Author Archives: support_c37f

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Water Meeting 6/5/2019

Attendees:

Larry L., Adam L., Jay B.,  Tim Hughes (Videographer)

8:10 pm Motion by Larry to approve the minutes of May 23rd,  2nd Adam, PASS

Motion by Larry to approve the minutes  of , Larry, 2nd Adam.  PASS

Adam talks about the Reinach tank status.

Adam wants to be the primary contact to vendors on Reinach Tank.

Larry, Jay recommend that all communications go through committee and Adam can be liaison between committee and contractors/engineers.

Motion by Jay, 2nd by Larry L. to have Adam be primary liaison with engineers and contractors on Reinach Tank Relplacment.

PASS

Adam states, Chris Hodgecan says no freezing concerns inside of tank cylindrical above ground designs.

ROV (Remotely Operated Vehicles) inspections are common now. No need for chambers in this cylindrical design is discussed. No Ice complaints from various towns. No chambers needed. Other local towns mentioned have chlorinated systems. Eidelweiss does not currently.

Construction access is OK on Reinach Place and roads leading to the proposed site.

2 phase engineering design is discussed.

Chris Hodgecan told Adam this is favorable.

Larry discusses need for Project Plan. Need to work with Chris Albert (if appointed) to work with committee on Project.

Jones & Beach has put forth an RFP for design work and design support of the cylindrical tank design. ($21,700.00)

The RFP is discussed. Questions from committee discussed.

Certain questions eliminated by committee.

Questions 14 and 17 for Chris Albert to be asked tonight.

Question 9, 14, 17, clarity on 18 and 19.

What is a 2020 survey services not included #5 please elaborate?

#18 does this complete electrical include all controls?

#14 geotechnical report is this complete expense.

How much of the $21,700.00 be eliminated by work already done by Dubois & King. (Surveying & Geotech)?

Motion Adam to call Chris Albert by Adam by phone. 2nd larry. PASS. (Chris does not answer. No discussion)

Larry has more questions on two phase, engineering design plan.

Jay to investigate the use of plan components already paid and completed in the Dubois & King Design such as survey and Geotech work.

Larry asks to set up project plan.

Adam reports that Ralphs numbers previous were off by 32% for the rectangular tank design (underestimated).

10, 20, 30 year pay back periods are offered through SRF loans.
10 yr vs 20 yr extra $43k per year will save ~$160k. at ~3.00% interest rate.

Larry did walk through with Ian and Kathy at the DPW well site Chem room Summit and Muddy beach.

Larry to write report.

Larry states that some things can wait some things are needed. Monday report due.

Next meeting, Next Wednesday at 8pm.
Motion to Adjourn by Adam , 2nd Jay PASS at 9:24

Respectfully,

Jay

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VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

June 10, 2019

The Board of Commissioners met at 9:00 am on Monday, June 10, 2019.  In attendance were Commissioners Adam Leiser and Kathy Koziell and Jay Buckley. 

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

1. Agenda

Extra meeting.  No agenda prepared

2. Highway Department Report 

3. Water

4. Administration

Water Ordinance update discussed.  Preparation for list in advance is outlined as rationale for application/scheduling appointment date.  Discussion on wording.  Adam Leiser motion approve updated wording as reviewed.  Kathy Koziell second.  Motion passed 3-0.

Adam Leiser motion certified letter with Ordinance to all seasonal turns in last 12 months.  Kathy Koziell seconds.  Discussion on accommodating new owners.  Adam recommends reaching out to persons being affected by certified mail.  Jay Buckley outlines that justification exists to send certified mail to all changes of an Ordinance to residents.  Jay outlines 12 persons being individually notified.  Public Hearings, update on website are proper notice.  Sending a select group certified mail questionable as someone may not get notified.  Discussion on going back up to 5 years as an option.  Motion passed 3-0.  Adam Leiser makes a motion Hold certified letter for second week of September.  Add to Action List.  Kathy Koziell seconds.  Motion passed 3-0.   

Communication to all committee members regarding compliance with 91-A is reviewed.  A signature line item for Committee members is discussed.  Adam states that committee notice should go one step further and include a statement of no contact unless directed by Committee or Commissioners.  Handling at committee level is outlined. Discussion on clearly stating communication only when authority granted by Committee is held.  Jay Buckley outlines potential detriment if committee members cannot contact someone for information.  Adam, allow research, but not direct contact with officials.  Jay outlines separating as a policy that all activities inside and outside a committee must be authorized by committee.  Keeping 91-A separate is outlined.  Kathy Koziell clarifies ongoing committee discussions as limitation with no limit on pro-active contact.  Adam states that each committee should determine if interested in going that direction prior to any contact.  Policy statement that no member should have direct contact with state officials or possible vendors is recommended by Adam.   Adam Leiser makes a motion to adopt with signature page proposed notice regarding compliance with 91-A.  Kathy Koziell seconds.  Jay Buckley will work on developing a policy for committee members that each committee could adopt.  Motion passed 3-0.

Discussion on Reinach tank is held.  Jay Buckley outlines survey has been completed and is included in Dubois & King documentation.  Dubois & King information also includes information on geotechnical data.  Savings from Jones & Beach proposal could be $9,200.  Jay Buckley states discussion with Ian Hayes regarding cylindrical tank.  Ian still in favor of chambered tanks.  Discussion on ability to inspect and clean the tanks is held.  Difficulty in taking tank offline is reviewed.  Listing out costs for all segments of the project is discussed.   

Adam Leiser call DN tank.  Jay Buckley second.  Motion passed 3-0.

Chris Hodgson of DN tank is contacted.  Discussion on chambering tank is held.  Ability to inspect and clean without taking offline is outlined by Jay Buckley.  Concrete is interior surface and prestressed with steel diaphragm.  Cleaning tank is discussed.  Chris Hodgson outlines the need to take tank offline for inspection and cleaning, cleaning during off peak time is outlined.  Option of a chamber within tank that would hold 50,000-gallons is outlined.  Extra piping and valving as well as wall construction are discussed.  Using a diver for cleaning and inspecting while taking tank offline for a day is outlined.  Chlorination after diver entering tank is discussed.  Chris outlines diver is disinfected prior to entering.  Tank should be tested and chlorinated prior to being put back online.  This would add another day with the system offline.  Checking with DES on taking system offline is recommended and would need to be done prior to choosing this tank. 

Adam Leiser makes a motion to call Rick Skarinka of NH DES.  Kathy Koziell second. Motion passed 3-0.  No answer.  Message left for Rick to contact Jay Buckley.  Adam Leiser makes a motion to allow Jay Buckley to discuss with Rick Skarinka.  Kathy Koziell seconds.  Motion passed 3-0.  Renting temporary storage could be done to keep system online. 

