VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

September 23, 2019 DRAFT

The Board of Commissioners met at 9:00 am on Thursday, September 23, 2019.  In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley. Meeting was taped for Madison TV by Tim Hughes.                                  

At 9:05 am Commissioner Adam Leiser calls the meeting to order.   

1. Agenda

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

2. Highway Department Report               

3. Water      

4. Administration

Presentation for Saturday is reviewed.  Remove additional line after Communications Committee.  Discussion on removing last bullet line regarding EPOA on changes in 2019 is held.  Kathy Koziell states change improved to positive.  Will come back to this. 

Dam management policy review by Fire Chief expected tomorrow. 

Intent of environmental plan for EPOA on a cleaning pond sweep is held.

Discussion on road projects to be included.  Jay Buckley outlines road maintenance over the next 5 years is anticipated to be at $500,000.  Road work should be proposed at an annual cost.  Discussion on total plan and overall needs for roads and ability to show impact for funds to be available going forward.  Jay Buckley discusses need for overlay on Eidelweiss Drive for next year; this year the road is approved for a shim this year.  Discussion on origination of cost estimate; came from Bruce Davis at Allstate Paving.  Jay Buckley outlines process for overlaying a road and overall road life cycle and deterioration of roads that are not maintained. 

Clarify petitions to Town of Madison for Highway Block Grant and Meals & Room tax. 

Review of estimated tax increase is held.  Discussion on anticipated numbers for proposed estimated tax increase is held. 

Discussion on proposing water bill for 2020 is held.

Outline on warrant article proposed funds and funding intents for 2020 and 2021. 

Additional future years are reviewed and discussed; $260,000 per year is recommended going forward for these projects. 

Discussion on having annual impact available for all options for loans. 

Adam outlines that plan without bonds is in best interest of VDOE going forward even if creates increase in next couple of years. 

Being prepared for discussion on tax versus water rate is discussed.  Jay outlines plan could get a lot done in just a few years but has a negative impact on tax rate.  Placing funds in CRF’s for trucks is outlined; bonding large projects with long life cycle infrastructure is outlined.  Spreading cost out over many years is outlined as beneficial for municipal finance.  Discussion on impact of high tax rate is held.  Adam outlines need to have tax increases to better services.  Reduction of services could also be a negative impact.  Jay Buckley outlines high tax rate can be a deterrent on home sales and property values.  Continued discussion on starting point and projected projects to be funded and planned for going forward. 

Adam outlines hope for voter buy in on projects as proposed and funding as proposed.  Lack of selling a long-term plan by prior Board’s is outlined.  People need to know what the plan is going forward in order to get support for the plans as outlined. 

Jay outlines two slides that he had sent for road projects.  The updated number for Eidelweiss Drive is the $225,000 projected for overlay.  Discussion on inch and a half overlay as proper schedule for best road preservation practices. 

Kathy will send updated slides. 

Putting presentation on website is discussed; Adam states hold until after presentation is made.  States persons can misuse presentation.  May happen regardless.  Jay Buckley makes a motion to post on website.  Adam Leiser seconds.  Motion passed 3-0.  

Discussion on creating handouts of slides.  No handouts. 

Kathy Koziell makes a motion to send an email blast Wednesday as reminder for meeting.  Adam Leiser seconds.  Motion passed 3-0.  Including a link to the presentation will be done. 

Discussion on snacks; Jay will provide snacks and Kathy will provide a ‘box of Joe’. 

5.  Accounts Payable

6.  Minutes

Discussion on minutes.  Continue to hold. 

7. Commissioners Reports 

3 pm Wednesday will be meeting with Joe Farnese at his property.  Adam will not be able to attend.  Review will occur for change of culvert that Joe Farnese states was changed illegally. 

Adam states he reached out to Kevin Ackert to request owner information on lot with rocks available. 

Adam discusses individual budget analysis offer made by Terri Cancelarich.  Adam questions motion.  Kathy Koziell outlines discussion with Board at Terri’s option. 

Jay Buckley states apology to Adam Leiser that he did confirm discussion with Rick Skarinka.

Discussion on establishing a meeting with Chris Albert is held.  Water Committee should have input from Chris prior to the meeting.  Adam outlines concern for project.  Contact Chris Albert on status of tank project.  Bid? Project status? Tank? An email will be sent today. 

Adam Leiser meet Ian first Thursday of month.  Kathy Koziell seconds.  Motion passed 3-0. 

Adam Leiser questions Communication Committee meeting.  Kathy Koziell outlines newsletter went out last week.  Updating website is recommended for a local web-site designer.  Adam states disappointment with committee; Kathy Koziell outlines should have been more pro-active. 

Adam Leiser makes a motion to produce two newsletters per month. Jay Buckley states not necessary.  Website and email blasts can be used for time sensitive information.  Kathy Koziell outlines Communication Committee to be more pro-active; two newsletters per month would be too much.  Motion fails for lack of a second.    

Adam Leiser discusses creation of duplexes within the VDOE.  Believes that this would be beneficial for the District.  Will need to be looked into as this would require a change to the Town of Madison Zoning Ordinance.  Detriment of additional cars and persons is outlined.    

