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VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

July 16, 2019

The Board of Commissioners met at 8:00 am on Tuesday, July 16, 2019.  In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley.  Also in attendance was highway foreman Kelly Robitaille. The meeting was filmed for Madison TV by Tim Hughes.                              

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 3-0. 

2. Highway Department Report 

Kelly Robitaille has begun working on the list of needs for equipment remaining this year.  Does not include unanticipated repairs.  Total for all equipment is estimated at $11,151.  This includes tires, edges and blades.  Does not include salt and sand.  Kelly Robitaille outlines $4,000 remaining in sand budget line, will need this and more.  There are two loads of salt in the shed and one remaining for purchase on the PO.  Kelly Robitaille states that salt will need to be ordered as soon as delivery is available this fall.  Adam Leiser questions salt, two loads can be used during one storm.  Kelly Robitaille outlines expending full budget on salt and additional on sand.  Budget is discussed.  Adam Leiser outlines that the budget was set up to include prior expenses that would not be billed until January.  Having an average of salt and sand used in the fall months is outlined by Adam Leiser as needed.  Discussion on fall weather, there is no way to predict when salt or sand may be needed, variance can be huge between years.  Adam Leiser states having the number for average usage would help in planning.  Kelly Robitaille outlines not planning on using the salt budget elsewhere for other needs, allow it to remain for salt.  Kelly Robitaille outlines putting together numbers for historic salt usage.  Discussion on worst case scenario being put together.  Capacity for salt storage is discussed.  Kelly Robitaille outlines that as salt sits, it does absorb moisture which can reduce overall effectiveness.  Kelly Robitaille outlines salt budget has been set based on prior years expenses.  Kathy Koziell asks about sand; winter sand and summer sand are not the same.  Kelly Robitaille discusses stockpiling sand.  There is only $4,000 remaining in the sand line item.  Adam Leiser outlines budget will support 5 more orders of salt.  Discussion on establishing budgets for future years.  Backhoe is due for its 3,000-hour service.  Estimate is $1,911.75.  This number is part of the $11,151.00.  Work would be done by local mechanic; parts will be purchased from Chadwick Ba-Ross.  Adam Leiser makes a motion to approve up to $2,000 for 3,000-hour service on backhoe.  Kathy Koziell seconds.  Motion passed 3-0.  Discussion on repair budget being over-expended, total funds expended would also include CRF expenditures, which have depleted the CRF.    

Discussion on where to obtain the funds for this overage within the budget.  Establishing a work session on the budget is outlined.  Chadwick Ba-Ross has notified Kelly Robitaille that additional repair is needed on the road grader.  An update to the estimate is in the amount of an additional $2,000. Repair will be an additional week.  Adam Leiser makes a motion to have Kelly Robitaille prepare a report on option of selling grader to purchase John Deere road grader.  Kathy Koziell seconds.  Adam Leiser moves to amend to add the backhoe.  Jay Buckley seconds amendment.  Amendment passed 3-0.  Discussion on fixing things that were inherited and equipment that should not have been purchased is held.  Motion passed 3-0.  Jay Buckley discusses looking into warranty items with this review.  Kelly Robitaille reports that the upper section of Saint Moritz will be worked on today.  One of the culverts is blocked at the driveway.  Ditch was overwhelmed, so somewhere in the middle of the culvert there is a blockage.  Kelly Robitaille outlines that culverts are at same level, not properly flowing downhill.  Kelly Robitaille outlines that the concrete basin will be worked on today and the ditch will be repaired to keep water within the ditch line.  This repair should hold until the grader is back in service and area can be graded.  Adam Leiser discusses cost and time expected on this repair.  Adam Leiser discusses spending time on a band aid fix.  Discussion on repair, maintenance is needed.  Kelly Robitaille outlines legitimate complaint.  Kathy Koziell states allow Kelly to do what he needs to do.  Jeff will be on vacation next week.  Keeping two persons on staff is outlined.  Kelly discusses having two persons when Kelly is on vacation.  States Jeff gets placed into a supervisory position over the part time employee.  Jay Buckley outlines that Jeff knows what to do, was reviewing all roads after the rainstorm.  Kelly Robitaille outlines call from Sherriff’s department for a tree down.  Kelly Robitaille notified Jeff, who came in to remove the tree.  Kelly Robitaille mentions the part time help wanted ad that was discussed.  The rate is higher than the full-time employees.  Kelly Robitaille adds that writing a personnel policy also needs to protect the personnel.  Kelly Robitaille points to Kathy Koziell and Jay Buckley for confirmation that Adam is responsible for the proposed changes to the handbook: Adam Leiser states review by the Board, not individuals.  Kathy Koziell outlines Board did review existing policy, corrected mistakes.  Kelly adds that he hears things and reads the minutes.  Adam doesn’t appreciate the implication.  Jay Buckley makes a motion to have discussion on employee handbook and Foreman’s job description at a future date at a scheduled non-public session.  Kathy Koziell seconds.  Adam questions if review of document in non-public session was appropriate.  All 3 Commissioners and Nancy state they believe it was done correctly.  Adam states should be public session.  It was a mistake to be in non-public for employee handbook review.  Adam states vote no on motion.  Apologizes for oversight.  Outlines Board did review and update.  Jay questions if documented response from NHMA.  Adam Leiser outlines Natch Greyes of NHMA stated public document.   Jay Buckley states yes, public document, but employment matters and how to apply employment matters relates to the current employees.  Adam Leiser outlines establishing public meeting.  Adam Leiser states unsure if review of document by employees should happen on their own or if while being paid.  Kelly Robitaille states that his initial review is not favorable, direct violation of first amendment rights is in there.  Updates are detrimental to existing employees. Motion failed 0-3.   

Kelly Robitaille shows paperwork regarding culvert reviews and cleaning schedules.  Will update the information and will turn it in for Board to review.  States that the work is being done and Kelly has the information.  Updating the computer with the asset management information is outlined as needed. Kathy will work with Larry Leonard on this.     

Jay Buckley discusses cleaning up behind this building.  Asks if assistance needed; Jay will obtain a fire permit so the crew can burn the brush that has accumulated. 

Calcium Chloride will be used while road grading. 

Removing trees and limbs over the roads is outlined.  Jay discusses having a contractor look at some of these for removal when working on Little Loop.  Discussion on roadside mowing being needed, large amount for DPW to handle. 

Jay discusses tree at Porridge Shore Beach.  Jay Buckley makes a motion to send written notice to property owner.  Kathy Koziell seconds.  Adam Leiser states phone call.  Jay Buckley discusses having written documentation on file.  Urgency does need to be conveyed to property owner.  Jay amends motion to include phone call today.  Kathy Koziell seconds.  Amendment passed.  Motion passed 3-0.

Jay Buckley discusses sending information on easement for 6 Little Loop.  Jay Buckley makes a motion to send easement request to property owner at 6 Little Loop.  Kathy Koziell seconds.  Motion passed 2-0-1 with Adam Leiser recusing himself.  Discussion on letter is held.  Letter will be reviewed for any updates needed and will be a signature item for the meeting of July 27.  Modified drawing will be available for property owner to review.  Discussion on easement being sideline easement of 10 feet.  Any repair at 47 Eidelweiss will not affect Little Loop.  Kelly Robitaille outlines need for a full road review for Little Loop.  This project may not fit into a full drainage and repair for the road when that would be developed.  Kathy Koziell questions if can correct 2 Little Loop drainage issues; not included in current plan.  Discussion on use of funds and warrant article wording.  Kelly Robitaille outlines that the issue at #2 is not same water flow.  A driveway culvert may fix that issue. 

Scheduling Thusis culvert will occur later. 

Kelly is asked to put together a list of potential warrant articles for 2020.  Discussion on replacing 7400 is held.  Adam Leiser outlines selling vehicle in October or November will yield a higher selling price than selling in April.  Kelly Robitaille outlines cannot sell 7400 in advance, high capacity sander is needed.  Should 550 go down, the 7400 is critical.  This vehicle is all-season use.  Jay Buckley outlines not big enough difference in possible sale price to sell in October instead of April. 

