The Board of Commissioners met at 9:00am on Thursday Dec 16^th, 2021.

In attendance for the public meeting are Commissioner Kathy Koziell (KK), Commissioner Jay Buckley (JB), Mike Smith (MS), Donna MacKinnon (DM)- Administrator, Diana Reiss (DR)-Treasurer, Gloria Aspinall (GA), Mark Graffam (MG) attends after 10:45,  Meeting videotaped by Madison TV

Commissioner JB calls the meeting to order at 9:01am

JB makes a motion to approve the agenda, MS 2nds, passes 3-0

JB makes a motion to approve the minutes from 11/10/2021, KK 2nds, Passes 2-0-1

JB makes a motion to approve the non-public from 11/10/2021, KK 2nds passes 2-0-1

JB makes a motion to approve the minutes from 11/18/2021, MS 2nds, MS makes a motion to amend the minutes toDelete crept on to flooded across. After Mike Smith states we own the Dam – Delete “and we can do what we want” add “notify Fish and Game that we need to remove a board due to recent rain”. Add in comment from Shauna’s email “and high water on Big Pea”. Delete the “remove” from motion to contact owners. Add “JB threatens to remove D Wondolowsky from the meeting” passes 2-0-1

JB makes a motion to approve the minutes from 12/2/2021, MS  2nds, MS makes a motion to amend discussion on Appenvalregarding cornerlots   change the word “can to could” Passes 2-0-1. Bottom of 2^nd page add “MS suggests getting a price to complete GPS of CSV’s”. Bottom of page 3 last sentence, Strike out “this idea did not get much support”.  4^th page Gravel JB and MS confirm that ultimately the cost will be taken from retainage. Passes 2-0-1

JB makes a motion to approve the minutes from 12/6/2021, KK 2nds, Passes 3-0

DPW

KR Discussion on Driveway application for 70 Appenval, property owner wants to use Thusis for access. KR states this would actually be better for the District roads. This could be an issue with house numbering for 911. JB makes a motion to approve the Driveway application if abutting lot is owned by VDOE. (this way they could change legal address to Thusis). KK 2nds. Discussion on how much work is required on the Class VI Rd by property owner. Permit conditional on installation of road culvert and a Class VI road waiver. Passes 3-0

Discussion on paving of Eidelweiss Dr, may be better to repave sooner rather than waiting for compete road reclaim. Discussion on roadside clearing,

KR has quotes coming from GW Brooks as they purchased a new roadside mower that Tony could run.

JB makes a motion to encumber the funds from 2021  Warrant Article #5 in amount of $7000 for roadside brush and tree cutting, MS 2nds, passes 3-0

JB makes a motion to encumber the funds from 2021 Warrant Article #6 in amount of $6000 for revisions to Lodge property lines MS 2nds, passes 3-0

KR will contact Beaver Trapper in the spring as animals are hibernating

JB makes a motion to approve the manifest in the amount of $7366.06 MS 2nds, passes 3-0

MS makes a motion to approve the payroll manifest in the amount of $5684.83, JB 2nds, passes 3-0

Audit draft received yesterday (12/15/2021) at 6:30 pm

Habitat for Humanity has a request for a driveway permit using a letter of credit for guarantee. This is acceptable according to the ordinance.

DM will move forward with the Driveway Permit application process.

DES comments on the OMR for the DAM

 KR confirms with Madison that abutting lots on Thusis are VDOE owned – new address will be 13 Thusis.

JB makes a motion to pull a board in Dam, MS 2nds, passes 3-0

JB makes a motion to have KR cut the10” board into 2-5” boards, MS 2^nd, passes 3-0

Official Reinach Grant extension thru Dec 2022 received from DES

MS makes a motion reimburse Doug Prescott for $43.68 for Water Committee expenses, JB 2nds, passes 3-0

Granite State Analytical report – all tests passed

91A request for all emails between office and commissioners, DM to ask for a date range.

Discussion on meeting schedule, next meeting Jan 6^th, 13^th, 20^th, 27^th, and the 28^th   Budget hearing

JB makes a motion to approve a Meeting Policy.

“To have any currently elected commissioner(s) not physically present at a public meeting held by the board of commissioners to be contacted immediately after the meeting is called to order which allows them to participate remotely per RSA 91A:III.” MS 2nds, KK states that absent commissioner should notify office 24hous prior to the meeting that they are available to participate”.  Final language

                                                               Meeting Policy

To have any currently elected commissioner(s) not physically present at a public meeting held by the board of commissioners to be contacted immediately after the meeting is called to order, if that commissioner has given 24 hour notice of availability, which allows them to participate remotely per RSA 91A:III.  

Passes 3-0

MS asks that the Jan 6^th meeting with Horizon Engineering be cancelled, JB will contact.

MS makes a motion to enter non-public at 10:23 91A:3 II (c) JB 2nds, passes 3-0

Reconvene Public meeting at 10:32 Minutes of non-public are sealed

MS leaves the meeting

Discussion on Jones&Beach invoice of $1295, was for meeting with Ian and tour of the pump house

JB makes a motion to approve the J&B invoice, KK 2nds This is for Contract #6 passes 2-0

Discussion on transfer switch for pump house –

Wright & Pierce invoice for Dam breach analysis for $2000

Nick Skeggell needs usage at Chocorua and Summit to assist with Upper Lakeview PRV

Mark Graffam questions valve that was originally designed to be at Lugano. JB states that once the area was evaluated it was determined by Ian Hayes that a change in location would achieve a better result.