Jay Buckley makes a motion to auction canoes/kayaks at minimum bid of $100 Columbus Day weekend in VDOE possession.  Kathy Koziell seconds.  Adam recommends doing in the Spring, Memorial Day is discussed.  Option of $100, first come first serve by mail is discusses.  No vote – motion tabled.  

Jay Buckley states apology to Adam Leiser that he did confirm discussion with Rick Skarinka.

Discussion on establishing a meeting with Chris Albert is held.  Water Committee should have input from Chris prior to the meeting.  Adam outlines concern for project.  Contact Chris Albert on status of tank project.  Bid? Project status? Tank? Nancy Cole will contact Chris for an update on the status.               

8. Signature Items 

9. Correspondence

10. Scheduled Appearances          

11.  Public Comment

12.  Other Business 

At 11:57 am Adam Leiser makes a motion to enter non-public session pursuant to RSA 91-A:3, II (a) employment matters.  Kathy Koziell seconds.  Motion passed 3-0.

Motions and votes of non-public session:

Motion made by Adam Leiser, to have Kelly spend 2 hours a month training Jeff on foreman responsibilities. Jay Buckley seconds.  Passed 3-0

Motion made by Adam Leiser, to have Jeff submit weekly, any hours where he is working in conjunction with someone without Kelly’s presence with the intent that the BOC would compensate for those hours. Jay Buckley seconds.  Passed 3-0.

Motion made by Adam Leiser to have Kathy Koziell contact NHMA regarding employee compensation. Jay Buckley seconds. Passed 3-0

Motion to exit non-public session made by Adam Leiser, Kathy Koziell seconds. Passes 3-0.

Exit non-public at 1:15pm

Motion to adjourn made by Adam Leiser, Kathy Koziell seconds. Passed 3-0

Meeting adjourned at 1:16pm

Non-Public minutes recorded by Kathy Koziell. 

Respectfully submitted,

Nancy E. Cole

Administrator  

 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

September 19, 2019 DRAFT

The Board of Commissioners met at 9:00 am on Thursday, September 19, 2019.  In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley.  Also in attendance were Kelly Robitaille, Larry Leonard, Mike Dolan, Dianna Dolan, Dinah Reiss, Paula Doyle and Mark Graffam.  Meeting was taped 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.  Jay Buckley adds letter to Terri Cancelarich.  Motion passed 3-0.    

2. Highway Department Report 

Kelly Robitaille states new grader blade needed.  $295.00.  Jay Buckley makes a motion to approve up to $300 for purchase of a grader blade.  Adam Leiser seconds.  Motion passed 3-0. 

Roads are being graded.  Asphalt will be done next week; warmer weather is predicted. 

Roller has been rented for this work. 

Kelly Robitaille reports he has been asked to look at driveways.  26 Little Loop was checked, there is no culvert under this 30-foot driveway.  States can repair but should be included in a plan for the road.  Jay Buckley outlines having full road reviewed by engineer for full upgrades on this road.  Kathy Koziell states there should be funds available within this warrant article to cover the engineering costs.  Adam Leiser states putting a culvert at one driveway should not require an engineer.  States persons may be upset with additional engineering costs.  Doing it correctly and doing it once is outlined.  Kathy Koziell states one full plan for a project of this size would be beneficial.  Kelly Robitaille states that the road will have to be engineered.  To do this road correctly, the road needs a full review to bring to specifications.  Outlines that many driveways need work.  Throwing in culverts is not the answer.  Final determination will be held for current project to be completed. 

Kelly Robitaille outlines the fall plan for remaining available time.  Trucks will be outfitted for winter operations by Thanksgiving.  Once this occurs, road work as primary is completed for the season.  Grading is number 1 current priority.  Week before Thanksgiving is equipment outfitting.  Two weeks prior is leaf blowing and culvert cleaning.  Week before that is gravel road warrant and next week is asphalt.  Question from Kelly is what lowest priority in case of early snowfall would be.  Adam Leiser outlines Board response next week.  Kelly Robitaille will put together the list of projects to be reviewed.  Little Loop is not on the current list; Kelly Robitaille states would be last project.  Will be on the list next week.  That project is not required to be before leaves.  Adam Leiser questions timeline for outfitting.  Kelly Robitaille states generally one to two days for both crew members. 

Jay Buckley discusses anticipated increase for highway repair for next year; with age of F-550, a 25% increase to $30,000 is recommended.  Adam Leiser discusses budget still to be reviewed.  Intent is to not leave items unfunded. 

Kelly Robitaille discusses need for an inch and half overlay for Eidelweiss Drive.  Rough estimate for this project is $220,000 – 13,0000 feet at 24 feet wide.  Adam Leiser states could be funded by three-year bond and get project done; this would still fit within the budget which is projected.  Kelly Robitaille outlines need for work on all paved roads.  Every year a pro-active approach should be taken to preserve the asphalt roads.  Kelly outlines need to protect Oak Ridge going forward to have the pavement last as long as possible.  States that chip seal on Eidelweiss Drive is only reason road has survived.  This level of work is done by a contractor.  Adam Leiser outlines obtaining voter buy in as current approach of Board.  Estimated cost for seal coating is discussed; Winnigon would be $5,000. 

