Author Archives: Commissioner

•

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Monday October 25th, 2021

The Board of Commissioners met at 9:00am on Thursday October 25th, 2021.

In attendance for the public meeting are Commissioners Kathy Koziell (KK), Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), (DM) Donna Mackinnon- Administrator

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

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

Public Meeting re-convenes at 11:21AM

JM makes a motion to add the Google Nest security video subscription up to $100/annual. KK 2nds, passes 3-0

Kk discusses Audit and how she believes that the DRA wants to keep the operating funds and water funds separate – no-comingling of funds

Discussion on having a conference call with Scott Eagan regarding the audit, DM will arrange for Thursday meeting

Discussion on public hearing on December 11th, MS may not  be available but will let us know on Thursday

JB makes a motion to adjourn at 11:50am, KK 2nds passes 3-0

Respectfully submitted,

Kathy Koziell, Commissioner

•

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday October 7th, 2021

The Board of Commissioners met at 9:00am on Thursday October 7th, 2021.

In attendance for the public meeting are Commissioners Kathy Koziell (KK), Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Administrator Carrieanne Haight (CH), Kelly Robitaille (KR), Treasurer Dinah Reiss (DR), Ralph Lutjen (RL), Gloria Aspinal (GA), John Cancelarich(JC) The meeting was recorded 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 enter non-public per RSA 91-A:3,II (a) – employee review, KK 2nds, passes 3-0

Public Meeting re-convenes at 9:14

DPW Report

Discussion on Reinach project punch list, Dawsons agrees to 5 year warranty on 9 Reinach water hook up but 1year on all others. MS asks when the 1 year begins, JB states that new hook-ups became operational in June of 2021. Dawsons was non-committal on what to do with the roads. JB to reach out to Dawsons thru Jones & Beach to get a decision by Tuesday October 13th on how we are going to get the roads back to preconstruction condition as well as completion date for other punch list items. DR asked about other items on punch list and JB states that these were addressed. Jake Dawson will dress up the area, get rid of silt fence. Clean up debris etc.

Discussion on 9 Jungfrau Driveway permit for construction application, negative grade to road, KR has no issue with it.

JB makes a motion to approve application for Driveway permit for construction, KK 2nds, MS asks if for construction JB states yes, passes

Discussion on 8 Eidelweiss Drive, received the revised driveway permit for construction application, there is an estimate of $1080 for our DPW to upgrade Bern Dr to facilitate the work on their driveway and the district is gaining a better road. Cost to be agreed by and paid by contractor, Mr. Nyman.

KK makes a motion to approve the 8 Eidelweiss Dr revised driveway application for construction (driveway on Bern Dr),  MS 2nds passes 3-0

KR concerned about project getting completed this year.

KK discussion on kayak removal from racks, email asking for veterans Nov 13th so update website for Nov 15th

Discussion on amount required for 3 bids, KK thought $35K down to 25K, JB thought it went from $10 to $25. CH states that in 2017 it was $35K adopted on Jan 30th. JB states that Madison is $20K or $25K. MS asks what this is about. JB explains that projects over a certain amount need to be put out to bid. DR asks that it be put on the website. JB asks that the voicemail with former admin Nancy voice be changed. KR asks what happens when you can’t get multiple bids. KK suggests that we at least document the 3 contractors that were contacted.

Email asking about a wedding ceremony 5/28/2022 (Sunday) on at Summit Overlook outdoors, asking for an additional picnic table, KK states not our responsibility, party can provide their own table. MS makes a motion to allow for Wedding on 5/22/2022 JB 2nds, passes 3-0

JB asks KR if he saw video of individual relieving himself on a private driveway. Can we provide identification – no one could.

Discussion on Rocks on Bristenstock. Letter just received from Officer Hayford. Officer Hayford is still trying to reach Mr. Sanborn. Sanborn has admitted that they are his responsibility. Discussion on town roads vs VDOE roads that are actually deeded to VDOE. KK asks if there is a hazard if they are they left over the winter, KR states no impact on plowing.

MS states that if we don’t do something we are setting the table to let others do whatever they want. KK asks MS what his solution is, if no response by Wednesday, then we start by removing the rocks, KK asks who would be doing this, KR states that DPW should not get involved, JB estimated that 7 truckloads could cost $10,000. Then we have to store and protect Sanborn property. MS states we can recoup cost by billing him. MS believes this is GE Browns responsibility as he dumped the rocks there and should have known not to. KK asks MS if he wants to call GE Brown, MS states this is a Police issue, MS makes a motion to contact police asking for an answer from Sanborn by October 13th so we can act. JB 2nds passes 3-0 KR suggests that we add that the VDOE road is actually District property.

Email from resident thanking the District for the good job on paving of Chocorua View Dr.

Residents asked the office about the status of the Audit, email from Scott Eagan stating that the MS 535 is still not completed, expecting sometime today. JB states that Madison is still waiting on their audit as well. MS can’t recall the audit ever being this late, MS makes a motion to contact Plodzik and Sanderson to find out the status of the audit and what’s going on. KK states that Donna has emailed and called which is part of the job and we don’t need a motion for that. Suggestion that one of the Commissioners call the Audit Firm and complain. KK asks MS if he would like to do that, he is too busy. JB states he will call. DR states that without the audit how do we know what the unassigned fund is, would be nice to know before creating warrant articles and that we cannot apply for a TAN loan without the 2020 audit

JB asks about process for payment to Horizons Engineering for the asset management water mapping project. KK states that we can’t take the money from the CRF prior to getting billed, we submit the invoices with approval minutes to the Trustees of Trust Funds for release of funds. We could pay the bills from the operating budget then reimburse with CRF, JB expresses concern that our cash flow is getting low. RL asks what the open items are from the audit and that we should ask them for the competed audit. DR asks when the audit was supposed to be completed, JB thinks it was June, KK states anticipated in June. MS asks about the cost of the audit and that the cheapest isn’t always the best. JB states that there are very few firms that do municipalities and that the firm Madison uses hasn’t gotten their audit done either. KK states that we hired a new auditor as we had been using the same firm for several years and need to have a new set of eyes on the finances

JB states that DRA portal still has uncorrected minutes from the May 2021 annual meeting (warrant article 13 to reclassify a section of Adelboden had lot number transposed). CH will take care of that.

JB makes a motion to approve the minutes from 9/20/2021 KK 2nds passes 3-0

Discussion on Dam Management Policy, MS states that JB should recuse himself as he is on Volunteer Fire dept and that the policy should not include any reference to fire hydrants. MS has a copy of a 91A request from the Fire Chief of Madison that MS states requires 12” of water over the hydrant intake where we have 18”-24”. JB asks for the document and reads that “in general 12” is adequate but that at Boulder Beach 3’-6’ is recommended”. MS questions why that amount, JB states that the amount was on the PBN (permit by notification) submitted to DES. MS asks about that drawing and JB states should be at office. KK asks why we would not want to keep the water high to insure the functioning of the hydrant for the protection of properties. MS states that even if the rating code went from a 9 to 10 you could still get insurance.

GA asks when all the board are in what is the height of the water to (inaudible) JB states that all boards are in now, and from the Mark to the pipe is 18” and from the Mark to the top of the concrete is 4” so a total of 22” above the pipe. JC discussed the issue with ice over the water and possible impact. JB states that a few years ago that as a result of a fire a on Middle Shore and the use of the dry hydrant created an obvious depression that was left in the ice.MS asks if the residents on Big Pea were more interested in water clarity. JC explains that at a meeting of the Triple Pea group whose concern is the runoff going into the ponds. KK states that this is getting off track and lets move back to the meeting.

MS states that JB should recuse himself from voting on the Dam Mngt policy as he is a Volunteer firefighter and that he does get paid. MS states that the policy is more geared to the fire dept. JB asks where you would put that policy of keeping the water at a level to insure hydrant operation. MS states again that JB should recuse himself. KK suggests reaching out to NHMA for clarification, JB did print off info from NHMA website regarding conflict of interest and reads the interpretation. Lengthy discussion between JB and MS on conflict of interest, and who possibly benefits from Dam policy. RL asks about the spring draw down which impacts the loon nesting,

and there is no data on the effects of a spring draw down, RL believes that if the loons leave it would be a major detriment to the community. Suggest that we obtain sufficient information which we don’t currently have, should have a specialist create a report on the impact and we should not change the policy until we have that information. GA states that the loons are nesting from 4/15 to 7/1. JB states that with the Dam yardstick we can monitor effects of rain and drought on the ponds and that this will be part of the Emergency Action Plan for the Dam that is being created. KR asks who is going to be monitoring the levels that regularly. JB states not the DPW maybe a volunteer or hire someone. GA states that DES wants water flowing to minimize mosquitos. RL suggests we reconsider spring draw down and to not make a decision without all the data. KK states biologist at the public hearing was credible. JC states biologist had grown up here and isn’t looking at a point in time. RL states that boards are not being taken in out numerous times MS agrees. KR mentions the Big Loop Hydrant and is it even working, JB says yes, it’s functioning. Discussion on fall drawdowns throughout the state.

