2019 Documents

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 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

September 5, 2019

The Board of Commissioners met at 8:00 pm on Thursday, September 5, 2019.  In attendance were Commissioners Adam Leiser and Kathy Koziell.  Also in attendance were Paula Doyle, Mark Graffam, Joe Farnese, Mary Alice Lapoint, Beth Gagnon, Greyson Merrill and Jennifer Merrill.  The meeting was filmed for Madison TV.                                

At 8:05 pm Commissioner Adam Leiser calls the meeting to order.   

1. Agenda

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

Action list is reviewed and discussed.    

2. Highway Department Report 

3. Water

4. Administration

Payroll Adam Leiser Kathy Koziell 2-0.

Discussion on leak on Interlaken is held.  Leak is getting worse.  Adam outlines having at least $15,000 available for emergencies.  $3,000 - $4,000 to repair this leak.  $100,000 estimated to replace the line.  Greyson Merrill states fix the leak and not expend the extra funds to replace the lines at this time.  Discussion on water lines and replacing water pipes around the District.  Paula adds that less time is being spent on major capital expense than was spent on a flat tire.  Jennifer Merrill outlines getting things done and need to have a plan outlined.  Recommendation to look at roads and water together when possible.  Adam Leiser makes a motion to allocate up to $4,500 to repair the leak on Interlaken.  Kathy Koziell seconds.  Motion passed 2-0.    

MS 434 is reviewed.  Adam Leiser makes a motion to not allocate funds from UFB.  Kathy Koziell seconds.  Motion passed 2-0. 

Dan Crean road rights document was distributed.  Will be re-sent. 

Adam Leiser discusses port-o-potties at beaches option.  Carry-in carry-out policy at beaches is discussed.  Cleaning of current outhouses is discussed. 

Mary Alice states facilitate movement in meeting. 

Little Loop will be discussed Monday.  

Thusis will be discussed on Monday

Mary Alice discusses need for plan for roads and culverts.  Prior attempts to establish a capital improvement plan are outlined.  Recommendation to focus on major items moving forward in a big picture.  Discussion on need to create plan.  Adam outlines time that can be spent developing a plan and then not being able to fund the projects.  Discussion on funding continues.  Mary Alice sates put things in order and then work out some of the funding.  Discussion continues; plan and then work on funding.  Raising water rates is recommended by Joe Farnese.  Adam outlines meeting with Ian to outline plan for water system.  Paula questions Adam’s statement – clarifies working with Ian to identify needs.  Step one; start plan. 

Adam Leiser makes a motion to form a road committee.  Kathy Koziell seconds.  Motion passed 2-0.  Mary Alice and Joe Farnese will assist with committee. 

5.  Accounts Payable

Adam Leiser makes a motion to approve 10 checks for a total of $29,219.02.  Kathy Koziell seconds.  Checks and invoices are reviewed and discussed.  Motion passed 2-0.       

6.  Minutes

Minutes of Aug 24 will be reviewed at next meeting. 

7. Commissioners Reports

Kathy Koziell discusses electrical work warrant articles.  $13,137 is updated cost for DPW updates.  Kathy Koziell outlines upgrades.  SCADA updating is one portion.  Adam Leiser makes a motion to approve.  Kathy Koziell seconds.  Motion passed 2-0. 

Adam Leiser makes a motion sign Summit electrical quote from EII for $5,553. Kathy Koziell seconds.  Motion passed 2-0.

Kathy Koziell states lightening protection at Chocorua to be looked at. 

Additional discussion on water system protection. 

Adam Leiser unseal non-pub Aug 8.  Kathy Koziell  2-0. 

Adam Leiser remove speed bumps after Columbus Day.  Kathy Koziell 2-0. 

Adam Leiser motion all meetings at lodge after next Monday.  Kathy Koziell 2-0.

Adam Leiser motion Update finances on website for Tuesday.  Kathy Koziell 2-0.

Adam Leiser motion fill out form  Nancy & Donna separate.  Kathy Koziell 2-0.

Adam Leiser states he was wrong regarding email issue with Jay Buckley regarding lack of repercussions.  Was discussed. 

Discussion on beach testing is held. 

Adam Leiser questions D & K bill.  Update was received yesterday; late notice with interest. 

Discussion ensues on bill and original questions sent to the engineers.  Sending a letter with the Adam Leiser motion pay the bill minus interest and send with letter outlining that interest should not be added as this is the first response from a letter dated May 5.  .  Kathy Koziell seconds.  Motion 2-0. 

Adam Leiser makes a motion to invite Chris Albert and Ian Hayes to the meeting Sept 28.  Kathy Koziell seconds.  Motion passed 2-0.   

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

Adam reads committee agreement to remaining 4 persons present for additional input.  Jennifer Merrill outlines compliance with 91-A agreement; remaining persons agreed.   Discussion on documents continue. 

Adam Leiser discusses replacing the F-550 next year instead of the 7400.  States that what he has developed will be reviewed by rest of Board and he hopes for approval.  Discussion on funding and needs of the District is held.      

8. Signature Items 

Adam Leiser makes a motion sign letter to Terri Warren.  Kathy Koziell seconds.  Discussion ensues on two options for the letter having been proposed.  Adam Leiser states Kathy Koziell may choose which version is signed.  Kathy Koziell chooses Option B as prepared by Administrator Nancy Cole.  Motion passed 2-0. 

Adam Leiser makes a motion to sign the updated committee member agreement with repercussion statements.  Kathy Koziell seconds.  Paula outlines negativity and Boards lack of establishing priorities for work.  Discussion on review of documents and spending of time on rules and regulations that aren’t the most important.  Negative impacts of asking committee members to sign these things.  Adam outlines persons not showing up for meetings and occasional cancelation of meetings due to lack of a quorum as rationale for document.  Motion passed 2-0.     

Adam Leiser approve time off requests.  Kathy Koziell seconds.  Motion passed 2-0.

Adam Leiser makes a motion to sign the EPOA request for lodge use.  Kathy Koziell seconds.  Motion passed 2-0.       