Adam Leiser makes a motion to contact Chris Albert.  Jay Buckley seconds.  Motion passed 3-0.  Chris Albert on phone.  Discussion on existence of geotechnical data and survey completed by Dubois & King.  Chris Albert states may not meet required specification for a DN pre-cast tank installation.  Strength of bedrock 5 feet into bedrock is needed for this tank.  Chris Albert outlines need to keep Class VI road open, survey specifics needed.  Chris Albert discusses option of SCUBA inspection and cleaning as an option for this tank.  Adam Leiser informs Chris Albert of discussion regarding ability to inspect and clean.  Chris will forward information on inspection services.  May not need to chlorinate tank after diver has inspected.  Chris Albert asked for cost should they be hired for project oversight.  Could be determined once contractor chosen.  Roughly estimates $10,000 for engineering oversight.  Engineering would handle the payment requisitions and schedule of values.  Jay Buckley outlines option of inclusion of piping to include option of temporary supply scenario.  Filling and abandoning the existing tanks are recommended as best option.  Chris Albert mentions June design recommendation for DN Tank.  Phone call ended.  Jay Buckley discusses getting information from DES prior to authorizing proposal.   

Adam Leiser makes a motion to sign the Jones & Beach proposal.  Kathy Koziell seconds.  Adam discusses positives for signing this proposal.  Discussion on marking document for possible reduction for information on hand and for adding engineering services for contract oversight. 

Adam Leiser makes a motion to call Chris Albert back.  Jay Buckley seconds.  Motion passed 3-0.  Chris Albert asked to update proposal to include reductions should survey be able to be used or if geotechnical data can be used.  Chris Albert would like to include these services with specifics for DN tank.  Chris will update to include engineering project management.  Chris will send updated document.  Adam Leiser makes a motion to sign the updated proposal out of session.  Kathy Koziell seconds.  Motion passed 3-0. 

5.  Accounts Payable

6.  Minutes

Adam Leiser makes a motion to approve minutes of June 6.  Kathy Koziell seconds.  Add statement of people on both sides upset, Board doing it right.  Some people state ponds are too low, some people state ponds too high.   Add legal matter to reason for non-public session.  Motion passed 3-0.   

7. Commissioners Reports

8. Signature Items 

A response to the Bureau’s is reviewed regarding an email thanking Terri & John Cancelarich for raking the beaches.  Adam Leiser makes a motion to sign the letter to the Bureau’s.  Kathy Koziell seconds.  Motion passed 3-0.  

9. Correspondence

10. Scheduled Appearances

11.  Public Comment    

12.  Other Business   

At 10:42 pm 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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Village District of Eidelweiss

Communications Committee Meeting

June 4, 2019  -  5:00 PM

Approved

The Communications Committee met on Tuesday June 4, 2019 at 5 PM at the Lodge  Present are committee members Michael Dolan (MD),  Kathy Koziell (KK) and Paula Doyle (PD).   Erin  Laplante (EL) attended the first 25 minutes by phone and attended in person for the rest of the meeting.  Isabel Pais (IP) attended by phone.  The meeting was not videotaped. 

At 5:04 PM, Chairman PD calls the meeting to order and makes motion to call Isabel Pais and Erin Laplante.  KK seconds.  Motion passes 3-0.  

PD makes motion to approve agenda.   KK seconds.  Motion passes 5-0.

PD makes motion to approve minutes from 56/19 meeting.  KK seconds.  Motion passes 4-0-1. (IP abstains as she was not on committee at the last meeting).

PD asks if committee can select a new secretary to take affect at next meeting.  PD has been acting as chairman and secretary since Andrew left committee and challenging to take minutes while chairing meeting.  KK volunteers to act as secretary.  PD makes motion to make KK secretary to take minutes starting at next meeting.   MD seconds. Motion passes 5-0.

Newsletter discussed in terms of process, timing & approvals.  PD expresses concern that draft submitted in May on 5/14 and then 2 weeks of changes and revisions creating a lot of work for KK and Nancy Cole.  Discussion on either moving draft back closer to end of month to avoid multiple rounds of changes and updates.   Suggestion made to meet 2x per month in order to discuss topics in first meeting  (first week of month) and submitting draft after 2nd meeting (3rd week of month).  Agreement that this makes sense so we will go back to mtg twice a month. 

Comment made and some agreed that newsletter could look better in terms of format.   Could it be a pdf with a masthead to look more like a newsletter?  Some thought that it was easier to read when in the body of email while others prefer a pdf.  Suggestion made to consider doing a survey sent out through an email to get property owner input on communications tools and formats.  Agreed to give this more thought and discuss at next meeting. 

Discussion also on objectives for the newsletter as a resident made comments at last Commissioners Mtg that content was not detailed enough as it pertains to projects, budgets and spending.  Committee members agreed that current content was working and anecdotal feedback had been primarily positive providing the right type and amount of content for the average resident.  Those seeking more detail have ability to request information from office and/or attend meetings.   Comment made that a survey would be a good way to validate these assumptions.

June Newsletter Topics discussed to possibly include Pond Levels, Public Hearing Results, Fire Permits, Grader Repairs, Audit Link, Tax Bill (include some basic info and chart with info on Eidelweiss vs. Madison taxes), EPOA Summer Events, Loon Update, Beach Testing, Water – Electrical work at pump houses, Volunteer Projects, No Fireworks reminder.   Another idea brought up was to include one “Did You Know?” item in each newsletter (such as the info on taxes).

Social Media Communication was discussed.  There are currently 2 Eidelweiss websites (VDOE and EPOA) and 4 social media sites (InfoBoard on Yahoo, 2 Facebook sites (1 public and 1 private) and 1 NextDoor Eidelweiss site.)   Commissioners have asked Communications Committee to discuss and develop a recommendation on whether the VDOE should create its own  facebook page and whether or not Commissioners should post/participate on social media sites.  General agreement was reached that another fb page was not a good idea as it would create more confusion for people and it would require giving one person authority to post in order to be timely and this could create even more issues. Some comments were made that fb can be a good way to engage with people, however the overwhelming consensus was that the Commissioners should not engage and instead should continue to respond to correspondence and allow comments and questions at meetings.    Discussion on whether or not BOC could allow people to attend meetings via dial in or conference call.  Suggestion made to investigate if a service like Webex would work and whether or not this could be done from the lodge because no Wi-Fi.   Agreed to continue discussing this in future meetings.

PD makes motion to advise Board of Commissioners that they do not engage on any social media site on any VDOE related topic or subject.  EL seconds.   Discussion:  It would be okay if a Commissioner continued to be a member of pages and could comment or post on other topics such as a recommendation for a tradesperson or a comment on something else posted that is not related to the activities and responsibilities of the VDOE.   Motion passes 5-0.

Discussion then continued on whether our committee should take up same issue for committee members.  Agreement to discuss at next meeting once commissioners made decision on their role.   PD also informs everyone that a related issue came up in environmental committee about what committee members could do in terms of contacting experts and vendors on related or unrelated committee business.