A site visit will be set with Kelly Robitaille and Jay Buckley for 47 Eidelweiss Drive. 

Jay Buckley thanks crew for filling the holes at the entrance areas. 

Jay Buckley congratulates Kelly on obtaining Senior Road Scholar through the UNH T2 programs.  This is a big accomplishment which benefits the District overall.         

Closure of Burgdorf Road is discussed.  There may be a patch that can be done inside the culvert to close the gap that is allowing water to flow around pipe and creating the sinkhole.  A plan to getting this road re-opened is to be worked on. 

Kathy Koziell outlines that electrician has looked at DPW II lights.  Price of $1,100 has been received to replace the high output fluorescent ballasts and fixtures.  For $1,200, the ballasts can be updated to LED.  Adam Leiser questions if all options have been looked into.   Comment on trying to work by garage door light is made; the lights need to be fixed.  Kathy Koziell makes a motion to allocate up to $1,200 for repair of lights at DPW II.  Jay Buckley seconds.  Motion passed 3-0.  Outside light repair will be scheduled. 

Kelly Robitaille reports a garage door is not operable downstairs.  The overhead door company has been called and is expected today. 

Jay Buckley discusses voting down of paint for lining basketball court.  Jay Buckley makes a motion to allow himself and another volunteer to restripe the lines for the basketball court at the beach on Eidelweiss Drive with paint donated by Jay Buckley.  Kathy Koziell seconds.  Motion passed 2-0-1 with Jay Buckley recusing himself. 

At 9:28 am Adam Leiser makes a motion to enter non-public session pursuant to RSA 91-A:3, II (c) reputation.  Jay Buckley seconds.  Motion by roll-call vote Adam Leiser yea, Kathy Koziell yea, Jay Buckley yea and the motion passed 3-0. 

At 11:04 am Adam Leiser makes a motion to exit non-public session and resume public session.  Kathy Koziell seconds.  Motion passed 3-0. 

Adam Leiser makes a motion to increase DPW foreman purchase authority to $3,000 per week from current $200 per day.  Kathy Koziell seconds.  Discussion on taking action on warrant articles is held.  Kelly states should be able to take action.  This is for budget covered maintenance items.  Motion passed 3-0. 

Adam Leiser makes a motion to allow Jay Buckley to act as liaison to DPW.  Kathy Koziell seconds.  Motion passed 3-0. 

Adam motion give DPW access to gravel and asphalt articles with agreement that they will combine work with other roads as appropriate.  Kathy Koziell seconds.  Motion passed 3-0. 

Kelly discusses on call service.  Sherriff’s department contact discussed.  Swapping phones is not realistic between the two full time employees.  Discussion on getting the calls.  The weekly stipend is discussed. 

Continued discussion in public session, agreed upon by Kelly Robitaille regarding on-call stipend is held.  Kelly outlines assessing each call.  Adam Leiser makes a motion to compensate Kelly $14.95 per call after hours.  No second.

Adam Leiser makes a motion to pay Kelly $100 until this situation is rectified.  Kathy Koziell seconds.  Discussion on allowing one month to have the Board come up with a solution.  Motion passed 3-0.         

Review of process will be looked into, on call minimum is 2 hours compared to 4 hours at the State and 3 hours in Conway.  Bi-weekly stipend is also to be looked at.  Adam states balance trust with information including how we get there to help with voter buy in. 

Discussion on having warrant articles approved next year is outlined and discussed. 

Overall goal of Board is to try to do things right, take care of employees and balance the needs of the District. 

At 11:46 am Adam Leiser makes a motion to adjourn the meeting.  Kathy Koziell seconds.  Motion passed 3-0.  

Respectfully submitted,

Nancy E. Cole

Administrator       

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Agenda for July 18, 2019

  1. Call to order 8:00 am  
  • Approval of the agenda                                             

     Review of Actions, Projects and Issues List    

  • Administration:  CM071119, CM063019 V2, payroll $6,959.56,
  • Accounts payable: $
  • Signature Items:  
  • Commissioners Reports: Buckley EPOA contact
  • Correspondence: Graffam RSA 41:9-a (fees), Lutjen Big Pea Preservation Assoc, NHMA Webinar info
  • Scheduled Appearances:
  • Public Comment:
  1.  Other: Porridge Shore Beach

                        Adjourn

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 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

July 11, 2019

The Board of Commissioners met at 8:00 pm on Thursday, July 11, 2019.  In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley.  Also in attendance was Treasurer Dinah Reiss.  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 3-0. 

2. Highway Department Report 

Adam Leiser states drove past 47 Eidelweiss Drive during rain.  Water is not going into culvert; it is crossing the driveway.  Jay Buckley discusses water flow from 49 Eidelweiss Drive paved driveway forcing water into the roadway.  A grate is needed for this driveway in order to correct the water flow in front of #47.  Jay Buckley will work with Kelly Robitaille on this area for recommendations. 

Snowplow policy review will occur later in the season. 

3. Water

Adam Leiser questions sending of an email to Jones & Beach regarding a timeline for the next 16 months for the Reinach tank project.  This request has been sent. 

The office will handle the contact for the service line change at 22 Appenvel Way as the water operator will need to shut down the water and inspect the line prior to reinstating service.  Kathy Koziell will work on additional information regarding the electrical updates approved at the Annual Meeting in order to obtain quotes.   

4. Administration

Kathy Koziell will schedule a safety meeting.

Motions log will be reviewed next week.

Cash flow and Treasurer’s report will be turned in for next week. 

Dinah Reiss states she believes we may not need to use TAN proceeds prior to the August tax check from Madison. 

Adam Leiser discusses establishing a website to handle the kayak registration process automatically.  Discussion on how to develop this concept will be held at a later date.  

Test borings have been completed at the Reinach tank site.  Cutting of trees at the site will be needed.  Jay Buckley discusses policy that Commissioners cannot speak to a possible vendor without authorization of the Board.  Policy will be sent to the Board.     

Jay will work on the Little Loop project.  Permit by notification still needs to be completed; final drawings are needed for that application.  Jay Buckley makes a motion to meet with Kelly Robitaille Tuesday morning at 8 am at the office.  Adam Leiser seconds.  Motion passed 3-0. 

Paula Doyle of the Environmental Committee will be the contact for storm-water management. 

An initial review of electrical needs has been completed.  Kathy Koziell will discuss with Larry Leonard tomorrow to update the needed information for distribution.  Discussion on need for a drawing to obtain quotes for the electrical needs is held. 

The grader is needed for the asphalt and gravel road projects. 

Jay Buckley discusses dataloggers placed over the 4th of July weekend.  One datalogger on Upper Lakeview did not properly record.  The datalogger will need to be placed again to obtain the needed information on the pressure during high usage for residents on the low-pressure side of the pressure gradient in that zone.  Adam Leiser discusses ability to manage prv’s.               

Adam Leiser makes a motion to change the effective date of the bid policy document to immediately.  Kathy Koziell seconds.  Motion passed 3-0. 

Adam Leiser makes a motion to place the report from Charlie Krautman of DES on the website by Monday.  Kathy Koziell seconds.  Motion passed 3-0.

Kathy Koziell questions the change to significant hazard for the dam status.  Adam Leiser discusses putting together questions for pond level management and the dam reclassification for creation of a long-term water level management plan.    

Adam Leiser makes a motion to send Emergency Activation Plan (EAP) information to the Environmental Committee.  Kathy Koziell seconds.  Motion passed 3-0.

Outline of creation of an EAP is given.  Creation of this document requires establishing meetings with all parties that would be involved should a breach occur; State DOT, Police and Fire personnel.     

Adam Leiser makes a motion to go to three engineers to obtain a price for design to replace the dam and a design to repair the dam.  Jay Buckley seconds the motion.  Discussion continues on the dam, possible fix or replacement options to be reviewed for placement on the 2020 Warrant.  Motion passed 3-0.   