9. Correspondence

The July VLAP testing results have been received and distributed. 

Notification of a tree limb in the wires for Muddy Beach pump house was received.  Eversource has been notified. 

Terri Warren has sent a statement regarding pond levels questioning status of the dam boards.  This has been discussed.

Beach testing information has been sent to the Environmental Committee. 

10. Scheduled Appearances

Mark Graffam states he is concerned about roads and the water system.  Mark has looked at the roads and outlines room for improvement in meeting with the highway foreman.  Discusses Old Town Road at Upper Lakeview Drive and outlines road is in worse shape now than when truck went off road last winter in this area.  Discussion on getting information from highway foreman.  Adam outlines Jay Buckley as liaison is not working.  Adam Leiser makes a motion to have Kathy Koziell become DPW liaison.  Kathy Koziell seconds.  Adam outlines no record of any discussion with DPW from Jay.  Kathy Koziell states Jay is better choice.  Kathy Koziell states will accept if it continues, determine after Monday meeting with DPW. Adam continues discussing lack of correspondence from Jay.  Mark Graffam discusses if liaison is not working, it is the Board’s fault.  Mark Graffam states Board is issue.  Board needs to meet with Kelly.  Meeting with Kelly is needed.  Paula outlines that she agrees that decision should held, Board needs to meet with Kelly.  Joe Farnese states that one person being accountable is needed.  Jennifer Merrill states that is DPW is not doing job, make a change.  Mark Graffam states that DPW is not being held accountable.  Joe Farnese states reporting from Kelly is needed and information should be known.  Condition of roads overall is outlined, need for grader is stated.  Motion failed 1-1 with Kathy Koziell against.  Mark Graffam cautions Kathy on being pushed into a position where she will be in the middle of the other two Commissioners.  Mark Graffam discusses the DPW meter installation occurring in August when meter failed in February.  States Board of Commissioners are in charge and need to take control of the water system.  Board is spending time doing other crazy stuff on social activities and the dam when the focus needs to be roads and water system.  Mark Graffam states that he will document this information.  Outlines math error on page 5 of the audit and openness on financing.  Outlines GASB compliant set up and work that went into that.  Would like to review all finances openly.  Questions committee on financing; requests purchase of scanner for allowance of invoices to be scanned.  Kathy Koziell questions how this is not open; Mark asks for all information in electronic format.  Mark continues with the need for the Board to review all information closely.  Adam Leiser responds that Board is doing a lot of work but does not know for certain that everything is being covered.  Mark reiterates that Board is failing.  Mark questions job of Administrative Assistant.  Questions budget for paying this person.  Adam states he is questioning level of knowledge of new person.  Mark outlines 10 hours per week; person shadowing at this time.  Suggests purchase of scanner and make all the information electronic; use second person in office to handle this as a project.  Adam Leiser responds that the position is to learn the office procedures, not scan documents.  Mark Graffam discusses $42,000 from water system in 2017 and request is to verify his beliefs of possible errors.  Mary Alice Lapoint questions openness; it is required by law.  Mark outlines vendors sending everything electronic.  Paula outlines that everyone should work together and that group should make all information as transparent for everyone.  Adam outlines budget shortfalls that were inherited from the prior Board.  Adam states not spend at this time, but work on appropriate levels for budget and then work on digitizing all information.  Effort is supported.  Mary Alice Lapoint states good idea and look into.  Adam Leiser makes a motion to have all vendors send invoices in electronic format.  Kathy Koziell seconds.  Motion passed 2-0.  Mark outlines maintenance and damage that occurs when drainage is overwhelmed.  Will show how roads are not being properly maintained.  Mark uses whirl-a-way pump as example.  States DPW foreman stated as trash pump – defines trash pump for Board.  Pump is not a trash pump; it is actually a high-pressure pump.  Culverts must be jetted to clean.  Mark adds that he does not want to play Adam’s game, his is not interested in private conversations.  Discussions should occur at Board of Commissioners meetings.    

Joe Farnese discusses prior Board issue with culvert. States he had oil showing on property.  A catch basin with a sump would be best option for cleaning.  No dirty water would then be allowed to pass onto the wetlands area.  States he added gravel to road at this own expense.  Outlined Kelly informed him of need to remove rip rap stone in culvert inlet.  Joe Farnese states he is willing to purchase the needed catch basin.  Outlines change in culvert from years ago.  Adam states that permit should be on file.  Adam Leiser makes a motion to have office pull all information on 23 and 26 Diessbach regarding culvert change.  Kathy Koziell seconds.  Motion passed 2-0.  Joe Farnese asks for a commitment to work Diessbach Drive for next year.  Joe requests gravel and proper grading.  Adam outlines need for increases in budget that will be needed to do correct maintenance.  Joe continues with outline of better workflow.  Joe will send in a drawing of what he believes should occur.  Adam solicits assistance for upcoming Annual Meeting from Joe Farnese on establishing budgets. 

Beth Gagnon discusses Porridge Shore Beach.  Outlines that sand was added in 2012.  States runoff from Porridge Shore Drive is entering beach area and pond.  Discussion on perching the beaches and protecting the ponds.  Adam Leiser makes a motion to task Environmental Committee to review all beaches.  Kathy Koziell seconds.  Beth Gagnon discusses review of beaches that would be needed.  There is one perched beach on Big Pea Porridge Pond that is visible from Big Loop Road should persons want to see what a perched beach looks like.   Motion passed 2-0.  Adam Leiser makes a motion to accept available boulders and store at Eidelweiss Beach parking lot.  Kathy Koziell seconds.  Discussion on amount of stones.  Mark Graffam states storing rocks in Eidelweiss Beach parking lot may cause difficulty with plowing and winter overflow parking.  Adam Leiser moves to amend the motion to give Kelly Robitaille discretion for location to store the rocks.  Kathy Koziell seconds.  Amendment passed.  Motion, as amended passed 2-0.    

11.  Public Comment

No other comments were received. 