Committee Mission Format & Content.    Commissioner Leiser had asked PD to take this topic up with our committee following a discussion in environmental committee.  Discussion that this was not a great use of anyone’s time.   PD makes motion to recommend to BOC that all committees draft generalized mission and goal statements.  MD seconds.    Discussion that it would be fine for any committee that also felt the need, could create more detailed addendums on process and procedures.  Motion passes 5-0.

Website status & content: PD has been working on wordpress and trying to address and understand why posts since 5/29 have been appearing on the wrong pages.  Have met with Nancy Cole to review and to date have not been able to fix but will continue to work on this problem.  IP may be able to help with some wordpress experience.  PD to follow-up with IP for assistance.  In the long run, a new site may be advisable but first want to get current site reorganized and fix documents that are misplaced.

Report from Commissioner Koziell. – Updates to ordinances from public hearing will be finalized soon.   Other updates have already been discussed.

Beach Signage:  PD distributed current & proposed beach signage that should be produced prior to busy July & Aug months.  KK to present to BOC at next mtg on Thursday night.  PD discussed with Nancy Cole and can help her to move to production upon approval of content.

Public Comment/Scheduled Apperances:  None

Next Meeting Scheduled for Monday June 17th at 5PM at Lodge.

6:40 PM  PD makes motion to adjourn.  MD seconds.   Motion passes 5-0.

Respectfully submitted - Paula Doyle (Chairman)

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VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

June 6, 2019

The Board of Commissioners met at 8:00 pm on Thursday, June 6, 2019.  In attendance were Commissioners Adam Leiser and Kathy Koziell and Jay Buckley.  Also present were Mike Smith, Donna Smith, Jane Gunn, Dorothy Wondolowski, Gloria Aspinall, Ron Sandstrom, Lee Sandstrom, Paula Doyle and John Cooley of the LPC.  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.     

Scheduled Appearances are held first to allow persons present to speak. 

10. Scheduled Appearances

Jane Gunn outlines that every northern state has some sort of Loon protection.  Loons are actively protected in Maine, Vermont, Michigan, Montana and other states.  Mike Smith discusses sending a letter to the office in April to handle the water level of Little Pea for protection of the loons that was approved.  Is upset that the Board gave Adam permission to deal with the water level without receiving notice.   Mike states that the Board has no experience with this issue and do not have enough experience to do this.  Mike discusses NH Fish & Game intervening to keep the water level as it was for protection of the loon nests.  Adam outlines that the Board is following the guidelines of the experts.  Trying to find a long-term plan that will guide future Boards and the District in maintaining water levels for protection of the loons.  Mike continues and restates that the Board does not know what they are doing.  Ron Sandstrom suggests that the District should keep the level low until after the loons have nested.  Ron states his house is on Big Pea, water level goes down and up, naturally finds a stasis.  Ron recommends the District support the loons and conservation efforts.  Adam Leiser states that if another board was removed, the channel between Big Pea and Middle Pea would be dry.  Adam outlines that the year the beaver dam was removed was the wettest year and the level in Big Pea was low.  Kathy Koziell outlines that the Board sought the guidance of the experts throughout this process.  Paula Doyle states that she has witnessed all of the meetings.  A very vocal resident on Big Pea has complained about the water level.  Paula outlines the need for the Board to have input from all the involved experts.  The input has been good.  Paula adds that the Commissioners could have advised Mike of what was going on.  Gloria Aspinall outlines that the first egg was laid while the nest was at water level.  John Cooley states that the water level management has proceeded as normal.  Case by case reviews and close management are needed for management of a loon nest.  Gloria states that keeping a close eye on the water levels until the eggs have hatched.  Gloria adds that the ponds are spring fed, wait until the eggs have hatched and then put the boards in.  John Cooley adds that the pair on Little Pea nested in the third week of May the last few years.  Jay Buckley adds that there is conflicting wishes; high pond levels, stream flow at the outlet.  Jay apologizes to Mike for not informing him; Adam Leiser agrees.  Mike Smith outlines that the outlet is a by-product of the ponds, there is no regulation that the outlet stream flow is maintained.  Jane Gunn highlights that the low water level allows people to clean their beaches and is beneficial, not harmful.  People could be pointing at the dam and the loons when it may not be their fault.  Question on why persons are complaining.  Paula Doyle highlights that those residents believe that the lower level could damage the ponds.  Adam highlights the need for the study that NH Department of Environmental Services will be completing regarding the relationship between the dam and Big Pea.  Ron Sandstrom states that Big Pea has a natural low-level limit.  Does not believe that the pond is being damaged by management of the dam.  A question on property turn-over is held.  Average turn-over is stated to be 4 years.  Dorothy Wondolowski states that persons illegally clearing up to the edge of the pond are the things that can damage the ponds most.  Gloria highlights that if the VDOE follows the laws, everything should be OK.  Ron states not a complex issue, check the nest site and lower the level until it is exposed.  Paula states that the issue is two-sided.  This is not an easy subject.  Mike Smith states that loons have nested in the same area for 43 years.  Paula adds that the same residents stated that they came to the prior board and felt they were ignored.  Ron Sandstrom outlines that the lake level has been set for the loons for over 40 years.  Adam sates at this time, following Fish & Game guidance will be done until the loon eggs have hatched.  Jay Buckley makes a motion that the District control the water level of the dam for best management protection of the loons in Little and Middle Pea ponds.  Adam Leiser seconds.  Discussion on holding until DES report is received.  Kathy states do the right thing now and determine after DES study is completed.  Currently, the loons have eggs and protecting the nest is required by law.  Discussion on actions of prior boards and addressing the concerns of the residents is outlined.  Mike states that the current Board is to blame for this issue.  Motion failed 0-3.  Jane Gunn asks what agency is doing the report.  DES is doing a hydrologic and hydraulic report on the flow of water through the dam and the effect on the Middle and Big ponds.  Discussion continues; including an option to change the size of the boards for better regulation. Adam Leiser comments that the Commissioners must be doing it right because both sides are unhappy; those that feel the level is too low and those that feel the loons are highest priority.    Dorothy Wondolowski confirms that the water level will be set for protecting the nest; it will be until chicks are in the water.  John Cooley summarizes that the nest will be monitored by the Loon Preservation Committee.  Mr. Cooley will continue to work with Fish & Game and NH DES as needed.                      

2. Highway Department Report 

3. Water

4. Administration

Reinach tank proposal from Jones & Beach Engineering is reviewed.  Updating to include phase 1 and phase 2 to allow for initial review by contractors is discussed.  Adam Leiser makes a motion to request a two-part contract and provided there is no cost change, sign agreement out of session.  Kathy Koziell seconds.  Discussion ensues on benefits of verifying contractor interest prior to incurring cost for a final design.  Motion passed 3-0. 

Adam states that water committee has asked Adam to be contact with Chris Albert regarding the engineering.  Adam states that there should be no concern with freezing of these tanks.  Discussion on concern with ice formation on the walls without complete freezing of the tank which can still be a concern.  Ice can cause stagnant water caught against the walls, allowing bacteria into system.  VDOE does not want to need to chlorinate at any point in the future.  Adam discusses that other local systems have stated no maintenance needed on the D&N tanks. 