Mark Graffam questions the budget reports, KK explains that the office is taking the full P&L and creating 2 separate budget reports (operations and water) and we are now creating a 3^rd report to capture the Warrant Article expenses to take them off the operating budget.

DR clarifies that the Treasurer is not responsible for the budgets.

Discussion on water hook-up fees and the new process for separating the water funds from the operating funds.

DR asks if Simply Water invoice for work on Asset management project can be filled to the project. JB states that yes it can

JB discusses voting booths for annual meeting

Discussion of District entering into a 3-year contract with 3^rd party energy co-op. DM will reach out to DRA

JB makes a motion to have Tricky Tree clear brush from around the lodge not to exceed $2500, KK 2nds, passes 2-0

Discussion on 2022 Warrant Articles, Tank Pumping, Insurance, Hwy Equipment, Equipment Repair

JB makes a motion to adjourn at 11:48, KK 2nds, passes 2-0

Respectfully submitted,

Kathy Koziell, Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

DECEMBER 2^ND, 2021-Draft

In attendance were commissioners, Mike Smith, (MS) and Jay Buckley (JB). Also in attendance were Kelly Robitaille, (KR) Doug Prescott, (DP) John Conolly, Carol from Madison TV was the videographer. Ian Hayes, (Water Operator) Cathy Conway and Josh Davis from Horizons Engineering appeared at 9:30 am for a monthly status update.

The meeting was call to order by Chairman Jay Buckley at 9:01am.

MOTION: JB makes a MOTION to approve the agenda, 2^ND MS; MOTION PASSED

MOTION: JB makes a MOTION to call commissioner Kathy Koziell who is traveling out of state to participate in the meeting by phone. NO 2^nd by MS.     MOTION FAILED

When asked by chairperson JB as to why he would not allow Kathy Koziell to participate in our weekly meeting MS refused to provide an answer.

MOTION: JB makes a motion to approve the minutes of 11/18/21, MS 2^nd’s.

MS claims that a lot of changes are needed. JB states he went through the entire video to accurately capture and correct the minutes. JB asks MS to review the video, find the discrepancies, and record the times. MS refused to do that or to provide any detail. MOTION FAILED

DPW REPORT:

KR reports that he has 3 driveway applications for review.
MOTION: MS makes a motion to approve the driveway application for #12 Klausen Drive, JB 2nds. MOTION PASSED.

MOTION: MS makes a motion to approve the driveway application for #9 Blinden Drive, JB 2nds. MOTION PASSED.

KR discusses a driveway application for #70 Appenval Way. Owner wants driveway entrance to come from Thusis Drive class VI. KR points out that there is a steep access to lot from Appenval. KR states that a road culvert will be required beneath Thusis if access is from Thusis. MS states that people who own corner lots can choose what street they are registered on. E-911 requires that driveway access be from the legal street residence of record. JB/KR discuss having a dual driveway or circular to comply with E-911 and suffice the property owners desire for access of Thusis Drive. DM is told to contact the property owner to have the issue resolved with E-911 through town hall. This property owner also has a water hook-up application in with $8k check. DM states she wants have applicant hold off on application and check until spring as no installation will be done till then. JB states that the $8K is used to evaluate a water main and pressure and that should be done now in case it is denied a hook-up. Also; the cost of the hook-up application currently is $8K and could go higher as was discussed at the August 14^th public hearing on the water system ordinance. The voters will decide on ordinance changes. MOTION: JB makes a motion to process the water application for #70 Appenval Way. MS does not 2^nd. MS states that the driveway application always comes first. JB asks MS to provide that evidence in writing. MS says “NO.” MOTION FAILED

John Conolly is present to discuss his driveway access to his lot located at #5 Bristenstock. This is a corner lot and has presence on Reinach Place. Mr. Conolly would prefer having access from Reinach Place as it is less steep. KR agrees that this would also be better for the District. JB and KR reviewed the site. JB spoke with Madison town hall over the issue of E-911 and how to possibly renumber this address for E-911. In this instance with this lot, it is possible to give this property a new address of either 1 or 3 Reinach Place as those addresses do not exist due to a previous lot merger next to this property.
MOTION: MS makes a motion to accept the driveway application for the property owned by Mr. John Conolly and that is be changed to Reinach Place. JB2nds. MOTION PASSED.
MOTION: MS makes a motion to sign out of session once Mr. Conolly receives a number from the town of Madison on Reinach Place. JB 2nds, PASSED.

Ian Hayes (water Operator) joins the meeting at 9:38am. MS speaks to Ian on the repair status of curb stop valves and asks why no work has been done on that issue. Ian explains that he has spent time with Horizons Engineering on the Asset Management Project and that when scheduling time to work with KR, that both parties have often had other priorities. JB discusses understanding first the scope of the work by identifying those valves that are damaged, prioritizing the list and then obtaining a cost before just jumping into an unknown.