Adam Leiser makes a motion to have part time snowplow operators be paid $25 per hour and non-snow removal wage at $20 per hour.  Jay Buckley seconds.  Discussion on costs is held.  Dinah Reiss outlines hours being available weekly as a potential benefit to attract new persons.  Discussion on costs of part time persons and current status of budget is held.  Discussion on expense of equipment and need to make sure that persons are qualified.  Discussion continues on equipment use.  Jay Buckley moves to amend the motion to require CDL certification for a rate of $25 per hour.  Adam Leiser seconds.  Amendment passed 3-0.  Motion passed 3-0 as amended.  Jay Buckley discusses watching the budget based on the higher rate. 

Adam Leiser makes a motion to pay for an employee to obtain their CDL.  Kathy Koziell seconds.  Motion failed 0-3. 

Discussion on Sherriff’s Tower site is held.  The Town of Madison Planning Board will be holding a Public Hearing on the proposed replacement of the existing tower on Oak Hill on Wednesday, August 7, 2019 at 7:00 pm in the Town Hall Meeting room (downstairs).    

5.  Accounts Payable

The manifest of 18 checks in the amount of $13,581.00 is presented.  Checks and invoices are reviewed and discussed.  Adam Leiser discusses holding check for Always on Call.  Adam Leiser makes a motion to approve 17 checks, holding check for Always on Call.  Jay Buckley seconds.  Kathy Koziell outlines function of phone transferring calls.  Jay Buckley makes a motion to pay this bill and send a letter with the check stating to not take calls, approving 18 checks in the amount of $13,581.  Kathy Koziell seconds.  Motion passed 2-1 with Adam Leiser against paying the answering service.        

6.  Minutes

Adam Leiser makes a motion to approve the minutes of June 30. Kathy Koziell seconds.  Motion passed 3-0. 

Adam Leiser makes a motion to alter the time of the meeting in the minutes of May 25th from 10:30 am to 11:30am and approve as amended.  Kathy Koziell seconds.  Motion passed 2-0-1 with Jay Buckley abstaining as he was not present.        

7. Commissioners Reports

Adam Leiser has checked on tax abatements.  This is not possible for Village District expenses for a water system.  Persons not on the water system are not able to get an abatement. 

Adam Leiser makes a motion to send two questions to John Cooley by email: Is there anything VDOE can do to increase likelihood baby loon survive?  Should VDOE maintain status quo on pond levels while adding a floating nest with goal of loons using nest in 2020 or 2021?  Jay Buckley seconds.  Discussion on maintaining water levels as was done this spring, placement of a floating nest with hope the loons will use the raft.  Jay Buckley outlines follow advice of John Cooley for any actions regarding the loon nesting.  Motion passed 3-0. 

Environmental Committee has recommended a warrant article on 2020 warrant for one port-o-pottie rental for each of the 5 beaches.  Discussion on current outhouse conditions.  Adam Leiser moves to accept recommendation.  Kathy Koziell seconds.  Motion passed 3-0.  

Jay Buckley makes a motion to obtain a number to remove/close the outhouses.  Adam Leiser discusses contacting DES for guidelines on closing the outhouses.  Motion tabled for additional information on specific parameters from DES. 

Environmental Committee has made a recommendation to create warrant article for beach testing in 2020.  Adam Leiser moves to accept recommendation.  Jay Buckley seconds.  Motion passed 3-0. 

Environmental committee has made a recommendation to contact Nordel Gagnon regarding dead tree near Porridge Shore Beach.  Adam Leiser makes a motion to contact Nordel Gagnon.  Jay Buckley seconds.  Discussion on contact with Nordel.  Nancy will contact to see if Nordel will come to a Commissioners meeting to discuss Porridge Shore Beach.  Adam Leiser moves to amend motion to include having office make contact.  Kathy Koziell seconds amendment.  Amendment passed 3-0.  Motion, as amended, passed 3-0.    

Environmental Committee discussion on VLAP testing.  Having VLAP testing be under the jurisdiction of VDOE is stated by Adam Leiser.  Adam outlines attempt to have Paula Doyle work with EPOA for June testing that didn’t happen.  John Cancelarich of the Environmental Committee will be in contact with John Rocharz of the EPOA to be included in the July testing.     

Adam Leiser discusses establishing recommendations for EPOA to use the lodge.  Adam outlines requiring updating of the EPOA website, holding 10 EPOA events per year, notification of all event dates to the VDOE by April 1 of each year, removal of EPOA belongings from the Lodge.  Jay Buckley outlines that VDOE does not have authority to mandate EPOA activities.  Cannot punish one group or person, all policies apply to all persons.  Discussion continues. 

Adam Leiser makes a motion to have the DPW remove the broken picnic table at Porridge Shore Beach.  Kathy Koziell seconds.  Motion passed 3-0.

Environmental Committee has made a recommendation VDOE attempt to obtain portion of meals & rooms tax distribution granted to the Town of Madison.  Adam Leiser makes a motion put this item on the action list.  Jay Buckley seconds.  Motion passed 3-0. 

Kathy Koziell discusses request from Ralph Lutjen to work on the gardens at the entry and the office garden.  Adam Leiser makes a motion to thank Ralph for volunteer but not accept his offer.  Kathy Koziell seconds.  Adam discusses prior letters from Ralph Lutjen, states wants no part of Ralph’s participation.  Jay states allow Ralph to volunteer, accept offer.  Motion tabled for next meeting. 

Working on how to access the TULIP program through PRIMEX will be done. 

Jay Buckley received voicemail from property owner on Reinach who stated that logs and equipment have been removed. Area will be checked.             

8. Signature Items 

Discussion on possible second access creation at 22 Oak Ridge.  Letter to property owner for compliance with Driveway Ordinance and to remove additional disturbance structures placed within the right-of-way is presented.  Letter to property owner is read.  Adam Leiser makes a motion to sign the letter to the property owner of 22 Oak Ridge.  Kathy Koziell seconds.  Motion passed 3-0. 

Letter to Chief Colby regarding dogs on beaches is reviewed.  Letter is read aloud.  Request for additional support from Madison PD regarding dogs on beaches.  Adam Leiser makes a motion to sign the letter to Chief Colby.  Kathy Koziell seconds.  Discussion on long-term problem.  Discussion on having tickets issued is held as an attempt to control the matter.  Motion passed 3-0. 

Letter to Lisa Menard responding to email on Appenvel Way condition and addition of a stop sign at the top of Lugano is reviewed.  Adam Leiser makes a motion to sign the letter to Lisa Menard.  Jay Buckley seconds.  Discussion on the condition at the end of Appenvel Way is held.  Jay discusses that the schedule will need to be set with Kelly Robitaille and it may not be within 30 days of return of the grader.  Accountability of the DPW is discussed by Adam Leiser.  Letter will be modified to alter the 30-day requirement.  Jay Buckley outlines keeping all priorities in order without mandating work.  30 working days will be amendment to letter.  Adam Leiser makes a motion to update the letter as outlined and sign out of session.  Kathy Koziell seconds.  Motion passed 3-0.       

9. Correspondence

VLAP results for June testing have been received.  VLAP testing does includes e-coli testing.  Discussion on weekly testing for beaches is held.  Adam Leiser makes a motion to obtain a written response from State official regarding regulations for beach testing.  Kathy Koziell seconds.  Adam Leiser discusses vote by Environmental Committee at 6-0 to not pursue beach testing, it was not just the Board of Commissioners that think the testing is not necessary.   Adam Leiser adds that peace of mind is not a reason to spend funds especially if that peace of mind is not based on factual data points.  Motion passed 3-0. 

DES has sent a request for digital information on water line location.  Adam Leiser makes a motion to send a letter to DES advising that VDOE does not have the information requested.  Jay Buckley seconds.  Motion passed 3-0.   

Adam Leiser makes a motion have residents put name, property address and assigned rack space in all watercraft placed on a canoe rack next year.  Kathy Koziell seconds.  Jay Buckley discusses requiring rack space only, as the office will have the corresponding registration information on each rack space assigned.  Discussion continues on racks and spaces, having all the information available is helpful.  Adam Leiser moves to amend motion to just the rack space.  Kathy Koziell seconds.  Amendment passed 3-0.  Motion as amended passed 3-0. 

