Board of Commissioners

Village District of Eidelweiss

                                    1680 Conway Rd Box 1027

                            Madison, New Hampshire 03849

                                          603-367-9022

AGENDA FOR MARCH 14, 2019

1. Call to order 8:00 pm   

• Approval of the agenda                                             

Review of Actions, Projects and Issues List                                  

• Administration:  CM030919, CM031219, budgets, Feb water usage, Feb pumphouse electric usage and cost, motion log, Beach Ordinance-RHMPOA, PH posting, UC reports complete, mileage reimbursement, Supervisors of Checklist

• Accounts payable: $122,737.57 – 33 checks

• Signature Items: Graffam response, DOT response, Smith response,

• Commissioners Reports

• Correspondence:  GSA pH good, M Perrachon, NH DES, CP Smith,

• Scheduled Appearances:

• Public Comment:

10. Other:   Quality Fire, White Mtn Survey, Water Op contract, MB siding quote,

Adjourn       

 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

March 12, 2019

The Board of Commissioners met at 9:00 am on Tuesday, March 12, 2019.  In attendance were Commissioners Adam Leiser and Kathy Koziell. Also present were Kelly Robitaille (hwy), Conway Police Chief Ed Wagner (10 am), Conway Police Lt Chris Mattei and Sheriff Domenic Richardi (11 am).  The meeting was filmed for Madison TV by Tim Hughes.                        

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

1. Agenda

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

The action list is reviewed and discussed. 

 2. Highway Department Report

Kelly Robitaille reports on Sunday’s storm.  Without the proper vehicles, road clearing was difficult.  Asphalt could not be treated effectively.  Madison allowed use of a truck at 7 pm Sunday.  The 7400 was stuck on Saint Moritz.  A tow truck was needed to get the truck back on the road.  Kelly reports that the truck was on the flat section but could not make the turn.  Adam Leiser asks if cost is known for the tow truck; approximately $500.  Use of the road grader to pull out a truck is discussed.  Adam outlines that at Saturday’s meeting, this was discussed extensively.  Adam questions if the truck was someplace that it should not have been, Kelly states this was within the normal route.  Kelly reports that some persons were stuck with this storm.  Some vacationers were unable to make Oak Ridge Road to get to Presidential View.  Adam discusses mailing information regarding signing up for the news alerts to all homeowners so that official correspondence gets to as many people as possible and situations such as this could be avoided.  Kathy Koziell highlights including a handout with the water bills.  Kelly outlines that he was not pleased with the inability to not keep the roads clear. 

Kelly reports that salt is needed.  Discussion on ordering salt is held.  This is done by the truckload.  Salt shed can hold two truckloads.  State pricing is received.  Discussion on how long salt lasts; this is dependent on the temperature and storm.  Adam Leiser questions using products that are more environmentally friendly than salt.  Kelly outlines that these products are much more expensive than salt.  Adam discusses using an alternative around the pond; Kelly responds that reducing salt near Boulder Beach would not alter the amount of salt entering the ponds.  Discussion on using sand instead of salt close to the pond, Kelly outlines that this would not be beneficial for public safety.  $2,000 per load for salt is outlined.  Adam Leiser makes a motion to approve two truckloads of salt.  Kathy Koziell seconds.  Motion passed 2-0. 

Kelly reports that the District received an email with pictures of the snow push back down by the State on Rte 113.  Kelly outlines that the State responded within two hours of the VDOE request to push back the intersections.  Kelly outlines that the crew is not allowed to push back intersections from Rte 113 as this is a State road.  The email was received by the area supervisor, who thought it was from a Commissioner.  The supervisor was not pleased.  A thank you letter from the Commissioners to the State DOT supervisor for their recent response will be drafted.  Adam outlines that the crew has done a very good job and should be commended for that.  Allow the Commissioners to fight the fight for them.  Adam outlines to allow the Commissioners to support and protect the District. 

Kelly Robitaille outlines that the truck should have been approved at District meeting and the crew should not have been put in a position to allow this to happen.  Kelly outlines that if the truck had been approved, it would have been in service for this storm.  Adam reiterates to allow the Board to address the issues.  Adam highlights that the truck delay of two weeks saved the District $8,000 in bond interest.  Kelly outlines that the new truck is the replacement of the Terra Star which is not in service.  This is not the needed replacement for the F-550; the F-550 is still unreliable and should not be used.  Two trucks are needed to properly take care of the roads.  Discussion on plow routes is held.  Kelly request that he be allowed to handle the issue at this time as this is what he does.     

3. Water

Intent for Ian Hayes is to meet with him during Water Committee meetings, not Board of Commissioners meetings. 

Discussion is held on the warrant article wording for the Reinach tank.  Adam Leiser states that Attorney Buckley of NHMA has stated that a different size can be built regardless of the article stating 90,000-gallon tank provided funding would be available for any costs over what was  

An email to Paul Fluet is discussed to alter specifications to 120,000-gallon tank and to give insight on why the design is rectangular.  Adam outlines prior attempt last year to get some answers from Paul Fluet.  The prior email will be sent for review. 