Kathy Koziell outlines discussion that no rocks are needed.  Adam Leiser makes a motion to allow him to thank the person who offered the rocks.  Kathy Koziell seconds.  Jay Buckley states Board should send thank you.  Motion passed 2-1 with Jay Buckley against not sending a letter. 

Kelly Robitaille questions beach plans.  Adam Leiser discusses closing the outhouses and using current base for placing port-a-potties next year.  Question on allowing filling in the current cement pits under DES regulations is made; this will be checked on.  Kelly Robitaille discusses need for access to remove the rafts, access to the water will need to be available. 

Kelly Robitaille states that a disgruntled resident has sent an email regarding grading of Eidelweiss Drive.  Adam Leiser agrees that response to every question on every project is not needed.  Kathy Koziell states that Eidelweiss Drive is in great condition and DPW did the work well.  Kelly Robitaille discusses pushing against this misinformation.  Adam Leiser states find alternative way to get people information.  Mike Dolan states positive reinforcement for the DPW.  Mark Graffam outlines potholes left last Thursday after road was graded.  Kelly Robitaille outlines first two dates were ditching and general road preparation.  Mark Graffam states road was graded and calcium chloride placed.  Kelly outlines day one was ditching right side, day two was left side.  Water was placed to control dust.  Next day a complete grading with calcium chloride and rolling was done.  Kelly reiterates that he is insulted by the Facebook pages and recommends persons stop posting on these sites.  Larry Leonard supports DPW and adds that Grachen and Winnigon came out great.  Larry adds that responding to postings on social media should not become a goal.  Kelly Robitaille outlines including information in the newsletter.  Information on insurance policy was out there without discussing – put in the newsletter to contact the office with any concerns on road work.  Kathy Koziell states information can be included in the newsletter.  Adam Leiser adds request to put together twice monthly newsletters and additional DPW information can be included.  Jay Buckley tells Kelly Robitaille that DPW crew did a great job. 

Adam Leiser questions new boards for the dam.  Boards need to be cut. 

Compensating Kelly for on call services is discussed.  Cost is $100 per month.  Double checking on funds to be approved will be done. 

Diessbach is discussed.  Adam Leiser states he contacted resident for establishing a meeting.  Wednesday of next week at 2:00 may be an option; this is not confirmed.  Kelly Robitaille states that issue is placing stone in ditch line.  Stone needs to be removed.  Anything further appears to not help the District but helps the homeowner only.  Adam Leiser questions if catch basin would work; Kelly Robitaille states this is not a road issue.  District needs drainage area cleaned, not a catch basin.  Larry Leonard outlines that this was done many years ago.  Property owner has permits to do his work.  Recommends not investigating this.  Clean the ditch line and be done.  Adam Leiser states sit down with property owner to come up with solution.  Kelly Robitaille outlines protecting drainage is point for VDOE.  Jay Buckley questions if drainage issue existed prior to this work; Kelly states no.  Kelly adds that the drawing supplied grades the road incorrectly and benefits the property owner only.  Kelly states end of workday would be best as he cannot interrupt asphalt work planned. 

Kelly Robitaille discusses Burgdorf.  Pipe has multiple breaks; not just the one.  Cannot repair this.  Questions what plan would be going forward – will be reviewed in January is stated by Adam Leiser.  Possible project for next summer.  Kelly states that a driveway will need to be used to turn around at these new dead ends.  Jay Buckley makes a motion to send letters to 5 and 2 Burgdorf to allow DPW to turn around in driveways.  Kathy Koziell seconds.  Adam Leiser states call the people and then follow up with a letter.  Adam Leiser moves to amend motion to contact by person first.  Jay Buckley seconds.  Jay Buckley adds office contact and follow up with letter.  Motion passed 3-0. 

Adam Leiser discusses washout along Appenvel above the playground; DPW will check.     

Jay has checked Thusis culvert.  Will clear area for pictures.  Mark Graffam states he will send pictures of this culvert.      

3. Water

Kathy Koziell outlines quotes received for updating the electrical for DPW and Summit.  Some parts are being updated for additional hazard classification.  One service with a subpanel is planned for the DPW.  No change on the SCADA quotes for Summit.  Kathy Koziell states updated detail from electrician has not yet been received.  Creating work orders is discussed.  Larry Leonard questions if requested update to include flow meters at Summit is in the quote. 

Larry Leonard questions monthly review with Ian Hayes - action list now states Board, not Water Committee.  Adam Leiser outlines Board decision based on public opinion and input was to have Ian meet with the Commissioners monthly.   