Audit is discussed.  Adam Leiser makes a motion to sign the audit representation letter.  Kathy Koziell seconds.  Motion passed 3-0.  

Payroll report is reviewed and discussed.  Adam Leiser makes a motion to approve payroll in the amount of $6,906.42.  Kathy Koziell seconds.  Motion passed 3-0. 

Discussion on the SRF pre-application is held.  Update to show $20,000 engineering and $870,000 for construction is recommended.  Adam Leiser makes a motion to give verification approval to Kathy Koziell.  Kathy Koziell seconds.  Motion passed 3-0.

Discussion on water hook up request received.  Nancy outlines should send to engineer.  Adam outlines prior discussion for possible change to ordinance to remove need to engineer each request.  Adam Leiser makes a motion to send to Dubois & King.  Kathy Koziell seconds.   Jay Buckley discusses not sending to Dubois & King as the lot will most likely have insufficient pressure.  Jay Buckley moves to table for one additional week.  Motion tabled 3-0.    

Meeting with the DPW crew is discussed.  Regular meeting with crew is critical.  Changing meeting times is outlined as one option.  Meeting time change to 8 am for June 20th. 

Proposed update to Water Ordinance is reviewed.  Adam Leiser proposes informing seasonal turn valve changes by certified mail to property owners.  Jay Buckley discusses people should be informed when they call to schedule. Discussion on clarity of wording is held.  Water Ordinance wording will be updated prior to signing.  Highway & Streets Ordinance update is reviewed. 

Discussion on proposed contact to committee members regarding compliance with 91-A is held.  Jay Buckley outlines that draft clearly states obligation of all committee members regarding 91-A.  Jay outlines representation from Board of Commissioners to committee members should be on record.  This will be discussed again next meeting. 

5.  Accounts Payable

Adam Leiser makes a motion to approve 19 checks for a total of $24,915.02.  Kathy Koziell seconds.  Motion passed 3-0.

6.  Minutes

Adam Leiser makes a motion to approve minutes of June 1.  Kathy Koziell seconds.  Paula Doyle comments moving discussions to where they set as the minutes do not follow chronology.  Jay Buckley makes a motion that June 1 minutes move paragraph on scheduled appearances to first discussion topic.  Adam Leiser seconds.  Motion passed 3-0.  Adam Leiser makes a motion to approve the minutes of June 1 as amended. Jay Buckley seconds.  Motion passed 3-0. 

Adam Leiser makes a motion to approve the minutes of the Public Hearing June 1.  Kathy Koziell seconds.  Motion passed 3-0.   

7. Commissioners Reports

Kathy Koziell states that she has registered the DPW for a fire safety webinar on June 20 at 10 am.  DPW will attend webinar as the June safety meeting.   

Kathy Koziell states that the building interior electric work has been completed; the hot water heater is now working as are the motion lights.  Exterior lights at DPW II still need to be repaired.   

Kathy Koziell completed a pump house tour for review of electrical work Larry Leonard and Ian Hayes.

Kathy Koziell has created map and lot number labels for relabeling property files in the office.

Jay Buckley outlines that he has three volunteer projects he would like to propose.  The bulletin board area would need a $500 allocation. 

White lines for basketball court at Eidelweiss Beach are discussed.  Jay Buckley makes a motion to approve up to $100 for paint and have volunteers paint the court lines.  Adam Leiser seconds.  Motion passed 3-0. 

Jay Buckley discusses line striping down Eidelweiss Drive.  States ok to do single line.  Question on double line and side edge fog lines. 

Adam Leiser states that an Environmental Committee meeting was held Sunday night.  The Environmental Committee has recommended to Commissioners request the EPOA be asked to pay for pond testing.  Adam Leiser makes a motion to ask the EPOA pay for lab testing portion for bi-weekly pond testing; weekly if a beach takes a hit.  Kathy Koziell seconds.  Motion passed 3-0.

Adam Leiser makes a motion to post a job for beach raking for Mon to Fri.  Jay Buckley seconds.  Motion passed 3-0.  

8. Signature Items 

Adam Leiser makes a motion to have Adam Leiser sign Eversource agreements for use of their land to access the DPW yard.  Kathy Koziell seconds.  Motion passed 3-0.   

Adam Leiser makes a motion to have Adam Leiser sign the second Eversource land use agreement for storing equipment in the yard for another 3 months.  Jay Buckley seconds.  Motion passed 3-0.

Maudsley response as updated at last meeting is reviewed.   Adam Leiser makes a motion to sign the letter to David Maudsley.  Jay Buckley seconds.  Motion passed 3-0.   

Way response reviewed.  Adam Leiser makes a motion to sign the letter to Derek Way.  Kathy Koziell seconds.  Motion passed 3-0.    

Audit representation letter is reviewed.  Adam Leiser makes a motion to sign the audit representation letter.  Jay Buckley seconds.  Motion passed 3-0.    

EPOA lodge use request is reviewed.  Adam Leiser makes a motion to approve EPOA use of the lodge Sat June 8.  Kathy Koziell seconds.  Motion passed 3-0.    

WO 2019 for culvert replacements at 22, 24 and 26 Middle shore is reviewed.  Adam Leiser makes a motion to sign WO 2019.  Kathy Koziell seconds.  Motion passed 3-0.  Property owners will be informed. 

Adam Leiser makes a motion to sign Water Ordinance as updated at Public Hearing 6-1.  KK seconds.  Discussion on wording being unclear.  Will be updated prior to signing.    

Adam Leiser makes a motion to sign the Highway & Parking Ordinance as updated at the Public Hearing June 1.  Jay Buckley seconds.  Motion passed 3-0.   

9. Correspondence

11.  Public Comment    

Paula Doyle requests updating of signs at the beaches to agree with Ordinance wording.  Recommended wording has been completed by the Communication Committee and will be sent to office.  Paula states that the Communication Committee recommends the VDOE not start a Facebook page. Paula adds that the Communication Committee recommends the Board not respond to official business on social media.  Adam Leiser makes a motion to accept the recommendations of the Communication Committee.  Kathy Koziell seconds.  Motion passed 3-0. 

12.  Other Business   

At 11:03 pm Adam Leiser makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters and (e) legal 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 11:35 pm Adam Leiser makes a motion to exit Non-Public session and resume the public session.  Kathy Koziell seconds.  Motion passed 3-0.    

Kathy Koziell will cover the office tomorrow afternoon so Nancy can take the afternoon off. 

The status of the Sherriff’s tower update with the Madison Planning Board is discussed.  Adam Leiser makes a motion to have Jay Buckley act as VDOE BOC representative on Sherriff’s tower.  Kathy Koziell seconds.  Jay Buckley outlines VDOE as landlord; not project proposer or developer.  Notice for Madison Public Hearing will be published in VDOE newsletter and posted.  Motion passed 3-0.    