Discussion on Eben Farm property (1/2 acre Adelboden/Eidelweiss lot merged with 105 acre Madison Lot). Town Madison has allocated 10% of the tax value to Edelweiss.

MS asks how that can be if we don’t own 10% of the property, KK and JB explain that the Eidelweiss lot has a higher value per acre than the Madison property. MS is concerned that owner could potentially put a 6” water main up Adelboden and sell water to 50 homes on that property. KK and JB explain that property outside of Eidelweiss has no right to connect to our water system. RL states that maybe for clarification that we amend the water ordinance to “no water hook-ups outside of Eidelweiss Zone”.

JC asks about the Adelboden lot becoming an access point to numerous properties. JB states that Driveway Ordinance is for a driveway not a road. JC questions accepting the taxes from 49 Adelboden and if that creates a problem. DR states that JB should recuse himself from decision on this as he owns property across from 49 Adelboden JB states not across and not abutting but near. KK asks MS to get clarification on the letter regarding the “10%”. MS states that we should have the lawyer involved, KK states that there is nothing to present to the lawyer other than hypotheticals. MS states we should be protecting the District. KR asks about the reason for the lot merger back in 2009 must have had a plan to access thru Eidelweiss, KR is concerned about the roads. JB recalls that D Marks (prior owner) wanted to use Eidelweiss as access for logging and was denied so when he saw the Adelboden lot available he purchased. JC states concern about shared driveway. MS again states that attorney should be involved to protect the district. MS states that JB was involved in the merger as he was on the planning board back in 2009, JB explains that the Chairman of the Planning board approves the merger and other members of the planning board have no say.

MS asks if we have a water engineer of record, JB states we don’t, Dubois &King had been on record. MS makes a motion to start exploring the avenue for an engineer of record, JB 2nds. Let’s wait and see how Horizon performs their work, MS suggests we get 4-5 names and see which fits our needs. And then hire one. KK states that we have D&K does water and we should have the right to choose who we want based on the project. Does DES require an engineer of record? JB states that they don’t.

JB states next Thursday is kick-off meeting for Asset Management at noon at Library, CH to send email blast and update website. MS doesn’t want to withdraw motion, KK states that motion needs “someone to get 4-5 names” who is going to do that. MS agrees to present options for District engineer of record. MS states that everything should go thru the office. KK asks if the Reinach project punch list walkthrough should have been done with office staff, MS agrees that should have been a commissioner which is our point that there are numerous times that information goes thru the office but Commissioners need to execute.

MS asks about the new computers that were appropriated several months ago, JB explains that there is very little available for what we decided on and are on backorder, chips are scarce causing the backlog. JB will check with Dell. MS asks if we should get on a list. JB states we might get it piecemeal, we should wait for newest technology. Andrew H is keeping his eyes open as he wants us to get the best products.

MS asks about the sheriff tower and that JB asked for the Contract. MS asks why, and there was an inquiry by T-Mobile requesting access. JB states that was for the Cell tower owned by Coleman. MS says no room on Coleman tower. KK states nothing to do with us. JB wants language updated as to approved use and access to Sheriff tower. If T-Mobile does get access to Coleman Cell tower the District will get an increase in lease fee.

MS leaves the meeting at 11:15

JB makes a motion to approve the payroll manifest in the amount of $6895.80 KK 2nds, passes 2-0

JB makes a motion to approve the operating manifest in the amount of $4916.9 KK 2nds, passes 2-0

JB discusses kickoff meeting for Asset Management next Thursday at Library

KK states the DPWI bathroom 99% complete, Electrician to install heat in office tomorrow, desks need to be moved.

KK will take checks to Dinah for signature. KK states that we got a lot done recently for DPWI, garage doors repaired and upgraded, new heating system, accumulating water on floor taken care of, computer, printer, and Wi-Fi.

JB reviews Madison ZBA request for variance for Donga, Jay states he knew him 20 years ago, discussion on wetlands and septic tank. No reason to oppose

12 Bern asking for set-back variance from wetlands, no reason to oppose. JB discussed power line ROW easements which are directly over their house.

JB makes a motion to sign a thank-you letter to Yuri C for cleaning up graffiti on playground. KK 2nds, passes 2-0

JB makes a motion to sign a thank-you letter to Andrew H for assisting with the computer proposal. KK 2nds, passes 2-0

91A request for the 2020 voter check list, took them ½ hour for resident to scan.

JB asked for the new water hookups, some of the newer ones were not in the binder. Need to get info from Ian. JB states we need all this for Asset Management.

New hook-ups that needed dataloggers, meters did work and need calibration/repair.

KK states that having JB reach out to NHMA regarding his conflict of interest would be a conflict of interest and that she would take care of it.

KK asks about driveway permit application for 49 Adelboden Rd. JB believes that there is no active permit application. JB describes the condition of Eben Farm Rd. being unpassable. ROW thru Aspen onto upper part of Eben Farm Rd much easier access. ROW declared as a 25’ access, not a road and access for property owner only.

Water usage report looks good, makes sense based on number of people in district, no evidence of leaks.

JB makes a motion to adjourn at 11:45, KK 2nds passed 2-0

Respectfully submitted,

Kathy Koziell, Commissioner

•

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday October 14th, 2021

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

In attendance for the public meeting are Commissioners Kathy Koziell (KK), Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Administrator Donna MacKinnon (DM), Kelly Robitaille (KR), Treasurer Dinah Reiss (DR). The meeting was not recorded 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 enter non-public per RSA 91-A:3,II (a) – employee review, KK 2nds, passes 3-0

Public Meeting re-convenes at 9:24

JB states that a motion was made in non-public to terminate Carrieanne Haight due to excessive absences.

JB makes a motion to approve the 9/23/2021 minutes, KK 2nds, passes 3-0

JB makes a motion to approve the 9/30/2021 minutes, KK 2nds, passes 3-0

Discussion on sending MS commissioner emails to his personal email account, MS says he will 91-A the emails as he looks at his personal email everyday but not his Commissioner emails in Outlook.

JB makes a motion to approve the amended minutes from the 8/14/21 public hearing, KK 2nds, passes 3-0

KK will type of the minutes from 10/7/2021 that were taken by Carrieanne Haight

JB makes a motion to approve the manifest of $7753.37, MS 2nds, pass 3/0

DPW

8 Eidelweiss Dr, contractor has yet to accept the DPW quote for road upgrade to assist with driveway modification. DM will reach out to his Bond Co.

Reinach Project Road issue, Dawsons claims that as we had paid for the waterline install in full that we accepted the roads as being completed. JB states that on page 154 of contract that contractor must “repair damage to private and public property at no additional cost” and on page 88, inspection of existing site conditions prior to beginning the project to be done by J&B. With pictures to be taken prior to construction amended by Mike Smith 10/21/21 BOC meeting.  JB states that large soccer ball size rocks ended up in the roads from the excavated trenches.

MS suggests that we should contact a construction attorney to start the ball rolling. MS states that he was in big time construction. KR states that to bring the roads back to pre-construction condition that 6 inches of ¾” gravel over Bristenstock, Aspen and Reinach would be needed to restore roads to pre-construction condition.

JB makes a motion to appropriate to $8,000 from the Reinach contingency fund for the purchase of ¾” gravel for restoration of the road within the Reinach project.MS 2nds, passes 3-0 Discussion on possibly using the retainage to cover the costs.

MS states that a 3” valve was to be installed at the intersection of Eidelweiss drive and Lugano. KR states that no Reinach work was done on Eidelweiss Dr. JB reviews the drawing and states that it is the intersection of Appenval (as noted on the plan) and Lugano not Eidelweiss.

JB states that Officer Hayford received a call from the property owner on Bristenstock that he is actively seeking equipment to get the rocks removed from the District Class VI road that he had dumped there. Hoping to have them removed within 2 weeks.

ADMN

Discussion on unleashed dogs, this is a Town of Madison enforcement issue – the District had no authority over this.

Discussion on Chocorua View Paving, Byrant paving wasn’t satisfied with a particular area, so they replaced that section with no cost to the District.

Discussion on Audit – no communication from the Audit Firm. MS535 not filed as of this am.

MS asks if we paid them in full, KK states it’s on your budget drawdown document.  KK adds that the contract is for $5800 and we paid them to date $4250.

DM has JB sign an amended DES grant extension form- a change of date of completion moved out to Dec 2022

MS makes a motion to contact DRA regarding signing a 3-year energy contract and can it be a Warrant Article. JB 2nds, passes 3-0

Health Trust Insurance went down appx 8%, Discussion on Jones & Beach email regarding release of retainage for DN Tank.

KK makes a motion to give JB authority to execute the retainage release documents for DN Tank. JB 2nds, passes 3-0

KK makes a motion to increase the electrical work quote by $430 for C Johnson Electric. JB 2nds, additional work was done in DPW garage/bathroom/office. Passes 3-0

MS makes motion to withhold $200 until the baseboard heat in installed in the office bathroom. KK 2nds, passes 2-0  JB was out of the room.

MS leaves the meeting.

KK sent and inquiry to NHMA regarding MS statement the JB had a conflict of interest regarding the Dam Management Policy as he was a firefighter – no response yet.

