VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
November 7th, 2019
The
Board of Commissioners met at 9:00 am on Saturday November 7th,2019. In attendance were Commissioners Adam Leiser,
Jay Buckley, Kathy Koziell and Kelly Robttialle. The meeting was filmed for
Madison TV by Tim Hughes. Residents in
attendance are Dinah Reiss, Mark Graffam, and Larry Leonard. Ian Hayes arrived at 9:30. Kristen Johnson arrived at 10:30 for
non-public.
At 9:05am
Commissioner Adam Leiser calls the meeting to order.
1. Agenda – No agenda
2. Highway Department
Report - The gravel warrants are
95% done. Gravel is entirely done except
for Aspen which has been ditched.
International is in for inspection which is reason for delay. Hoping to finish tomorrow on Aspen.
Asphalt
warrants are all done. The roads that
have been done are in good shape. Kelly
reports that an additional $3,000 would have been helpful.
Kelly
would like an overlay on Geneva Hill, Aspen and others that have been shimmed.
Thusis
culvert is next year.
Little
Loop quote for trees is $15,000 for full road but only $4,000 on 4/6 Little
Loop. Kelly may not be able to do the
project this late in the year. Total
material cost was $2,600.
5500
is outfitted for snow
550
will be ready by next Tuesday
Kelly
is requesting of M-W of Thanksgiving week and the following full week. He would be available for snow plowing during
that time.
Adam motion: To approve
the 8 days off Kelly is requesting.
Kathy second. 3-0 yes
Jay motion: Spend up to
$4,000 for tree work on 4/6 Little Loop.
Kathy second. 2-0-1 yes with Adam
abstaining.
Adam motion: To approve the expenditure of $6600 for the
removal of the remaining marked trees on Little Loop. Jay second.
2-0 yes
Discussion
ensues about communicating with all property owners on Little Loop regarding
tree removal.
Adam
to write a letter to all property owners on Little Loop regarding tree removal
on that street.
Adam motion: Send the letter to all Little Loop property owners. Kathy second Vote 3-0 yes.
Adam motion: Approve $2100 for studded snow tires on the
550. Jay second. 3-0 yes
Adam
outlines that we shouldn’t be tying the hands of the DPW in regards to
expenditure.
Adam motion: Allow
Kelly to spend up to $1500 per week without authority in non-emergency
situations and $5,000 per week in emergency situations. This would be done after communicating with a
commissioner if possible. Kathy
second. 3-0 yes
Pothole
on the corner near Appenvel and Eidelweiss Drive has been fixed.
Bristenstock
got a shim coat from the operating fund.
Adam
asks what the best way to find out what the DPW is doing, suggest using white
board in office for outline of weekly work.
Adam motion: Take up to
$500 office equipment CRF to purchase a computer for the DPW. Kathy second.
3-0 yes.
Adam
recommends going through Andrew for guidance.
Adam motion: Create an email account for the DPW that
would be DPW@vdoe-nh.org. Kathy second. 3-0 yes.
Adam
wants to go with Kelly to clean a culvert.
Kelly to email me directly. This
will hopefully happen on Monday of next week.
Culvert
cleaning to be done next week. Larry
Leonard says the culvert by his house is completely clogged.
Kelly
has no recommendation for fixing the area in front of the playground so the
fence doesn’t get damaged again after the EPOA fixes. This will be discussed next year because the
fence is still in need of repair.
Adam
reminds the board that we still owe money to Kelly for on-call time. The on-call situation is still being
considered.
Discussion
ensues about the long-term finances of 2020-2039.
Adam motion: Sign the Eversource
request for access to change poles near DPW.
Kathy second. 3-0 yes
Inspection
of DPW is happening at 1:30 next Wednesday.
Inspector will bring findings to the BOC.
Adam motion: Kathy attends that 1:30 meeting next
Wednesday. Jay second. 3-0 yes
Job
posting has been made for the part-time DPW person with pay increase compared
to last year when the District received no inquiries. Discussion on trash at
DPWII that was removed from Eversource property.
20
yard dumpster can be had from North Conway Incinerator.
Adam motion: Spend up
to $1,200 for a dumpster. Kathy second. 3-0 yes
Kathy will coordinate
with Kelly.
Dumpster
to be placed at DPWII.
Kelly’s
injury is a worker comp claim.
Kelly
requests to be present during public comment if it relates to him or the DPW. Kelly doesn’t want the BOC to comment for the
DPW without him present.
Conversation
ensues about employee buy back for retirement.
Total
$12,220 is buy-back for the two employees.
Adam motion: Approve and send the letters to 47 and 49
Eidelweiss Drive property owners. Kathy
second. Vote 3-0 yes.
3. Water –
Reinach
discussion – Ian has been speaking with the water engineer. Larry reports that DES has delayed
approval. Jay contacted Rick
Skarinka. Larry reports that the pumps
will work with the new design.
Ian
is concerned about poor communication.
Ian outlines multiple problems in the district. He wants decisions to come from the BOC. He also outlines appearance of self sabotage.
Ian
wants things to go through the BOC.
Larry wants the water committee to be the point contact.
Ian
recommends that the BOC decide how they want to move forward.