NHMA News Link is reviewed.  Court update highlighted in this News Link is reviewed as this update follows a restriction on first amendment freedom of speech rights.  The Court has found that you cannot restrict a person’s freedom of speech, even if that subject is generally considered offensive.  This News Link also updates progress on the regulations for PFOA testing that are being worked on for 2020 water system testing requirements.      

An email has been received from Bill Copeland complimented the status of the beaches over the holiday weekend.  A thank you will be sent to Bill Copeland.       

10. Scheduled Appearances

11.  Public Comment    

12.  Other Business   

At 10:13 pm Adam Leiser makes a motion to enter non-public session pursuant to RSA 91-A:3, II (a) employment.  Kathy Koziell seconds.  Motion via roll call vote Adam Leiser yea, Kathy Koziell yea, Jay Buckley yea and the motion passed 3-0. 

At 10:15 pm Adam Leiser makes a motion to exit non-public session and resume public session.  Kathy Koziell seconds.  Motion passed 3-0. 

Adam Leiser makes a motion to hire Donna McKinnon as the Administrative Assistant.  Jay Buckley seconds.  Motion passed 3-0.    

At 10:16 pm Adam Leiser makes a motion to enter non-public session pursuant to RSA 91-A:3, II (a) employment matters.  Kathy Koziell seconds.  Motion via roll call vote Adam Leiser yea, Kathy Koziell yea, Jay Buckley yea and the motion passed 3-0. 

Employee handbook is reviewed, discusses and updated. 

Adam Leiser makes a motion to allocate up to $450 for legal review of revised Employee Handbook and Foreman Job description.  Kathy Koziell seconds.  Motion passed 3-0. 

At 1:00 am Friday, July 12, 2019 Adam Leiser makes a motion to exit non-public session and adjourn the meeting.  Jay Buckley seconds.  Motion passed 3-0.  

Respectfully submitted,

Nancy E. Cole

Administrator

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Dam Inspection/H&H Analysis Form

Dam number: D149004 Hazard Classification: Low, recommend upgrading to Significant Condition Assessment: Fair Dam name(s): Pea Porridge Pond Middle & Little Dam Town: Madison Date of inspection/s: May 29 & June 5, 2019 Inspector: Charlie Krautmann Inspection Attendees: Adam Leiser (Commissioner), Kelly Robitaille (Highway Dept) and other abutters to the ponds Water level: ~0.48’ flowing over the stoplog bay and 0.81’ below the top of the concrete drop inlet structure. Report date: June 12, 2019

Pertinent Data: Maximum Height: 17 ft Storage: 210 ac-ft perm, 406 ac-ft max.* Overall Length: ~175 ft** Drainage Area: 2.7 mi2 or 1,731 acres Pond Area: 46 acres Design event: 100-year storm 50 Year Storm: 536 cfs inflow routed to 136 cfs outflow w/ 3.25 ft of freeboard 100 Year Storm: 640 cfs inflow routed to 154 cfs outflow w/ 3.01 ft of freeboard Discharge Capacity: 342 cfs w/1-ft fbd- no operations 1,012 cfs no fbd-no operations Type of Construction: Earth embankment Construction Date: 1966 Outlet Works: 1 – 60’ long, concrete culvert that is 48” wide and 60” high that controls outflow from the stoplog bay and horizontal orifice 1 – 3’ wide stoplog bay (Design Drawings suggest it is 11’ high) 1 – Horizontal Orifice/Grate that is 6.0’ wide and ~5.2’ long 1 – Auxiliary Spillway on Left Abutment/Beach Area along Eidelweiss Drive that diverts flow through downstream playground. Design drawings suggest invert is 80’ wide

  • Storage Volumes based on previous analysis ** Excluding auxiliary spillway

Dam Inspection Observations:
Feature Observation
Type M/S/ NA*
Downstream embankment
• Entire embankment covered with saplings, brush and trees M

Spillway • Concrete has a significant amount of exposed aggregate • Crack/leakage observed in concrete drop structure along the left wall, a few feet below the top of the structure.
M/S S

Auxiliary Spillway • Trees and boat racks would impede flow at the approach to the auxiliary spillway
M

• Eidelweiss Drive acts as spillway NA
Dam owner interview/comments
• See discussion below. NA

*Type of Deficiency: M-Maintenance; S-Structural; NA-Not Applicable

Downstream Hazard Review:
Feature Dist. d/s (miles/feet)
Observation
D149004/Eidelweiss Drive
0’ If dam completely failed, it would sever access across Eidelweiss Drive Grachen Drive ~1,780’ 60” diameter corrugated metal culvert below a gravel (Village District) road NH Rte. 113 ~3,780 Concrete box culvert that is 68” wide and 63” high
Upper Pequawket Pond
~14,500’ NA

Hazard Classification/Justification – Low to Significant hazard, Dam Breach Analysis: Date of last breach analysis 1979 & 1991 Requires updated analysis No

• Grachen Drive and NH Rte. 113 are the only apparent downstream structures that have the potential to be overtopped prior to the breach being attenuated by the Pequawket River. • A cross-section was created for the residential structure on Winnigon Drive (owner Larry Leonard) that sits close to the river. Based on the model, the house remains untouched by both breach scenarios. All other residential structures are much higher than the river bed and would not be impacted by a breach. This remains true for residential structures on Grachen Drive, Bergdorf Place, Brookstone Lane and Pebblebrook Lane.

Breach Assumptions • Bottom Elevation: 642.71’ (Based on pond bottom during survey. Culvert invert is 636.698’, ie. conservative estimate). • Breach Height: 8.0’ (Dam Height is 17.0’, ie. conservative estimate). • Bottom Width: 12.0’ (Based on outlet configuration and steep valley slopes). • Start Time: 12.2 hours (Based on peak inflow at 12.65 hours). • Breach Time: 0.4 hours

Grachen Drive • 50 Year Storm: 136 cfs inflow routed to 136 cfs outflow w/ 3.11 ft of freeboard • 100 Year Storm: 154 cfs inflow routed to 154 cfs outflow w/ 2.61 ft of freeboard • Sunny-Day Breach: 356 cfs inflow routed to 356 cfs outflow w/ 0.75 ft of overtopping • 50 Yr Storm & Breach: 477 cfs inflow routed to 477 cfs outflow w/ 1.10 ft of overtopping • 100 Yr Storm & Breach: 504 cfs inflow routed to 504 cfs outflow w/ 1.16 ft of overtopping

NH Route 113 • 50 Year Storm: 555 cfs inflow routed to 555 cfs outflow w/ 0.70 ft of overtopping • 100 Year Storm: 692 cfs inflow routed to 692 cfs outflow w/ 0.91 ft of overtopping • Sunny-Day Breach: 356 cfs inflow routed to 356 cfs outflow w/ 0.20 ft of overtopping

• 50 Yr Storm & Breach: 976 cfs inflow routed to 976 cfs outflow w/ 1.24 ft of overtopping • 100 Yr Storm & Breach: 1,112 cfs inflow routed to 1,112 cfs outflow w/ a maximum of 1.37 ft of overtopping. Road overtops for 8+ hours
Hydrologic/Hydraulic Analysis: Required Discharge Capacity Env-Wr 303.11 or 403.04 100-year Date of last analysis 2019 Meets current discharge requirement with required freeboard Yes If “N”, does dam overtop during design event? No Requires updated analysis No

• H&H performed with HydroCAD 10.00 using Atlas 14 precipitation • 50-year, 24 hr. rain = 6.43 inches • 100- year, 24 hr. rain = 7.17 inches • DA = 2.7 mi2 or 1,731 acres • NHDES Dam Safety and a Surveyor from the Engineering & Construction Section surveyed (via differential leveling) the appurtenant structures along all three ponds on June 5th, 2019. The following elevations are based on that survey which have an accuracy of ±0.1’.