Discussion with DR on mismanagement of Reinach project, she had a doc from DES stating that the District was late with payments to contractors and late in submitting Grant Disbursements. JB and DM explain that the 1st Dawson payment was late as the office didn’t recognize the document as a payment request, other than that the holdup was Jones & Beach getting the pay recs and disbursement docs to the office. 

JB makes a motion to adjourn at 11:30 KK 2nds, passes 2-0

Respectfully submitted,

Kathy Koziell, Commissioner

•

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting-Amended by Jay Buckley

Tuesday September 14th, 2021

The Board of Commissioners met at 9:04am on Tuesday September 14th, 2021.

In attendance for the public meeting are Commissioners Jay Buckley (JB), Commissioner Mike Smith (MS), Administrator Carrieanne Haight (CH), Dinah Reiss (DR), Kelly Robitaille (KR), The meeting was recorded by Madison TV                              

At 9:04am Commissioner JB calls the meeting to order.

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

JB makes a motion to approve the minutes of 8/26/2021, MS 2nds, passes 2-0. Minutes of the public hearing of 8/14/21 will be tabled for when Kathy K. returns with her inputs.

JB makes a motion to approve the Non-Public minutes of 8/26/2021, MS 2nds, passes

2-0

DPW Report

Discussed Thank you email to KR from Doug Prescott was read in meeting by CH regarding the Huttwill lot being graded with potholes filled in.

JB makes a motion to turn off 6 curb stop valves (water) to 6 customers (names are read) who are delinquent on their water billing. MS notes letter from the attorney handling the Rollins estate guarantees payment after the property is sold. JB notes that the letter states “every effort will be maid to see that the final amount owed to the District will be paid”. JB explains that language is not a guarantee and the property could be sold any day.

MS makes a motion turn off water at the 5 outstanding locations except Ronald Rollins (Estate). MS makes a motion to send the attorney for the Rollins estate a letter asking for a written guarantee to be received in 14 days or the water will be turned off. JB seconds. Motion passes 2-0. Send a letter to Richard Verrochi letting him know the water will be turned off soon. JB 2nds, passes 2-0

Discussed was email from Brian Randall with concerns about pipe sticking out of ground, ongoing issue. KR has put a cone over the Curbstop valve repairs as temporary fix

JB makes motion to approve operations manifest MS 2nds, passes 2-0

JB makes motion to approve payroll manifest, MS 2nds, passes 2-0

JB makes motion to transfer $8000 to Capital Reserve Fund for water hook MS 2nds, passes 2-0

JB makes motion to sign the letter approving the increase for Jeff DeMartino’s pay MS 2nds

Discussion on Driveway Inspection Reports: MS makes a motion to approve 39 Interlaken and 8 Eidelweiss Mike Smith JB 2nds, passes 2-0

Discussion of 21 Little Loop Driveway Inspection: MS makes motion to sign contract, no second. JB discusses location as likely being wetlands. MS notes that the Districts Driveway Ordinance does not have require delineation of wetlands therefore; the commissioners have to approve the driveway application. MS makes a motion to contact lawyer over no access to Wetlands, what liability does VDOE have not signing over, No 2nd.

21 Little Loop Driveway Inspection: JB makes motion to call NHMA MS 2nds, passes 2-0

Discussion of Disposal Agreement for 3 Little Loop: JB makes motion to sign MS 2nds, passes 2-0

Discussion of 42 Bristenstock Rocks: JB makes motion to have police pursue the Contractor, Brown. Office to verbally call chief of police then send a formal letter to chief. Mike Smith 2nds, passes 2-0

MS makes motion to contact lawyer for Lot 49 to Protect VDOE, could end up being a turnpike for houses being built, water system concerns, Aspen area Jay Buckley 2nds for discussion.

Zoning to protect previously discussed by JB & KK, MS motions to go to lawyer, No 2nd

MS questioned the Lodge and Briggs contractor, Boundary line adjustment (Warrant Article) When voted on? Do we need a contract? If quote exists, we have the job. MS makes motion to have Briggs do work in fall to locate septic and boundary line adjustment JB 2nds, and states that Ron Briggs already stated months ago his availability as being in the fall. passes 2-0

KR discussed they ran into an issue with paving on Chocorua. MS makes motion to hold the check until KR says it can be releases for payment JB 2nds, passes 2-0

KR discusses brush cutting to be done in October, warrant article released? JB motions to release $7k, Mike Smith 2nds, passes 2-0

KR discusses the crack in the raft at Boulder beach, water leaked from another location MS makes motion to get rid of raft JB 2nds. MS makes motion to get a new raft JB 2nds, passes 2-0

KR discusses the Flag at half-staff (flag was lowered by someone else in Eidelweiss) Is this a state or federal mandate to lower flags? MS makes motion for Office to research and find out who mandates flag lowering & work with KR JB 2nds, passes 2-0

MS makes motion to have KR get new lock and key and install on flag JB 2nds, passes 2-0

Discussion of Birch Tree issue at 22 Bern Dr, this is not an issue for KR or Village, it’s the homeowners issue. The District has access to the ROW (right of way) for infrastructure needs but does not maintain vegetation in ROW.

DPW Repeater discussion, waiting on letter from Town Hall, Tower on Oak Hill-letter of understanding with Sheriff’s Dept. for new antenna. MS makes motion to have JB work with Sherriff and Office on Tower on Oak Hill JB 2nds, passes 2-0. MS wants to see a drawing of antennae additions and to insure that there is no radio interference for District.

JB discusses Randall Souza Water project and Grant extension emails, the commissioners are asking that the grant has been extended to March 2022. JB would like to add 91A requests to agenda (how much time spent and who is requesting)

Discussion of Gretchen Rd Extension issue with trash and personal property and belongings in road, what belongs to the neighbor? KK has pictures of items JB makes motion to request for Madison Police to address issue and remove items. MS 2nds, passes 2-0. KK has pictures that will be used along with a drawing of the District’s road that will be sent to the Madison Police.

Public Appearance: Dave Oxford 16 Grison Rd would like to hook up his water this year Jay Buckley reads letter from the Oxfords regarding pursuing this year. JB makes motion the extend and will make attempt this year to get done, but will need to fill out the application and submit a check for $8000 MS 2nds, passes 2-0

MS makes motion to have next meetings Thursday Sept 23 & Sept 30 @9am at the Town Hall and a formal request to have Ian Hayes at the next meeting (9/23) to discuss locks on the electrical switch panel at Reinach and why electrical circuit breaker are not locked

JB makes a motion to adjourn at 11:00am Mike Smith 2nds, passes 2-0

Respectfully submitted,

Carrieanne Haight - Administrator

•

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday August 26th, 2021

The Board of Commissioners met at 8:30am on Thursday August 26th, 2021.

In attendance for the public meeting are Commissioners Kathy Koziell (KK), Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Administrator Donna MacKinnon (DM), Dinah  Reiss (DR), Kelly Robitaille (KR), Carrieanne Haight (CH) The meeting was recorded by Madison TV                              

At 8:30am Commissioner JB calls the meeting to order.

JB makes a motion to enter non-public per RSA 91-A:3,II (a) – employee review, KK 2nds, passes 3-0

Public Meeting re-convenes at 8:50

JB makes a motion to enter non-public per RSA 91-A:3, II (L) – legal, KK 2nds, passes 3-0

Public meeting re-convenes at 9:14am

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

Motion made in non-public to increase Jeff DeMartino’ s pay by 5%

JB makes a motion to approve the minutes of 8/12/2021, typo to change the date from Tuesday to Thursday, KK 2nds, passes 3-0

Discussion on minutes of 8/14/21 public hearing – tabled until next meeting.

JB makes a motion to approve the minutes of 8/19/2021, KK 2nds, passes 3-0

DPW Report

Bryant paving to start Chocorua View week of August 30, notice to be sent out thru MailChimp and website.

Discussion on 18 Bristenstock driveway permit. KK makes a motion to approve the 18 Bristenstock Driveway permit, JB 2nds concerned about the septic being close to the road and possibly water main. Driveway permit is not conditional on septic plan. Passes 3-0. JB had discussion withRob Tardiff (ss) of DES regarding approval of septic designs that are possibly too close to the water mains. MS makes a motion to contact RT asking him to notify the VDOE of any septic applications and to copy the office with the plan. JB 2nds, passes 3-0. Discussion on whether septic design should be part of driveway permit or water hook-up.

Discussion on 8 Eidelweiss, engineered design for driveway runoff is acceptable to KR, the plan requires work to be done on Bern drive to accommodate the property, this was agreed upon during the site visit. KR to provide an estimate of the District work and have the contractor accept and sign that he will be liable for the cost. JB makes a motion to have estimate of work to be done on Bern Drive by DPW sent to J Nyman for signature and acceptance. KK 2nds, passes 3-0

KR discusses the yellow raft at Boulder beach, he pulled to the shore and posted “out of service”, full of water and was sinking. KR to drill a hole to drain.

KR discusses that the water is 4” over the Dam, MS makes a motion to pull a board, no 2nd.