12.  Other Business   

At 10:41 pm Adam Leiser makes a motion to enter non-public session pursuant to RSA 91-A:3, II (a) employment matters.  Kathy Koziell seconds.  Adam Leiser yea, Kathy Koziell yea and motion passed 2-0.

At 12:15 am Adam Leiser makes a motion to exit non-public session and resume public session.  Kathy Koziell seconds.  Motion passed 2-0. 

Adam Leiser makes a motion to have Jeff DeMartino attend Monday morning’s meeting.  Kathy Koziell seconds.  Motion passed 2-0. 

At 12:18 am Adam Leiser makes a motion to adjourn the meeting.  Kathy Koziell seconds.  Motion passed 2-0.  

Respectfully submitted,

Nancy E. Cole

Administrator

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Water Service Interruptions

Interruptions in water service will occur Wednesday, September 11, 2019 beginning no earlier than 9 am for repair of the water main on Interlaken. 

Water outages will occur on:

Big Loop

Interlaken

Eidelweiss Drive from Big Loop to Muddy Beach. 

Please plan accordingly. 

We appreciate your understanding while this necessary repair is completed.   

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Agenda for September 5, 2019

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

     Review of Actions, Projects and Issues List    

  • Administration:  CM082419, payroll, Water main replacement at Interlaken ($85/ft,1,000 feet), MS 434, VDOE Road Rights and Board procedure recommendation, outhouses, metal recycling hwy, Madison burn permit, Little Loop, phone system, Thusis review, memorial placement   
  • Accounts payable: $29,219.02 – 10 checks
  • Signature Items: 26 Diessbach, 47 Eidelweiss Dr, 18 Little Shore, Terri Warren (2 options), Committee member agreement update
  • Commissioners Reports:
  • Correspondence: VLAP July results, MB tree branch in power line, Terri Warren pond level, Environmental Committee beach testing info, Leiser emails
  • Scheduled Appearances:  Mark Graffam
  • Public Comment:
  1.  Other:  Sept 28 meeting – 2020 projects and future funding for VDOE capital needs, upcoming meeting schedule

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

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VILLAGE DISTRICT OF EIDELWEISS
August 2019 NEWSLETTER

In This Issue:

Upcoming Meetings: September 28th Budget Review

Commissioner News:

        Capital Reserve Update

        Independent Insurance/Financial Reviews

        Grader Repair Status

        Reinach Tank Status

        Warrant Article Status

        Job Posting

Volunteer Update

EPOA News - presentation by Sara Steiner of DES

UPCOMING MEETINGS

Check the VDOE website for all meetings & locations.

Please note that on Saturday 9/28 at 10:00 AM (following a 9:00 AM Commissioners meeting) at the Lodge at the top of Oakridge Rd, the Commissioners will present a “State of the District” financial review. Residents are encouraged to attend as we will be discussing our current budget, environmental initiatives, Reinach water tank, roads and plans for the 2020 budget and warrant.  We will also review changes made in 2019, VDOE Capital needs and funding for meeting these needs.

COMMISSIONER NEWS   Capital Reserve Funds as of 7/31/2019:

        Highway Equipment        $17,000 ($15,000 of this allocated to grader repair)

        Highway Eq Repair          $2,462

        Land Acquisition              $11,183

        Road Construction          $7,132 ($10,182 less $3,050 pending withdrawal)

        Office Equipment             $7,413 ($8,361 less $948 pending withdrawal)

        Water System CRF         $45,518

        Water Pipe CRF              $40,000 (incudes $20,000 to be added this year)

        Water Tank CRF              $40,842

The Commissioners reached out to industry professionals to review our financials. We were looking for a neutral evaluation as to how we could save the district money going forward. Thanks to Bill Schwab and John Corcoran for taking the time to provide the following insight.

Property owner Bill Schwab, a CLU (Certified Life Underwriter), Licensed Life and Health Insurance broker for NH and MA and, member of the Society of Professional Benefit Administrators volunteered to review our employee health insurance coverage. He reported:

“EMPLOYEE CONTRIBUTIONS - It is unusual to see a medical plan that requires no employee contributions. Massachusetts has a similar municipal trust (risk pool) and all the participating towns require employees to pay part of the cost.  A reasonable starting point would be 10%.   Among the corporate clients I have, the average is more like 30%.  

PLAN DEDUCTIBLE - Most plans have a deductible that the participant must pay each year and the most common is $1,000 per person.  Your current plan has a $1,000 deductible but you said that the Village covers 100% of the deductible through a Health Reimbursement Arrangement (HRA).  This creates an additional liability of $6,000 to the Village but you didn't say how much was actually paid out during the past year.

RATING BASIS - With only 3 employees you have little clout with the Trust underwriters.  The rates for the larger entities could be lower than you received.  Is there any way you could join Madison, Conway or North Conway and get the benefit of their larger size?”

Property owner John Corcoran volunteered to do a cost reduction review of our overall finances.  He reported:

“I have spoken to several VDOE people in the last few years about my cost reduction business.  

 I analyze, benchmark then renegotiate everything a business or nonprofit spends their money on.  I work on a contingency basis so there are no fees if I don't find savings.

As an owner, I would love to help out the district find some savings to avert the need for fee increases.  I do all of the work and but the final decisions land at the VDOE board or the VDOE office.”

“Based on the current rates for the bills there isn't much opportunity for savings.  The insurance rates were in line overall and didn't have any red flags. Utility costs made sense.  Office products were already priced well with low volume.  

The cell phones were highest.  Spectrum Mobile (the carrier I use) is great and they use Verizon towers so the signal is good.  I'd suggest reaching out to Spectrum and switching your cell phones over.  

I'll keep VDOE in mind for future services that pop up and would make sense. “

Road Grader: It was expected to be back in working order by mid July but while in for repairs, additional repairs and work were identified.  We hope to have it back on our roads the week of Sept 9th.  In the meantime, the DPW continues to utilize other equipment for road repairs and maintenance.

