items in the budget. Paula askes about the 6% increase in salaries.

Paula asked about the additional part-time DPW line item.  Adam states that our DPW can do more projects in house with the additional part-time labor.  This is for when either Kelly or Jeff are on vacation we will still have a 2-person crew using the part-timer.

Paula expresses concern that raising taxes will effect property values.

Adam states that the increased line items allow us to get more projects done.

Ron questioned the increase in the gravel and asphalt line items and the $80K warrant to pave Eidelweiss drive. Can’t do it all now.

Mike Smith has a list of priorities from the past asset management committee that had not been looked at.  Jay stated that he has looked at it and had many conversations with Kelly which is why the Eidelweiss Drive paving is on the warrant.

Ron expresses concern over the tax rate and asked to balance the needs of the district with the tax payer – needs to be affordable.

Dorothy wanted to go line-line through the budget as in the past. She states that we should have had a separate budget hearing.

Larry Leonard concerned about higher taxes and work needs to be spread out and questions overtime and bonus amounts.

Mike Smith calculated that if everything passed the tax rate was $9.54 and a water rate of $300.

Diana Dolan stated that we should all work together.

Adam discussed the interest only loan and that the payments will increase the water rate.

Jurij Czernow stated that paving now is cheaper that waiting as costs go up and road will require more work.

Paul McKenna states that you need to have loans.

Discussion on financing the new plow truck for 108K. Paula suggests looking a 5-year average on costs.

Proposed budget without the Reinach tank is a 3% increase.  Ron Sandstrom discussed the road maintenance cycle for asphalt and gravel. Jurij states the winter conditions effect roads and conditions change all the time. Mike states that we need to take into consideration the water lines when doing road pavement.

Heated discussion between Adam and Mike regarding water tank project.

Bob I. states that the BOARD OF COMMISSIONERS  need to have more detailed information on the budget for the public. Bob states that with so much to do we need to have a plan.

Adam thanks for Bob for the input.

Adam makes a motion to adjourn at 10:15, Jay seconds, passes 3-0

Respectfully Submitted

Donna MacKinnon – Admin Assistant

•

    VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

                                                       January 16, 2020

Called to order meeting at 9:10 am. Adam Leiser Kathy Koziell & Jay Buckley

The Board of Commissioners met at 9:00 am on Thursday, January 16, 2020.  In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley. The meeting was filmed by Tim Hughes of Madison TV.   Donna MacKinnon (taking minutes), Kelly Robitaille and Ian Hayes are in attendance.

Kelly asks about the health insurance options.  No decision has been made.  Adam asks what questions Kelly wants answered by us.  Kelly has no questions for us.  Adam explains that Kelly is told that if he wants the family plan it is an additional $392 per month plus he would be responsible for the full deductible if he chooses the family plan.  Kelly is deciding between the family plan and the two person plan but he DEFINITELY does not want the buyout.  Adam explains that starting in February may end up confusing things a bit.  Kelly to email the BOC and office any thoughts he has pertaining to insurance. 

Discussion with Kelly about Burgdorf.  Kelly reports that Jim Rines advised him to contact the state directly and avoid engineering.  Kelly is allowed to go to a 42 inch pipe by state standard.  Adam asks Kelly to email the office and BOC what he is legally permitted to do without engineering.  Kelly to travel to Concord and meet with DES representative.  Adam suggests we have two warrant articles: one for engineering Burgdorf and the other for doing the Burgdorf road.  Costs would be 5k and 30k respectively.

Discussion ensues about on call number switch and virtual number. Jay is working on that.

Discussion ensues about budgeting in 2020. 

Discussion about pump and blower.  Kelly wants a blower.  Kelly doesn’t want the pump.  Whirlygig is only for 100% clogged culverts.  Kelly wants an industrial strength blower that could attach to the truck.  Kelly wants the “Billy Goat”.  It would allow the DPW to blow further from the road and blow bigger piles of leaves.  Kelly to email the link for it asap.

Ian enters. 

Not a lot to discuss.  Electrical upgrades are great.  No problems.  Money was saved.  Summit is starting today for upgrade.  Justin’s work will happen before Tom’s work.  Insulation discussed.  Insulation and structural work to happen afterwards. 

No new leaks.  Usage is at expected rate.  Reinach is on schedule.  Adam asks about relining of tanks.  Chocorua tank should be maintained and not replaced for as long as possible.  Chocorua is going to be a major project.  Chocorua, Jungfrau are only two to be done.  Ian wants a bigger tank at Jungfrau but not Chocorua.  Adam reports the price of a 10,000 gallon tank and a 30,000 gallon tank.  Ian to find out if we have room for a 30,000 gallon tank.  60k is likely cost.  Double the price for triple the tank.  Ian does not want Jungfrau replacement to be a part of the 295k project.  Adam reports that we could do this project with zero tax increase.  Jay to get info for lot size/easement on Jungfrau asap.  Ian thinks we need a wider, shorter tank at Jungfrau.  If DPW well collapses and a replacement pump can’t be installed immediately, the district will run out of water.  Well sourcing is expensive.  Muddy Beach is a great second source but it’s not reliable or capable of being a full water source. 