Ian provides some cost estimates with using the DPW to excavate these valves. MOTION: JB makes a motion to spend up to $5,000 for Ian and Kelly to repair known damaged CSV’s weather permitting. MS 2nds. MOTION PASSED.

Cathy Furtek-Conway and Josh Davis from Horizons Engineering are in to discuss the status of the Asset Management Project.

JB discusses activity to date. Cathy discusses the priority of spending time/money on GPS surveying of every asset that we have. Cathy describes that the priority is the Hydro-model for the District.

Discussion ensues and MS tries to find other monies to get the CSV’s that have been re-identified by volunteers done this season. It is noted that there is already snow on the ground and that the valves are being covered. As more snow falls it will be harder to find costing even more money/time. Only 70 additional valves remain to be GPS’d but there still remains approximately 350 CSV’s that would still need to be surveyed. Ian, Cathy and JB try to explain to MS that obtaining an additional 70 out of 350 surveyed CSV’s makes no sense at this point in the project. Much time is spent explaining the project so that MS is up to speed.

The priority will be to have Horizons Engineering focus on getting the Hydro Map completed with the critical infrastructure items on the map. JB explains that we have sufficient data on the CSV data sheets and they will be linked to the map until accurate GPS surveying can be done.

It is agreed that we will refocus away from GPS-ing the CSV’s and focus on the infrastructure and Hydro-model. Critical Gate Valves, Pump Houses, etc.

Cathy explains that the plan should be to create a new priority (Master Plan) for what needs to be done next so that taxpayers can anticipate a well-balanced plan of improvements with a stable water fee to fund these improvements in order to achieve the desired level of service.
MS continued to ask that the 70 out of ~350 CSV’s get GPS’d. The idea did not get much support from those in the room.
JB recommends a meeting with the public in the Jan-Feb time frame for AM updates and education.

JB asks Cathy if the VDOE Can delay payments until 2022 calendar year. Cathy states “Yes.” DM states this will be cleaner for our bookkeeping.
There is one invoice that has been received from Horizons as they bill monthly. DM advises that the $20k was never pulled/requested form the CRF for the water system back in the spring when the commissioners approved to do so and hopes that the trustees can release the monies this month. Ian reports that there are some 2021 expenses due soon for Pumps and equipment. DM asks Ian to submit all remaining water connection costs before years end.

Question as to turning off water to 24 Huttwil Drive. The septic system is confirmed as being replaced. Ian still feels there is a risk. Water bill is 2 years overdue. Certified mail keeps coming back as undeliverable. JB states that he will take a bill to the homeowner so that they can pay the bill before having their water turned off.

DM shows a list of homes in Eidelweiss that are not on the water billing list and are not part of the list of 18 well owners in the District. These homes may never had been charged for water.
Ian/JB to investigate list of homes.

Ian is OK with work done on Reinach Tank/Pump house project. Says that wiring should be “cleaned up” in Pump Station and should be addressed by the engineer.
JB reports transfer switch for generator and grass seed are not yet done.

MOTION: JB makes a motion to approve $26,297.71 for the operating budget. MS 2nds, MOTION PASSED.

MOTION: JB makes a motion to approve $4877.80 for the payroll budget. MS 2nds, MOTION PASSED.

MOTION: JB makes a motion to approve $4994.95 from the Water Project Budget for the purchase of road gravel to restore roads to their original condition. MS 2nds, MOTION PASSED.
Much discussion on where money should come from. MS feels it should come from retainage.
DM to get total bill for gravel and labor from DPW.

MOTION: JB makes a motion to transfer $8000 from Operating budget to Water Line Ext CRF. MS 2nds, MOTION PASSED.

MOTION: JB makes a motion to reimburse Doug Prescott for $45 for his paid application to the NH DES Asset Management workshop in December. MS 2nds. MOTION PASSED.

ADMINISTRATION REPORT:

DM brings up correspondence from Habitat for Humanity asking the VODE to accept a $4000 line of credit/passbook instead of a BOND for their driveway application.
MS states they should secure a bond like everyone else. JB states they have the cash that will be held by the bank in the VDOE name. It is the same thing and has been done with the VDOE before.
MS refuses to accept request and cannot remember when they did it before. JB asks DM to pull records for 5 Burgdorf (Habitat property) to see how it was handled before. If done before, JB has no problem with doing it this way.

DM has application to transfer $20,000 from Water System CRF for

MOTION: JB makes a motion to transfer $20,000 from the Water System CRF in accordance with the Feb 25, 2021 minutes. MS 2nds. MOTION PASSED.

MOTION: JB makes a motion to amend a previous motion made on November 18^th to create a new fund named; “WATER FUND” to rename it “WATER ASSESSMENT FUND”. MS 2nds. MOTION PASSED.

COMMISSIONERS REPORT:

JB apologizes to Dorothy Wondolowski for the tone he used in addressing her in the previous week’s meeting. JB wants this apology to be recorded in these minutes.

JB states that the driveway grate has been installed at #47 Eidelweiss Drive and he should inspect it for “Driveway for Operation” permit. Kelly to inspect and issue Permit for operation.