Kathy questions if there would be a charge for responding to this email from Fluet, this is not known. 

4. Administration

Action list will be updated to show the water committee for water projects. 

Kathy Koziell will review the information for scheduling the safety meeting

Adam Leiser states the next meeting will be scheduled for Thursday at 8 pm at Town Hall. 

Payroll is discussed.  Report and time cards are reviewed and discussed.  Nancy Cole clarifies that the work done for the annual meeting was admin work, including setting up of the voting booths and creating the handouts for the meeting.  Payroll report is outlined.  Adam Leiser makes a motion to approve payroll in the amount of $7,955.05.  Kathy Koziell seconds.  Motion passed 2-0.     

5.  Accounts Payable

6.  Minutes

Adam Leiser makes a motion to approve the minutes of Feb 28.  Kathy Koziell seconds.  Motion passed 2-0 

The minutes of March 09 will be reviewed Thursday.  

7. Commissioners Reports

Kathy Koziell outlines the first meeting of the Communication meeting.  Paula Doyle will be Chair, Andrew Harteveldt will be recording secretary.  Kathy outlines three persons accessing the website is recommended.  Adam outlines one person would be better.  Nancy agrees that one person should be assigned a user name.  Adam makes a motion to grant Paula Doyle access.  Kathy Koziell seconds.  Motion passed 2-0.  

Adding committees to the website will be done. 

Communication to all residents to sign up for the VDOE website.  Persons should be directed to the website for registration for these notices.  Accepting credit cards is discussed. 

Placing of cards for registration of canoe rack spaces on the racks will be done.  Updates to the Beach Ordinance and the Highway Ordinance will be proposed.  Kathy will work on getting the updates to the office for review by the Board on Thursday night. 

A Communications committee meeting is scheduled for Monday March 25^th at 5 pm. 

Adam Leiser discusses the action list.  Altering the spacing will be done. 

Plumber is discussed, Federal Piping is used at this time.  Keith Ferry will be asked to look at the DPW bathroom work needed; he is a licensed plumber and resident. 

Discussion on locating valves that are most likely to be hit is held.  Information collected during the data gathering will be made available to the water committee.

Discussion on Little Loop project is held.  Adam Leiser recuses himself from any decision made on this project.  Kathy Koziell will work on obtaining the price to complete this project that the prior Board had approved.  Discussion on having the contractor mark the trees to be removed as discussed by the prior Board is held.  The final updated plans will be given to Kathy to proceed with this.  Having the estimate is needed to proceed with construction.  Adam Leiser adds that he will be having private work done at this property by RWN and Bob Wirling this year.  The VDOE could save all mobilization costs if the road drainage work was scheduled while the crews were already present at the property.    

Discussion on other projects is held.  Action list will be updated to reflect ownership of projects with the new Board.   

Adam Leiser discusses he spoke with Rick Skarinka yesterday regarding the tank replacement project. 

The loader will not be rented for this year. 

Adam Leiser makes a motion to have all email forwarded to the commissioners.  Kathy Koziell seconds.  Nancy Cole outlines that forwarding all emails could result in an unintentional breach of RSA 91-A as the Board could sequentially respond to emails during off hours.  Adam Leiser rescinds the motion. 

Discussion on appearance of accountant Rhonda with the Board.  Will be scheduled Monday the 25^th at 10 am.  A commissioners meeting will be set for 9 am on that day. 

Adam Leiser and Kathy Koziell will attend the 4-10 seminar in Rochester.  This will be posted as a meeting.    

8. Signature Items  

Adam Leiser makes a motion to sign the letter to Tara Brown.  Kathy Koziell seconds.  Letter is read aloud.  Motion passed 2-0.

Adam Leiser makes a motion to sign the MS232.  Kathy Koziell seconds.  Document is reviewed and discussed.  Motion passed 2-0.  

9. Correspondence

Two persons have stated interest in a new finance committee.  Nancy Cole states that she would also be interested in being on this committee.  Additional members will be sought.  The Committee will include Nancy on all information.

Adam will draft a thank you to the DOT for responding to the request to open intersections from the District onto Route 113.  Contact information will be sent.     

10. Scheduled Appearances

Treasurer Dinah Reiss gives the Commissioners identification information that needs to be brought to the Bank of NH to have the new Commissioners added as signers on the account.  Signature cards will be handled with each Commissioner at the bank.  Each Commissioner will go to the bank to bring their forms.   

Ed Wagner, Chief of the Conway Police discusses the proposed updates to the Sheriff’s tower.  Updates to the tower will include height adjustment.  Ability to use the tower by the Conway PD will be looked at in case the Memorandum of Understanding (MOU) for use of VDOE property needs to be updated.  Adam Leiser recommends one document to reflect the entire project.  

Sending the MOU to Chris Boldt to determine if the document needs to be updated to include Conway PD will be done. 

Sheriff Richardi outlines that the proposed tower updates have been approved and financed.   Sheriff Richardi is informed that an update to the MOU may be needed to include Conway.  Sheriff Richardi states that the footprint will be expanded to a 12 x 12 x 8 footprint, new tower will be 120 feet.  Current tower is 60 feet in height.  All work will be done by the Sheriff’s Department through grants.  Sheriff will be adding a bridge for the wires that will extend to the cabana.    