Admin

Property owner asks for waiver of late fee as his mail was not forwarded, JB makes a motion to not waive the late fee for 10 Interlaken, KK 2nds, passes 3-0.

Discussion on NHMA virtual workshops, MS makes a motion of approve $70 for DM and CH to attend virtual Budget workshop. JB 2nds, passes 3-0. JB makes a motion to approve $55 for DM and CH to attend the virtual 91-A workshop., MS 2nds, passes 3-0

DM asks about the office computer upgrades, JB discussed with Ron Sandstrom but he is unavailable he did suggest larger memory backup, Andrew Harteveldt agreed to assist with transferring files and connecting new hardware. JB will finalize the list of products and get them ordered. Motion was made early August to purchase using CRF.

Discussion on outhouses in need of repair, bracket holding the seats are all rusted. JB makes a motion to close the Boulder beach outhouse, KK 2nds, passes 3-0.

KK will look for replacement bases to completely re-do the bases.

JB makes a motion to send letter to Town of Madison asking for clarification on that status of 49 Adelboden Way. Kk 2nds. Lot was merged with 105 acre lot outside of the Eidelweiss District. Discussion on impact to Eidelweiss, JB asks Mike Brooks to appear from Town of Madison to clarify, MB states that this is something that should be addressed by Linda Shackford – Town Administrator.  MS makes a motion to contact the District attorney regarding this issue, No 2nd.  Motion passes 2-1-0

JB makes a motion to approve payroll in the amount of $7757.96, KK 2nds, passes 3-0

JB discusses the quote from Tricky Tree regarding clearing of brush over the water mains on Rigi and Reinach Cross Country and summit on Oak Hill. JB makes a motion to accept the quote and spend up to $3500 for the clearing of brush at the summit, Rigi water main and the Reinach cross county main. KK 2nds, MS questions the comments from last week stating that a portion of the cross county water main was on private property located at 9 Reinach. DR located a binder with documentation from the original project. JB states that it was Dawson’s Construction’s surveyor that determined where the water main was while siting the placement of the Reinach pump house. JB will look for the as builds within the binder. Motion passes 3-0

MS makes a motion to send letters to the applicants for the Administrator position – thank them. JB 2nds, passes 3-0

MS discusses a document he found online from NHMA describing the duties of commissioners and states that a single commissioner cannot make calls without prior approval. JB askes that he send the document to the office.

MS states he will not attend Thursday meetings, MS makes a motion to change the next meetings to 8/31 and 9/14, JB 2nd, JB can attend on 9/14 but not 8/31. JB amends motion to change the schedule for next meeting to 9/14. KK 2nds, passes 3-0 Amended motion passes 3-0.

MS leaved the meeting at 11:04

JB discusses the damage to the cabana building roof – KR will take a look and repair if possible. JB discusses the Upper Lakeview PRV pits and the letter from DES stating that proposed work is still within scope for the project and that we can contract directly with Dubois and King. JB makes a motion to withdraw Contract #7 with J&B in the amount of $3800. KK 2nds, passes 2-0. JB makes a motion to approve the contract with D&K in amount of $7670 for the Upper Lakeview PRV’s, KK 2nds, passes 2-0

JB discusses RFP for the asset management grant and the engineering/consulting firms from the DES website that have done asset management. There are 5 choices that have done work in the area and with towns of similar size. JB considers sending this out to public bid, KK states that there are more than enough pre-qualified contractors on the list. JB makes a motion to send the RFP for the Asset Management project to 5 of the contractors selected by JB, KK 2nds, passes 2-0. JB asks about the 91-A request from A Leiser, DM states that it is overdue and will do her best with her limited hours and training of new an employee to fulfill this coming week. JB discusses email from Doug Prescott regarding public memorials, office to respond thanking him for this input but at this time we will not be pursuing a public memorial policy.

KK asks about heat for the office, JB will drop off baseboard units, KK will contact electrician Chip Johnston to provide quote for DPW bathroom heat, electrical outlet for new heater and installation of office heat.

JB makes a motion to approve a manifest check for Dawsons in amount of $67,528.30 and check for Health Trust both to be signed out of session. KK 2nds, passes 2-0.

JB discusses that Chris Bolt, our attorney, is representing the Madison ZBA and he reached out asking if the BOC felt this was a conflict. We felt there was none.

JB makes a motion to adjourn at 11:36, KK 2nds, passes 2-0

Respectfully submitted,

Kathy Koziell, Commissioner

•

VILLAGE DISTRICT OF EIDELWEISS

Public Hearing DAM Policy, Water Ordinance  Public Memorial Policy

Saturday August 14, 2021

The Board of Commissioners met at 7:00 pm on Saturday August 14, 2021.  In attendance was Commissioners Jay Buckley, Kathy Koziell & Mike Smith.  Also, in attendance was Highway Foreman Kelly Robitaille and Donna MacKinnon taking minutes.  There were 26 people in attendance. The meeting was filmed by Tim Hughes, Madison TV.                            

At 7:02 pm Commissioner Jay Buckley calls the meeting to order.   

Jay Buckley makes a motion to approve to open the Public Hearing for the DAM Policy.  Kathy Koziell seconds. Motion Passed 2-0.

Hearing #1 Pond Level Policy

Discussion of the current DAM Policy and the proposed changes to the proposed DAM policy.

Jay Buckley reads the old DAM policy to the public.  Jay Buckley opens discussion to the public for public comment.

Ralph Lutjen asks what the standard for the Dry Hydrant are. Jay Buckley states it was tested in 2019 at Boulder Beach and was determined that 4 inches below the concrete was the safe level for the Dry Hydrant. Ralph Lutjen asks if the Dry Hydrant was ever used.  Jay Buckley states yes.

6:10 Ralph Lutjen asks what the standards are. Has the dry hydrant at Boulder Beach been used? Jay Buckley “yes” Ralph Lutjen has the dry hydrant ever saved any homes? Ralph Lutjen states that he’s heard that all homes that have caught fire in Eidelweiss have burned completely.

7:36 Mike Smith states he is one of the original residents in Eidelweiss and he can’t remember the Madison Fire Department ever saving a home from burning down completely. Mike goes on to explain how much time it takes for the Madison Fire Department Eidelweiss fires and that’s why homes burn to the ground.

8:25 Mike Smith states that the Madison FD is too far from Eidelweiss

9:20 Ralph Lutjen disputes that the Madison Fire Department saved any houses in Eidelweiss from burning completely. Jay Buckley asks that if the District removes dry hydrants what happens to our homeowner’s insurance. Terri Cancelrich states that our insurance rating could go from a 9 to a 10. Jay Buckley explains that would cost each homeowner high premiums and possibly being cancelled by your insurance carrier.

Discussion of house fires ensues.  Jay Buckley states the District fire rating is 9 and if the rating goes down to a 10 then Insurance Companies considers a rating of 10 is non insurable.  Paula Doyle states fire protection is most important.

Discussion of testing of dry hydrant ensues.  Shauna Kondrat asks who owns the DAM? Jay Buckley says that Eidelweiss owns the DAM.  Mike Smith questions why not dig out the pipe answer was DES told the District not to touch the bottom of the pond.

10:56 Joanne Flanagan How often are thew dry hydrants tested. Jay Buckley states at least once each year.

13:00 Mike Smith asks why the MFD doesn’t dig out underneath the dry hydrant pipe in the pond to lower it more. Kathy Koziell explains that was investigated and DES discouraged the idea.

13:31 Mike Smith said that another problem exists with the pipe in the pond will eventually fail due to a “GALVONIC” reaction which will plug the pipe. Jay Buckley explains that the pipe is 6-inch PVC and not galvanized metal so no problem exists.

14:38 Gloria Aspinall would like to see a steady flow of 2-inches water over the top of the boards. Jay Buckley states that in a draught you could eventually empty the ponds significantly. The existing policy contradicts itself with keeping water flowing over the dam with the assumption that water is always flowing into the ponds.

14:40 Jay Buckley informs the audience that any structure fire automatically has three towns responding and Conway FD is the closest and always a manned station.

Gloria Aspinall states she is happy with the new proposed #4. 

Discussion of the flooding of property ensues. 

Discussion of the boards ensues.

Discussion of the adopted DAM Policy ensues.  Jay Buckley says the adopted policy has led to controversy.  Kathy Koziell states in theory it seemed like a good idea but it was not practical.

Jay Buckley reads to the public the proposed new DAM Policy.

18:00 Jay Buckley reads the new proposed policy

Gloria Aspinall asks the commissioners if she gets flooded out who should she call?

18:00 Gloria asks when I get flooded who do I call or when she is concerned with the water level especially off hours. Jay Buckley says to call the BOC chairperson and an emergency meeting can be held if a true emergency.

Jay Buckley states to call the office or if it happens over the weekend to call the BOC chairperson.

Discussion of habitat of the lake takes place. Lindsay Jordan from the New England Aquarium explains. 

18:10 Lindsey Jordan from the New England Aquarium talks about the vulnerability of the shoreline and manmade fluctuation to the wildlife that habitat in the shoreline

23:00 The McNiven’s talk about 7 years of noticeable changes to the ponds water levels and the negative effects

23:28 A woman on Diesbach Drive mentioned that she had a fire 12 years ago and complimented the Madison Fire Department for saving her family and their house.