Adam Leiser makes a motion to meet with Ian Hayes on the first Thursday Commissioners meeting of the month.   Kathy Koziell seconds.  Discussion on committee input and need for committee to operate is outlined by Larry Leonard.  Adam states make recommendation to Board and Board will approve.  Larry states will kill the committee’s ability to function.  Adam Leiser outlines task water committee with a project and allow them to take actions as needed can be voted by Board.  Larry Leonard outlines questions from Committee – Adam states committee come to Board and Board will ask engineer.  Jay questions removal of Ian Hayes from committee.  Kathy Koziell states one meeting a month should be with Board of Commissioners.  Larry Leonard disagrees; states no impact to contract has been incurred.  He should be able to meet with Ian Hayes.  Larry questions why Adam Leiser has resigned; Adam states he cannot do anymore.  Meeting schedule is discussed.  Paula Doyle questions Reinach tank project oversight; Adam currently tasked with this project oversight.  Questions if committee is needed to work on project; not at current.  Adam Leiser states bid opening next Friday; specifications have not been reviewed.  Larry has technical questions on tank that he would like to get answered.  Approval by Board of engineer’s time is discussed.  Larry states current process will not benefit project.  Adam Leiser states should be received this week.  Larry Leonard states process not proper.  Jay Buckley outlines need for Board to review specifications.  Jay Buckley discusses delay bid opening until after bid package has been reviewed.  Adam will follow up on status of bid package.  Larry discusses application for grant funds; states water committee should have reviewed.  Holding of bid documents until after review by Board is outlined. 

22 Appenvel Way service line replacement is discussed.  Line was inspected by Ian Hayes.  Equivalent nature of ¾ inch connection to curb stop and confirmation that interior size is equivalent to 1” CTS line.  Mark Graffam states he has an issue with excavation at 22 Appenvel Way being done by Dawson; who works for and with water operator Ian Hayes.  Mark states that when the VDOE water operator is involved with a property owner; a conflict of interest may occur and has in the past.  Adam Leiser outlines that this should be discussed with Ian Hayes for documentation on the project.  Adam adds that VDOE was not involved in resident choosing his excavation company.  Sates due diligence was done.  Mark Graffam adds that Board needs to keep water operator out of private residences.  Mark Graffam questions documentation on Interlaken repair.  Larry Leonard questions if work order was produced for leak repair; it was not.  Mark Graffam outlines leak was not on the main; it was on the VDOE side of service connection.  Adam states information received stated unsure of exact location of leak as it was not picked up by the leak detection equipment.  Mark Graffam recommends excavation billing to come directly to the District.  States VDOE should dig.  Adam Leiser outlines specific ability of equipment to dig mains.  Mark Graffam states examine big picture of how this work gets done.  Adam Leiser makes a motion to have water committee establish paperwork flow. No second.  This is already done.  Mark Graffam states Water Committee should review pipe size diameters.  Discussion on inspection report not being received and no write up from Ian Hayes regarding leak repair is held.  Larry Leonard states documentation needs to exist.  Adam Leiser makes a motion to have water committee establish protocol for documentation.  Jay Buckley seconds.  Motion passed 3-0.

Establishing an exercise program for water valves is discussed.  Larry Leonard states plan should be created.  Mark Graffam outlines statements of movement of leaks when a repair is made.  Hammering of water mains when valves are turned creates hammering effect and create a leak; questions if possible hammering is occurring when valves are turned.  Jay Buckley outlines slow turn on as personal experience in turning valves by Ian.    

4. Administration

Phone updates are being completed by Andrew Harteveldt.  Jay Buckley discusses possible effect to SCADA system.  Jay adds that volunteers should not be establishing protocols for systems when they are not the hired experienced persons who work with these systems.  Andrew having access to phones remotely is discussed.  Jay questions safety of systems.  Mark Graffam states Board should not have a resident responsible for or having access to the system.  Discussion on resident having access; this should not occur.  Jay Buckley outlines he was researching Verizon and Spectrum who both have municipal options.  States this was rushed by the Board.  Jay adds that his intent was to have system established through professional services.    

Adam Leiser makes a motion to approve water system disconnection notice.  Kathy Koziell seconds.  Motion passed 3-0.  Will be sent certified mail.   

5.  Accounts Payable

Adam Leiser makes a motion to approve 2 checks for a total of $3,260.00.  Jay Buckley seconds.  Checks and invoices are reviewed and discussed.  Motion passed 3-0.       

6.  Minutes

Adam Leiser would like to review minutes prior to approval. 

7. Commissioners Reports 

Jay Buckley discusses intent to clean pipe at Thusis to obtain pictures.  Mark Graffam states will send pictures he has.

Adam Leiser discusses possible replacement of this pipe to be included with beach redesign. 

Jay Buckley has distributed some financial information for Board to review. 

Kathy Koziell discusses note to NHMA legal inquiries last August.  Held for review of full Board.  Document is reviewed.  Input from NHMA outlines that the questions asked related to matters that are procedural, not 91-A compliance matters.  Confirmation that no commitment can be made by any individual commissioner but reaching out for information to be brought back to the Board is allowable.  Mark Graffam outlines procedure by Board should be done within context of a policy.  Vendor policy exists and committee member policies exist.  Having a policy is discussed; Adam Leiser states he does not believe Board needs one.  Larry Leonard outlines he felt he had permission, but now believes he may not based on email received.  Discussion on posting meetings is questioned.  Clarification of vendor policy is done.  Adam Leiser states prior meeting minutes that may question his actions should show that actions were proper.  Discussion on that statement being included within these minutes is held. 