Reinach tank project update:  The subsurface exploration for the proposed tank construction has been completed.  A schedule for the tank project is as follows:

August – complete tank design plans and specifications

September 13- Groundwater Trust applications are due

September – complete site construction plans and specifications and booster pump well house building  

August - September - Bid tank construction

September through November – Groundwater Trust Commission Review projects

September - October – Bid Opening for tank construction 

October - November - Bid Site construction and booster pump well house building

November – Award tank construction 

December – Groundwater Trust Commission Award funds

December – Award Site construction and well house 

May through June 2020 – site construction on tank site and building

July – October 2020 – Tank construction.

DPW1 and Summit Pump House warrant articles: These electrical upgrades were approved at the annual meeting. Updated pricing has been requested for complete upgrades to both the Summit Pump house and DPW1 electrical panels which includes SCADA controls, metering and lightning protection. Work is scheduled to start in early November.

A job has been posted for two (2) part-time highway workers for snow removal with CDL-B license.  Hourly rate $20-$25 commensurate with experience. Contact the office for an application at office@vdoe-nh.org or call at 603-367-9022

DON’T FEED THE DUCKS

Just a friendly reminder to not feed the ducks in our ponds.  Doing so encourages them to linger at the beaches, which increases the opportunity for water contamination.

NO DOGS ALLOWED ON PUBLIC BEACHES

The exception is Muddy Beach located on Eidelweiss Drive, 1.5 miles from the Eidelweiss entrance sign on the left side of the road. Park at the district pump house.

VOLUNTEER UPDATE
Summer weekend beach raking by volunteers was a success. We had 13 residents volunteer.  Thank you to Mike Dolan for coordinating this project which saved the District approximately $2,000.

Line stripe painting of the basketball court at Eidelweiss Beach has been completed. Thanks to Jay Buckley for labor and material.

Jay Buckley is coordinating the reconstruction of the bulletin boards at the Huttwil parking area during Sept-Oct, if interested contact him at jaybuckley@verizon.net

The Environmental Committee is seeking a volunteer to redesign the Porridge Shore beach because of all the erosion happening there.   If you are interested in helping or know someone interested in helping, please email commissioner2@vdoe-nh.org or office@vdoe-nh.org.

Three years ago, property owner Sharon Monroe received approval from the BOC to install a Little Free Library at the Huttwil mailbox area.  Andrew Harteveldt volunteered to build and install it. It was unveiled and filled with books on Saturday 8/24. Please take a closer look and feel free to add or take a book.  However, if it is full, please do not leave books in the shed, on the mailboxes or on the ground nearby. Many thanks to Sharon, Andrew and the prior BOC for adding this to our community. Adam Leiser has agreed to maintain the library.

To learn more about Little Free Libraries, visit this website.

EPOA – News

Sarah Steiner, DES VLAP biologist will be presenting on Sept 14th at 11am at the Lodge for discussion on the health of the ponds and the VLAP testing.  Appetizers will be served.  A potluck lunch will follow (if interested in lunch, please contact the EPOA at epoa@eidelweissvillage.com)

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Village District of Eidelweiss

Communications Committee Meeting

August 27, 2019  -  6:00 PM

APPROVED

The Communications Committee met on Tuesday August 27, 2019 at 6 PM at the Lodge.   Present are committee members Michael Dolan (MD) and and Paula Doyle (PD).   Kathy Koziell (KK) attended by phone.  Isabel Pais (IP) did not attend.  The meeting was videotaped by Madison TV. 

At 6:00 PM, Chairman PD calls the meeting to order.   PD makes motion to call Isabel Pais and Kathy Koziell.  MD seconds.  Motion passes 2-0.    Kathy Koziell joins meeting by phone.  Isabel Pais does not answer – PD leaves message for her to text if she becomes available. PD agrees to take minutes for the meeting.

PD makes motion to approve agenda.   KK seconds.  Motion passes 3-0.

PD makes motion to approve minutes from 7/16/19 meeting.  KK seconds.  Motion passes 3-0.   

8/6/19 minutes will not be approved until next meeting since only 1 of 2 attendees is present.

NEWSLETTERS – HOW OFTEN, WHEN TO ISSUE, ETC.

KK presents request from BOC to consider more frequent newsletters (2x per month) perhaps with less information and less concern about formatting in order to get them out quickly.

MD states that 1x per month is enough and that emails can be done to supplement with additional info that needs to go out quickly.  Also states that the purpose of the committee and newsletters it to facilitate communication between BOC and residents so that residents have information that will help them stay informed throughout the year that will help them make informed decisions at annual meeting.

PD agrees with MD and also states that Committee is not a communications agency and does not need to advise, comment on or write every single piece of communication coming from BOC.  The BOC can decide at any time to send a communication to residents about anything and can direct Administrator to draft and send emails as needed.   Also notes that the newsletter is a communication from the BOC and not from the committee.  The committee only drafts it but recommends that all commissioners read the drafts so that they know what information and topics are being included.  PD also states that she believes the newsletter is a good way to communicate information to majority of property owners who are not involved, aware of or interested in detailed information – people who are not attending, viewing or reading minutes of meetings or not requesting documents via 91-A.  PD also recommends that BOC consider using the newsletter as way to thank and recognize volunteers and groups rather than spending valuable time writing, discussing and sending individual TY notes.

MD also suggests that Committee Chairmen be tasked with informing Communications Committee with anything they want in newsletter rather than putting burden on KK or committee to read all committee meeting minutes as recently suggested in a BOC meeting.   PD and KK agree.

KK agrees with MD and PD and agrees to summarize this discussion and recommendation on newsletter and emails at the next BOC meeting.

NEXT NEWSLETTER

KK to update 3 topics – Capital Reserve Balances, Topics for upcoming 9/28 presentation and Grader Back in Service anticipated date. 

MD to provide PD with # of beach raking volunteers.

PD to update photos from Little Library celebration and send updated draft to committee and administrator.  

WEBSITE

KK summarizes BOC request to prioritize website updates and/or overhaul.   PD suggests asking IP if she has time and wants to take on this project.

KK makes motion to have PD contact IP to determine her interest/availability to update website.  MD seconds.  Motion passes 3-0.