• Little Pea Porridge Pond/Dam o Water Surface Elevation = 647.19’ o Water Surface Elevation at Middle Pea = 647.34’ o Top of Stoplogs = 646.52’ o Top of Concrete/Drop Inlet = 648.0’ o Invert of Culvert (In & Out) = 636.69’ o Pond Bottom In Front of Drop Inlet = 643.29’ o Crest of Road Above Culvert = 652.44’ o Control Point of Auxiliary Spillway = 650.69’

• Big Pea Porridge Pond/Dam o Water Surface Elevation = 648.42’ o Control Point of Outlet (man-made, concrete) = 647.49’ o Pond Bottom 10’ Upstream of Control Point = 645.89’ o Stream Bottom 25’ Downstream of Control Point = 647.19’ o Water Surface Elevation 50’ Downstream of Control Point = 647.69’

• Big Loop Road o Water Surface Elevation Upstream of Culvert= 647.37’ o Water Surface Elevation Downstream of Culvert= 647.35’ o Water Surface Elevation at Middle Pea (900’ downstream) = 647.34’ o Crest of Road Above Culvert = 652.38’ o Crest of Road Right Abutment (low spot) = 651.57’ o Culvert Invert Upstream = 645.40’ o Culvert Invert Downstream = 645.74’

Operations, Maintenance, and Response Form: Plan on file, updated, and meets current requirements No

• An OMR was submitted in August of 2016 although reflects the dam as a low hazard

structure. The OMR should be reviewed and updated and the hazard classification should be changed to Significant.

Emergency Action Plan: EAP on file, up to date, meets current requirements No

• An EAP is required based on the dam being upgraded (from a Low hazard dam) to a Significant hazard dam. A Simplified Inundation Map (Env-Wr 503.02) should be applicable in this case as only 2 structures (State and Town Road) in the near vicinity of the dam are impacted. Therefore, the owner would be exempt from a breach analysis (based on Env-Wr 502.02).

Access and Security: • The dam is accessed by vehicle approximately 0.5’ miles east of NH Route 113 at the main entrance to Eidelweiss Village District on Eidelweiss Drive. The beach area acts as the right abutment. There are a handful of houses that overlook the beach and dam area. The stoplog bay is padlocked although all areas of the dam are easily accessed by foot.

Directions: • Take NH Rte. 16 (Chocorua Mountain Highway) to the intersection of NH Rte. 113 south in Albany/Conway. Head south on NH Rte. 113 for ~2.25 miles and then take a left (east) onto Eidelweiss Drive. The dam is approximately 0.5’ miles east of NH Route 113 at the main entrance to Eidelweiss Village District on Eidelweiss Drive

Design: • 1965, October 22 – Drawings received by L.F. Brown, Engineer (Concord, NH) for design of Dam & Roadway at Eidelweiss for Great Northen Land Corporation (Title Sheet and 3 Drawings). Sheet C1 was revised and resubmitted on December 8, 1965. o Sheet C1 – Control Structure Design at Outlet of Both Big Pea and Middle Pea to maintain elevation 648.0’ o Sheet C2 – Auxiliary Spillway 80’ wide with invert of 649.5’ o Sheet C2 – Crest of Dam = 652.0’ o Sheet C2 – Outlet Invert U/S = 637.0’ o Sheet C2 – Outlet Invert D/S= 636.89’ (Slope of 0.2%) o Sheet C2 – Design Elevation of Pond and Top of Stoplogs = 648.0’

Ongoing Discussions with: John Cooley – Senior Biologist with the Loon Preservation Committee: jcooley@loon.org Carol Henderson – NHF&G Environmental Review Coordinator: Carol.Henderson@wildlife.nh.gov Terri Warren: warrenterri@yahoo.com Terri Cancelarich – VDOE Resident & Big Pea abutter: TLcancelarich@wellington.com John Cancelarich – VDOE Resident & Big Pea abutter: cancelarich@yahoo.com Larry Leonard – VDOE Resident: skiman194@aol.com Rob Galante – Big Pea abutter: robgalante@eastcoastflies.com Nancy Cole – VDOE Administrator: office@vdoe-nh.org & Commissioners: commissioner1@vdoe-nh.org, commissioner2@vdoe-nh.org, commissioner3@vdoe-nh.org

https://vdoe-nh.org/wp-content/uploads/2019/07/20190612-D149004-HH-Report.pdf

•

Agenda for July 16, 2019

  1. Call to order 8:00 am  
  • Approval of the agenda                                             

     Review of Highway portion of Action List

Other Highway review items: 

  • Burgdorf Road Closure
  • Tree(s) and limb(s) removal
  • Madison Chipper use
  • 2020 Warrant article proposals
  • 2019 department needs

•

Environmental Committee VDOE July 7

Committee members in attendance: 

Jane Gunn, Larry Leonard, Patti Aliventi, John Cancelarich, Paula Doyle, Adam Leiser

Public in attendance: Jay Buckley

Meeting was not filmed

Call to order 7:12am

Adam motion to approve agenda – second Paula vote yes 6-0

Patti motion to approve minutes of 6/16 – second Adam vote yes 6-0

Update on pond levels – All boards are in and ponds are at highest level possible

Adam’s prepared questions for John Cooley–

Is there anything the VDOE can do to increase the likelihood of having a baby loon survive?

Should we maintain status quo while putting in floating nests with the goal of having the loons use the floating nest in 2020 or 2021?

Motion Adam – questions should go to John Cooley for a written response – second Patti

Vote 5-0 (Larry had left)

Larry Leonard reports flow rate in brook is “fine”

John Cancelarich reports pond level is “average” and “within the range”

Adam reports there is a leak in the dam and it has been there since 2001

Less flow in culvert between big and middle ponds than usual

GMCG – Paula and Jay went to the meeting and talked to Russ Lanoie after the meeting

Dam is from 1966

Toilets are being used this year

Motion Patti – Recommend to the BOC to have a warrant article for Port o pottie rentals next year – second Adam

5-0-1 (Larry Leonard abstains)

Pond testing – Adam explained what the BOC policy is regarding weekly beach testing

Jane Gunn asks if we should do beach water testing once a month

Paula informs the committee that ducks are the most common reason for a failed test and failed tests are rare

All six members of the committee agree that weekly beach testing would be a waste of money.

Adam motion – environmental committee recommends to the BOC that they put a warrant article together for beach water testing – second Larry  ---- 5-1 yes (Larry Leonard votes no)

John Cancelarich was not sure if he could go to EPOA regarding the monthly VLAP testing.  He now has confirmation that he can do so. 

Jay informs the committee that VLAP has been going on for 20+ years and tells the public about the condition of the pond – says it is very important

The goal of having John Cancelarich involved in VLAP testing is so that the job eventually comes under the direction of the BOC.

VLAP testing is the last Sunday in July – Paula thinks

John Cancelarich wonders if the Town of Madison should take this from the VDOE.

Motion by Adam – contact the state to have them CC us on email to John Rocharz regarding VLAP testing with the goal of having certainty that testing gets done. Second Patti – 6-0 vote

Pond cleaning – Nancy said she would take this to the EPOA – unknown result

Storm water management – UNH project – was it completed?  Paula was going to get some information

Motion by Adam – Give Paula permission to act as contact person with UNH regarding storm water management project – second Patti – Vote 6-0

GMCG – Russ Lanoie was tasked with managing Big Pea watershed- Russ was not aware of our outhouse situation or the Thusis project

Jay recommends that someone contact Nordell Gagnon

Adam reports that Nordell may have a dead tree hanging above the beach of Porridge Shore

Jay highlights that a lot of sediment is running off into the ponds – Thusis culvert issue, if completed, would consider storm water management.

Motion by Adam – Recommends to the BOC that they get in touch with Nordell Gagnon – second Patti

Vote Yes 6-0

Jane reports from the BOC regarding Porridge Shore Beach.  She took some pictures.   The picnic table is rotting at Porridge Shore.  Jane also says that the beach project may be easier than originally stated.

Jane motion – recommend to the BOC that the picnic table at Porridge Shore be removed as a safety hazard – second Adam – vote yes 6-0

Patti reports that the beach has a problem with dogs.  Adam informs committee that ordinance will be followed.  Police are going to enforce the ordinance.

Discussion about fireworks on July 4th.

Paula says raking the beach is a waste of time.  Paula also says a lot of trash was found and removing that is important.

Five of the eleven public beaches in Madison are in Eidelweiss

Last year the town of Madison received $122,000+ from NH room and meals tax. 