Newsletter is discussed and reviewed.  Requesting floating nest from LPC will be scheduled for Feb 1 on action list.  EPOA list of fall projects is reviewed.  Thanks, EPOA! 

Information on meeting for Sept 28 will be placed front and center on website. 

Repair and condition of fence at the playground is discussed.  Mark Graffam outlines plowing of snow near the playground as factor in playground fence area status. 

Adam Leiser motion contact for stop bar painting now.  Kathy Koziell seconds.  Motion passed 3-0.

Discussion on notifying property owners for meeting next week. $900 was allocated.  Postcard will be sent by Click-2-Mail.  Paula Doyle states she supports communication but does not support idea currently as a citizen.  Will not be received in time for persons to take action to attend.  Adam Leiser makes a motion to rescind approval of $900 for post cards.  Jay Buckley seconds.  Motion passed 3-0.   

Kathy Koziell outlines that Communication Committee made a motion to ask Commissioners to refrain from responding and discussing VDOE business on social media.  Adam Leiser states he can put whatever he chooses on his Facebook page.  Kathy Koziell outlines discussion of VDOE business issues on Facebook; Communications Committee requests removal and advises not doing this again.  Jay Buckley outlines that he was attacked personally in this post and questions statement on Adam’s Facebook about community being a*s f**king backwards.  Long reach of statements such as these is outlined; the negative comments were passed around town and do not reflect well on the District.  Mark Graffam discusses missing film from Aug 8 meeting.  Mark highlights Jay Buckley statement during this meeting.  Mark recommends Board focus on being accountable; current establishment is negative.  Discussion continues on comment regarding Adam Leiser being “impulsive” that occurred as a result of a discussion between the late Jennifer Leiser and Jay Buckley. 

Mark discusses Board having information from the Highway Foreman.  Mark states that discussion between the highway foreman, water operator and Board needs to improve.  Mark states Commissioners are failing at acting as a Board and taking control of District.  Adam Leiser outlines that persons can be offensive and he is frustrated at recent actions.  Mark Graffam outlines make changes now.  Mark outlines to Adam Leiser that stepping down to focus on life is OK.  Evidence of impulsive decision making has occurred; it has been seen by members of the community.  Mark Graffam outlines Board not prioritizing properly.  Discussion continues on September 28 meeting.  Adam Leiser states he is victim; he stepped up when no one else had taken action.  Nancy Cole outlines that the presentation was requested so that others could give input but Adam chose to keep information to himself “until it was final”.  Paula Doyle summarizes that persons can post divisive information; criticism will occur and is allowed.  How Commissioners handle these things is outlined; the Board should raise above it.  Commissioners should not post negative and divisive statements on social media; act like mature adults.  Paula reiterates responsibility to District and to act respectfully to the VDOE.  Paula outlines Adam’s presentation can be divisive; congratulates Jay Buckley for not responding or continuing the insults.   

8. Signature Items 

MS 434 is reviewed.  Adam Leiser makes a motion to sign the MS 434.  Kathy Koziell seconds.  Motion passed 3-0.  Discussion on funds being appropriated for Reinach loan payment that will not be spent this year is held. 

Adam Leiser makes a motion to sign the driveway permit for construction for 5 Middle Shore.  Kathy Koziell seconds.  Confirmation that Kelly Robitaille has inspected the site is given.  Motion passed 3-0.   

Adam Leiser makes a motion to sign the driveway permit for construction for 22 Interlaken.  Jay Buckley seconds.  Confirmation that Kelly Robitaille has inspected the site is given. Motion passed 3-0. 

Adam Leiser makes a motion to sign the driveway permit for construction for 7 Chocorua View.  Jay Buckley seconds.  Confirmation that Kelly Robitaille has inspected the site is given. Motion passed 3-0. 

Little Shore PBN is reviewed. Adam Leiser makes a motion to have Jay Buckley sign PBN for Little Loop project.  Kathy Koziell seconds.  Motion passed 3-0.  

Dam management policy is reviewed.  Adam Leiser makes a motion to sign the dam management policy.  Kathy Koziell seconds.  Jay Buckley questions if this will affect the dry hydrants and recommends consultation with Madison Fire Chief.  Adam Leiser moves to amend motion to allow Jay Buckley to get Fire Dept review by Sept 28.  Jay Buckley seconds amendment.  Motion as amended passed 3-0.  

Letter to 47 Eidelweiss drive regarding drainage is reviewed.  Adam Leiser questions existing drainage structures.  States catch basin may not be at the low point.  Inviting resident to meeting will be added to the letter.  Adam Leiser makes a motion to modify the letter as discussed and sign out of session.  Jay Buckley seconds.  Motion passed 3-0.  

1 & 3 Little Loop response letters are reviewed.  Adam Leiser makes a motion to sign the letters to the property owners of 1 & 3 Little Loop.  Jay Buckley seconds.  Motion passed 3-0. 