MOTION: MS makes a motion to ask Paula Doyle to vet the candidates for the Administrator position. JB 2nds. MOTION PASSED.

MOTION: MS makes a motion to send Doug Prescott a thank you letter for clearing debris from the dam but not to do it again. JB 2nds. MOTION PASSED.
MS questions the operating budget draw down amount and how that gets calculated. DM explains. DM states that there is approximately $101,774.89 under spent.

JB states that claims were made by people in the audience and MS that the operating budget was overspent. JB explains that the Kathy Koziell had the answers, but MS does not want her to participate in the meetings electronically.
MS claims that KK and JB are “acting as a team throughout this whole thing.” MS defends his choice in not calling Kathy Koziell to participate in the meetings.

MS states that he is ending the meeting and gathers his articles and begins to walk out.
DM asks how to respond to a homeowner on Reinach Place as to possible land sales in the future. DM is told the VDOE is not in the real estate business.
MS starts to walk out and JB asks for a motion to adjourn. MS refuses to make the motion and leaves the building.
JB thanks folks for watching and attending and ends the meeting as there is no longer a quorum.

Respectfully submitted,

Jay Buckley

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

NOVEMBER 18^TH, 2021-Draft

In attendance were commissioners, Mike Smith, and Jay Buckley. Also in attendance were Kelly Robitaille, Gloria Aspinall (who left the meeting early after dropping off a letter to be read), Dorothy Wondolowski, Dinah Reiss, and Ralph Lutjen. Carol from Madison TV was the videographer.

The meeting was call to order by Chairman Jay Buckley at 9:00am.

MOTION: JB makes a MOTION to approve the agenda, 2^ND MS; MOTION PASSED

MOTION: JB makes a MOTION to call commissioner Kathy Koziell who is traveling out of state to participate in the meeting by phone. NO 2^nd by MS. MOTION FAILED

Chairman JB asks DM to text KK and inform her that she is not being allowed to participate due to a lack of a 2^nd to the MOTION and not to wait by the phone for the commissioners to call.

MOTION: JB makes a MOTION to approve the minutes of the 11/10/2021 commissioners meeting. MS 2^nd but abstains from voting as he was absent from that entire meeting. MOTION FAILED

MOTION: JB makes a MOTION to approve the minutes of the Non-Public commissioners meeting of 11/10/2021. MS 2^nd but abstains from voting as he was absent from the entire meeting. MOTION FAILED MS states that the minutes can be held off until KK returns to a meeting in person.

DPW REPORT:

Kelly states that the DPW crew is out cleaning ditches with the leaf blower. The trucks are being outfitted for winter with plows and sanders. 8 Eidelweiss Driveway entrance at Bern Drive is being finalized by DPW.

While KR is present JB reads a letter from Gloria Aspinall regarding the DAM operations.

Discussion ensues as to debris that has been photographed around DAM/Spillway. Large cut logs, branches and leaves are visible. DPW reports they tried to move one large log with backhoe but were unsuccessful.

MS states that the new policy pushed through one month earlier by JB and KK has failed. MS states that the water is the highest he has seen it other than one time when it crept up on Eidelweiss Drive. MS wants to have fall draw down and pull a board today.

MOTION: MS makes a MOTION to remove a board. NO 2^nd ; MOTION FAILED.

JB reminds the audience of the Fish & Game regulation regarding draw down of water bodies must be done prior to October 15^th.
MS states we own the DAM, and we can do whatever we want. MS states he wants to lower the water in the spring to accommodate the Loons. JB informs everyone that a fall draw down was discussed but the water level was just above the red line (4-inches below to top of the concrete) indicating the lowest level for proper operation of the dry hydrants.

KR is asked to comment on the process of removing the boards at the DAM. DW wants to emphasize that there is a safety issue when removing boards from the DAM. JB interjects stating that KR has the floor and can address that aspect. KR states that it is unlikely that anyone would be swept away during the process, but it can be difficult, and an operator is likely to get wet.

Another email is read from Shauna Kondrat regarding the buildup of a Beaver Dam at the foot of Big Pea Porridge Pond.

MOTION: MS makes a MOTION to have KR seek a beaver trapper to remove the beavers from the pond as the previously used trapper is no longer available. JB 2^nd. MOTION PASSED.

MS discusses the two vehicles left in the Huttwil Parking lot.
MOTION: MS makes a MOTION to remove contact the owners of the vehicles to have them moved out of the lot for winter plowing. JB 2nds. MOTION PASSED. It is mentioned that one of the vehicles is owned by a former commissioner.

MOTION: MS makes a MOTION to have the vehicles towed at owners’ expense after 24 hours of notifying the owners if they are not moved. MOTION 2^nd by JB. MOTION PASSED.

MS states that he wants to change the parking policy.

ADMINISTRATION REPORT

DM explains that she had a meeting with Treasurer Dinah Reiss, consultant Catherine Deyoe, and Scott Egan to go over the new process of separating the water budget from the operating budget. The 85%-15% split of expenses (ops-water) will be tabulated and expensed at the end of each month.

DM reports that corrections were made to MS434 and uploaded to the DRA portal.