PD will inform KK of IP interest and if she can do it, KK will make a motion to BOC that will revoke PD website credentials and provide new credentials to IP.  If IP does not take this on, KK will inform BOC so that alternative solutions can be considered. 

CANOE/KAYAK REGISTRATION FOR 2020 – ANY UPDATES

Discussion delayed until next meeting since IP is handling and she is not in attendance.

COMMISSIONER COMMENTS ON SOCIAL MEDIA

PD presents and summarizes recent comments made by Commissioner Adam Leiser on his personal facebook page that are critical of Commissioner Jay Buckley and of the district.  Also discusses a new policy he wants to propose.    In light of prior recommendation from our Committee which was adopted by the BOC via a motion and 3-0 vote, PD questions use of personal social media page and concerned that many residents of the district have seen these posts given that many are facebook friends with Adam Leiser. 

KK agrees and comments that the original motion did not specify only district pages or social media channels and that commenting on VDOE business on any page was implied.    States that comments are divisive.

MD agrees.

PD makes motion to advise the BOC that they recognize that these FB posts contradict their prior motion that Commissioners not post about VDOE business on social media and that the BOC request that these posts be taken down and that moving forward, all Commissioners agree to abide by the pre-agreed social media motion.  MD seconds the motion.  Motion passes 3-0.

KK to share this recommendation with the BOC at their next meeting.

OTHER BUSINESS

KK reminds committee that we agreed to develop an annual calendar with key dates for property owners.  This would be posted on the website.  PD agrees to draft and forward to KK so that she can submit it and review with BOC at their next meeting.

PUBLIC COMMENT:

None

Next Meeting Scheduled for Tuesday, September 10 at 6PM at Lodge.

6:45 PM  PD makes motion to adjourn.  MD seconds.   Motion passes -3-0.

Respectfully submitted - Paula Doyle (Chairman)

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VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

August 24, 2019

The Board of Commissioners met at 9:00 am on Saturday, August 24, 2019.  In attendance were Commissioners Adam Leiser and Jay Buckley.  Commissioner Kathy Koziell joined the meeting by phone.  Also in attendance were Donna MacKinnon, Theresa Hill, Paula Doyle, John Cancelarich, Terri Cancelarich, Mark Graffam, Treasurer Dinah Reiss, Larry Sodano and Andrew Harteveldt.  The meeting was filmed for Madison TV by Tim Hughes.                              

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

1. Agenda

Adam Leiser makes a motion to approve the agenda.  Jay Buckley seconds.  Jay Buckley makes a motion to amend the agenda to delay the scheduled appearance.  No second.  Amendment fails.  Motion passed 2-0. 

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

Action list is reviewed and discussed.    

2. Highway Department Report 

3. Water

4. Administration

Discussion on water line replacement option on Interlaken.  Cost has been estimated at $85 per foot for up to 1,000 feet.  Kathy Koziell outlines request for information from Ian Hayes.  Adam Leiser discusses option to replace this line.  Discussion on funding options.  Pipe Replacement and Water System CRF could be used.  Dinah Reiss verifies funding availability.  Kathy Koziell discusses depletion of the funds should an emergency occur.  This will be discussed again.  Paula Doyle outlines spending of up to $100,000 without going to the voters seems excessive.  Adam Leiser outlines multiple small leaks in one section with may surface should just small repair be done.  Water usage for July is reviewed, a large increase in usage shows.  Verification that the leaks are in this area is outlined.  Adam Leiser makes a motion to allow him to contact Ian Hayes as necessary to get answers to questions.  Kathy Koziell seconds.  Jay Buckley outlines sending questions through the office as a proper public document.  Adam Leiser outlines he will summarize in an email.  Dinah Reiss outlines need to meet with Ian as a Board.  Sending questions to Nancy will be done.  Andrew recommends swapping next two meetings to make Thursday Sept 5 be a morning meeting.  Jay Buckley outlines requesting a meeting this past week that was not able to happen.  Jay Buckley outlines needs for transparency.  Kathy Koziell states she does not see an issue with a single commissioner asking questions and bringing to Board.  Vote 2-1 with Jay Buckley against as proper process would be questions through the office.   

Motion Log is reviewed.

Review of financial summary 2019 to date.  Adam Leiser outlines need to replace the culverts on Middle Shore; this was done through Capital Reserve.  Adam discusses review of what true operating budget should look like.  Adam discusses current budget levels.  Budget underfunding in 2019 is outlined and discussed. 

Cash flow report is reviewed and discussed.  TAN proceeds will probably not be needed until November.  Adam Leiser questions what number unassigned balance would need to be to not take a TAN loan.  This will be worked on by Dinah Reiss and Nancy Cole. 

Water daily usage and pump house electric reports are reviewed and discussed.  Increases from norm are outlined. 

Porridge Shore Beach is discussed.  Adam Leiser outlines review by Environmental Committee.  Request for landscape designer has been responded to by Jay Buckley.  Adam thanks Jay.  Two dead trees will be removed from neighboring property by the neighbor. 

Working on beaches going forward is outlined and discussed.              

5.  Accounts Payable

Jay Buckley makes a motion to approve 4 checks for a total of $17,829.04 and sign out of session.   Adam Leiser seconds. Checks and invoices are reviewed.  Motion passed 3-0.     

6.  Minutes

Adam Leiser motion approve minutes of Aug 15.  Jay Buckley seconds.  Motion passed 2-0-1 with Kathy Koziell abstaining as she was not in attendance.    

7. Commissioners Reports      

8. Signature Items 

Review of correspondence to 47 Eidelweiss Drive is held.  Water flow in the area is damaging edge of road and bottom of driveways. Some of the damaging flow is coming from the two driveways at 47 and 49 Eidelweiss Drive.  Letter is reviewed.  Jay Buckley outlines review of area with Kelly Robitaille.  Question of a culvert on the lot on Appenvel Way for road drainage was made, this water is not adding to the water coming down the driveways.  Adam Leiser states he would like additional discussion in Non-Public session. 