Adam Leiser makes a motion to sign the water meter cost analysis.  Kathy Koziell seconds.  Motion passed 2-1 with Jay Buckley against.  Discussion on document ensues; water metering at house is not current priority.  Adam Leiser makes a motion to put on website.  Jay Buckley seconds.  Motion passed 3-0.      

9. Correspondence

Reviewed previously during signature items.   

10. Scheduled Appearances          

11.  Public Comment

Dinah Reiss questions seeing Kathy Koziell’s car at Jay Buckley’s residence.  Perception is that illegal meeting occurred.  This is reason for 91-A to exist.  She feels she needs to bring this violation to attention of Board.  Jay Buckley responds that some District information was discussed.  Talking about 91-A is not complying with 91-A.  Kathy Koziell states no decisions made; she may have improperly asked Jay about the person staying in the trailer in the parking lot.  Dinah states, subject doesn’t matter; the fact that it occurred is the issue.  Mark Graffam adds that Kathy’s car has also been seen at Adam’s house.  Dinah outlines seriousness of this issue and complying with the law.  Discussion continues on compliance and need for compliance.  Dinah cautions Board to not continue in this manner.  Dianna Dolan states Board members are friends, they can and will be seen together; not a violation.  Mark Graffam outlines importance of 91-A and status of court process for remedying 91-A violations.   

Larry Leonard discusses current action of Board is to push persons away.  Larry would like committees to be able to work with and assist the Board, but Adam seems to be taking things on his own.  Larry uses the tank as an example.  Paula states seems more logical to have Adam on water committee and Jay step down.  Paula outlines working together as a team.  Do not try to control persons or committees; states it feels like Adam trying to take control with the rules.  States this is not needed and why she is opposed to the recent committee documentations.  Paula outlines Communication Committee consideration for twice monthly newsletters was done and Communications Committee is against it.  Yet it was mentioned again today.  States accept recommendation or reject recommendation and move on.  Larry outlines that project management is not calling someone for a follow up.  Project management includes all details so that nothing gets missed.  Comparison to Madison project planning is discussed.  Energy committee members reported all information to Selectmen for review.  Larry states committee involvement needed and committees trying to help.  Adam outlines committee could have requested the information.  Outline that information was requested, Board voted to request from Chris Albert.  Larry outlines that this cannot be done without input.  Kathy Koziell makes a motion to allow water committee to contact Chris Albert once an outline is created for the plan.  Adam Leiser seconds.  Larry outlines what Chris sent not specific.  Kathy Koziell amends motion to grant one hour for water committee to use with Chris.  Jay Buckley seconds. Motion, as amended, passed 3-0.  Adam Leiser makes a motion to have Jay Buckley become coordinator with Chris Albert.  Kathy Koziell seconds.  Motion passed 3-0.               

12.  Other Business                                             

Monday at 9 am at lodge for next Commissioners meeting. 

Jay discusses review from Terri Cancelarich.  Would like to invite Terri to do a review.  Jay Buckley makes a motion to send letter to invite Terri to discuss what she may be able to offer.  Kathy Koziell second.  Motion passed 2-0-1 with Adam Leiser abstaining. 

At 12:54 pm Adam Leiser makes a motion to adjourn the meeting.  Kathy Koziell seconds.  Motion passed 3-0.   

Respectfully submitted,

Nancy E. Cole

Administrator  

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

September 17, 2019 DRAFT

The Board of Commissioners met at 8:00 am on Tuesday, September 17, 2019.  In attendance were Commissioners Adam Leiser and Kathy Koziell.                                  

At 8:00 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.

2. Highway Department Report 

3. Water

4. Administration

Discussion on establishment of this meeting.  Jay Buckley and Kelly Robitaille are not available.  Meeting was scheduled to allow full Board to meet with Kelly.     

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

Discussion on phone system updates.  Andrew Harteveldt is working on this.    

Proposed dam policy is reviewed.   Follow up with Kelly Robitaille on status of obtaining varying size boards for the dam.  Statutes are to be reviewed for compliance.  Sending a letter to the LPC to request placement of a floating nest is discussed.  Adam Leiser makes a motion to approve the Pond Level Management Policy as updated during discussion.  Kathy Koziell seconds.  Discussion that this will be Dam Management Proposal.  Adam Leiser will change name.  Motion passed 2-0.

Water meter cost analysis is reviewed.  Adam Leiser states he is disappointed in lack of information from Jay Buckley.  Adam Leiser makes a motion to adopt the water meter analysis.  Kathy Koziell seconds.  Document is reviewed.  Statement regarding adoption of analysis is made, not a policy.  Motion passed 2-0.   

5.  Accounts Payable

Adam Leiser makes a motion to approve 18 checks for a total of $20,606.71.  Kathy Koziell seconds.  Checks and invoices are reviewed and discussed.  Motion passed 2-0.       

6.  Minutes

Adam Leiser would like to review minutes prior to approval. 

7. Commissioners Reports 

Kathy Koziell reports that repricing is being done for the DPW electrical upgrades.  Electrician Justin Montelin is working on the needed upgrades based on location within the DPW. 