DR brings up the need to change the name of the “water usage fund,” to “WATER FUND.”

MOTION: JB makes a MOTION to rename the water usage fund to “Water Fund” for clarification of our bookkeeping and auditing. MS 2^nd. MOTION PASSED

DR makes a statement that the District has overspent its operating budget but has underspent the Water Budget.
Discussion ensues with no clear answer as KK would have been able to provide full clarity but was prohibited from participating in the meeting as MS would not second the MOTION made by JB to include her.

MOTION: JB makes a MOTION to hire Tricky Tree for $2500 to clear the trees that surround the LODGE at the top Oak Hill. MS 2nd. MOTION FAILED due to perceived lack of funds.

JB discusses the status of the Reinach project. The Punch list items are still open. Deliverables from Jones and Beach Engineering are not yet received.

MOTION: MS asks JB to sit with J&B Eng. To hash out what is still missing from contract and then to engage with Dawson Excavation to finish punch list items. NO SECOND. MOTION FAILED
JB has repeatedly asked for missing work items and is now calling on the BOC to decide how to fulfill contract requirements. MS claims he has not been a part of this project and knows little about it.

JB calls on Ralph Lutjen for input.
RL states to review the contract and if breached then engage legal counsel to help resolve.
JB discussed an email from Dubois & King on the status of the Upper Lakeview/Rigi Pressure Zone design solution. It is delayed due to staffing issues.

MOTION: MS makes a MOTION to have the office contact D&K an email asking for status and a date for completion of the new design. JB 2^nd. MOTION PASSED.

MOTION: MS makes a MOTION to release Non-Public minutes involving employment negotiations with the most recent candidate. JB 2^nd. MOTION PASSED.

PUBLIC APPEARANCE:

Dorothy Wondolowski reads a letter with her concerns regarding the proliferation of fire pits in Madison.

Ralph Lutjen asks for clarification on the perceived over expenditure of the operating budget with the Bond expenditures related to the Reinach project.
JB explains that KK has all the details but she was not allowed to participate.

MOTION: MS makes a MOTION to have the office reach out to KK for clarification on Reinach Bond issues. JB2nd. MOTION PASSED.

MS discusses not hiring the full time Administrator until the Employee Handbook mistakes are corrected. JB objects stating that Donna has her hands full and needs help now.

MOTION: MS makes a MOTION to go into non-public under 91A: II, B to discuss employee hiring. JB 2^nd. MOTION PASSED.
MOTION: JB makes a MOTION to adjourn at 11:10am MS 2^nd. MOTION PASSED.

Respectfully,

Jay Buckley, Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Wednesday November 10th, 2021-Draft

The Board of Commissioners met at 9:00am on Wednesday November 11^th, 2021.

In attendance for the public meeting are Commissioner Kathy Koziell (KK), Commissioner Jay Buckley (JB), Donna MacKinnon (DM)- Administrator, Diana Reiss (DR)-Treasurer, Meeting videotaped by Madison TV

Commissioner JB calls the meeting to order at 9:01am

KK asks if MS is attending, DM states that MS was in the office yesterday and will try and make it

JB makes a motion to approve the agenda, KK 2nds, passes 2-0

JB makes a motion to approve the minutes from 11/4/2021, KK 2nds, JB wants to add “that Ian confirmed the possibility that the X-Country water main may be partially on private property”. KK 2nds amendment, passes 2-0, amended minutes passes 2-0

JB makes a motion to approve the non-public from 11/4/2021, KK 2nds passes 2-0

JB makes a motion to approve the manifest in amount of $10,437.31, KK 2nds, passes 2-0

DM contacted Sharon Monroe regarding books overflowing the Little Library

DM contracted Bob Boyd and he stated that the Class VI waiver stayed with the property and therefore the property owner does not need to file additional waiver when property changes hands.

DM states that at 23 Huttwil there was a new septic in 2020. Ian, at last week meeting, stated he had made a site visit and is concerned that there may still be a problem. Bob Boyd stated that DES should be contacted regarding septic issues. KK makes a motion to contact DES regarding condition of septic at 23 Huttwil, JB 2nds, will provide contact info to the office. Passes 2-0 DM confirmed that theDistrict will get past due water bill paid from the closing of 46 Huttwil. Discussion on the Dam OMR completed form is due12/31/21, Pond Level Policy Plan, and action item of clearing away brush from the DAM needs to be documented. JB will reach out to Tricky Tree to do clearing around the Dam.

Discussion on Eastern Analytical quote, JB will compare to Granite State’s pricing.

Discussion on Annual Meeting being held in the morning or the evening, Moderator Bob Ingraham stated the evening gets a better turn out. JB makes a motion to schedule the 2022 Annual meeting for March 5^th, polls open 4pm-6pm and deliberative session 6pm-10pm. KK 2nds, passes 2-0

Discussion on the Reinach Project, just received correspondence from Dubois & King and they have yet to begin working on the pressure issues on Upper Lakeview for the installation of additional PRV pits. District submitted the contract 8 weeks ago. R Skarinka is back assisting DES and contacted the office for an update on the Reinach Project. JB let him know the contents of the communication that was sent to Jones & Beach regarding punch list items and lack of deliverables and lack of action by Dawsons.