11.  Public Comment    

Dinah Reiss outlines that she wishes that Kelly Robitaille did not feel that he carries the burden and could consider the financial needs of the District.   

Dinah outlines the recent email blast regarding the possible water outage.  A follow up could have been sent.  Adam Leiser states that this was his error, he should have followed up with this.    

12.  Other Business   

At 11:30 am Kathy Koziell makes a motion to adjourn the meeting.  Adam Leiser seconds.  Motion passed 2-0. 

Respectfully submitted,

Nancy E. Cole

Administrator

 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

March 9, 2019

The Board of Commissioners met at 9:00 am on Saturday, March 9, 2019.  In attendance were Commissioners Adam Leiser and Kathy Koziell. Also present were Treasurer Dinah Reiss and residents Gloria Aspinall, Paul McKenna, Larry Leonard, Marianne Jackson, Paula Doyle and Mike Dolan.  The meeting was filmed for Madison TV by Tim Hughes.                        

At 9:08 am Commissioner Adam Leiser calls the meeting to order.       

1. Agenda

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

The action list is reviewed and discussed. 

 2. Highway Department Report

Adam outlines the Board will be meeting with Kelly Tuesday. 

Adam discusses push back by the state on 113 within 24 hours of receipt of a complaint that was noticed on Facebook.  Sending information to the office is recommended.  Discussion on renting a loader for removal of snow banks.  Temps are highlighted to be in the discussion on cut outs in the snowbanks for runoff are discussed.  This will be discussed with Kelly Tuesday. 

Road grader 1500-hour service is outlined.  Review of service parts listing is done.  Total cost is $1,536.82.  Discussion on doing the work in house is held.  Adam Leiser makes a motion to allocate $1536.82 for grader work.  Kathy Koziell seconds.  Motion passed 2-0.

Discussion on replacing the Terra Star.  New truck is being ordered without a bond.  Adam Leiser adds that voting down the truck while still getting one truck has saved the District roughly $8,000 over the proposed 5-year bond.  Replacing the Terra Star with insurance proceeds are outlined.  $90,520.24 is settlement to the VDOE.  Truck that was wanted is the truck that will be ordered.  Adam Leiser outlines that the trucks should be able to maintain a longer life span.  Goal should be become longer than 5 years.  7 years would be manageable.  Discussion on cost of new truck.  Discussion on 7-year warranty is outlined.  Available for 7 years at $3,780.  Exclusions within the extended warranty are outlined.  Dinah Reiss discusses heavy equipment extended warranties.  Highlight of truck warranty being different than the cost of the warranty on the heavy equipment is outlined.  Having funds available for any major repairs is outlined.  Discussion on trucks that are needed and the types of equipment that is purchased. Dorothy Wondolowski thanks Nancy Cole for her work with the insurance company regarding the settlement offer.  Adam Leiser makes a motion to allocate up to $200 to have Albany Auto Service Center go through the F-550.  Kathy Koziell seconds.  Discussion on truck being in shop at this time is held.  Adam Leiser discusses having a new person go through the truck at this time as beneficial.  Adam highlights the total loss of the Terra Star due to fire: cause is officially undetermined.  Motion passed 2-0. 

Adam Leiser makes a motion to sign the purchase and sales agreement to purchase the new truck.  Kathy Koziell seconds.  Motion passed 2-0. 

Quotes for outfitting truck will be available for review Tuesday.

. 

Adding maintaining of warranties and scheduled maintenance to the action list is outlined and discussed.  Paul McKenna is asked if interested in join the roads committee.  Spring set up of this committee is planned.          

Adam Leiser discusses back up of trucks for sanding.  Adam Leiser discusses that this delay is a result of prior Commissioners not securing a backup even though the Terra Star had been destroyed and the F-550 had significant repair issues.  Discussion on options outlined; a backup contract could be put into place.  This has been reviewed by the attorney.  Discussion of putting this into place for future is outlined for post storm sanding or salting needs.  Concerns for using the VDOE equipment for loading sand is outlined.  Sending to insurance company for review will be done.  The town of Madison will back up post storm for this weekend.  Insurance review will be done prior to contacting the company. 

3. Water

Adam outlines water committee meeting that was held yesterday. 

Reinach tank was discussed; consensus that 90,000-gallon tank is improperly sized.  120,000-gallon tank would better serve the district for the future.  A cylindrical tank was also discussed for the shape of the tank. 

Allocation of funds for a water engineer to work as a consultant for the committee is discussed.  Bruce Lewis is discussed as option.  Discussion on sending info on brooks quote and Reinach bid spec info to the committee is outlined.  Discussion continues on re-working this process for updated.  Interviewing multiple persons prior to hiring someone as a consultant is recommended.  Adam Leiser states that Ian Hayes recommended Bruce Lewis.  Familiarity with tank projects of Bruce Lewis is discussed.  Rick Skarinka will be contacted for any recommendations he may have on a consultant.  Discussion on ability to update the specifications is outlined; many of the documents are in the office.  Funding for the consultant is discussed.  Increase of $20,000 engineering line item at the annual meeting is outlined. Highlight of metering needs is outlined.  Adding meters to the PRV pits is outlined and highlighted.  Benefits of not wasting water are discussed.  Asking for volunteers to review this is outlined. 