At 11:47 pm 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 June 6, 2019

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

     Review of Actions, Projects and Issues List    

  • Administration:  CM060119, PH060119, Reinach tank proposal, Audit, MS-535, payroll, SRF pre-app,   
  • Accounts payable: $24,915.02 - 19 checks
  • Signature Items: Eversource land use agreements, Way response, Audit rep letter, audit  solicitation,
  • Commissioners Reports
  • Correspondence:   
  • Scheduled Appearances: Mike Smith, Jane Gunn  
  • Public Comment:
  1.  Other:  Committees and communication channels  

Non-Public Session pursuant to RSA 91-A:3, II (a) employee matters and (e) legal  

                        Adjourn

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Environmental Committee in the VDOE – June 2, 2019

Call to order: 8:05pm

Members present:  Paula Doyle, Larry Leonard, Adam Leiser, Patti Aliventi

Members absent: John Cancelarich

Call to order 8:07am

Motion to approve agenda made by Adam – second by Patti – vote 4-0

Motion to approve call to John Cancelarich – Larry – second Paula – vote 4-0

John makes a motion to change the minutes from last meeting by adding the following:

John C asks Mr. Krautman if he is aware of the major concerns on Big Pea: Low water levels, loss of aquatic life at short line, problems with docks, boats and swimming.  Mr. Krautman said that he is aware of the concerns.

John C asks about the investigation of the new culvert on Big Loop.  Mr. Krautman had most of the information except he did not know the depth placement of the previous culvert.

John C recommends recording two measurements at the dam: water level and overflow level.  The current levels are 7 ¾ inch from top of cement and overflow is 8 inches.

John C and Adam agreed that the dam lost about an inch of water per day in depth for the pond for approximately 5 days and the decrease then changed to ¼-1/2 inch daily at the dam

Adam second  - vote 4-0-1 – Patti abstained because she was not in attendance at prior meeting

Motion to approve mission statement from Adam – second Patti ----

Discussion ensues

Vote is no 0-5

Summary of Fish and Game letter was given.  Final discussion was that the BOC made a decision and time spent on this is wasted. 

Larry makes a motion to have BOC allow someone to take measurements of the level below the concrete, above, the board and at Big Pea culvert.  – Paula second

Vote Patti, Adam, No (rationale given by both is that rainfall amount needs to be part of documentation and regular schedule needs to be maintained)

Vote Paula, John, Larry Yes

Motion passes 3-2

Adam will forward the Fish and Game letter to the committee

Adam says that the committee members should not contact state representatives, vendors, etc… regarding committee information

Paula says it should go to legal for verification.

Adam says he doesn’t want to violate anyone’s rights but as members of the committee, correspondence should come from the committee.

Outhouses: Summary of bottom feeders conversation with Adam and Greg.

Larry to verify if outhouses have liquid in them.  Larry to contact Kathy and/or Nancy about who they have contacted already this year in regards to outhouse cleanings.

Adam informs the committee that the environmental committee tasked by BOC to have a recommendation regarding outhouses

Pond testing: weekly beach testing at 5 main beaches – Monday mornings – last year by Gloria

13 weeks - $175 per week = $2275

This is voluntary – used to be paid for by EPOA

Adam motion and Paula seconds: recommend to the BOC that the BOC ask the EPOA to pay for this. Vote 5-0

Discussion ensues

Adam motion Patti second – recommend to the BOC that the bathroom cleaning person take the samples and be correctly instructed as to how collection is to be done and delivered.

Vote 5-0

Paula volunteers to train the person

Adam motion and Paula seconds – recommend to the BOC work to be done bi-weekly unless a fail test occurs.  If it does, testing should be done weekly until normal results are reported.

Vote 5-0 yes

Paula to look at VLAP testing further

Adam highlights that the EPOA has a full board

Nothing to report on storm water management

No public comment as no public is in attendance

June 16, 2019 at 8pm in the Lodge is the next meeting

Motion to adjourn – Adam / Paula second

9:08pm

•

 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

June 1, 2019

The Board of Commissioners met following the Public Hearing on Saturday, June 1, 2019.  In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley.  Also present were Treasurer Dinah Reiss, Mark Graffam, Mike Dolan, Dianna Dolan, Angela Carini, Larry Leonard, Paula Doyle, Terri Cancelarich, Randy Knowlton and John Cooley of the Loon Preservation Committee.  The meeting was filmed for Madison TV by Tim Hughes.                            

At 9:25 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.     

Scheduled Appearances is held first to allow persons present to speak. 

10. Scheduled Appearances

Many emails have been sent regarding the level of the ponds.  Letter from Fish & Game has been received.  Kathy Koziell reads letter.  Letter states that VDOE should not place a board at this time based on the location of the loon’s nest.   Placing a board that could flood the nest would be a violation of RSA 212-A.  Outline of report that will be completed by DES giving additional information on the relationship between the ponds and the dam on Little Pea is highlighted in the letter.  Adam Leiser outlines statement by DES to wait until we heard from Fish & Game before adding a board.  Study will be done to create a long-term plan for the ponds.  Mike Dolan outlines that a floating nest exists on Big Pea; nest is not used.  A floating nest for Little Pea may be an option.  Placing a dam at Big Pea is discussed as a possible option.  This would be a one to two-year process.  Terri Cancelarich discusses a pre-emptive draw down of the ponds prior to the nesting of the loons as her point of contention with the Board.   Adam states that a better investigation of this process has been worked on in the last three and a half weeks than has been done in years.  Adam adds that currently there is one additional board in the dam than prior years.  The process on file with DES has been followed.  Terri states process not followed.  Kathy Koziell outlines intent to cut down some boards for future regulation of pond levels with less impact to the ponds. Judy Taylor outlines that some decent information has been received and that Board has gone above and beyond for this issue. Mark Graffam questions a highway department report and if reports are received weekly.  Mark Graffam questions if the DPW reported that they were looking at the Big Loop culvert.  Debris has built up at the culvert.  This debris is keeping Big Pea 2 inches higher than it would be naturally.  Cleaning the culvert inlet is discussed.  Adam Leiser makes a motion to have the DPW clean debris at the Big Loop culvert.  Jay Buckley seconds.  Question on ability to clean culverts; does not apply to this structure.  Jay Buckley adds that the culvert is not a dam.  Motion passed 3-0.  Terri Cancelarich questions the larger culvert that was installed when the old culvert failed and was replaced.  Mark Graffam stated that this was mandated by the State.  Terri Cancelarich makes a remark on the loons as a threatened species in NH only; loons are not protected in VT or MA.  Terri continues with a comment on LPC failing in their mission since loons are still threatened after 30 years and then remarks on the financial status of the LPC.  Terri Cancelarich leaves the meeting. 