23:50 Peter Kondrat asks Gloria what is meant by the statement; my property is flooded out. Gloria stated that the water was as close as 10 feet to her house once. Jay Buckley asks Gloria is any structure was flooded. Gloria answers “no”

Maureen Flanagan 9 Diessbach states the notice of the change in the eco system.

Discussion of remediation takes place between Gloria Aspinall and Terri Cancelarich.

Jay Buckley reads the email from Larry Leonard but does not have the correct email.

26:00 Jay Buckley reads an email from Larry Leonard who could not attend the meeting.

Paula Doyle asks the public from Big Pea if they are in favor of the proposed DAM Policy, they answer yes.

26:47 Paula Doyle asks if the residents on Big Pea Porridge Pond support the new proposed policy. Many say yes. No one objects.

John Cancelerich gives Jay Buckley Larry Leonard’s email.  Jay Buckley reads the email to the public.

27:32 Jay Buckley reads a letter from Larry Leonard who lives down stream of the ponds on Banfield Brook. Larry supports a floating nest for the loons and to leave the water high.

Lindsay Jordan discusses the importance of the Loons and the burrowing of the animals.  Mike Smith discusses the relationship the District and the LPC have.

28:00 Kathy Koziell states the BOC has asked the LPC for a floating nest.

Mike Smith brings up a letter from 7/30/2019 from DES to the Cancelerich’s to build a DAM. Discussion ensues.

Jay Buckley brings the room back to discussing the proposed Dam Policy.

37:55 Questions were asked as to why a board was pulled from the Dam when Gloria complained. Mike Smith said that Jay Buckley and Mike Smith voted in favor of pulling the board that day. Mike Smith was corrected in that no vote was ever taken and that the current policy allowed the DPW to decide. Kelly Robitaille stated that he did not want to be responsible for water levels.

39:48 Mike Smith reads a letter from NHDES to the Cancelerich’s regarding pond levels and the process of installing a dam at Big Pea Porridge Pond. Mike asks why they haven’t initiated that effort. Terri Cancelerich stated that the former commissioner Adam Leiser insured him that the new policy would solve that problem. Yelling ensues between Mike Smith and members of the audience. Kathy Koziell asks Mike Smith to calm down. Mike Smith states he is acting sociable but can be an ass if he wants to be. Jay Buckley moves the meeting forward.

Kathy Hurley asks about the emergency powers.

43:30 One resident asks, what is an emergency?

Bruce Jordan from Big Pea comments last 2 years the change of bullfrogs and tadpoles no longer being seen.  Things have changed and not for the better.

Ralph Lutjen read his recommendations to the proposed DAM Policy.

A 31-year resident has expressed that the eco-system health of the ponds has been getting worse.

46:00 Ralph Lutjen proposes some changes to the proposed policy with the addition of accommodations for the nesting loons. Ralph hands the board his comments in writing

Kerry McNiven speaks against the new DAM Policy.  John Cancelarich discusses the dried out plants.  Terri Cancelarich shows pictures. Nordel Gagnon states there is a swamp in front of his house and it is nice.  Maureen Flanagan asks for history of pulling the boards.  Mike Smith states that he works with the LPC and once the Loons nest the District can’t flood the nest.

John Cancelarich passes out lake level operating range handout from DES to the public and discussion ensues.  Jay Buckley discusses that the District is in the process of completing the DAM Emergency Plan that is required by DES.  Dorothy Wondolowski discusses the change of the District with all the development of the land and that sand is being brought in by private residents and the flora is being destroyed.  Ralph Lutjen agrees with Dorothy Wondolowski.

47:30 Mr. McNiven recommends against Ralph’s addition of accommodations for the loons as it may cause the ponds to be lowered harming other wildlife in the ponds.

Discussion of water testing related to both ponds.  The water quality has declined over the years.

50:30 Conway resident Nordell Gagnon notes the degradation of the pond’s health over the past 35 years.

52:20 Terri Cancelerich asks if there is record keeping of when boards are pulled or added. Jay Buckley says no

55:00 John Cancelerich states that he is against dropping the pond level before the loon’s nest. Leave the water levels where nature leaves them and let the loons adapt

Kathy Koziell asks if a small opening can be put into the boards to keep small amount of water flowing.  Kelly Robitaille states it can’t be done it would cause to much water loss.

Mike Smith discusses flooding of Eidelweiss Dr & Geneva Beach.

Kelly Robitaille discusses that he only pulls the boards 3 time a year.  He came to the BOC to get approval to pull the board.  Kelly Robitaille tells the public the how the DPW controls the DAM boards and that they are not constantly removing and replacing the boards.  Kelly Robitaille states he works with the District but works for the BOC.

1:07:30 Kathy Koziell asks Kelly Robitaille if we can keep the pond levels high and still provide a sufficient flow of water into the brook through the leaks between the boards? Kelly Robitaille states that the leaks would not provide enough water to the brook in a drought.

1:13:20 Kelly Robitaille states that the current policy is impossible to maintain as it contradicts itself. The current policy placed the responsibility on him which he did not ask for or want. Kelly Robitaille usually has adjusted the boards on more than 3 times in a year. One year was 4 times. This is not a common practice.

Kelly Robitaille states that most ponds are drawn down in the fall or winters accumulation of snow and ice. Kelly Robitaille states he will take direction from the commissioners but works for the district.

1.20.05 Terri Cancelerich reminds the BOC that the last day to draw down the ponds is October 15th of each year

1:22:00 Hearing is closed

Jay Buckley makes a motion to close #1 Public Hearing of the Dam Policy.  Mike Smith seconds.  Motion Passed 3-0.

Jay Buckley makes a motion to open #2 Public Hearing of the Water Ordinance.  Kathy Koziell seconds.  Motion Passed 3-0.

1:27:00 Jay Buckley opens the hearing and reads teach proposed change

Discussion of the current Water Ordinance and raising the hookup fees from $8,000.00 to $10,000.00. Jay Buckley mentions raising the water hookup fees from $8k to $10k. Section 3.1.3 Mike Smith states that it is up to the voters at an annual meeting. Kathy Koziell disagrees that it “HAS TO BE" at the annual meeting as the fee is now part of the ordinance but agrees to have the voters decide.  Mike Smith states that the voters should vote on this at the Annual Meeting.  Kathy Koziell agrees with Mike Smith.  Dorothy Wondolowski agrees also.

1:30:00 JB reads 3.1.4.5 application deadline of August 1st to be moved to September 1st. No objections.

1:33:11 Jay Buckley states that all service lines that need replacement must be sleeved as well as all new construction.

1:35:00 Confusion overextending water mains to the end of the subject property.

Jay Buckley reads the proposed amendments to the Water Ordinance.  Discussion of the Proposed changes to the Water Ordinance takes place.  Dinah Reiss asks the commissioner about the 3.1.3 return fees when a hookup is denied and when the District has to pay the operator fees and engineer fees.  Discussion of refund amount should be determined by the voters takes place.

1:45:12 Treasurer Dinah Reiss asks that the engineering costs be extracted from the $8000 if returned to applicant. Jay Buckley asks what should be charged for that cost? Applicant will/should know up front.

1:46:00 Donna MacKinnon supports taking the engineering costs out of the $8000 application fee.

1:48:00 Peter K feels that the District should know where its water lines are so that builders can locate septic systems appropriately

1:49:00 Hearing Closed

Jay Buckley makes a motion to close #2 Public Hearing of the Water Ordinance.  Kathy Koziell seconds.  Motion Passed 3-0.

Jay Buckley makes a motion to open the #3 Public Hearing on Public Memorials.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of creating a Public Memorial Policy.

Ralph Lutjen states it is appropriate one.

Jay Buckley states that there is no written policy regarding public memorial but there is an understanding that no public memorials are allowed in the District.  Mike Smith agrees.

Dinah Reiss states that the public was never notified when the public memorial was put up at the Huttwil Parking lot.  Mike Smith that there is an unwritten policy that no memorials are allowed.  Dorothy Wondolowski wants the memorial taken down.  Dinah Reiss states what was done is wrong and the commissioners should listen to the publics feedback.

Jay Buckley makes a motion to close the #3 Public Hearing on Public Memorials.  Mike Smith seconds. Motion Passed 3-0.

Jay Buckley makes a motion to adjourn the meeting at 9:06 pm.  Mike Smith seconds.  Motion Passed 3-0.

Respectfully submitted,

Donna MacKinnon

Administrator

 Sign in attendance sheet in office

•

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday September 23, 2021-Amended by Jay Buckley

The Board of Commissioners met at 9:00am on Thursday September 23, 2021.