Adam motion – BOC should determine a way to potentially receive some portion of the $122,000+.

Second Patti – vote 5-0

Patti asks if there is a way we could require rentals to distribute certain information.  VDOE has tried.

Adam motion to adjourn – second Patti

Vote 5-0

Next meeting is 7/21 at 8pm in the Lodge

Minutes taken and submitted by Adam Leiser

•

Agenda for July 11, 2019

  1. Call to order 8:00 pm  
  • Approval of the agenda                                             

     Review of Actions, Projects and Issues List    

  • Administration:  CM063019, CM052519, bid policy update eff date, Dam status, highway job posting, Reinach tank drawing update, Sherriff’s Tower Site
  • Accounts payable: $13,581.00 - 18 checks
  • Signature Items:  22 Oak Ridge, Madison Police, Menard response Appenvel Way,
  • Commissioners Reports
  • Correspondence: Menard Appenvel Way & stop signs, Primex premium holiday, VLAP results June, DES data file request, canoe racks, NHMA News Link – PFOA testing, Court update, Copeland beach compliment
  • Scheduled Appearances:  Mark Graffam – Appenvel Way
  • Public Comment:
  1.  Other:  Phone system updated  

Non-Public session 91-A:3, II (a) employment matters

                        Adjourn

•

VILLAGE DISTRICT OF EIDELWEISS
       JUNE 2019 NEWSLETTER

In This Issue:

Commissioner News

        2018 Audit

        Grader Repairs

Public Hearing Results

Letter to Madison police

Employment Opportunity

Upcoming Meetings

Tax Bills

Fire Permits

No Fireworks Reminder

Pond Levels & Loon News

Volunteer Update

Bear Sightings

EPOA Summer Events

COMMISSIONER NEWS

The 2018 Financial Audit is now available on the VDOE website.   Click Here to view.

The Road Grader is out of service for a mechanical issue.  Unfortunately that has slowed down the DPW’s ability to fill potholes in a timely manner.  As a stopgap, they are filling where most critical and smoothing areas using the backhoe.  Please exercise additional caution while driving on the gravel roads.  We expect to have the grader back in service the week of July 15th.  We apologize for any inconvenience this has caused and appreciate your patience.

Public Hearing Results:  At the June 1 Public Hearing a decision was made to update the highway ordinance to remove overnight parking at the beach parking lots.  Also, the water ordinance was revised to update the process and add a charge for seasonal valve turn on & shut off.  The updates have been made to both ordinances and can be viewed by clicking here.  

Commissioners are drafting a letter to Madison police asking for increased patrol of beaches to assist us in enforcing the “No Dogs Allowed on Beaches” regulation. 

Employee Opportunity: Looking for individual(s) to rake 4 of the Eidelweiss beaches, 2-5 days during the week in July and August.

3 early morning hours per day at $13.00/hr.  $50 referral fee paid at the end of summer for successful hiring of employee. Contact the office at

for employment application.  office@vdoe-nh.org

Canoe/Kayak Racks: All available spaces have been assigned. Thank you to Kelly for making the necessary repairs to the racks and to Nancy for managing the numerous requests and getting the assignments out by the deadline.

Upcoming Meetings

Check the VDOE website for all meetings & locations.

Tax Bills

You should have received the first 2019 tax bill from Madison which is due July 11th.  This bill is 50% of the 2018 tax rate of $24.98 per thousand.  Any change in the tax rate from 2018 to 2019 will be reflected in the 2nd 2019 tax bill once the rate is set by the Department of Revenue.  Currently 24% of the property taxes go to the Village District of Eidelweiss with the remaining 76% to the Town of Madison, Carroll County and the State.

FIRE PERMIT CHANGE FOR OWNERS WHO RENT

In addition to property owners obtaining permits as usual (see basic info here), any renters of your property will also each need to obtain their own permit.  To get one, they must get a signed application (click here) from you that allows them to apply.  You can email these directly to the Madison fire warden (madisonfire4c3@gmail.com) in advance or you can leave these for the renters at your property or email to them in advance with your signature.  When the renter arrives on site, they need to call a fire warden who will come to the property with final approval of the application.  A list of fire wardens and their phone numbers is available here.  

FIREWORKS – NOT ALLOWED

Just a friendly reminder that fireworks are not permitted in Eidelweiss or in the Town of Madison.  If you see or hear any fireworks, please contact the Madison Police Department at 603-367-8334. 

POND LEVELS & LOON NEWS

There have been several discussions and debates at various Commissioner meetings over the last 2 months about the water levels in our ponds and how it affects the loon nest on Little Pea as well as how it affects many homeowners.  The Commissioners and a new Environmental Committee have heard various points of view from property owners as well as from experts at the NH Department of Environmental Services (DES), the Loon Preservation Committee (LPC) and, NH Fish and Game. A Dam Engineer with DES is currently undertaking a study of our dam and the water flows of our ponds.  Upon completion, our hope is that it will enable us to make informed decisions going forward that will best meet the needs for all constituents.  The Commissioners plan to hold a public meeting at a future date when more information is available. Unfortunately, the loons lost their chick to a bald eagle shortly after emerging on Sunday morning June 23rd. In light of the recent loss of the loon chick, LPC issued the following as part of the blog on www.loon.org.

“LPC has been considering putting a raft on this site because of water level fluctuation issues. Now we have another reason. An avian predator guard, which we use on all our rafts now, almost certainly would have prevented loss of the chick, although it would have been likely the eagle would have made some attempts after the chick was in the water.”

VOLUNTEER UPDATE
We have a lot of volunteers for weekend beach raking this summer but still need people for August.  Please send an email to Mike Dolan (dolrn@yahoo.com) if you can help. 

Two additional projects are being coordinated by Jay Buckley for July & August – specific dates TBD.

1-Reconstruction of the bulletin board at the Huttwil parking area. 

2-Line stripe painting of the basketball court at Eidelweiss Beach. 

Anyone who would like to volunteer to work with Jay on these projects should email him directly. (jaybuckley@verizon.net) 

BEAR SIGHTINGS

There have been multiple bear (some too big, some too small and some just right) sightings in and around Eidelweiss over the last several weeks.   Please do not feed the bears and remember to keep all trash contained and inside. 

EPOA SUMMER EVENTS
EPOA Board meeting July 6th at 9 am at the Lodge. Beach cook out at Eidelweiss Beach July 13th (rain date July 20th).

Pig roast – August 17th. Details to follow in the July newsletter

•

 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

June 30, 2019

The Board of Commissioners met at 7:00 pm on Sunday, June 30, 2019.  In attendance were Commissioners Kathy Koziell and Jay Buckley.  Also in attendance were Gloria Aspinall, Mike Dolan, Dianna Doyle, Dorothy Wondolowski and Jane Gunn.  The meeting was filmed for Madison TV by Tim Hughes.                            

At 7:00 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 3-0.   

2. Highway Department Report 

Work has been done at 47 Eidelweiss Drive.  A grate was found between 47 and 49 Eidelweiss Drive which was installed by a former property owner.  Question on road water going into culverts in the area, 47 Eidelweiss Drive driveway gets washed out.   Adam Leiser makes a motion to have Jay Buckley discuss drainage at 47 Eidelweiss Drive with Kelly Robitaille.  Kathy Koziell seconds. Motion passed 3-0. 

Leaf vacuum system will need to be a warrant article for 2020. 

Adam Leiser makes a motion to hire two new part time DPW personnel.  Kathy Koziell seconds.  Discussion on persons for snow plowing and coverage during vacation.  Discussion on saving overtime with part time snowplow persons.  Jay Buckley discusses budget constraints.  Dorothy Wondolowski questions line item: part time highway.  Motion passed 2-1 with Jay Buckley against hiring at this time due to budget concerns.   

Jay Buckley discusses information from Commissioner Leiser that was sent earlier today that he has not had a chance to look at.   

Jay Buckley makes a motion that no information be sent for discussion at a meeting within 24 hours of that meeting.  Adam Leiser seconds.  Motion passed 3-0. 