Electrical improvements funded at the annual meeting are discussed.  Ian Hayes will work on obtaining quotes.  Funding through bond is outlined and approved.  Separating project into a couple of years is outlined as an option.  Interest only 4.09% loan is discussed.  Dinah outlines that the loan will roll into a standard loan at a different rate.  Updating of maps for the water system will be worked on. 

Muddy beach tank replacement is a low priority. 

Adam makes a motion to allocate up to $2,000 for water committee to spend on independent water engineer and be a non-voting member of committee.  Kathy seconds.  Discussion on rationale to approve funds now for something that is an unknown.  Paula states allocating funding at this point seems premature.  Motion passed 2-0.  Beginning as quickly as possible is outlined as reason for funding now.              

Leak on Appenvel Way is discussed.  Curb stop was damaged and there was a leak which required the curb stop valve (csv) to be replaced.  Discussion on curb stop possibly being out of the right of way is held.  Possibility that curb stop valve was damaged by homeowner’s driveway plow is outlined.  Making sure that the csv is within the right of way is outlined.  Homeowner responsibility is discussed.  Educating the public is highlighted regarding the locations of curb stop valves.  Discussion on the location of curb stop valves is held.  Moving curb stop valves that are improperly placed or burying csv’s that are raised is highlighted.  Communications committee will move this issue forward.  Offering ability to have your csv re-set if in the way or in need of burying is discussed.  Getting input from Ian Hayes will be done for csv that are in jeopardy.  Making sure that all curb stop valves are properly placed is outlined.  Communication of issues with csv’s is outlined.  Testing of valves is discussed.  This will be discussed by the water committee. 

4. Administration

Discussion on mailboxes.  Any homeowner who is not a full-time resident will be asked to give up a box.          

Kathy will schedule monthly safety meeting. 

Cash flow report is discussed by Treasurer Dinah Reiss.  Highlighting the collection of taxes semi-annually is outlined.  TAN loan is outlined as a means of maintaining cash flow throughout the year.  Use of TAN proceeds in March of 2018 is discussed.  Collection of water bills as cash flow is discussed.  The two-payment arrangement per year on bank loans is discussed.  Dinah Reiss outlines the unassigned fund balance as funds that are available that are not committed to some other account.  Discussion on the $42,000 muddy beach allocation from 2017 is outlined.  Discussion on warrant articles and wording is held.  The funds will be replaced this year. 

Water rate sheet is anticipated to be $485.00.  Establishment of rate for 2019 is discussed.  Adam Leiser makes a motion to set the 2019 water user rate at $485 per water user.  Kathy seconds.  Motion passed 2-0.  Discussion on establishing future water fees is held.  Adam highlights attempt to raise $100,000 funds for water capital reserve funds at annual meeting which failed.  Ability to collect funds by establishing water user fees is discussed.  Raising of funds by taxes is outlined as a strategic plan.  Altering the philosophy of the district for funding projects is outlined.   

5.  Accounts Payable

6.  Minutes

Adam Leiser makes a motion to approve the minutes of Feb 26.  Kathy Koziell seconds.  Motion passed 2-0 

Minutes from Feb 28 will be reviewed Tuesday. 

7. Commissioners Reports

Adam Leiser discusses the pressure reducing valve (prv) changeover that was posted for Thursday.  Valve was not changed.  Valve will be looked at for changing in the spring.  Requirement within water ordinance for every home to have a prv installed within the house is highlighted. 

Action plan will be updated to include mailbox roof and bathroom at DPW projects.   

Email from Kelly regarding break down of F-550 is read aloud by Adam Leiser.  Adam highlights that being denied the truck on 2/23 does not have any impact on this breakdown.  Adam Leiser makes a motion to contact Kelly Robitaille to not bring the 7400 places where it shouldn’t go.  Kathy Koziell seconds.  Discussion ensues, tell Kelly that it is ok to hold off if area is questionable or dangerous.  Motion passed 2-0. 

Discussion on sending an email to the residents to alert them of possible road treatment delays with tomorrow’s predicted storm.  This will be done.  Adam Leiser discusses that this delay is a result of prior Commissioners not securing a backup even though the Terra Star had been destroyed and the F-550 had significant repair issues.    

8. Signature Items  

Adam Leiser makes a motion to sign the letter to the EPOA.  Kathy Koziell seconds.  Motion passed 2-0.

9. Correspondence

The check for the December 28, 2018 authorized withdrawal from the water system crf has been received from the Trustees. 

Third party electric contract lost $914 with the prior contract.  The new contract has been established for 2019.  There is an early termination fee in the new contract signed by the prior board.   

Correction will be put in next newsletter for statement of written resignation from Ralph Lutjen.   