Motion by Adam to allow Ian to speak with Chris regarding Jungrfrau replacement.  Second Jay.  Vote yes 3-0.

Bleeder checks next week and then again in March.

Kathy asks about upgrading Chocorua.  Ian says yes, this piping should be done.  Adam wonders if we would do this when tank needs replacement. 

Chocorua bill for relining is roughly 16k.  Summit should not be relined; it should be replaced because it needs an upgrade.  Pipe replacement should happen at same time as Summit upgrade.  This is not a priority. 

Adam asks if we should get a warrant article together for relining Chocorua this year.  BOC says yes.  A few days for step one, and then a month later the actual relining.  No need for temporary water because we have a bypass.  Date of Labor Day to Columbus Day.  Ian to speak with Mass Tank. 

Coding of maps discussed.  Adam fully supports this.  It will help with voter support on pipeline replacement.

Adam motion:  Allocate $1,000 for Ian to complete the coding of our water system map.  Kathy second.  Ian asks for information from the pubic if we can get it.  Vote yes 3-0.

Adam motion: Ask Chris to give the VDOE a price for full mapping with the expectation that every curb stop valve will be easily identified with GPS.  Jay second.  Vote yes 3-0. 

Ian wants a system for shutdowns.  Adam says we task this to the water committee.  Everyone agrees.

Adam asks if we have the updated water ordinance.  The minutes have not been found and we don’t know where any notes are.  It may be on film. Kathy to check on all of it.  She’ll work with Donna on it.

Motion Adam – approve minutes of Jan 4 and Jan 15.  Second Kathy.  Vote yes 3-0.

Motion Adam – send the letter to David Maudsley as drafted via email.  Second Jay.  Vote yes 3-0.

Motion Adam – send the letter to Taylor as drafted.  Second Jay.  Vote yes 3-0. 

Motion Adam – approve payroll in the amount of $7753.85.  Second Kathy. Vote yes 3-0

Motion Adam – grant Adam permission to contract Bond Counsel up to 10k.  Second Kathy.  Vote No 2-1.

Motion Adam – hire Drummond Woodsum as Bond Counsel.  Second Jay.  Vote yes 3-0.

Jay and Kathy want to wait on letter drafted by Adam for Town of Madison Annual report. 

Admin to contact Henderson/Horton and inform then that 1/25 meeting is not an option.

Jay to bring up “check valve” on Reinach Tank for fire suppression next time Ian is in attendance.

Adam asks if we have any outstanding work orders.  Summit and DPW are only two.  Nothing has been missed.

Adam asks if VDOE should have a work order for Little Loop project.  Jay wants a work order for this project.  Jay to follow up with Kelly. 

Donna to get requested information to Greg for Bond Counsel. 

Shawn Edwards needs to be paid for tree work.

Adam motion: to have admin contact Nuno Pais and get the document created by the environmental committee and have it sent to the Communications Committee for discussion.  Kathy second.  Vote yes 3-0

Adam asks what we are doing with kayak rack assignments.  Kathy reports it will be done similar to last year. 

Water usage reports should all be on 13 month cycles.

Discussion on On-site storage for file storage. Adam wants to make it a warrant article.

Office will check on requirements with NHMA. 

Adam leaves at 11:05 am.

Kathy and Jay reviewed time-cards for payroll.

Discussion on Dept. of Labor on status of violations corrections. Discussion of eye wash stations.

Jay will check with Kelly.

Discussion on Interlaken water hook-up. Form to go ahead to proceed. Letter needs to be sent approved by BOARD OF COMMISSIONERS and send to Ian.

Discussion of sealed Commissioners Meeting minutes of 1/9/2020.

Kathy makes motion to keep minutes sealed. Jay seconds. 2-0 passed.

Motion Kathy-Approved Manifest 11 checks $14,140.27. Jay seconds 2-0 passed.

Discussion on hwy block grants and room & boarding taxes. Jay will obtain Madison wording for warrant articles.

Discussion on Dodge Ram wiring. Jay filed tech issue with Dodge, hasn’t heard back from them.

Kathy motions to adjourn. Jay seconds. 2-0 passed.

Adjourned 11:50 am.

•

The following offices will be open to candidates at the Annual Meeting of the Village District of Eidelweiss on Saturday, March 7th, 2020 at the Madison Elementary School. Voting for officers 5pm-7pm, deliberative session begins at 7pm.

Commissioner / 3 year term

Moderator / 2 year term

Clerk / 1 year term

As the incorrect method had been used to set the dates for declaration of candidacy, the ballot will be for write-in names only.

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