In attendance for the public meeting are Commissioners Jay Buckley (JB), Commissioner Mike Smith (MS), Commissioner Kathy Koziell, Administrator Carrieanne Haight (CH), Dinah Reiss (DR), Kelly Robitaille (KR), The meeting was recorded by Madison TV                              

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

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

DPW Report

KR discusses the graffiti on the rocks (DPW took care of) and sign near Boulder Beach, Jurij Czernow cleaned off the EPOA sign and playground equipment was cleaned by him also. MS makes motion to send a thank you letter to Mr. Czernow, Office will type up and have Commissioner’s sign JB 2nds, Kathy Koziell 3rd, passes 3-0

JB makes a motion to also send Andrew Harteveldt a thank you letter for volunteering to install Wi-Fi in the office KK 2nds, MS 3rd, passes 3-0

KR discusses the paving quote for shimming and overlay on Geneva

KR discusses the shimming of Eidelweiss Dr, near mailboxes (was a warrant from last year for $5,000) the plow trucks are tearing up the roads due to the condition and the roads are damaging the trucks.

MS makes a motion allow Sunday Paving on Geneva (for $16,400) JB 2nds, KK 3rd, KK amends this motion to allow paving for up to $20,000, not $16,400 JB 2nds, MS 3rd, passes 3-0

JB makes a motion to allow for $5,000 to repair Eidelweiss Dr KK 2nds MS 3rd passes

3-0

KR discusses 8 Eidelweiss (Nyman property) the 1st driveway applicant blamed the District for the water damage (which is not the case), the owner’s culvert is the problem as it is clogged with silt from the subject property. The application was submitted before meeting with the engineer, Mr. Nyman will need to resubmit an accurate driveway permit by the end of September, drawing needs to be to scale and the boundary line needs to be marked from driveway. Donna to reach out to Mr. Nyman for his application for construction, copy Bond company and property owner and include image of drawing as per engineer by September 30. A new application will need to be submitted and reflect the condition of the owner’s property and how to rectify.

JB discusses Jones & Beach and being the point person to reach out to Brad Jones for Reinach walk through. JB discusses the grant and filing for an extension (June 30, 2022) for Reinach and also Dawson will have to the end of October to grade and finish the project (seeding, loam) at Reinach KK makes a motion to have JB reach out to Jones & Beach to coordinate the walk through for Reinach JB 2nds, MS 3rd, passes 3-0. MS explains that JB does not have authority to reach out to Jones & Beach on his own. KK explains that JB was given authority when Adam Leiser stepped down from the board. MS still disagrees.

KK makes a motion to make JB the contact person on the Grant extension and to execute any necessary documents and to have the Grant notarized and signed MS 2nds

MS makes a motion to send a letter to Jones & Beach, copy Dawson and the Bonding company stating this work needs to be completed by the end of October 2021, if not the Bonding company will be notified JB 2nds. Motion passes3-0

Discussion of the Wetlands issue at 21 Little Loop and the permit for the driveway. JB feels we are responsible for notifying the applicant of issues that may be outside the application requirements as it protects the homeowner and the ponds/environment. MS disagrees. KK makes a motion to approve with the contingency of wetlands delineation and to be tested by a registered soil scientist with necessary permits JB 2nds KK with draws this motion JB 2nds KK makes a motion to reinstate the original motion of approving the permit with the contingency of wetland delineation and tested by a registered soil scientist with the necessary permits with additional requirements of all DES necessary permits JB 2nds. Motion passes 3-0. MS claims he did not get email from NHMA describing contingency.

Discussion of the project to be done at building 1 and the building permit. JB makes a motion for KK to sign the building permit as the owner. KK 2nds. Motion passes 3-0.

Retainage for Dawson should have been taken from retainage account but was taken from operating budget. This will be returned to proper account.

Signature Items.

JB makes a motion to approve and sign the payroll manifest in the amount of $7,420.30 MS 2nds KK 3rd, passes 3-0  

MS makes a motion JB 2nds to transfer funds of $2,500 to CRF for Article 8-Tank Pumping Maint. Passes 3-0

MS makes a motion JB 2nds to transfer funds of $5,000 to CRF for Article 9-Medical Insurance Passes 3-0

MS makes a motion JB 2nds to transfer funds of $50,000 to CRF for Article 10-Highway Equip. Passes 3-0

MS makes a motion JB 2nds to transfer funds of $10,000 to CRF for Article 11-Highway Equip/Repair Passe 3-0

JB makes a motion to approve and sign the operating manifest for $69,127.90 JB rescinds this motion to approve and sign the operating manifest. JB makes a motion to approve the operating manifest if the amount of $67,500 not 69,127.90 KK 2nds. Motion Passed 3-0.

JB makes a motion to approve Water Hook Up Application for 18 Bristenstock KK 2nds. Motion Passed 3-0.

JB makes a motion to approve Water Hook Up Application for 17 Jungfrau KK 2nds. Motion Passed 3-0.

Water Hook Up Application for 24 Bern-Hold, will need additional pressure testing. Water Hook Up Application for 16 Grison-Hold, will need additional pressure readings during peak demand and will need to relay to Nick Skegell

Discussion of an email from Mark Graffam in regard to the Japanese Knotweed found at the Reinach Bridal Path. The District will have Tricky Tree cut the saplings and brush as they do normally, the Knotweed cut or not cut will spread regardless, per the DES the District is required to keep the Bridal Path clean.

Public Appearance: Larry Leonard and John Cancelarich

Larry Leonard from the Water Committee discussed the bids for the Asset Management Plan. He reviewed the 2 bids received, one from Wright Pierce and the other from Horizons, and compared them both for data, past work, results, evaluations, cost, schedules, mapping and samples for the best possible option of who to go with. In conclusion the District will go with Horizons as they are a smaller company and are local. JB makes a motion to approve Horizon for the bid for the Asset Management Plan in the amount of $39,500 MS 2nds. Motion passes 3-0

JB will draft a letter to thank Wright Pierce for submitting their bid and also will inform Horizons that they have won the bid.

Pond Level Policy:

Discussion on the pond level and the fall draw down. Will need to revise the Pond Level Management Plan by adding the wording “smaller board” to #1, taking #4 out and adding “ if fall draw down is needed it must be done prior to October 15” to #6

JB will make Amendments to the public hearing minutes on 08/14/21 will send to the office for review and vote on them at next meeting. JB will also Amend Meeting minutes from 09/14/21 and send to the office

MS dismissed himself from meeting at 10:55am

JB makes a motion and reiterates NOT to send district email or correspondence to personal emails KK 2nds. Passed 2-0.

Respectfully submitted,

Carrieanne Haight – Administrator

Amended by Jay Buckley 10/14/2021

•

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday September 30th, 2021

The Board of Commissioners met at 9:00am on Thursday September 30th, 2021.

In attendance for the public meeting are Commissioners Kathy Koziell (KK), Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Administrator Donna MacKinnon (DM), Kelly Robitaille (KR), Ian Hayes joins at 9:45. The meeting was recorded 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 enter non-public per RSA 91-A:3,II (a) – employee review, KK 2nds, passes 3-0

Public Meeting re-convenes at 9:30

JB makes a motion to approve the 9/23/2021 minutes, KK 2nds, discussion on missing content and correct format, KK asks MS to review video and provide amended minutes, MS states he is too busy, JB agrees to do this. No vote on minutes.

DPW discussion on how to correctly reimburse the Hwy budget for work done on behalf of the Water System. MS makes a motion to charge $150/hr. for a man and machine plus materials and trucking cost of $65/load.  This is less than the cost for outside contractor. JB 2nds, passes 3-0. DM will reach out to Catharine for correct way to account for reimbursement from the Water Line Extension Fund to Operating Budget.

Dawsons walk-through, Jake agreed to fix the asphalt ditches and a culvert that was damaged, primary discussion on gravel for the length of the water line replacement as upper Aspen got very muddy this spring and had to be closed. According to contract, “roads to be restored to original condition”. KR was willing to work with Dawsons if they provided the gravel DPW would grade the road to our standard. Reinach pump house should have had an epoxy floor which was not done, possible credit from Dawsons. Discussion on Upper Lakeview PRV will possibly need 2 additional PRV’s. Dawson thought this was taken out of project, KK states that the contract budget is for 3 total at $23K/ea. and 2 have been installed at Reinach leaving one for Upper Lakeview. Ian Hayes joins at 9:45. More discussion on Upper Lakeview. Need the final engineered plan from Dubois and King.

 KR states that clean-up from Bryant Paving is complete so DM can release the check.

8 Eidelweiss Dr – Mr. Nyman did contact the office on Tuesday for a new driveway application. 21 Little Loop Driveway Permit. JB makes a motion to approve the driveway application for 21 Little Loop contingent on wetland survey and any needed DES permits. MS 2nds, passes 3-0

MS makes a motion to approve the fill permit for 30 Bern Dr. JB 2nd, passes 3-0

Owner of 14 Little Shore states he has an agreement with prior board, signed by Mike Smith, to periodically repair his driveway as it was better than installing a culvert. KR states he will clear the ditch line which will help improve the driveway condition. KK asks DM to check the property file for a copy of the letter. If not there, to reach out to property owner for a copy.

KR discussed the Dam Policy and whether or not we do a fall draw down, KR states that keeping the water high causes debris on the grate, could be a safety concern. Additional discussion on the policy and the updated version from last weeks meeting, MS asks that we postpone until next week.

Ian has discussion on water hookups at 17 Jungfrau (which can wait until spring) and 18 Bristenstock which was approved.