Discussion on salt and sand status.  Adam Leiser makes a motion to check salt amount.  Kathy Koziell seconds.  Motion passed 3-0.

Adam Leiser discusses proposed snowplow policy updates.  This will be reviewed. 

4 Barden Place culvert review is discussed.  This project is being planned by the DPW.               

3. Water

Discussion on open work orders is held. 

Reinach tank is discussed.  Adam Leiser outlines that the engineering has been ordered.  Adam Leiser makes a motion to have Kelly Robitaille cut the trees from Reinach to the water tank posts.  Kathy Koziell seconds.  Discussion on removal of the trees.  Risk associated with having the DPW cut the trees is outlined by Jay Buckley.  Jay does not see an easy path to the marked location.  Jay states responsibility of contractor.  Motion failed 0-3.    

Badger meter for DPW well is scheduled to be installed the week of July 15. 

Leak detection grant is discussed.  Ian Hayes spoke against applying.  Grant application requires maps of water lines; VDOE does not have.  Grant also requires corrective action on any leak located which may or may not be able to be funded from the budget of that year.   

Benefits of using Granite State Rural Water are better for VDOE. 

Purchasing leak detection equipment will be looked at for a warrant article. 

Homeowner at 22 Appenvel Way is working on getting his service line replaced.  Adam Leiser makes a motion to add 22 Appenvel service line replacement to action list.  Kathy Koziell seconds.  Motion passed 3-0. 

Discussion on electrical work for water system.  Lee Carroll information will be put into a specification sheet.  A drawing may also be needed.  Kathy Koziell states she does not see a need for an engineer drawing.  Adam Leiser makes a motion to have Kathy Koziell work with Larry Leonard and Ian Hayes to make formal recommendation for Commissioners on electrical work to be done.  Kathy Koziell seconds. Motion passed 3-0. 

Adding a sink and grate in the chemical injection room has been recommended.  This will not be acted on this year due to budget concerns. 

Lightening protection is part of the electrical upgrades. 

Discussion on clearing of private lot on Reinach.  Owner information will be pulled.  Adam Leiser makes a motion to have Jay Buckley discuss with property owner.  Kathy Koziell seconds.  Adam outlines equipment from private contractor needs to be removed.  Motion passed 3-0.  Jay Buckley will contact tomorrow morning. 

Discussion on a project plan is outlined.  Ian has recommended Jones & Beach develop the schedule for the project deadlines.  Adam Leiser makes a motion to have Nancy reach out to Jones & Beach to get schedule for next 16 months.  Kathy Koziell seconds.  Motion passed 3-0.          

4. Administration

Kathy Koziell will schedule a safety meeting.

Communication newsletter will go out Monday. 

Discussion on canoe rack spaces.  Having a name on all watercraft would be beneficial.  Procedure will be addressed for next year. 

Warrant article status is reviewed.  Adam Leiser discusses action on these items.  Adam states he was not happy with discussion on Little Loop regarding engineering the entire road.  Adam adds that this drainage project should be acted on this year. 

Information has been forwarded on UNH stormwater contact to Environmental Committee. 

Discussion on DPW work on warrant articles.  Scheduling will be done. 

Adam Leiser discusses information on placing a data logger.  Ian Hayes has the information to contact the property owner.  Better communication of information is outlined. 

Adam Leiser makes a motion to approve payroll in the amount of $6,976.67.  Kathy Koziell seconds.  Adam Leiser motion remove 5 hours from Gina Murphy and request EPOA pay for cleaning.   Jay Buckley seconds.  Motion passed 3-0.

Adam Leiser makes a motion to lower the bid policy to $25,000 effective July 1, 2020.  Jay Buckley seconds.  Discussion on amount.  Jay Buckley discusses setting the level at $10,000.  Jay Buckley moves to amend motion to $10,000.  Kathy Koziell seconds. Incremental decreases outlined by Kathy.  Amendment failed 1-2 with Adam Leiser and Kathy Koziell against.  Motion passed 2-1 with Jay Buckley against.

Water meter analysis updated by Adam Leiser is reviewed.  Fixed costs are majority of water budget.  Only $32,000 is variable.  That would be $68 per household with leaks.  As leaks are fixed, variable cost could be as low as $45 per household.  No savings would occur for anyone.  Kathy Koziell thinks that this issue should remain open as adding meters is important.  Not to install at this time, but to keep as an option.  Too much money at this time.  Jay Buckley discusses having meters as beneficial to the property owners.  Adam Leiser outlines closing this topic at this time within the VDOE.  Fixed costs would be evenly distributed to all water users.  Adam Leiser makes a motion to adopt this policy on water meters.  Kathy Koziell seconds.  Jay Buckley moves to amend the motion to take document, do analysis on it and do analysis on other systems billing rates.  Adam Leiser seconds with a time limit of 30 days.  Amendment passed 3-0.  Motion, as amended, passed 3-0.   

Small leak in dam has been noted.  DES notes leak has been on record since 2001.  Discussion on funding a plan for repair in the future.  Adam Leiser makes a motion to create a warrant article that would allow the voters to decide how best to move forward with this leak.  Kathy Koziell seconds.  Motion passed 2-1 with Jay Buckley against.      

Schwyz at West Bergamo is discussed.  Adam Leiser discusses culvert being exposed. 

Adam Leiser makes a motion to request Carroll County dispatch send confirmation of VDOE contact information for emergencies.  Kathy Koziell second.  Motion passed 3-0.  Jay Buckley will give Nancy Cole the contact info for sending this request. 

Discussion on raking beaches.  Adam discusses not having the DPW rake the beaches. 

Adam motion DPW rake beaches Tuesday and Thursday.  Kathy Koziell seconds.  Motion passed 3-0. 

Adam Leiser makes a motion to place any job posting in the newsletter.  Jay Buckley seconds.  Motion passed 3-0. 

Post 5-day beach raking position 4 beaches.    

5.  Accounts Payable

Adam Leiser makes a motion to approve the manifest of 11 checks for a total of $1,976.20.  Kathy Koziell seconds.  Motion passed 3-0.    

6.  Minutes

Adam Leiser makes a motion to approve the minutes of June 20. Kathy Koziell seconds.  Motion passed 2-0-1 with Adam Leiser recusing himself as he was not at the meeting.   

7. Commissioners Reports

Jay Buckley received a call from resident regarding foul language on Boulder Beach.  This is a police matter. 

Jay Buckley makes a motion to have the DPW place one bucket of sand beside mulch pit for persons to take.  Kathy Koziell seconds.  Motion passed 2-1 with Adam Leiser against as people will use the sand for fire pits and other needs.   

Jay discusses meeting with Kelly Robitaille last meeting.  Critical to meet with him once per week.  Tires will be needed as well as chains and blades will be needed prior to winter.  Jay Buckley discusses setting a meeting on budget review to look for up to $20,000 that will need to be allocated to highway. 

Adam Leiser makes a motion to cancel purchase order for 550 review ($200) and water committee consultant ($2,000).  Kathy Koziell seconds.  Motion passed 3-0. 

Adam Leiser discusses selling the International 7400.  Adam Leiser makes a motion to ask Kelly Robitaille to recommend a replacement vehicle for the International 7400.  Kathy Koziell seconds.  Motion passed 3-0. 

Adam Leiser discusses fixing bulletin board, cancel DPW bathroom repairs to save the $1,000.

Adam Leiser makes a motion to include wording change in Water Ordinance to remove the requirement that all water hook up requests go to engineers upon next update to the ordinance.  Jay Buckley seconds.  Motion passed 3-0.

Adam Leiser makes a motion to have Kelly Robitaille get and use VDOE email address.  Kathy Koziell seconds.  Motion passed 3-0.  Adam Leiser makes a motion to have the email address be dpwforeman@vdoe-nh.org.  Kathy Koziell seconds.  Motion passed 3-0.  Adam Leiser makes a motion to allocate up to $50 for establishing and maintaining this new email address.  Jay Buckley seconds.  Motion passed 3-0.   

Adam Leiser makes a motion to amend minutes of March 12 to remove Bob Wirling as he does not believe he stated his name.  Jay Buckley seconds.  Recommendation for video review.   Video review will be done.         