10. Scheduled Appearances

11.  Public Comment                                           

Gloria Aspinall questions third commissioner.  Adam states that Jay Buckley has stated interest.  Discussion is held on benefit of appointing him.  Adam highlights that he has a series of questions to ask Jay and wants to do so in a public meeting. 

Adam Leiser approached Bob Ingram after the Annual Meeting, but before he was sworn in as Commissioner. Bob Ingram declined. 

Dorothy Wondolowski discusses snow push back.  Maintenance guideline for EPOA is to work on EPOA property only.  Dorothy recommends attention to the garden on VDOE property across from the entrance side that may be needed.  Having garden maintenance as a project being done by volunteers is outlined as intent. 

Discussion on planning for the district with the EPOA is outlined.  Moving forward together is outlined as goal.  Adam Leiser adds that it’s his hope that an improved relationship with the EPOA with the new Commissioners will hopefully allow for the properties to be maintained.      

12.  Other Business   

At 11:49 am Adam Leiser makes a motion to adjourn the meeting.  Kathy Koziell seconds.  Motion passed 2-0. 

Respectfully submitted,

Nancy E. Cole

Administrator

 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

February 28, 2019

The Board of Commissioners met at 8:00 pm on Thursday, February 28, 2019.  In attendance were Commissioners Adam Leiser and Kathy Koziell. Also present were residents Paula Doyle, Diana Dolan, Mike Dolan and Jay Buckley.  The meeting was filmed for Madison TV by Tim Hughes.                        

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

1. Agenda

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

The action list is reviewed and discussed. 

Adam Leiser makes a motion to that he will handle the monthly safety meetings to be scheduled with the DPW.  Kathy Koziell seconds.  Motion rescinded.  Adam Leiser makes a motion to have Kathy Koziell handle the monthly safety meetings.  Kathy Koziell seconds.  Motion passed 2-0. 

2. Highway Department Report 

Highway Personnel are not in attendance.      

3. Water

A meeting with Ian Hayes will be scheduled. 

4. Administration

Cash flow report is reviewed and discussed.  Discussion occurs on TAN note and municipal financing.  Year to date budgets is reviewed.  Highway repair line item is discussed: line is 56% expended prior to the annual meeting held 2/23/19.   

Discussion on the cash flow report, collection of taxes by Madison.  Collection of water bills is discussed.  Report will be updated for 2019 approved budget.  Loans are discussed.  Discussion on payments and ability to make payments earlier to reduce interest charges.  Discussion on addition of a comparison line in this report showing 2018 and 2019 is held.    Discussion on cash flows and payments from budgets is held.  Deferring bills until tax monies are received so as to reduce the amount of TAN loan is discussed.  Register balance on report is discussed as line to add the 2018 comparison data.  This will be added to the report.  Review of CRF balances is done.  Discussion on water usage account is held. 

Adam Leiser makes a motion to fund the $900 grader repair from the highway equipment repair CRF.  Kathy Koziell seconds.  Motion passed 2-0.

Adam Leiser makes a motion to fund $897 for backhoe repairs from the highway equipment repair CRF.  Kathy Koziell seconds.  Motion passed 2-0. 

Adam Leiser makes a motion to fund $1,600 for backhoe repairs from the highway equipment repair CRF.  Kathy Koziell seconds.  Motion passed 2-0.    

Adam Leiser makes a motion to fund $897 of the 7400 repairs from the highway equipment capital reserve fund.  Kathy Koziell seconds.  Remaining $825 that was approved will be charged to the highway equipment repairs budget line item as this is for chains.    

Discussion on operating budget and expenses for equipment is held.   

Discussion on meeting with Sheriff Richardi regarding the cabana tower site.  March 12 at 9 am at the office will be scheduled as a Commissioners meeting.  Sheriff Richardi will be asked to arrive 10 am. 

March 9^th at 9 am in the library will be next Commissioners meeting. 

Establishment of Commissioners email addresses is discussed.  Cost to be attached to the website is $4.00 per email address.  Adam Leiser makes a motion to allocate $132 for email addresses for 2019.  Kathy Koziell seconds.  Discussion on past email accounts for commissioners; these were privately held.  Commissioner 1 for Kathy Koziell; Commissioner 2 for Adam Leiser.  Motion passed 2-0. 

Discussion on budget committee is held.  Will be looked into for legality of formation. 

Discussion on payment to the checklist supervisors.  Payment is made annually.  Amount for last year will be looked at and reported to the Commissioners.   

5.  Accounts Payable

6.  Minutes

Kathy Koziell makes a motion to approve the minutes of February 26 as amended.  No second.   

Cost detail for approved purchase orders will be added prior to approval.       

7. Commissioners Reports

Adam Leiser discusses keys for entry.  A code will be needed from each new Commissioner for updating the locks.  Nancy Cole can re-program the locks so a locksmith does not need to be hired. This will save the District approximately $500 which had been allocated by the Commissioners during last meeting.    

Adam Leiser makes a motion to allow the Communications Committee access to the website for updates to be implemented.  Kathy Koziell seconds.  Discussion on posting of information is held; the office will still post all documents.  Committee will make recommendations to the Commissioners for approval to implement changes.  Motion passed 2-0. 