Dataloggers to be installed at 24 Bern and 16 Grison, if pressure is acceptable, we will approve prior to D&K updating the model. Ian states that although we have a deadline for water hook-ups, if the property owner is willing to pay for additional cost of equipment,  hookups can be done in the winter months.

Week of October 11th Simply Water will be flushing the system, notice to be sent via email blast and update on website  (possible drop in pressure, discoloring of water and trapped air)

Water Shutoff’s for non-payment, 2 left to do, Conway road has a damaged CSV which needs to be replaced first, property is posted “No Trespassing”. CSV is within the districts ROW, DM to send email to property owner that work is being scheduled.

Ian will take a look at 23 Huttwil to confirm that septic system has been repaired/replaced before shut-off to avoid possible cross contamination.

Ian looked at cost and installation of cluster valves, to be in the $7-$8 range – this is for a future project.

JB discussed the project of flagging the CSV in order for the Asset Mngt engineers to locate and accurately create GPS locations.  MS was asked if he would coordinate this effort but states he was too busy. MS asks if Ian had replaced bent CSV on Deissbach- still needs to be done

MS asks for a quote on a replacement DPW well pump in order to have one on hand – no actual price yet.

Discussion on pump house locks on disconnects. Decided that it makes sense to lock the actual panels but not the outside disconnect, but to use the same metal “tag” that Eversource uses. Now an emergency shut down can be done without locating a key.  KK states that 4 more keyed-a-like locks are on order for pump house electrical panels.

JB makes a motion to sign the letter to T. Foley at 30 Grachen Rd, KK 2nds, passes 3-0

MS leaves at 11:07

KK will contact Ryan Day about the Summit pump house loft and insulation upgrade.

KR asks about safety supplies. DM will reach out to contractor that was re-filling the cabinets.

Admin

Draft Audit should be available by Friday, auditor needs to file the MS535 to set tax rate.

Tricky Tree will start brush cutting 10/18, Flyer on new recycle bins at Madison transfer station to be posted on bulletin board

Copier leaving marks on paper, JB will address

Andrew Harteveldt suggest waiting as computers are either priced too high or unavailable, also discussed QB on-line which would allow us to network the 2 computers together but this doesn’t justify the cost.

2 residents’ inquiry about the utility ROWs across property’s and does the original NE Tel ROW’s transfer to current owner (Eversource). They need to contact the registry of deeds for any changes to the property or contact the utility that owns the ROW.

JB makes a motion to approve the manifest in the amount of $17,672.34, KK 2nds passes 2-0

JB makes a motion to transfer $8000 to the Water Line Extension Fund from 16 Grison Hookup. KK 2nds, passes 2-0

JB makes a motion to accept the contract from Horizon Engineering for $39,500 ($20K in grant money) for asset management. KK 2nds, passes 2-0

DM discusses DN Tank Retainage, it has been a year since completion but we need something official requesting the disbursement, DM will reach out to Jones & Beach

JB makes a motion to sign the “Letter to Proceed” with Horizon Engineering. KK 2nds passes 2-0

DM has email from DES asking for additional documentation for completion of extension request for the Drinking Water Grant.

JB asks if thank you letters went out to Uri and Andrew Harteveldt, DM will take care of

JB discusses email regarding unleashed dogs. JB states that Town of Madison enforces the “leash laws” and that she should contact Animal Safety in Madison.

KK states that we still need to approve minutes from Tuesday 9/14 meeting. JB will review

JB makes a motion to continue the public meeting on Friday 7:30am at the District office, primary purpose is non-public. KK 2nds passes 2-0

Respectfully submitted,

Kathy Koziell, Commissioner

•

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday August 19th, 2021

The Board of Commissioners met at 9am on Thursday August 19th, 2021.

In attendance for the public meeting are Commissioners Kathy Koziell (KK), Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Administrator Donna MacKinnon (DM), Dinah  Reiss (DR). Ralph Lutjen (RL), Dorothy Wondolowski (DW), John Cancelarich (JC). The meeting was recorded by Madison TV                              

At 9am Commissioner JB calls the meeting to order. JB makes a motion to approve the agenda, KK 2nds, passes 3-0

JB makes a motion to approve the minutes of 8/12/21, KK 2nds, JB amends to include in the water hook-up discussion that “the ordinance doesn’t mention whether the commissioners can or cannot waive the date”. KK makes a motion to approve the amendment, JB makes a motion to amend the minutes regarding the discussion on 30 Grachen Rd. extension “that he wanted to have all 3 commissioners present to review the same information at the same time with the surveyor” , KK 2nds the amendment, amendment passes 3-0 amended motion passes 3-0.

DPW – Report

Discussion on 6 Lakeview Driveway permit. Expires end of Sept 2021 owner could not get anyone to pave last year, property owner asks for location of CSV, JB makes a motion to extend the driveway permit for 12 months, KK 2nds, MS makes a motion to extend until the end of the paving season this year, no 2nd, motion passes 2-1

18 Bristenstock driveway permit discussion, JB makes a motion to discusses next week, KK 2nds, the septic system is against the road and that we should table this until next week. Passes 2-1. DPW ditched and graveled Grandval, started prepping Chocorua View Dr. ditched, removed brush and trees for Bryant paving. Scheduled to start week of 8/30. KK will post on website and send email alert. KR is looking for another project to fit within the $17K asphalt budget. Estimates have been coming in around $20K. KK states that the operating budget can support an additional $3K. KR discusses punch list for Reinach project, he’ll put together a list and forward to office. M Graffam sent email to office with picture of culvert edge. KR states there were tire tracks on the edge of the culvert where a vehicle would not normally drive. Discussion on the painted areas of Eidelweiss Dr, this is considered vandalism. Discussion on contacting the police. MS asks about the beaver dam at big loop, KR states that no impact on the roads.

Admin

Discussion on water hook hook-up for 5 Grandval, Office asked applicant for proof of ownership.  17 Jungfrau asked for water hook-up approval even though not building until next year. JB makes a motion to accept the application for water hook up at 17 Jungfrau, KK 2nds, passes 2-1.  KR clarifies cost on speed bump sections. DM discussed the Health Trust holiday (refund) that will be determined in October. Discussion on audit, draft should be available shortly. DM askes about Sept meetings, KK states Thursdays the 2nd, 9th, 16th 23rd and 30th. KK will be unavailable the 1st 3 Thursdays, JB will be on vacation the week of the 6th so there can be no meeting on the 9th as no quorum. MS states he will not show up unless we change the meetings to Tuesday.

JB discusses Jeff DiMartino’s review, we have a 3 step process, which is explained to MS, Commissioner will have a non-public on Sept 26th .

Discussion on 42 Bristenstock, requires a letter to attorney as to our options. JB makes a motion to forward latest Leiser email to the attorney, KK 2nds, passes 3-0

KK makes a motion to be appointed as the liaison for the new administrator, JB 2nds, passes 3-0.

JB make a motion to approve the manifest for $22,911.02, KK 2nds, 8K is water hook-up transfer to CRF, also truck loan payment included, passes 3-0

DR askes about Reinach bond payment, DM states August 15th. JB makes a motion to approve transfer of $8K water hook-up fee into the Water Line Extension Fund. MS 2nds, passes 3-0.  Discussion on the 105 acre parcel that abuts Eidelweiss, and that the .5 acre Adelboden lot that was merge with the 105 acre parcel was improperly taxed as 100% Madison and that Madison is required to resolve. DR states that we should let Madison keep it but as discussed it was never actually surveyed out of Eidelweiss. MS makes a motion to contact the district’s attorney to look at this. No 2nd. MS askes about the new computers and office upgrade, JB presents several options for new office computers. MS makes a motion to forward options to Ron Sandstrom for approval. JB 2nds, passes 3-0

Commissioner Reports

MS askes about asset management deadline for “Goffer Grant”. JB states that many of these are for towns and cities and that Village Districts are not eligible. The ARRA funds may be available to us thru the county. MS asks about Article #6 – surveying the Lodge for possible sale. JB states that the surveyor has already been contacted. KK discusses site visit at Grachen Extension, based on recent survey there is substantial personal property on District land.  JB discusses the Upper lakeview PRV, Dubois & King is 4-6 weeks out on starting design, JB reached out to DES ( Randy S.) regarding extension of Reinach contract grant funding. We can contract directly with D&K without going thru Jones & Beach per DES.

JB makes a motion to approve payment of Dawsons pay rec. KK 2nds, 2-0-1. JB makes a motion to accept the $2000 increase to J&B contract #6, KK 2nds, passes 2-0-1.

JB makes a motion to accept contract #7 for Upper Lakeview PRV solution, KK 2nds, passes 2-0-1. JB had discussion with Tricky Tree and will do brush clearing over water mains etc. based on earlier quote. Will notify office prior to beginning. JB discusses that cross-country water main is “well” onto private property at 9 Reinach. JB would like to get approval from #9 Reinach to brush cut approx. 20’ x 300’ of area. Discussion on getting a deeded easement. MS makes a motion to contact the Attorney regarding easement on #9 Reinach for water main, cc owner. JB 2nds, passes 3-0. JB attended ZBA meeting regarding #26 Huttwil as septic system is less than 25’ from water main, approval stands as they are obligated to consider relief from Madison zoning and not DES. JB makes a motion to contact DES regarding 26 Huttwil and request a re-review of septic approval based on proximity to water main and water service lines. KK 2nds, passes 3-0.  MS makes a motion to have DES send us draft of septic designs, JB 2nds, Eric Thompson is contact at DES, passes 2-1.