KK suggests we select a day for the Budget Hearing and add public hearing on ordinance changes to that date. Discussion that proposed Driveway ordinance amendment should be sent to attorney for review. KK will draft correspondence for the office. JB makes a motion to schedule the Budget Hearing on January 28^th at 7pm, KK 2nds passes 2-0, JB reached out to Ron Briggs regarding status of work at the Lodge.

Surveyors from Horizon Engineering will be in the District on Nov 16^th to begin GPS of the primary valves, PRVs and CSVs etc. Office will send an email blast that this will be taking place.

KK asks to schedule a budget work session, December 15^th is selected, time TBD.

JB makes a motion to have Ian purchase 2 new dataloggers for the water system for up to $800 for 2. KK 2nds, passes 2-0.

Discussion on email from Ralph Lutjen, his concern is that a culvert is directing water on to a lot (26 St Moritz) that he is trying to sell, this makes it difficult to site a septic system. KK asks how long that culvert has been there, JB states it was part of the original layout of District roads and the water is an active stream. Discussion that this in not the Districts responsibility, JB will draft an email for the office.

Discussion on 32 Bristenstock, driveway being “flooded”, this is due to a culvert that was damaged by Dawson during water main installation, they believed it was non-functioning. Reply that we are aware of the problem scheduled for repair in the Spring.

KK discusses that she had Andrew Harteveldt at the office for 2 hours, he updated the SCADA interface with our internet phone to assist in calling out alarms, configured the new printer to have FAX capability, reviewed the NEST security camera recordings for proper settings, updated JAVA Script for access to Carroll Registry of Deeds. KK worked with Dave from Simply water and identified 33 CSV. Approximately 130 have been done.

Dr. Davit on Grachen Road Ext was concerned that the brush cutting for the X-County water main crossed on his property which was recently survey, his true concern was where the actual water main was located. JB walked the property with owner and stated Granite State Rural will be asked to identify the actual location of this water main.

There were 3 91-A requests this past week for a total of 30 mins of admin time.

Discussion with Dinah Reiss regarding the process of having the second check book for the water related bills and how to do the splits between operating and water budgets. DM states that she is having a conference call with the Auditor and Cats Booking Service to discuss the details of separating the funds.

DM states that she would like to be involved, DM will contact her.

JB makes a motion at 10:30am to enter non-public per RSA 91-A:3,II (b) – employee hiring, KK 2nds, passes 2-0

Re-enter Public session at 11:01am,

Discussion on update of the employee handbook, KK will draft language

JB makes a motion to adjourn at 11:05am, KK 2nds, passes 2-0

Respectfully submitted,

Kathy Koziell, Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday November 4th, 2021-Amended

The Board of Commissioners met at 9:00am on Thursday November 4^th, 2021.

In attendance for the public meeting are Commissioner Kathy Koziell (KK), Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS) joins at 9:35, Donna MacKinnon (DM)- Administrator, Kelly Robitaille (KR),DPW, Diana Reiss (DR)-Treasurer,  Meeting videotaped by Madison TV

Commissioner JB calls the meeting to order at 9:04am

JM makes a motion to approve the agenda, KK 2nds, passes 2-0

DPW

KR DPW finished restoring the gravel roads that were involved in the Reinach Tank Project. 8 Eidelweiss Drive driveway was completed by contractor according to engineered plan. KK makes a motion to issue a Driveway Permit for Operation for 8 Eidelweiss Dr (located on Bern Dr). JB 2nds, passes 2-0

JB makes a motion to accept the water hook-up application for 5 Grandval Way, KK 2nds, to be scheduled for spring of 2022, passes 2-0

KR states that Little Library has expanded into the District bus stop building, JB makes a motion to have DM contact Sharon Monroe to have material removed from inside bus stop, KK 2nds passes 2-0, Motion passed 3-0. KR has the blue bike that was in the woods behind the mailboxes.

KR states that there is a leak in the new DPW toilet, KK will contact the contractor.

JB read draft letter to Jones & Beach regarding outstanding items in contract and deadlines. JB discusses the survey that began early in project but was not completed due to weather. KK makes a motion to send the letter to J&B, KK 2nds, passes 2-0,

JB makes a motion to a approve the minutes of 10/28, KK 2nds, passes 2-0

JB makes a motion to a approve the non-public minutes of 10/28, KK 2nds, passes 2-0

JB makes a motion to approve the payroll manifest of $5385.30, KK 2nds, passes 2-0

Conference call with Auditor Scott Eagan, Discussion on why the delay, had to separate all the water expenses and calculate beginning and ending balances for the water fund account, discussion on setting up a separate checking account for water expenses and a process to reimburse water expenses from the operating budget, like payroll. KK asks about preparing 2021 for audit to minimize additional hours for the audit, they will assist. Discussion on 30K warrant that was reported as passed when it had failed, discussion on accounting of the 1^st years payment for Reinach and it is carry over to the 2021 budget. MS joins at 9:35 KK asks about the incremental cost for the Audit and Scott says we are looking at approx. $4,000.00 over contract price. KK asks about 2021 audit for 2022 budget and he will let us know. Draft audit has $313K in unassigned fund.