Adam Leiser makes a motion to have all water users over $1,000 filed against in small claims court.  Kathy Koziell seconds.  Discussion on bringing residents to court is held.  Motion passed 2-0.  Adam Leiser makes a motion to send letter for shut off in next 60 days on all overdue bills.  Kathy Koziell seconds.  Motion passed 2-0. 

Kathy Koziell has held a safety meeting. 

Having a review for Jeff DeMartino is discussed.  Having Jeff and Kelly complete an evaluation for Jeff is outlined.  This will be done. 

Review of Little Loop project is held.  Discussion on need for engineering the entire road for full drainage review.  Response to residents who have sent emails will be done for Thursday; funding for drainage review may exist after planned project completion.   

Adam Leiser discusses drainage at 26 Little Loop.  Placing a culvert is discussed to move water into grassy area.  Addressing this road is needed.  Repair for driveway at 26 Little Loop will be asked for the DPW to handle. 

Eidelweiss Drive is being graded today. 

Discussion on Diessbach Drive.  Kelly Robitaille has stated that a catch basin would not be proper for this location; culvert needs to be working properly.  Sending a letter thanking for design is discussed.  Establishing a meeting going forward is outlined.  Correcting drainage on this road is needed.  Adam Leiser makes a motion to allow him to call Joe Farnese to schedule a meeting.  Kathy Koziell seconds.  Motion passed 2-0.  

Kelly Robitaille will be asked for status of varying size of dam boards. 

Kelly Robitaille will be asked to look at area up slope from playground area for runoff. 

Discussion on possible need for a public hearing on Water Ordinance.  Ordinance checked; 1-inch CTS or equivalent is stated.  No public hearing is needed.  Inside diameter is same with the ¾ inch line installed at 22 Appenvel Way; water operator has confirmed equivalent. 

Adam Leiser makes a motion to allow Adam Leiser to apply for environmental grants as needed.  Kathy Koziell seconds.  Motion passed 2-0. 

Adam Leiser makes a motion to remove the 12-hour rule for information distribution to the Board prior to a meeting.  Kathy Koziell seconds.  Motion passed 2-0.    

Adam Leiser approve Driveway permit not sent due to timeline rule. Kathy Koziell seconds. Motion passed 2-0. 

Adam Leiser motion rescind Jay Buckley work on CIP for roads.  Motion failed for lack of a second. 

Adam Leiser discusses ability to have duplexes in VDOE.  Restricted to larger lots is outlined.  Potential benefits are outlined; potential detriments are outlined.   

Adam Leiser makes a motion to remove Ian Hayes from Water Committee.  Kathy Koziell seconds.  Motion passed 2-0.  

Adam Leiser states resigning from the Water Committee.  Giving specific direction to committee that committee is to offer recommendations to Board; not take authority themselves is discussed.  Jay Buckley will remain on Water Committee as Commissioner rep.  Adam Leiser makes a motion to notify Larry Leonard to not contact engineer or water operator for participation in meetings; Committee should send questions to Commissioners.  Kathy Koziell seconds.  Motion passed 2-0. 

Discussion on website updates that are needed.  Full review is to be done.  Video link to Madison TV will be checked on.  Nancy will obtain corrected link. 

Saturday meetings for first Saturday of month at 9 am at the library. 

Adam Leiser discusses promoting the strengths of each Board member as best manner to move forward.            

8. Signature Items 

Adam Leiser sign D&K letter and send with check.  Kathy Koziell seconds.  Motion passed 2-0. 

Adam Leiser makes a motion to sign PO 314 in the amount of $450 for a backhoe blade edge.  Kathy Koziell seconds.  Motion passed 2-0. 

MS 434 is reviewed and discussed.  Adam Leiser makes a motion to sign the MS 434.  Kathy Koziell seconds.  Motion passed 2-0.     

9. Correspondence

Granite State Analytical has sent the monthly water system test results; pH good and system clean.

Mark Graffam has sent photos of the Reinach tank face which is currently uncovered.  Adam Leiser makes a motion to have Ian Hayes work with Kelly Robitaille to cover Reinach tank face by November 1.  Kathy Koziell seconds.  Motion passed 2-0.

Pressure on Upper Lakeview is discussed.  A correction for this issue is being worked on in the long-term plan for the water system.  Adam Leiser makes a motion to send a letter regarding evaluation of water system and expect plan in place to repair water system at 2020 Annual Meeting.  Invite resident to participate at meeting.  Kathy Koziell seconds.  Motion passed 2-0. 

10. Scheduled Appearances          

11.  Public Comment

12.  Other Business 

Review of posting for meeting Sept 28.  Kathy Koziell recommends sending a postcard to all property owners.  9/28 10 am Lodge with 4 bullet points: water, roads, environmental, budgets.  Kathy Koziell makes a motion to appropriate up to $350 for mailing postcards.  Adam Leiser seconds.  Discussion on including all property owners.  Adam Leiser moves to amend appropriation to $900.  Kathy Koziell seconds amendment.  Discussion continues on advertising meeting.  Motion, as amended, passed 2-0. 

Upcoming meeting schedule is discussed.  Thursday mornings are discussed.  Discussion one evening meeting per month.  Kathy Koziell outlines stay with Saturday, but not Thursday night. 