Adam Leiser makes a motion to sign response to Mark Graffam.  Jay Buckley seconds.  Motion passed 3-0.    Mark Graffam questions if truck has been received.  Mark Graffam discusses lack of itemized numbers on invoice that authorized down payment to garage.  Mark questions if any updates to the invoice have been received.  No updates.  Mark outlines breaking in truck and not allowing truck to sit at the shop.  Contact will be made Monday with shop.  Confirmation of date and confirmation of cost are outlined.  Adam Leiser makes a motion to allow him to contact Albany Service.  Jay Buckley seconds and amends he make contact.  Kathy Koziell seconds amendment.  Motion, as amended, passed 3-0.   Mark Graffam outlines that future vehicles should be properly outfitted at an outfitting company like HP Fairfield, Messer or Viking.  Discussion ensues on details of buying the truck and expense being incurred.  Learning experience is outlined by Mark Graffam.  Mark outlines personal involvement of Commissioners in large ticket items. 

Jay Buckley makes a motion to approve lodge use request by Art Babineau.  Adam Leiser seconds.  Motion passed 3-0. 

Adam Leiser makes a motion to approve the CRF withdrawal from the Road Construction Capital Reserve fund that includes highway labor.  Jay Buckley seconds.  Motion passed 3-0.  Adam Leiser makes a motion to sign the Road Construction CRF withdrawal for replacement of the Bristenstock culvert in the amount of $1,343.44.  Jay Buckley seconds.  Motion passed 3-0. 

Adam Leiser makes a motion to sign the Road Construction CRF withdrawal for replacement of the driveway culverts on Middle Shore in the amount of $1,706.52.  Jay Buckley seconds.  Motion passed 3-0. 

Adam Leiser makes a motion to sign the Office Equipment CRF withdrawal for installation of the updates to QuickBooks in the amount of $987.49.  Jay Buckley seconds.  Motion passed 3-0. 

9. Correspondence

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

Adam Leiser makes a motion to accept the donation of the Little Library.  Kathy Koziell seconds.  Jay Buckley outlines memorial plaque on library box.  Prior declines to place memorial plaques is discussed, Jay Buckley makes a motion to have plaque remain for one month and then be removed.  Kathy Koziell seconds.  Andrew Harteveldt outlines that Jen Leiser had volunteered to be custodian of the library and since she has passed, he thinks it is appropriate.  Adam Leiser outlines private donation.  John Cancelarich states table for now.  Jay Buckley amends motion to table for one month.  Kathy Koziell states create policy if this path is followed.  Kathy Koziell seconds amendment.  Motion passed 3-0.

Big Pea Porridge Pond Association meeting is discussed.   

Tower rent check has been received.        

10. Scheduled Appearances

Adam Leiser makes a motion to allow Andrew Harteveldt to work with Nancy Cole to correct phone issues.  Kathy Koziell seconds.  Jay Buckley would like to be able to review recommendations from Andrew prior to implementing.  Discussion ensues on lack of experience of the Board in this matter.  Andrew states he will involve Board as progress continues.  Jay Buckley requests approval to work with this as well.  Kathy Koziell agrees. Adam Leiser moves to amend motion to include deadline of Sept 5.  Motion passed 2-0-1 with Jay Buckley abstaining.  Adam Leiser makes a motion to approve up to $550 to get this done.  Kathy Koziell seconds.  Motion passed 2-1 with Jay Buckley against expending funds on this item at this time.  Line item will be office equipment.  

11.  Public Comment

12.  Other Business   

Adam Leiser makes a motion to publicize state of municipality at 10 am Sept 28 meeting on Info board, Facebook page, Next-door Eidelweiss, newsletter and VDOE website.  Jay Buckley seconds.  Discussion on outlining message to be publicized.  Adam Leiser outlines proposed agenda including 2019 and 2020 budgets, changes in 2019, highway equipment, VDOE capital needs and 2020 proposed warrants.

Discussion on future funding, need to review all upcoming capital needs and impact on tax rate or water rate.  Terri Cancelarich discusses impact and cash flows forecasts.  Outline of situation in VDOE and need for capital improvements is reviewed. 

Discussion on the presentation for Sept 28 is held.  Jay Buckley discusses including roads and costs for upcoming road needs as necessary for presentation.  Adam states he will send review when he is ready.  Jay asks for Kathy input.  Kathy Koziell states that should be ready for upcoming Sept meeting for discussion by Board prior to scheduled presentation. 

Scheduling a work session is outlined.   

Committee exchanges for information is outlined.  Jay discusses sent email and that Adam’s response was wrong.  Jay put document together and responded to a question from a Committee Chair.  Jay adds that no discussion for repercussions of not signing have been held.  Adam states that Jay responded outside approval of Board on something that Board has not discussed.  States incorrect information.  Jay questions statement of incorrect information and Adam agrees that no implications have been discussed by Board.  Kathy Koziell outlines Board should have had conversation but agrees.  Paula Doyle states that document is to follow the law as a member of committee.  Document states abide by law.  Paula outlines workflow as responsibility of Board, not one Commissioner.  Adam states both should have been received at same time, but both documents were not available.  Paula outlines getting work done and not worrying about employee manuals, timecards and committee documents – stop messing with processing stuff as she is getting tired of the nonsense. 

Jay Buckley outlines cost difference review for two options on Little Loop that was requested to be available for this meeting.  Difference is over $2,000 plus an additional day of labor for the larger project.               

At 10:41 am Adam Leiser makes a motion to adjourn the meeting.  Jay Buckley seconds.  Motion passed 3-0.   

Respectfully submitted,

Nancy E. Cole

Administrator

•

Environmental Committee VDOE August 29, 2019

Committee members in attendance:  Paula Doyle, Larry Leonard, Adam Leiser

Absent: Patti Alaventi, Jane Gunn                            

Public in attendance: Meta Stahlberg and Beth Gagnon

Meeting was not filmed                Call to order 8:05pm

Motion to approve the 8/18/19 minutes – Adam made – second by Larry – 2-0

Paula abstained because she wasn’t at the 8/18 meeting

Larry reports that he has received some information from Nancy regarding outhouses and has made contact with a DES representative.  Larry has also spoken with the port-o-potty people. 