John Cancelarich – discussion on Dam at Big Pea. MS makes a motion to allow the process to begin on evaluating a non-menacing dam on Banfield Brook. No funding will come from the District. JB 2nds, passes 3-0

MS leaves meeting

Dorothy Wondolowski asks about correspondence as a result of the public hearing on August 14th specifically public memorials. JB reads email from Doug Prescott describing several ways to honor residents. DW states that a public memorial process could be possible in the future. Discussion on current memorial plaque located on the Little Library and the consensus of the input from the August 14th public hearing that it was inappropriate.

KK makes a motion to remove the plaque on Little Library as it was installed without the knowledge or consent of the Commissioners. JB 2nds, Plaque to be returned to Andrew Harteveldt. Passes 2-0 JB makes a motion to not entertain memorials on District property. KK 2nds, passes 2-0

Discussion on Dam Management Policy and input from August 14th public hearing, adding drawdown date of October 15th per Fish and Game recommendation. RL asks about incorporating his suggestion for draw down including spring draw down for loon nesting. DW discussed the numerous causes of wildlife decline in the 3 ponds and was concerned that only the lowering of the water level due to removing boards at the dam was discussed. (Her letter to the board is available as a public document). DW also asked that the BOC look at the 20 years of VLAP testing and the perching of the beaches (similar to retaining walls) should be explored. RL stated that as a prior Commissioner he would report infractions to DES, stating that dumping of sand on a private beach required a permit. KK responded that he can still report violations to DES.

JB makes a motion to enter non-public at 11:46am. RSA 91-A:3 (L)

Public Meeting resumes at 12:06pm, Motion to seal the non-public minutes was made.

JB makes a motion to adjourn at 12:07, KK 2nds passes 2-0

Respectfully submitted,

Kathy Koziell, Commissioner

•

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday August 12th, 2021

The Board of Commissioners met at 9am on Thursday August 12th 2021.

In attendance for the public meeting are Commissioners Kathy Koziell (KK), Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Administrator Donna MacKinnon (DM), Dinah  Reiss (DR). Ian Hays (IH) Water Operator joins at 9:30am The meeting was recorded by Madison TV                              

At 9am Commissioner JB calls the meeting to order. JB makes a motion to approve the agenda, MS 2nds, passes 3-0

JB makes a motion to enter non-public at 9:00am per RSA 91-A3:II (b) Employee Hiring

Re-convene public meeting at 9:05 Motion was made to Seal the minutes. JB makes a motion to unseal the minutes once the applicant accepts the position, MS 2nds, passes 3-0

DM explains that the annual meeting minutes needed to be amended and approved as the lot number in Article #13 was typed as F89 instead of F98. KK makes a motion to amend the 2021 Annual Meeting Minutes to reflect the lot # change from F89 to F98. JB 2nds, passes 2-0-1

JB makes a motion to approve the minutes of 7/29.21, KK 2nds, passes 2-1. JB makes a motion to approve the Non-Public of 7/29. MS 2nds, passes 2-0-1

KK makes a motion to approve the minutes of 8/3, JB 2nds, passes 2-1-0

JB discusses the white spray paint on Eidelweiss Dr. Determined that it was not the DPW.

JB discusses the water hook-up applications that have been received after 8/1/2021. Habitat for Humanity request can wait until next year MS makes a motion to accept the 18 Bristenstock application, Kk 2nds, JB questions weather or not we can accept after 8/1 per the ordinance  “the ordinance doesn’t mention whether the commissioners can or cannot waive the date”. Motion passes 2-1

JB discusses the hook-up for 5 Grandval Way – still need septic design and certified plot plan, MS makes a motion that if septic design and certified plot plan are not received by Sept 1 hook-up check will be returned for 5 Grandval Way. JB 2nds, passes 2-1-0. MS makes a motion that if septic design and certified plot plan are not received by Sept 1 hook-up check will be returned for 17 Jungfrau (Habitat for Humanity property). JB 2nds, passes 2-1-0

ADMIN

DM reads the email from resident asking to have the $100 late fee waived and states she will pay the $50. MS makes a motion to waive the $100, No 2nd.

DM states that 6 residents paid their late water bill and fees. 2 certified letters came back with forwarding addresses.

JB makes a motion to approve the manifest for $21,301.59, KK 2nds, passes 3-0 DR asks if we can complete the bank signature cards while all 3 commissioners are present.

Discussion on the Neighborhood Energy contract, MS states that we would get a better rate if we committed for 3 years, MS makes a motion to create a Warrant Article as it’s a 3 year commitment. JB 2nds, passes 3-0.  JB discussion on Saturday nights public hearing, MS suggests making 15 sets of documents.

JB discussed 29 Grachen Rd survey, Ron Briggs is available Monday for a site visit. KK suggests 9:00am, JB can make it, MS doesn’t know why we need all 3 present.

“JB states that he wants to have all 3 commissioners present to review the same information at the same time with the surveyor” . Will be posted for 9:am once confirmed with Ron Briggs.

Discussion on 8 Eidelweiss Drive culvert issue (on Bern Drive), contractor and his engineer (Burr Phillips) meet with Kelly to discuss options for a remediation. Burr Phillips will submit a proposal but asks for an extension until 8/24 before fines are levied. JB makes the motion to waive the daily charge until  8/24, KK 2nds, passes 2-1.

JB discusses rocks that were dumped onto Bristenstock by property owner at 42 Bristenstock.  He signed for certified letter giving him until the end of July to remove them. Discussion on what we can legally do with these rocks, haul them away, dump them on his property etc. JB makes a motion to contact Attorney Bolt regarding what actions we can take. KK 2nds, passes 2-1

JB discusses the issues with the 105 acre lot in Madison that abuts Eidelweiss which includes a merged lot taken from Eidelweiss on Adelboden. There is also a ROW on Aspen that was deeded in 1979. The Town of Madison needs to address the taking of the lot out of the Village District of Eidelweiss zone incorrectly.   MS makes a motion to contact the District’s attorney regarding this issue.  No 2nd.  The Madison planning board also brought up the concern of a possible subdivision. JB states that as this was done by Madison it’s “on them” to correct it.

Ian Hayes

IA discusses low pressure at 22 Bristenstock and consensus is that the home PRV was set too low and that the sediment was not the issue. Homeowner is to be billed for Ian’s time.

KK states that 4 more keyed alike locks have been ordered. IH will order chem pump re-built kits, Spare pump from DPW well is approx. $6000. Chem room safety sink is $3000 plus installation. MS  makes a motion to allocate up to $3300 for Chem room sink, JB 2nds, passes 3-0. Discussion on moving the chem tank to a larger containment area so its safer to work on and around. MS makes a motion to allocate up to $1500 to move the Chem tank, JB 2nds passes 3-0. 

MS leaves at 10:40

19 E Bergamo Water Hook-up Complete, 13 E Bergamo started digging and hit ledge, based on #19 could be hard packed rock not ledge so will bring in larger equip next week.

JB discusses the DES 25’ set-back from septic system and pressurized water line (main, service link, service line). Discussion on benefit of having the water lines/links sleeved regardless of distance from septic systems, requirement would change to 10’ if line is sleeved. Water Operator can refuse water hook-up if the septic system is determined to be too close.

JB makes a motion to accept Contract #7 from Jones & Beach in amount of $3800, KK 2nds,for the Upper Lakeview PRV pit(s) to provide GPS/lidar mapping, incorporate Dubois/King recommendation, create bid package, tabulate bids, select a contractor. This will come from the contingency fund as scope has increased since initial bid. Passes 2-0.

Ian discusses value of having Isolation valve clusters at intersections. JB states that towns and cities are getting ARRA funding and that Village District may apply thru the County for available funds. Ian will create a proposal with number of valves and costs and JB will include some of he alternative adds from the Reinach tank proposal.

Discussion on the Dawson payment rec with substantial completion of work certificate. This is to be tabled until next week.

Jones and Beach submitted a $2000 increase for Contract #6 (O&M Manual and Oversight). JB will contact J&B for clarification

JB makes a motion to approve the RFP for asset management grant. KK 2nds, JB states giving 2 weeks for applicant response, KK amends to change to 3 weeks, JB 2nds amendment, passes 2-0, Amended motion passes 2-0.

Discussion on Dubois & King proposal for engineering of Upper Lakeview PRV pit(s)  -  tabled for next week.

KK will be unavailable for the Sept 2nd, 9th, and 16th. Commissioners’ meetings.

JB makes a motion to adjourn at 11:45, KK 2nds, passes 2-0

Respectfully submitted,

Kathy Koziell, Commissioner

Comments in red are amendments to the minutes dated 8/19