John Cooley of the NH Loon Preservation Committee (LPC) has joined the meeting to review the status of the loon’s nest.  Placement of a floating nest on Little Pea is discussed.  John thanks persons for their involvement for protection of the loons.  Nest is vulnerable to flooding or stranding if water level increases or decreases.  It is the obligation of the stake holders to protect this nest and the eggs.  Two eggs are in the nest.  John discusses holding level at dam in attempt to keep Big Pea higher.  However, this cannot be done now that the loons have nested.  DES is preparing the study to attempt to answer the questions on the relationship of the pond levels.  Adam informs John that the Commissioners are not making any change at this time.  Possibly keeping water at a higher level at the dam in spring; maybe 6 – 8 inches, could be done going forward.  Dam management solely for protection of a loon’s nest is for the four weeks the birds are on the nest.  June 20th is around the time that the loons should leave the nest.  John Cooley outlines that a floating nest could be a reasonable option in future years if necessary.  If the loons have a natural site available that will always be the first preference.  John would like to see the report that DES will complete to review the relationship between the dam and Big Pea.  LPC will be glad to review all options once the study is complete.  Effect of dam on the level of Big Pea is discussed.  Mark Graffam outlines that the level of Big Pea is a function of source and rainfall and not specifically limited to the dam at Little Pea.   

John is aware of one floating nest raft on Big Pea; LPC was not involved with this.  The practice of persons placing their own rafts is discouraged but does occur.  LPC follows specific protocol when placing rafts.  Mark Graffam outlines sloping waterfront property and the nature of persons who lose property at the high-level mark and concern of others on same lake stating very low water level.  This is due to the fluctuating slopes on persons property.  Objective information is needed to offset some of the emotional responses persons have regarding their property.  Mark Graffam outlines knowing the high-water level for all VDOE properties would be a beneficial benchmark.  The high-water mark on the dam should be a guide.  Study is needed.  Kathy Koziell questions if loons will seek a different location if nesting site is not available for whatever reason.  John Cooley outlines less success at any other nest site on Little Pea.  This pair of loons has been successful for many years; there are only a few pairs of loons with this success rate.  John Cooley states that he has not seen erosion at this site.  Paula Doyle asks John Cooley if he knows why loons are protected in NH and not in other states; summarizing Terri Cancelarich’s strong negative comments regarding the LPC.  John states loon population increase since LPC formed.  Threatened status of loons reflects the intensive management of loon nesting sites that is needed.  Remain on list because the sites require a large amount of management and conservation efforts in order to have successful nests.  Lead sinkers used by fishermen still have large negative impact on the loons.  Mr. Cooley does not think LPC has been unsuccessful but it is still a work in progress.

2. Highway Department Report 

3. Water

Discussion on having additional information from Ian Hayes on a regular basis is outlined. 

Monthly billing as outline of daily activities is discussed.   

4. Administration

Tire damage incurred by resident Derek Way is discussed.  The metal piece hit was 6 -7 feet off the side of the road on Sarnen and sticking out about 4 inches.  RSA 230:91 is discussed.  Municipal liability does not occur unless the hazard was known.  Adam Leiser makes a motion to decline request for reimbursement to Derek Way.  Kathy Koziell seconds.  Jay Buckley states that removal of old signpost should have been done when the new sign was installed.  Jay Buckley adds that he is inclined to recommend paying for this.  Adam discusses the location off the side of the road and not in the roadway.  Discussion continues outlining other areas near that spot that could have been used to turn around.  Discussion on VDOE liability.  Law is clear that municipal liability does not exist if hazard is unknown.  Jay Buckley disagrees; stating prior DPW should have removed the old post when placing a new post.  Motion passed 2-1 with Jay Buckley against declining request.  Adam will draft a letter. 

Discussion on communication.  Adam Leiser discusses drafting of a policy.  Balancing the law and getting people information is outlined as a challenge.  Developing a Facebook page is outlined as something to look into.  Communication Committee will discuss at this week’s meeting; Tuesday at 5 pm at the lodge.  Posting will be updated to show location change.  Jay Buckley discusses use of social media to release information to the public.  He hasn’t publicly posted on the info-board due to potential appearance that communication is from the Board.  Allowing the Communications Committee to update website and using the Communications Committee newsletters which are approved by this Board as official means of communication is outlined and discussed.  Jay warns against use of social media.  Discussion that it does take time to get information out due to the approval process occurring during posted public meetings is held   

Review of Administrator’s memo about compliance with RSA 91-A, the NH Right-to Know Law, is outlined. 

Closing of the outhouses will be looked into by the Environmental Committee.  Outhouses will be used this year.       

Reinach tank proposal questions are reviewed and discussed.  Jay Buckley discusses creating an outline that could be reviewed by contractors for a preliminary design to obtain a feel for contractor interest.  If review shows that significant savings can be obtained, move into full proposal and design at that time.  Adam outlines that he is 90% certain this tank will cost less.  Jay states that delay can be mitigated if engineer releases initial first phase design.  Jay recommends preliminary numbers for protection of the District.  Paula Doyle outlines project management for this timeline.  Jay outlines need for regular meetings of water committee to oversee this and stay on point for meeting any timeline established.  Outline for obtaining a preliminary cost estimate is discussed.  Protection for the VDOE taxpayer is recommended; obtaining additional information is advisable.  Mark Graffam outlines review of historical information; tanks timeline is concerning.  Lift time pressure and do it right; full review of all information needed.  Recommendation to discuss projects with project owners and not the supplier is made by Mark Graffam.  Jay Buckley will look into obtaining additional information.    

State Revolving Loan Fund application will be pulled for review by the Board for next Thursday. 

Discussion on audit status, the auditor and possible changing of the auditor is held.  Review of bidding process for audit services will be done. 

Adam Leiser makes a motion to contact White Mountain Survey for estimate of engineering costs to remove Burgdorf culvert.  Kathy Koziell seconds.  Motion passed 3-0.  Discussion on closing Burgdorf permanently as two dead ends is discussed.  Randy Knowlton states he has no interest in allowing a turn-around on his property.  Adam Leiser outlines obtaining the lot for green space.  Road would still be Class V.  Discussion on trails, persons who walk dogs on the road and joggers is held.  Mr. Knowlton will consider use of the land for future additional discussion.  Discussion continues on creation of estimates.  Adam discusses sending design to White Mountain Surveying.  Mark Graffam recommends having review of designed plan done by more than one engineer.  Adam Leiser makes a motion allocate up to $400 for WMS to review design for Burgdorf.  Kathy Koziell seconds.  Motion passed 3-0.  Adam Leiser makes a motion to obtain a number for designing update to plans for more affordable solution.  Jay Buckley seconds.  Motion passed 3-0.  Adam Leiser makes a motion to remove Mary Alice Lapointe and Maryann Jackson from Environmental Committee as neither committed to being on the committee.  Kathy Koziell seconds.  Motion passed 3-0.   

Adam Leiser makes a request to have Kelly Robitaille review possibility to create a one-way road for Little Loop.  Jay Buckley discusses additional information/consultation from police and fire prior to any action on this request. 