DM states that 56 Huttwil sale is pending and that we should get the $980 past due water bill payment.

Water hook up request for 3 Grimsel, prior owner had inquired in 2019 and there is no water main in front of that property, they do have a 2007 driveway permit for construction w/Class VI road waiver. DM asks is waiver stays with the property or with the owner, DM will ask Bob Boyd-Madison Building Inspector. Response to owner regarding water hook up that the main is on Klausen and that property owner is responsible for contracting the work with oversight by our water operator.

DM states that she accounted for the all the costs related to the 6 water hook-ups for reimbursement from the Water Line Extension Fund

JB makes a motion to transfer $13,349.76 from Water Line Ext Fund to Operating Budget for water hook up costs. KK 2nds, passes 3-0

Signatures needed for Pond Water Level Policy, KK had signed, JB signs, MS will not sign,

JB makes a motion to have the annual meeting on March 5^th, KK 2nds, discussion on time of day, 8am-10am voting and deliberative session at 10am-noon or 4pm-6pm voting, 6pm-10pm deliberative. Table until next week.

Discussion on Emergency Action Plan for the Dam, draft is being worked on and will be sent to DES for review before additional work to be done, MS wants a copy of what is being sent to DES to review. Tricky Tree cleared Reinach and Rigi water main paths, JB will ask for a price to clear around the Lodge for 2022. $2,500.

MS asked for clarification of the J&B bills and the payments made. KK explains the spread sheets.

Discussion on the X-Country water main potentially being on private property, no as-builts of the Cross Country Main from Jungfrau. MS is concerned that JB made comments that the surveyor and the engineered plans were not accurate, JB states the original plan is not in question but that there may have been field changes during installation. Ian joins the meeting and confirms hearing that the location of the X-Country water main may be partially on private property. Granite State Water may be able to locate these water mains, Ian will contact them.

MS makes a motion to reach out to Dubois & King for details on the Cross Country water main, Jungfrau-Reinach, JB 2nds, passes 3-0

Ian: 3 new water hook-ups to be done this coming week. Plans to turn on bleeders and do some maintenance  where needed, $30-$50 for each bleeder worst case.

Ian knows of 10 or so CSV that need replacing, MS asks that we get as may done as possible. Discussion on Huttwil water shut-off, Ian would like Madison Health Officer to confirm that septic work had been done in the past few years to correct septic failure before shutting off the water. Ian is concerned about the possibility of contamination. JB will draft correspondence.

Ian will be meeting the Tom from EII to update any SCADA issues. JB will be avail for Fri am meeting w/ Horizons Engineering for Asset Management. Discussion on 5 Reinach water hookup. Discussion on water usage report, hard to determine what exactly occurs but seems to be tracking normally.

MS asks about the cost for a spare pump for the DPW well, $6800 not including freight. Ian discussed possibly having tanks drained and cleaned every 5 years. Chocorua tank is exposed but not a real concern – more cosmetic. MS makes a motion to purchase the $6800 well pump as a spare, KK 2nds, JB asks how long-ago the current pump was installed, Ian states end Dec 2018 so 3 years ago. JB asks about issue of warranty and leaving the pump on the shelf for years. Passes 3-0

Discussion on Oak Station, one of the pumps has failed as air gets inside causing damage. New pump approx. $3800, could try repair for $1500 but no guarantee that it will work. MS makes a motion to purchase a new pump for Oak Station, JB 2nds, passes 3-0

Ian is transferring water testing for his other customers to Eastern Analytical for chemical testing for “substantial savings.” Ian will send us the cost differences. Still use current vendor for bacteria. MS talks about the shutoff and isolation valves that he and Ian located back in 2015.

KK discusses the problem with the Employee handbook and the way vacation time is calculated. This was a know problem, the applicant for the Admin position inquired about it. Lengthy discussion on what the intent was and how to clarify.

JB makes a motion to adopt the new language regarding vacation time. “after 90 days, the employee will accrue .5 day per calendar month for the remainder of that calendar year with no personal days. On January 1^st after the 90days, the employee receives:

1^st year 1 week and 1 personal day,

2^nd year 1 week and 2 personal days,

3^rd year 2 weeks and 3 personal days,

4^th year 2 weeks and 4 personal days,

5^th year 2 weeks and 5 personal days,

6^th year 3 weeks and 6 personal days,

There is an accumulation of an additional personal day per year of service to a maximum of 10 personal days.

KK 2nds, passes 3-0

JB makes a motion at 12:45pm to enter non-public per RSA 91-A:3,II (b) – employee hiring, KK 2nds, passes 3-0

Re-enter Public session at 1:18pm, JB makes a motion to adjourn at 1:20pm, KK 2nds, passes 3-0

Respectfully submitted,

Kathy Koziell, Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday October 28th, 2021

The Board of Commissioners met at 9:00am on Thursday October 28^th, 2021.