Adam Leiser requests the quote for the muddy beach siding.  This will be pulled.   

Adam Leiser requests a verification of the list of homes that will be benefited by the Reinach pressure zone.  This will be put together for review. 

Add a non-public for legal review to the agenda for March 12^th.

Emails received at the office are discussed.  Auto forward of all emails is questioned. 

Discussion on highway block grant money is held.  Adam would like to review obtaining funds from the Town of Madison.  Madison has no legal obligation to share these funds with the VDOE.  This will be placed on the action list for submission of a petitioned article for the Town of Madison warrant. 

Discussion on specific hours for the office are discussed.  9-12 Mon and Wed; 1-4 Tues, Thurs and Friday.  This will be implemented.  Times that may be altered for time off will be noted. 

Canoe rack registration is discussed.  As this process is part of the Ordinance, the 2019 form is already in process.  Andrew Harteveldt will be asked to update and review the canoe rack registration form for any suggestions prior to submission to the Board for approval.   

Meeting with Kelly Robitaille is discussed.  Development of a form for review of highway information will be worked on.  Discussion on limiting overtime for the full-time crew is held.  Commissioners are informed you cannot mandate compensatory time.  Adam Leiser discusses having a full-time member go home and have the part time employee come in once the full-time employees are at 40 hours.  Discussion with the crew will be needed.  Recommendation to discuss with crew prior to any action is made.  Having a time clock is discussed. 

Washing vehicles is discussed.  Establishing a policy regarding washing trucks is discussed.  Asking Madison for a place to wash the trucks is discussed as an option as the crew cannot wash the vehicles inside the DPW garage. 

Communication committee will be asked to include removal of campaign signs in the upcoming newsletter.   

Communication committee will be asked to include vote tally from annual meeting.  Nancy Cole will supply this information.    

Discussion on social media recommendations for other sites is outlined.  Use of social media to promote good things happening in Eidelweiss is discussed.       

Discussion on updating the beach ordinance is outlined.  The posted signs do not match the Ordinance.  This will be addressed with any proposed update for the public hearing scheduled    

Adam Leiser makes a motion to allow Kathy Koziell to update and approve newsletter for distribution.  Kathy Koziell seconds.  Motion passed 2-0.    

Discussion on having a projector available for use at Commissioner meetings is held.  Kathy Koziell states that the lowest cost unit she has located was more than $300.    

Discussion on article last year to update the mailbox areas.  Fixing the bulletin board area is discussed.  Jay Buckley will take the lead for this project.   

Kathy Koziell discusses updating QuickBooks. Kathy Koziell makes a motion to purchase QuickBooks 2018 Desk Top Pro for $200.  Adam Leiser seconds.  Motion passed 2-0.    

Adam Leiser discusses options for backing up the ability to sand the hills.  Three options were reviewed: two used trucks and a contractor back-up.  Kelly Robitaille was not in favor of either of the two used trucks.  Cost to the District for the contractor back-up will be $100 per hour.  Use of this truck as the second truck sanding the hills as primary is discussed.  The contract review has not yet been received from the lawyer.  This will be reviewed again next meeting.    

8. Signature Items  

Adam Leiser makes a motion to sign the letters to members of the Asset Management Committee thanking them for their service.  Kathy Koziell seconds.  Motion passed 2-0.   

Driveway permit for 14 Blinden is discussed.  Adam Leiser makes a motion to sign the Driveway Permit for Operation.  Kathy Koziell seconds.  Motion passed 2-0.

PO’s are marked for voted funding from CRF prior to being signed.    

Adam Leiser makes a motion to sign the PO’s.  Kathy Koziell seconds.  Motion passed 2-0.    

9. Correspondence

Granite State Analytical has sent the first quarter chemical testing results.  All results are within allowed limits.  Discussion is held on option for application to NH DES to receive a chemical testing waiver which would reduce chemical testing costs for the water system.  Adam Leiser states he is not in favor of reducing the amount of testing done on the water system.  Waiver will not be pursued.    

NH Municipal Association Legislative bulletin has been received.   

Ralph Lutjen’s resignation is read aloud: resignation was official Monday morning at the open of business. 

An email was received from Joe McLaughlin stating interest in the Environmental Committee to be formed.      

10. Scheduled Appearances

11.  Public Comment    

12.  Other Business   

At 10:24 pm Adam Leiser makes a motion to adjourn the meeting.  Kathy Koziell seconds.  Motion passed 2-0. 

Respectfully submitted,

Nancy E. Cole

Administrator

 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

February 26, 2019

The Board of Commissioners met at 8:00 am on Tuesday, February 26, 2019.  In attendance were Commissioners-Elect Adam Leiser and Kathy Koziell. Also present were Kelly Robitaille (hwy) and residents Paula Doyle, Gloria Aspinall, Jay Buckley and Mike Dolan.  The meeting was filmed for Madison TV by Tim Hughes.                        

At 8:00 am Clerk Nancy Cole swears in the new Commissioners. 