The
Reinach Tank is being jeopardized.
Discussion
ensues.
Bids
to go out on 11/12.
Ian
is concerned about second guessing of the water system. Issues are significant.
Challenges
associated with running a water system.
Sometimes doing nothing is the best option.
Ian
outlines that his contract will increase to $65 per hour and the monthly
stipend will likely change as well. He
does want to remain with the VDOE.
Overflows
are possible at all VDOE tanks. A tree
hit Jungfrau causing the SCADA communications problems of the last few
weeks. New antenna has been ordered. This
“fix” isn’t complete but it’s being addressed.
The
culvert at the top of Reinach was installed incorrectly which is why we have
flooding issues. Ian recommends ignoring
drainage issue until the new tank is put in.
Only
Reinach is uncovered. If possible, Kelly
will be instructed by Ian to re-cover the tank once SCADA communication has
been fixed to address tank overflow.
Jay
asks about the new tank design and that it has overflow protection. Site design typically gets altered.
Adam
reiterates that the water operator and engineer are being micromanaged and
should be left alone to get the job done.
Ian
comments that we probably have 40 leaks in our system as a result of 1500
connections underground.
Electrical
project is reported on by Kathy.
EII
for DPW $13,137
Just
Electric for DPW $38,000 inside and $7800 outside
Adam motion: Allocate
up to $65,000 for DPW upgrades. Jay
second. 3-0 yes
Summit
pumphouse
EII
price is $5553
Just
Electric $9440
Adam motion: Allocate up to $28,000 for Summit
upgrades. Kathy second 3-0 yes
Kathy
to work with Larry to write the work orders.
Mark
wants to know if Ian saw the video from 11/2.
The answer is yes. Mark begins to
ask questions. Ian expresses frustration
about Mark’s contribution to the district.
Dinah
asks if work orders were done for Reinach.
Jay says that they weren’t done.
Kathy
reiterates Adam’s point about not second guessing and micromanaging.
Kathy
outlines that Donna gave a two week notice for her other job to give the VDOE
more time. The VDOE hopes that Donna
will be giving the VDOE additional hours starting on Tuesday.
Kathy
to meet with Dinah shortly to go through finances.
Kathy
outlines the website issues and how to fix them.
Kathy
to work on updating finances as well
Adam
to send Brooks bid to Mark.
Mark
outlines the email Adam forwarded to him regarding the replacement tank from
January 2019.
Mark
outlines that he’s concerned that employees and contractors don’t want to hear
from the public.
Dinah
believes it’s a problem that our employees and contractors have such resentment
from the public.
Dinah
also outlines that Jay hasn’t followed through on what he says he is going to
do.
In the 11/14/2017 Meeting: Jay
motion: To amend the 11/7 minutes that
he asked Dinah for assistance and Dinah declined. Adam second.
Yes 3-0. Yes 3-0
Adam motion: To send the
letter crafted by Adam to Jim Lyons.
Second Jay. Vote 3-0 yes
4. Administration –
Adam
motion: to increase approved amount from $300-$1000 at DPW1 for power vent replacement
on furnace. Jay second. Vote 3-0. yes
5. Accounts Payable –
6. Minutes –
Adam motion: Approve minutes of 11/2/19. Jay second.
Vote 3-0 yes
7. Commissioners
Reports
Jay reports a resident complained to him about
parking at Hutwill because someone blocked their car.
Snow plow employee advertisement is in the paper.
Terri Cancelarich has not been contacted.
Adam
motion: sign and send letter to Jim Lyons regarding his property. Kathy second.
Vote 3-0 yes
Adam reports he sent the finances spreadsheet and
presentation last night.
Adam continues working on the employee handbook.
8. Signature Items
9. Correspondence
10. Scheduled
Appearances
11. Public Comment
None
12. Other Business
Motion to go into non-public RSA
91a:3,II (a) employment matters. At 11:39am
Adam motion: to enter non-public. Kathy seconds, Vote yes 3-0
Exited Non-Public at 12:45
Public session resumed:
Discussion on
correspondence to J. Lyons, R. Taylor, Drew (49 Eidelweiss Dr) and, all Little
Loop property owners.
Adam makes a motion to have correspondence printed on VDOE
letterhead and signed out of session, Jay seconds, motion passed 3-0
Adam makes a motion to call Terri Cancelarich, Jay seconds
motion passes 3-0
Terri was asked to
investigate financing options for the Reinarch Tank. She will have a response
early next week.
Discussion on having a
better way to structure flow of responsibilities to not have action being taken
outside of the BOC authority.
At 1:55 Adam leaves the
meeting.
Kathy makes a motion to reinforce to all committee members
that they are in an advisory role and that they are to send recommendations for
action to the BOC. They are prohibited from taking action individually unless instructed
by the BOC. Jay seconds. Motion passes 2-0
Jay makes a motion to have Adam Leiser be the contact
person for the Reinarch Water Tanks project. Kathy seconds, Motion passes 2-0
Kathy Makes a Motion to
adjourn at 2:10pm, Jay seconds, Motion passes 2-0
Respectfully
submitted,
Kathy
Koziell
Commissioner