Adam asks committee to receive a summary of conversations from Larry to who he contacts – going forward

Beth Gagnon reports that shoreland and wetlands permit are required and wetland takes precedent

Adam reports that Thusis probably wouldn’t require wetlands because the outhouse is not on the beach.

Adam recommends Larry ask DES if we can de-construct outhouses and retire them.

Beth reports that she’s been working on a plan for P.S.  She spoke with Rose at DES.  Permits required for a perched beach. 

Adam to ask if our DPW has driven to the water and report it to the group.

Beth asks Bob Boyd if parking is allowed at the cul-de-sac.  She is waiting for an answer.

Beth reports that the Rockhouse Mountain side of the pond is far worse than the VDOE side in terms of runoff and wildlife.  Sediments are killing our wildlife.

DES reports that in December permitting and other things are going to get harder.

Rose reports that death to the ponds is happening but everyone needs to contribute to the solution.

Paula reports that she put a layer of gravel at her property and that helped substantially.

Beth says that she and Nordel are willing to put gravel on the walkway to the beach.

Adam says we should find the distance from the pond to the cul-de-sac

Meta is concerned that people use their land as an “outhouse”.

Beth says she will find out the distance.  If it’s more than 250 feet, then the question goes to the BOC for approval for immediate gravel that Beth and Nordel will donate and place. 

Paula wonders if we should put sand down.  Larry thinks it’s a waste.  Adam says he won’t vote for additional sand to go on that beach unless we have a permanent solution.

Meta says the town float is being relocated each year because sand keeps making the pond shallower by the beach.

Meta says she and Beth are going to put a proposal together for the entire area.

Beth confirms tree removal will be done in September.

Paula reports she has been unsuccessful in trying to reach the UNH stormwater management person.  She’ll keep trying.

Burr Phillips is the civil engineer working with BPPPA.  Beth thinks he is not volunteering his time.

Larry reports that he brought Burr Phillips in a few years ago.  Information is in the office.

Beth will send BPPPA information to us.

Paula sending the VLAP test results to Beth.

Larry reports that DES does an invasive species program.

Paula reports that on 9/14 Sara Steiner from DES is coming.  EPOA is putting on an event.

Next meeting TBD

Motion to adjourn Adam – second by Larry vote 3-0

Meeting adjourned at 8:45pm Minutes taken and submitted by Adam Leiser

•

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

August 15, 2019                                                           

The Board of Commissioners met at 7:00 pm on Thursday, August 15, 2019.  In attendance were Commissioners Adam Leiser, and Jay Buckley.  Commissioner Kathy Koziell joined the meeting by phone.  Also in attendance were Gloria Aspinall, Mike Dolan, Dianna Dolan, Andrew Harteveldt and Treasurer Dinah Reiss.  The meeting was filmed for Madison TV by Tim Hughes.                              

At 7:05 pm Commissioner Adam Leiser calls the meeting to order.   

1. Agenda

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

Adam Leiser makes a motion to call Kathy Koziell.  Jay Buckley seconds.  Motion passed 2-0.  No answer.  Kathy Koziell contacts at 7:18 pm. 

Action list is reviewed and discussed.    

2. Highway Department Report 

Review of heavy equipment.  Backhoe update has been quoted at $85,000. 

Bristenstock culvert was replaced today. 

Thusis will be reviewed tomorrow by Jay Buckley.

Snowplow policy will be looked at this fall. 

Discussion Eidelweiss Dr. 

Adam Leiser makes a motion to send a letter to Saint Moritz property owner stating initial work has been done.  Jay Buckley seconds.  Motion failed 0-2.  No need to send letter until final work done. 

3. Water

Review of leak detected at 31 Interlaken.  Email from Ian Hayes is reviewed.  Repair estimate $2,000 to $4,000 dollars.  Ian outlines in the email that no large leak has been discovered with leak detection.  Additional leak detection to be completed this fall.  Jay Buckley outlines that road is wet which will cause issues come winter.  Discussion on small leaks being located.  Adam Leiser outlines needs for plan to replace water main in this area.   

Adam Leiser makes a motion to call Ian Hayes.  Jay Buckley seconds.  Motion passed 2-0.  No answer.  Discussion continues.  Adam Leiser makes a motion to allow him to contact Ian Hayes and summarize discussion in an email.  Kathy Koziell seconds.  Discussion ensues.  Kathy Koziell states she can call and request a plan of action.  Jay Buckley outlines need to have area be dry before winter.  Kathy Koziell moves to amend the motion to Kathy Koziell in lieu of Adam Leiser for contact.  Jay Buckley seconds amendment.  Amendment passed 3-0.    Discussion on replacing lines in this area from the Pipe Replacement CRF.  Discussion on cost for replacing lines in this area is held.  Discussion on cost for connecting houses in this section as additional charges.  Discussion spending money on new line and not chasing the small leaks. Motion, as amended, passed 3-0. 

Discussion electrical work at DPW garage.  Combining the two electrical systems into one new meter is outlined and discussed.  Adding a sub meter is discussed.  Keeping finances separate between water and highway is discussed.  Andrew Harteveldt outlines available gadgets that can show the kwh usage on any given electric line.  Andrew will send information.    

Reinach pressure zone is discussed.  Discussion on Larry Leonard sending emails to the engineers.  Adam Leiser makes a motion to allow him to contact Chris.  Kathy Koziell seconds.  Motion passed 3-0.  

22 Appenvel way will be followed up on next meeting.    

Question on recent water outages; due to lightening.  SCADA system was off-line.  Kathy Koziell should have numbers next week with a first week of November for target installation.  Meter at DPW well is now online and connected to SCADA.   

4. Administration

Discussion on newsletters.  Adam Leiser questions twice monthly newsletters.  Adam Leiser outlines need to get information to the public.  Adam recommends more frequent meetings.  Discussion continues on communication.  Andrew outlines some information could be sent out more frequently with weekly blasts of maybe 3 or so topics instead of longer newsletters once per month.  Communication Committee will discuss. 