In attendance for the public meeting are Commissioners Kathy Koziell (KK), Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Donna Mackinnon (DM)- Administrator, Kelly Robitaille (KR) DPW, Diana Reiss (DR)-Treasurer, Mark Graffam (MG), Dorothy Wondolowski (DW), Meeting videotaped by Madison TV

Commissioner JB calls the meeting to order at 9:01am

JM makes a motion to approve the agenda, MS 2nds, passes 3-0

DPW

Driveway Permit for Construction submitted for 32 Upper Lakeview, JB states he would like to have been able to walk the property first, as well as review the septic placement.  MS states that we are only to approve the driveway permit and not the building issues, JB states that he is signing the permit and that the plan submitted should be reviewed. JB makes a motion to approve the Driveway permit for construction for 32 Upper Lakeview with conditions listed by KR, KK 2nds, passes 3-0

Driveway permit for construction submitted for 5 Grandval Way, noted the proximity to the wetlands, JB makes a motion to approve the Driveway Permit for Construction with conditions listed by KR, MS 2nds, passes 3-0

Discussion on 8 Eidelweiss Dr, contractor has culverts at the site.

Discussion on the increase of the road salt, KK makes a motion to approve the contract for Eastern Minerals at 73.90/ton, MS 2nds, This is the municipal price, Passes 3-0, MS makes a motion to approve up to $5000 for salt purchase, KK 2nds, passes 3-0

Discussion of Rocks on Bristenstock, property owner has hired equipment to move some of them off the road.

JB makes a motion to sign the letter to 47 Eidelweiss Drive regarding the need for completion of conditions of their Driveway permit application. KK 2nds, passes 3-0

Discussion on Reinach project punch list, JB will contact Brad Jones of J&B to get dates on completion of deliverables and explanation of overage on Contract #6, as well as discussion on Dawsons ability to complete punch list items by 12/1.

KR states that Sunday Paving is complete and can be paid.

Admin

JB makes a motion to approve the minutes of 10/7/2021, KK 2nds, passes 3-0

JB makes a motion to approve the non-public minutes of 10/21/2021, KK 2nds, passes 3-0

JB makes a motion to approve the non-public minutes of 10/5/2021, KK 2nds, passes 3-0

JB makes a motion to approve the minutes of 10/25, KK makes a motion to amend increase the $100 to $120 for annual Google Nest subscription. JB 2nds, passes 3-0

Discussion on public hearing date of Dec 11^th, MS is not available, discussion having the public hearing on the same date as the budget hearing, all agree.

Scheduled conference call the Scott Eagan of Plodznik & Sanderson (auditor), technical difficulty with phones and service in the building, postponed until next week.

DM states that the MS535 has been completed as well as the Draft of Governmental Funds,

JB makes a motion to approve the manifest for $37,678.99, MS 2nds, JB asks about the detail of the Simply Water invoice, passes 3-0

DR confirms the balance of the DN Tanks retainage account  for the check

Discussion on Dam Management Policy, KK asks MS when and why did the District start a Spring drawdown, MS states that the spring runoff could cause possible road flooding, KK states that since this is an emergency it would be covered in the proposed plan. JB makes a motion to approve the current Pond Level Management Plan, KK 2nds, Discussion by DW about suggestion to gather more information about the impact of changing water levels, MS states that we should get more data, KK asks what historical data they are looking for and that it could take years, MS states he in not against keeping the water high except for fall draw down, spring draw done and Loon nesting season. KK suggests removing point #7 which is redundant to #4, JB 2nds that amendment, passes 3-0, vote on amended policy, 2-1-0 JB makes a motion to sign policy out of session, KK 2nds, passes 2-1

JB makes a motion to sign the DN tank retainage check in the amount of $7776.99, KK 2nds, passes 3-0

KR states that there is no heat in DPW1, KK states that the propane hook-up was not done and she should have followed up. DM will contact Amerigas

Municipal Bond Bank needs current financials, Tricky Tree will start on Monday to clear the water main paths, JB marked the area.

MS asks about the total amount paid to J&B, DM will send him the spreadsheet with Contract 1,2,3,5,6 details.

Discussion on proposed ordinance updates for driveway and water hook-ups, MS states that changes should be a warrant article.

Madison Town meeting is March 12^th, discussion on VDOE for March 5^th, DM will reach out to school for gym availability.

JB reviews letter from Madison police chief regarding the additional antenna on the tower that is located on District property, this will assist local DPW, Fire and Police.

MS is concerned that he reads this as meaning that the District DPW will be maintaining the access to the tower. JB reads the full letter and states that it doesn’t say that. MS wants letter amended to state that VDOE will not be involved in maintenance. Chief King walks by and JB asks him to explain the letter. JB makes a motion to sign the letter as submitted, KK 2nds, passes 3-0

KK states that Ian Hayes is switching to a new water testing company that will save his customers money, DM to asks for the costs to we can compare to our current testing company.  

There will be a Water Committee meeting Monday 9AM with Horizon Engineering to start the data transfer.

Mike leaves meeting at 11:10

Discussion the how to handle funds for the DRA/Auditor going forward, cannot co-mingle funds.

JB makes a motion to enter non-public RA 91-A:3 II (b) at 11:15, roll call, 2-0

Reconvene public session at 11:47am

Non-public minutes are sealed

JB makes a motion to adjourn at 11:47, KK 2nds, passes 2-0

Respectfully submitted,

Kathy Koziell, Commissioner