Adam Leiser states how about one Thursday night and no Saturday meeting.         

Newsletter is discussed. Adam Leiser makes a motion to have Kathy Koziell finalize newsletter and send out in next 60 hours.  Kathy Koziell seconds.  Motion passed 2-0.    Discussion on content and meeting schedule is held. 

NHMA budget conference is discussed.  Discussion on who should attend and why is held.  Adam Leiser makes a motion to approve Nancy Cole and Kathy Koziell to attend.  Kathy Koziell seconds.  Motion passed 2-0.

Presentation for Sept 28 is reviewed.  Kathy Koziell states Chris and Ian could be a distraction if in attendance at this meeting.  Discussion ensues.  Chris and Ian will not be asked to attend.  Discussion on updates held.  Adam Leiser states that dialogue on Facebook shows that Parking Ordinance should be changed; Adam Leiser states Ordinance worked.  Review and discussion on numbers is held.  Discussion on other needs of VDOE continues.  Attempting to move away from bonds is outlined for long term plans.  Plan developed by Adam Leiser shows full cycle of truck purchase so extends to 2026.  A bond for pipe replacement is recommended in three-year cycles to replace the water pipes.  Funding for water infrastructure is proposed through taxes.  Options outlined as listed in plan. Needs are known and documented. 

Adding a visual for some sections is discussed.  Selling this plan to the residents and voters is discussed.  Presentation of needs is outlined and discussed; getting the information to persons is critical to passing the plan.        

At 11:47 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             

September 13, 2019 DRAFT

The Board of Commissioners met at 9:00 am on Friday, September 13, 2019.  In attendance were Commissioners Adam Leiser and Kathy Koziell.        

At 9:07 am Commissioner Adam Leiser calls the meeting to order.   

Adam Leiser makes a motion to call Jay Buckley.  Kathy Koziell seconds.  Motion passed 2-0.  Commissioner Jay Buckley joins the meeting by phone.    

The application for the Drinking Water/Groundwater Trust Fund is reviewed and discussed.  Adam asks Jay for feedback on the document.  Jay outlines public entity, not private as marked on the application.  Jay questions amount requested.  Adam outlines that amount requested is for approved amount plus the amount requested from the State.  Dollar amount requested is half of what VDOE raised.  Discussion on trust fund as offset to cost of tank, not addition to it.  Discussion on process of developing the numbers on the forms.  Jay Buckley discusses approved project at $870,000.  Other upgrades are separate; total of needed upgrades is more than amount listed.  Project information outlines Reinach tank.  Adam states in broad sense, loop feed loans could include other lines.  Jay Buckley states stay with amount approved.  Warrant article states authority to apply for $869,400.  Adam Leiser states disagrees; thinks amount can be changed to the $1,305,000 shown on application.  Nancy Cole states this is beyond authority approved if funds are for Reinach tank.  Adam Leiser outlines future approval by voters may or may not be gotten and does not want to risk funding.  Jay Buckley states stay with approved project.  Adam reiterates funds should be above and beyond Reinach tank, not as an offset.  Jay Buckley no longer on phone to allow for a call to engineer Chris Albert.  Adam Leiser makes a motion to call Chris Albert.  Kathy Koziell seconds.  Motion passed 2-0.  Chris states funds requested above and beyond current approval.  Chris reviews adding PRV’s, isolation valves and pipe replacement to project description.  Discussion on requesting a lower amount is held.  Adam Leiser outlines ability to take care of priorities for the water system; for $250,000 priorities 1 – 2 and 4 could be done.  Discussion on future funds and uncertainty of approval.  Task 3 is pipeline replacement.  This will need separate funding going forward.  Requesting $350,000 is discussed.  Adam questions if all or nothing or is there option for partial.  Chris outlines that Trust does not have an appeal provision.  Chris outlines $250,000 would be 25%; this is a good ratio for requesting grant funds.  Holding a special meeting for allowing expenditure of the funds is discussed.  Holding for Annual Meeting is discussed as proper procedure for obtaining authority to expend. 

Adam Leiser makes a motion to call Jay Buckley back.  Kathy Koziell seconds.  Motion passed 2-0.  Jay rejoins by phone.  Kathy summarizes show State we have the awarded funds and CRF funds, maximize ratio for showing skin in the game.  Lowering amount will increase chances of receiving award.  Project description will be increased to show other needs.  Adam states $250,000 is good amount to get other projects completed.  Jay outlines taking a chance for funding is good.  Adam recommends $295,000 for application amount.  Adam Leiser makes a motion to request $295,000.  Kathy Koziell seconds.  Motion passed 3-0.  Adam Leiser motion allow Chris Albert to submit for VDOE.  Kathy Koziell seconds.  Motion passed 3-0. 

Adam Leiser calls Chris Albert back.  Adam Leiser allowed talk to Chris.            

At 9:50 am Kathy Koziell makes a motion to adjourn the meeting.  Adam Leiser seconds.  Motion passed 2-0. 

Respectfully submitted,

Nancy E. Cole

Administrator