Commissioner Adam Leiser calls the meeting to order.       

1. Agenda

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

Kathy Koziell makes a motion to nominate Adam Leiser as Chair.  Adam Leiser seconds.  Motion passed 2-0. 

The action list is reviewed and discussed. 

2. Highway Department Report 

Kelly Robitaille reports the crew is pushing back snowbanks in the District. 

Discussion on the insurance claim for the Terra Star.  Information expected tomorrow from insurance company

Kelly Robitaille reports that carbide edges and plates are needed for the $500 front edge, $550 wing edge, $672 chains.  Total is $1,722 for International 7400. 

Budgets are reviewed for highway repairs and supplies. 

Adam Leiser makes a motion to approve a PO in the amount of $1,722 for the 7400.  Kathy seconds.  Motion passed 2-0. 

The backhoe blower motor has failed.  There is no heat or defrost in the equipment.  Blower motor quote is $575.  Unknown installation cost.  Kelly is looking to see if a local mechanic can handle this.  As the vehicle is a Volvo, only Volvo generally works on this.  Kelly Robitaille will work on arranging this repair.  Mike Dolan asks about a portable heater: not possible.  Adam Leiser makes a motion to approve up to $1,600 for repair of the backhoe. Kathy Koziell seconds.  Motion passed 2-0. 

Grader is discussed.  Parts have been received.  Mechanic will be asked to work on this machine as well.  Discussion on repair cost an additional $900 beyond prior approved allocations is held.  Adam Leiser makes a motion to approve $900 for grader articulation repair.  Kathy Koziell seconds.  Motion passed 2-0.  Chains are discussed for the road grader.  Three sets are needed.  One additional set for $825 will get the crew through the remaining winter.  Adam Leiser makes a motion to approve up to $825 for one set of chains.  Kathy Koziell seconds.  Motion passed 2-0.     

The F-550 check engine light and ABS lights are on.  The strobe light is also out and the sander is currently hard wired.  Discussion on the failure of the new truck bond is held.  Kelly Robitaille will bring the truck for a repair estimate Monday, weather depending. 

Kelly Robitaille discusses possible failure of the F-550 during an ice storm; the crew would be unable to treat roads.  Assistance from Public Works Mutual Aid would come in after the storm.  During a storm, all crews are busy.  Setting up a back-up, possibly with Coleman’s, will be looked into.  Discussion on cost that will be incurred for an established back up.  Pro-actively notifying persons that there may be delays in road treatment is discussed.  Liability that could be incurred should the VDOE not be able to treat roads is discussed.  Discussion on assistance from Madison is outlined.  Having a conversation with Madison Selectmen is held.  Jon Cyr, Madison DPW Director has stated that the Town mechanic is not available to work on VDOE equipment.  Commissioner Kathy Koziell will attend tonight’s Selectmen’s meeting to discuss any possible options. 

Kelly Robitaille outlines the drainage issue in the DPW garage.  This situation needs to be addressed.  NH DES regulations will guide corrective action for this drainage issue. 

Mold is visible in the bathroom downstairs.  Work will be needed on this bathroom.  Discussion on using volunteers for this project is discussed.  A licensed plumber will be needed for the plumbing repair.  Adam Leiser makes a motion to approve up to $1,000 for plumber and materials.  Kathy Koziell seconds.  Discussion on process for the work and need for any volunteers to sign a waiver prior to working.  Motion passed 2-0.  Jay Buckley will work to coordinate this project.         

3. Water

Adam Leiser makes a motion install pressure reducing valve up to $1,000.  Kathy seconds.  Kathy states installation is for already purchased PRV valve.  Motion passed 2-0. 

Establishing the 2019 water rate is discussed.  Calculation is reviewed.  Adam Leiser states water bill will be in range of $482 - $485.  Public is recommended to review the information and submit comments. 

4. Administration

General discussion on 2018 projects.  Siding for Muddy Beach is discussed; this will be held off for now.  Pump House security is discussed.  Kathy Koziell will work on this. 

Ralph Lutjen’s resignation will be requested in writing.   

Adam Leiser discusses appointment for a third Commissioner.  Discussion on prior conversation regarding new management for the District occurs.  Having a third member who has not been a Commissioner before is discussed as wanted. 

Adam Leiser discusses friendship with Kathy Koziell.  Per RSA 91-A-2; a chance, social, or other matter is not a meeting.  Kathy and Adam will be seen together, clarifying that friends can still spend time together. 

Payroll report is reviewed and discussed.  Adam Leiser makes a motion to approve payroll in the amount of $7,782.46.  Kathy Koziell seconds.  Motion passed 2-0. 

Next meeting will be held Thursday at 8 pm in the Chick Room at the library.  Discussion on use of projector at meetings to display agenda and other items, ideas and recommendations are welcome. 

Adam Leiser makes a motion to form a water committee with Larry Leonard, Larry Sodano, Jay Buckley, Adam Leiser, Ian Hayes.  Kathy seconds.  Motion passed 2-0. 