Adam Leiser makes a motion to approve up to $800 for culvert replacement at 22, 24 and 26 Middle Shore Drive.  Jay Buckley seconds.  Motion passed 3-0.  Adam Leiser makes a motion to have work completed by July 1.  Kathy Koziell seconds.  Motion passed 3-0. Adam Leiser moves to amend completion date to June 28. Kathy Koziell seconds.  Motion passed 3-0.                

Adam Leiser makes a motion to have Adam Leiser contact Jim Lyons to inform him the Saint Moritz project is on hold due to grader being in shop.  Jay Buckley seconds.  Motion passed 3-0.   

Jay Buckley makes a motion to advertise for cleaning of outhouses.  Adam Leiser seconds.    Discussion on posting the position on the bulletin board.  Adam Leiser discusses moving on; allow Gina to keep position.   Paula Doyle outlines adding time weekly for beach testing.  Motion passed 2-1 with Adam Leiser against posting position due to a qualified, experienced applicant who has her own cleaning business, history of difficulties in filling this position and not spending additional time on this matter.      

5.  Accounts Payable

Adam Leiser makes a motion to approve 1 check for a total of $42,000.  Kathy Koziell seconds.  Motion passed 3-0. 

6.  Minutes

Adam Leiser makes a motion to approve the minutes of 5/23/19.  Kathy Koziell seconds.  Motion passed 3-0.   

Adam Leiser outlines correcting minutes of 3/12.  This will be discussed at next meeting for any correction of the minutes. 

7. Commissioners Reports

Jay recommends set schedule for water committee meetings.  This will be worked on. 

Adam Leiser questions responses to emails when information sent by Facebook to the office.  Mark Graffam outlines forwarding information to the office when it should be sent.  Mark Graffam outlines placing documents on the website and simply referring to the location of the document.  Mark Graffam discusses a memo received by a prior VDOE Attorney advising caution while using social media for public officials and possibility of first amendment violations as recommended by Attorney Dan Crean.  Not commenting on public sites is general recommendation.  Paula Doyle outlines that newsletter can include additional specifics but is for all persons.  Some people may not be interested in details such as engineered drawings.    

8. Signature Items  

Eversource property usage letters – hold for next meeting.   

Response to Tommy Gunn is reviewed.  Adam Leiser makes a motion to sign the letter.  Kathy Koziell seconds.  Motion passed 3-0.              

Response to Rob Galante is reviewed.  Adam Leiser makes a motion to sign the letter.  Jay Buckley seconds.  Motion passed 3-0.   

Response to David Maudsley is reviewed.  Email received stating response of May 24 was not appropriate.  Response is read.  Jay Buckley makes a motion to update letter and sign out of session.  Kathy Koziell seconds.  Motion passed 3-0.    

Thank you to volunteers is reviewed and discussed.  Jay Buckley proposes that all volunteers be invited to an end of season appreciation event.  Adam Leiser makes a motion to approve $300 from Parks & Recreation for a volunteer appreciation day. Motion fails for lack of a second.  Jay Buckley states that he will fund this event. 

9. Correspondence

Correspondence regarding pond levels have been discussed. 

11.  Public Comment    

12.  Other Business   

Document on website regarding Bergdorf culvert replacement in the amount of $175,000 is discussed.  No quote was received for this amount.  The quote received was for $300,000-$350,000.  Adam Leiser makes a motion to remove the document from website.  Jay Buckley seconds.  Discussion on official website; www.vdoe-nh.org is held.  EPOA as separate entity is outlined and discussed.  Yahoo info board and Facebook sites being run by residents and not the VDOE is outlined.  Motion passed 3-0. 

The water rate projection calculation on the website is discussed.  Calculation was reviewed and the number shown is incorrect.  Projection used was $50,231; actual is $66,000.  Rate projected is incorrect due to this error.  Discussion continues on old documents on the website and best way to keep the information current. 

At 12:24 pm Adam Leiser makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (c) reputation.  Jay Buckley seconds.  Motion via roll call vote Adam Leiser yea, Kathy Koziell yea, Jay Buckley yea and the motion passed 3-0. 

At 12:35 pm Adam Leiser makes a motion to exit Non-Public session and resume the public session.  Jay Buckley seconds.  Motion via roll call vote Adam Leiser yea, Kathy Koziell yea, Jay Buckley yea and the motion passed 3-0. 

Adam Leiser makes a motion to have Jay Buckley update process for committee member training.  Jay Buckley seconds.  Motion passed 3-0.  

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

At 12:36 pm Adam Leiser makes a motion to adjourn the meeting.  Kathy Koziell seconds.  Motion passed 3-0.    

Respectfully submitted,

Nancy E. Cole

Administrator

•

The Board of Commissioners held a Public Hearing at 9:00 am on Saturday, June 1, 2019.  Present were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley.   6 persons were present.  The meeting was taped for Madison TV by videographer Tim Hughes. 

 At 9:00 am the Public Hearing is called to order by Chairman Adam Leiser.     

Water Ordinance proposed changes are reviewed by Commissioner Kathy Koziell.   

Update to Ordinance is to charge all homeowners $50 per turn on and turn off if done on the Saturday listed.  A $100 fine will be incurred if no one is present at scheduled time and the valve turn will not be done.   

Contact will be made with the property owners who request valve turns.  Jay Buckley outlines that scheduling work on a Sat is not acceptable to water operator Ian Hayes.   Jay Buckley makes a motion to alter the date to the first Monday in May and the first Monday in November.  Jay outlines that Monday may be easier for residents.  Dianna Doyle recommends scheduling turn on for first Friday of May; turn off for the first Monday in November.  Adam Leiser makes a motion to update the dates to the first Friday in May and the first Monday in November.  Jay Buckley seconds.  Motion passed 3-0.    Jay Buckley makes a motion to eliminate $100 fine.  Motion failed for lack of a second.  Jay Buckley discusses billing.  Currently homeowners are billed following VDOE receipt of charges from the Water Operator. 

Adding “if work is completed” behind $50 is outlined for clarity. 

Jay Buckley discusses emergency turn offs.  Current procedure is that no charge to homeowner is incurred for up to 2 hours of water operator time.  Ordinance states actual bill to property owner with minimum of $65.  This is not proposed to change and will be complied with. 

Highway and Parking Ordinance proposed change is reviewed by Commissioner Kathy Koziell. 

Proposed update to Ordinance is to limit overnight parking to Eidelweiss Beach.  Judy Taylor questions definition of temporary; addressed in another section.  Resident outlines suspicious activity at Eidelweiss Beach and allowing parking would allow additional illicit activity in this area.  Discussion on placing a light at this parking lot is outlined.  AL remove Eidelweiss Beach for now.  Adding a street light to the parking lot area could be done.  Adam Leiser makes a motion to remove Eidelweiss Beach for overflow parking.  Kathy Koziell seconds.  Discussion is held outlining that winter overflow parking is still allowed.  Motion passed 3-0.  Discussion on notifying police of any change.  This will be done. 