Adam Leiser discusses limbing of trees on Salins.  Sending an email to Kelly will be done. 

Jay Buckley makes a motion to add sending petitioned article to Madison for a portion of the Highway Block Grant funds the Town receives.  Adam Leiser seconds.  Motion passed 3-0. 

Discussion on having information for handling the VLAP testing in the office is held.     

Dorothy Wondolowski discusses beach testing this summer.  Has not been done this summer.  Benefit of testing the beaches is discussed.     

Adam Leiser makes a motion to not do beach testing due to delay in receipt of results, costs incurred, and relevance of the results when received and invite EPOA to pay for the testing if desired.   Jay Buckley seconds.  Adam states that he does not see value in doing the testing.  The ponds are currently higher than they have been which will help keep the water cleaner.  Adam adds that he will physically do the testing if EPOA wants to pay for it.  Motion passed 2-1 with Kathy Koziell against stopping this testing due to public safety concerns. 

Adam Leiser makes a motion to have Nancy contact Joe McLaughlin for the Environmental Committee.  Kathy Koziell seconds.  Motion passed 3-0. 

Get confirmation from Kelly Robitaille on brine system status.

Adam Leiser discusses having EPOA pay VDOE for lodge use. 

Obtaining a price for culvert cleaning is discussed.  Adam Leiser makes a motion to have Jay Buckley work with Kelly Robitaille to develop a list for a price for cleaning chronic culverts.  Kathy Koziell seconds.  Motion passed 3-0. 

Adam Leiser makes a motion to have Nancy follow up with John Corcoran on his review for possible cost saving alternatives.  Kathy Koziell seconds.  Motion passed 3-0.   

John Cancelarich of the Environmental Committee will be in touch with John Rocharz of the EPOA for VLAP testing. 

Adam Leiser makes a motion to have Jay Buckley send information regarding GMCG to office for forwarding to Environmental Committee.  Kathy Koziell seconds.  Motion passed 3-0. 

Asking police to view beaches for dogs and ask for issuance of tickets is outlined.  Adam discusses drafting a letter to police to ask for their assistance. 

Bob Boyd has been contacted regarding a possible failed septic near Geneva Beach at intersection of Middle Shore and Geneva.   

Check on pricing for speed bumps.  Adding two sets is desired. 

Discussion on an abandoned vehicle on a lot on Aspen.  Jay Buckley outlines vehicle is legally parked.  A letter will be drafted to initial contacting property owner from 1 Aspen.

Adam discusses establishing an additional contact for committee members on policy to not contact officials without approval of committee.  Adam adds that he perceived two steps of contact with one being the 91-A document and the next being the statement that only authorized contact with officials is allowed.   

White Mountain Survey has been followed up with on Burgdorf. 

Adam Leiser makes a motion to have the review of the minutes for May 25 meeting for next meeting. Kathy Koziell seconds.  Motion passed 3-0.    

Adam Leiser makes a motion to have the DPW provide written report for all expenses known for remainder of year.  Kathy Koziell seconds.  Discussion on tires, chains, blades, plow edges, fuel to be included.  Motion passed 3-0.    

Adam asks everyone to review April 12th water committee minutes for next meeting.  

Adam Leiser makes a motion to allow Nancy to take ½ day off to compensate for tonight’s 4-hour meeting.  Jay Buckley seconds.  Motion passed 3-0.    

8. Signature Items 

Response to Kevin Ackert regarding Porridge Shore Beach is reviewed.  Adam Leiser makes a motion to sign the letter.  Kathy Koziell seconds.  Motion passed 3-0.  Adam discusses water run off at beach.  Landscaping the beach is outlined as an option.  Tiers for the upper portion of the beach may be a solution.  Jay Buckley discusses the DES run-off document which addresses a stepped approach for protection of the ponds from storm water run-off.  Adam Leiser makes a motion to ask EPOA to plan for Porridge Shore Kathy Koziell seconds.  Discussion on appropriateness of asking EPOA to handle this project is held.  Motion failed 0-3.  Adam Leiser makes a motion to have Porridge Shore Beach review go to Environmental Committee for a plan for landscaping.  Kathy Koziell seconds.  Motion passed 3-0. 

Response to Sharon Rocharz regarding Water Ordinance update.  Homeowner not happy with addition of a charge for water curb stop valve turns.  Adam Leiser makes a motion to sign out of session once corrected.  Jay Buckley seconds.  Motion passed 3-0.

PO 309 is reviewed.  Adam Leiser makes a motion to sign PO 309 in the amount of $300 for purchase of a ladder for the raft at Eidelweiss Beach.  Kathy Koziell seconds.  Motion passed 3-0.   

PO 310 is reviewed.  Adam Leiser makes a motion to sign PO 310 in the amount of $600 for purchase of a backpack leaf blower.  Kathy Koziell seconds.  Motion passed 3-0.  

PO 311 is reviewed.  Adam Leiser makes a motion to sign PO 311 in the amount of $5,000 for sand.  Kathy Koziell seconds.  Motion passed 3-0.   

Adam Leiser makes a motion to cancel the PO for basketball court line paint ($100) and PO for line striping Eidelweiss Drive ($150).  Kathy Koziell seconds.  Motion passed 3-0.  Jay Buckley will consider donating the paint for the basketball court. 

91-A information to committee members is reviewed.  Adam Leiser makes a motion to sign the 91-A compliance document for Committee members.  Kathy Koziell seconds.  Motion passed 3-0.  

Adam Leiser makes a motion to sign the time off requests for Kelly Robitaille and Jeff DeMartino.  Jay Buckley seconds.  Motion passed 3-0. 

Adam Leiser makes a motion to allow a finder’s fee of $50 for recommending someone for hire for the Monday thru Friday beach raking position if persons works the entire season.  Kathy Koziell seconds.  Motion passed 3-0.

9. Correspondence

DES has sent information regarding the updating of regulations that govern the application process on funding options including the State Revolving Fund and Drinking Water Trust Fund. 

Information was sent to the office on a resident who has been accused of voting both in MA and NH during the 2016 general elections.

NH Municipal Association has sent two Legislative Bulletins. 

10. Scheduled Appearances

11.  Public Comment    

12.  Other Business   

At 10:56 pm Adam Leiser makes a motion to enter non-public session pursuant to RSA 91-A:3, II (a) employment matters.  Kathy Koziell seconds.  Motion by roll call vote Adam Leiser yea, Kathy Koziell yea, Jay Buckley yea and the motion passed 3-0.  

At 11:11 pm Adam Leiser makes a motion to exit non-public session and resume the public session.   Kathy Koziell seconds.  Motion passed 3-0. 

Adam Leiser makes a motion to seal the minutes of non-public session.  Kathy Koziell seconds.  Motion passed 3-0. 

At 11:12 pm Adam Leiser makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters.  Kathy Koziell seconds.  Motion by roll call vote Adam Leiser yea, Kathy Koziell yea, Jay Buckley yea and the motion passed 3-0.  

Employee handbook is reviewed, discussed and modified.

At 1:15 am Adam Leiser makes a motion to exit non-public session and adjourn the meeting.  Jay Buckley seconds.  Motion passed 3-0.    

Respectfully submitted,

Nancy E. Cole

Administrator

•

AGENDA FOR June 30, 2019

  1. Call to order 7:00 pm  
  • Approval of the agenda                                             

     Review of Actions, Projects and Issues List    

  • Administration:  CM062019, payroll, bid policy update, water meter cost analysis, failed septic update, dam leak, Schwyz St, Reinach tank, water committee, answ svc,     
  • Accounts payable: $1,976.20 – 11 checks
  • Signature Items: Ackert beach sand, Rocharz csv charge, PO 309 $300 raft ladder, PO 310 $600 backpack leafblower, PO 311, $5,000 gravel, 91-A to Committee members, time off requests  
  • Commissioners Reports
  • Correspondence:  DES ENV 1300, resident voter accused, NHMA Legislative bulletin x2  
  • Scheduled Appearances:  
  • Public Comment:
  1.  Other:   

Non-Public session 91-A:3, II (a) employment matters

                        Adjourn