Adam Leiser makes a motion to disband the Asset Management Committee.  Kathy Koziell seconds.  Motion passed 2-0.  A thank you letter will be drafted and signed by the Board. 

Kathy Koziell makes a motion to establish a communications committee. Adam Leiser seconds.  Motion passed 2-0.  Committee members will be Paula Doyle, Mike Dolan, Andrew Harteveldt, Erin LaPlante and Kathy Koziell.   

Kathy Koziell will waive her stipend for this term.  Adam Leiser will waive his stipend and recommends all other executives do the same.   

Adam Leiser makes a motion to publish draft minutes within 24 hours.  Kathy Koziell seconds.  Discussion on restriction of stated time limit.  Adam Leiser amends motion to 48 hours.  Kathy Koziell seconds amendment. Motion, as amended, passed 2-0.

Adam Leiser makes a motion to post approved minutes within 48 hours.  Kathy Koziell seconds.  Motion passed 2-0. 

Adam Leiser makes a motion to post draft agenda’s 12 hours prior to Commissioner’s meetings.  Kathy Koziell seconds.  Motion passed 2-0.       

5.  Accounts Payable

6.  Minutes

Kathy Koziell makes a motion to approve the minutes of February 19.  Adam Leiser seconds.  Motion passed 2-0.  

Adam Leiser makes a motion to post draft minutes of last week with statement of no ability to approve.  Kathy Koziell seconds.  Motion passed 2-0.      

7. Commissioners Reports

Adam Leiser makes a motion to move the VDOE Annual Meeting to the first Saturday in March.  Kathy Koziell seconds.  Motion passed 2-0.  Time will be determined. 

Adam Leiser makes a motion to appropriate up to $500 for changing all locks from Bldgs and Grnds line item. Kathy Koziell seconds. Motion passed 2-0. Nancy Cole to call lock smith today to schedule the changing of the locks. 

Adam Leiser makes a motion to have a meeting to discuss ordinances on March 28. Kathy Koziell seconds.  Motion passed 2-0.
Adam asks if Quick books was purchased? No one knows.
Adam Leiser makes motion to have commissioners use an email Commissioner1@VDOE-NH.ORG, etc to protect against use of personal emails. Kathy Koziell seconds.  Motion passed 2-0.

8. Signature Items  

Adam Leiser makes a motion to send the letter to the EPOA.  Kathy Koziell seconds.  Motion passed 2-0. 

9. Correspondence

Granite State Analytical has sent the first quarter chemical testing results.  All results are within allowed limits. 

NH Municipal Association Legislative bulletin has been received.   

10. Scheduled Appearances

11.  Public Comment  

Jay Buckley congratulates all elected officials.
Jay Buckley asks for acceptance of previous proposals to re-shingle Mailbox roof.

Mike Dolan asks if more mailboxes can be added to cluster boxes at Huttwil.

Gloria Aspinall hopes new board will consider the 24 residents who are on their own wells.

Adam agrees to an abatement type solution and will look into her request. 

12.  Other Business   

At 9:15 am Nancy Cole leaves the meeting. Remaining minutes are taken by Jay Buckley. 

At 9:30 am Adam Leiser makes a motion to adjourn the meeting.  Kathy Koziell seconds.  Motion passed 2-0. 

Respectfully submitted,

Nancy E. Cole, Administrator and Jay Buckley  

                             Board of Commissioners

                          Village District of Eidelweiss

                                    1680 Conway Rd Box 1027

                            Madison, New Hampshire 03849

                                          603-367-9022

AGENDA FOR MARCH 12, 2019

1. Call to order 9:00 pm   

• Approval of the agenda                                             

Review of Actions, Projects and Issues List                                  

• Administration: CM022819, CM030919, Budgets, BNH documentation,

• Accounts payable: $

• Signature Items:  T Brown mailbox response, MS232,

• Commissioners Reports

• Correspondence:  T Cancelarich Finance Committee, Bill Schwab Finance Committee, entrance area DOT snow push back, Appenvel Way csv photos, Oak ridge lot,  

• Scheduled Appearances: Sheriff Richardi 10 am

• Public Comment:

10. Other:   

Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters

Adjourn       

Board of Commissioners

                          Village District of Eidelweiss

                                    1680 Conway Rd Box 1027

                            Madison, New Hampshire 03849

                                          603-367-9022

AGENDA FOR MARCH 9, 2019

1. Call to order 9:00 pm   

• Approval of the agenda                                             

Review of Actions, Projects and Issues List 

                   HWY:  Intersections being pushed back, State responded Rte 113

                   WATER: Curb stop valve replacements

• Administration: CM022619, CM022819, Budgets, Terra Star claim/truck replacement

• Accounts payable: $

• Signature Items:  EPOA invite

• Commissioners Reports

• Correspondence: T Brown mailboxes, Trustees Dec w/d, Tower, Lutjen, electric report, NHMA Leg bulletin x2, RWN review

• Scheduled Appearances:

• Public Comment:

1. Other:   2019 Canoe rack registration Seminars: Primex 3/14 Concord, NHMA 4/10 Rochester, Sheriff Richardi Tuesday 3/12, payroll service

Adjourn