At 9:24 Adam Leiser makes a motion to close the Public Hearing.  Kathy Koziell seconds.  Motion passed 3-0.      

•

AGENDA FOR June 1, 2019

  1. Call to order at conclusion of Public Hearing
  • Approval of the agenda                                             

     Review of Actions, Projects and Issues List    

  • Administration:  CM052319, Way tire damage,  Reinach tank proposal question review, Admin memo to Board, communication channels;  
  • Accounts payable: $42,000.00 - 1 check
  • Signature Items: Eversource land use agreements, Maudsley response, Galante response, volunteer appreciation note,
  • Commissioners Reports
  • Correspondence:  pond levels and dam management
  • Scheduled Appearances: Terri Cancelarich
  • Public Comment:
  1.  Other:  Incorrect water rate calculation spreadsheet and other old documents on website  

Non-Public Session pursuant to RSA 91-A:3, II (c) reputation

                        Adjourn

•

VILLAGE DISTRICT OF EIDELWEISS
MAY 2019 NEWSLETTER

In This Issue:

Commissioner News

Upcoming Meetings - June 1st Public Hearing

Canoe/Kayak Rack Update

Road Update – Bergdorf Closure

Lodge Rental

Summer Rentals – rules and regulations

Pond Levels

Committee News

Volunteer Update – Beach Raking, Huttwil Mailboxes


 
COMMISSIONER NEWS
View all commissioner meeting minutes and agendas (posted 10 hrs prior)  Click Here

The Commissioners voted recently to post the latest financial reports to the VDOE website that includes the budget, cash flow report and capital reserve fund balances.  You can find these by clicking here.

Jay Buckley has been appointed to the Board filling the vacancy created by Ralph Lutjen when he resigned at the annual meeting.  Jay was sworn in during the Board of Commissioners meeting on May 14.

The on-call phone service at the office has been discontinued.  It was costing the district $127.66/month.  A survey of 6 surrounding towns found that none of them have an after-hours service.  Moving forward, callers will be instructed to leave a message for a return call when the administrator is available or in an emergency to call 911.

Administrative Assistant Position being posted.  We are looking for a 10-15 hour per week highly motivated independent individual to assist with workflow in the municipal office. Primary duties will be clerical, knowledge of Excel and familiarity with Office 365 beneficial. Application and job description can be obtained at the District office.

Warrant Article #8 was approved at the annual meeting authorizing $4,180 for a York rake replacement.  This purchase has been made and the rake is now in use.

Warrant Article #15 A project was proposed at the annual meeting to raise $36,140 to update the pressure reducing valve pit at Upper Lakeview/Rigi by separating the lines covered by the PRV (valve) to reduce pressure at some of the homes in this zone. The warrant was reduced to $2000 and was passed by the voters. This was to cover replacing just the valve which was done on May 14th.  The initial report is that pressure has been reduced at the affected homes in the area.  This will continue to be monitored to ensure that this issue has been addressed as required.

Warrant Article #18.  $42,000 will be deposited into the Water System Capital Reserve Fund. Check will be issued on June 1st from the unassigned fund balance.

UPCOMING MEETINGS

Public Hearing:  Saturday June 1 – 9:00 AM at the Lodge. The Public Hearing will be held to review proposed revisions to the Water and Highway & Parking Ordinances. Proposed changes are highlighted within the current ordinance on the VDOE website (vdoe-nh.org) All residents are encouraged to attend—questions and comments are welcome.

Check the VDOE website or the Huttwil bulletin board for all posted meetings & locations.


OTHER IMPORTANT DATES:

May 1:  Water Bills were due.  If you have not paid your bill yet, please do so as soon as possible.  All bills now overdue are subject to a fine of $50. On August 1st an additional $100 fee will be incurred.   

CANOE/KAYAK RACK REGISTRATION

Rack assignments were delayed this year due to the large amount of snow that kept us from inspecting and repairing the extensive damaged racks.  Assignments were sent on Friday, May 24th.  Registration for a second space is open.  An email was sent on Friday April 12th with details.

ROAD UPDATE

The heavy spring thaw and run off this year unfortunately contributed to the collapse of a culvert on Burgdorf Drive and the road has been closed indefinitely at the culvert crossing.  Homes at #1 thru #4 Burgdorf are accessible via Aspen Drive.  Access to all other houses on Burgdorf will be from Grison to Konstanz.

LODGE
The Lodge is now open.  If you’d like to use the facility for a gathering or event, please contact Nancy Cole at the district office for information and availability.

SUMMER RENTAL SEASON

Last month we published a 1 page mini poster that owners can print and post in their homes in order to share the rules and regulations in Eidelweiss with their renters and visitors.   Contact the office if you need a copy.

Pond Levels

On Tuesday May 28th Commissioner Adam Leiser and the Environmental Committee met with Charlie Krautmann from DES.  He will be back in the District on June 6th to gather data for a report that will be completed within 5 weeks regarding the management of the Dam. There was also a conference call on May 28th with Carol Henderson of NH Fish and Game regarding pond levels and the active loon nest. We expect her to provide a recommendation for a short-term solution after contacting DES and the Loon Preservation Society. All this information will facilitate the District in creating a long-term management plan for the Dam and pond water levels.  Please attend the June 1st public hearing which will be followed by a Commissioners meeting where the pond level issue will be on the agenda.

COMMITTEE NEWS
Volunteers are still being sought for the Roads Committee. Please contact the office if you are available and interested in serving on any of the committees. (email:  office@vdoe-nh.org)
 

Environmental Committee Update:

The Committee has 6 members and was officially established on Monday May 20th.


Water Committee Update:

A meeting was held with the Board of Commissioners on May 10 to walk through the water system assets & facilities. The committee is exploring funding options and possible application to NHDES for SRF loans to fund the Reinach Tank project.   We are also going to develop a project plan to pursue digital mapping and use of a GIS system.

PROJECT – VOLUNTEERS NEEDED

Beach Raking – Thank you to all who have volunteered to help with beach raking on weekends this summer.  We can still use more people so if you are willing and able to help (even if it’s just one beach on one day), please contact Michael Dolan who has volunteered to coordinate the schedule. (email:  dolrn@yahoo.com). 

THANK YOU VOLUNTEERS!

On Sunday May 5th and Monday May 6th, a dozen volunteers joined Jay Buckley to reshingle the roofs and upgrade the lighting at the Huttwil mailboxes.   The roof was  re-shingled, the structures painted and new LED lighting was installed lowering wattage while improving brightness. All of the materials were donated by residents. The estimated value of the work was $2500-$3000. Many thanks to everyone who contributed and participated. 

Also thank you to everyone who volunteered to clean up roads on Valley Pride Day!  

So far this year, we’ve had more than 20 residents volunteering for projects and committees.  We appreciate everyone’s participation and invite all residents to volunteer and join the team!