Discussion on awareness of committees so that all information from each committee be included in newsletter.  Adam Leiser makes a motion to have committee chairs be informed to send info for suggested public communication to office for distribution.  No second. 

Andrew Harteveldt discusses call forwarding as a way to get calls sent to the Highway Department.  Jay Buckley motion Andrew review PBX with Nancy.  Adam Leiser seconds.  Motion passed 3-0.  Adam Leiser makes a motion to allocate up to $150 per month for phone system corrections.  No second.  Andrew will send three options to the Board. 

Adam Leiser makes a motion to allocate extra $50 to Kelly Robitaille for being on call for August.  Kathy Koziell seconds.  Motion passed 3-0.      

Little Loop is discussed.  Adam Leiser discusses using design already approved instead of the modifications.  Adam discusses cost of project and savings potential.  Discussion on possible liability for VDOE by changing design.  Cost estimates can be compared to determine if savings would warrant the changes.  Discussion continues.  Removal of large pine at edge of existing driveway is discussed; area will have riprap added to prevent erosion.   

Thusis culvert will be reviewed when dry. 

Pump house security is discussed.  Securing pump houses is needed.    

Payroll report is presented.  Timecards are reviewed and discussed.  Adam Leiser makes a motion to approve payroll in the amount of $6,946.42.  Jay Buckley seconds.  Motion passed 2-0. 

Finance options for Reinach loan is reviewed.  Longer financing costs versus shorter loan costs are reviewed.  A 20-year loan versus 10-year loan term is discussed.  Andrew Harteveldt outlines other needs of the VDOE and funding that will be needed.  Paying off as soon as possible is discussed.  Dinah Reiss outlines longer term based on impact to tax rate. 

Third party electric will be reviewed in September. 

Grader repair is discussed.  Kelly Robitaille is pursuing Chadwick Ba-Ross.  Kelly looking into options to get a grader here.   

5.  Accounts Payable

Adam Leiser makes a motion to approve 19 checks for a total of $31,886.46.  Jay Buckley seconds.  Motion passed 2-0.    

6.  Minutes

Adam Leiser motion approve minutes of Aug 8.  Jay Buckley seconds.  Add walkie-talkie info.  Motion passed 2-0. 

7. Commissioners Reports

Kathy Koziell outlines electric at DPW II has been updated. 

Adam discusses establishing a water committee meeting.  This will be done.

Discussion on committees and member agreement. 

Discussion on sharing email list with EPOA is held. 

Discussion on meeting Sept 28.  Caution for any person invited having a benefit of new information is made.  Adam will work on list of potential persons to invite.

Adam Leiser discusses the website.  Notice 1 and 3 to be removed; remove duplicate See Something Say Something posting. 

Adam Leiser motion remove 10-inch board and place 8-inch board in.  Jay Buckley seconds.  Discussion on reason for removing is held.  Motion passed 2-0. 

Discussion on management of the dam is held.   

8. Signature Items 

Adam Leiser makes a motion to sign committee member agreement.  Jay Buckley seconds.  Motion passed 2-0. 

Review of DES appeal letter.  Adam discusses adding bullet points of criteria.  Adam Leiser makes a motion to update letter and sign out of session.  Jay Buckley seconds.  Motion passed 2-0. 

9. Correspondence

DES SRF formal notice of no funding for Reinach tank project.  

Place Reinach drainage on next agenda.

Thusis culvert pictures have been received from Mark Graffam.

Big Pea Porridge Pond communication is happening.   

10. Scheduled Appearances

11.  Public Comment

Gloria Aspinall discusses monitoring of beaches and would like to see a beach test completed to have on record for safety.  Discussion on algae blooms being noted in some ponds in NH.  Some algae are hazardous to animals and/or people.  Discussion on testing ponds; this is not a requirement.  Adam Leiser outlines intent to place a warrant article on next year’s Warrant to allow voters to determine if testing will be done. 

Mike Dolan still needs a volunteer for Labor Day weekend. 

Adam thanks Mike Dolan for coordinating the beach raking volunteers.

Andrew advises the Board to take the time needed to review information; this is a marathon, not a sprint.  Keep going without becoming overwhelmed, even if things happen slower than desired. 

Andrew questions persons who have spaces reserved on canoe racks and no watercraft is currently present.  Future discussion will be held on this.              

12.  Other Business   

Letter signed out of session are placed in the public record. 

At 9:09 pm Jay Buckley makes a motion to adjourn the meeting.  Adam Leiser seconds.  Motion passed 2-0.   

Respectfully submitted,

Nancy E. Cole

Administrator

•

Environmental Committee VDOE August 18, 2019

Committee members in attendance:  Patti Aliventi, Larry Leonard, Adam Leiser

Absent: Paula Doyle, Jane Gunn                

Public in attendance: None

Meeting was filmed by Tim Hughes of Madison Television                             Call to order 8:25pm

Motion to approve the 8/5/19 minutes – Adam made – second by Patti – 3-0

Adam reports that the BOC received a response from John Cooley of the LPC.  He wonders if this year’s pond level plan can be continued next year.

Motion by Adam – recommend to BOC to maintain ponds as similarly as possibly to this year but have LPC install a floating nest next year. – second by Patti – vote 3-0

Weekly Beach testing has been tasked the to the environmental committee – Patti said she will be the main person for this task.

The management of outhouses has been tasked to the environmental committee – Larry said he will be the main person for this task.  Discussion ensues about the estimate of $6k a year for Garland for outhouses but we need to look at all information.  Included in this are the options to remove the current outhouses.  Nancy waiting for a formal letter from DES about this but has the name of the contact person.

The Porridge Shore Beach project has been tasked to the environmental committee.  – Adam will take it

Patti summarized the letter from Meta Stahlberg that discusses recent additional use of Porridge Shore Beach

Muddy Beach – this beach allows dogs

Adam discusses beaches and dog poop

Committee wants better signs in 2020

Larry Leonard believes better signage is the solution – Patti agrees

Larry and Patti both say not to put money into the Muddy beach area

Larry believes even long term Muddy beach should not be dog friendly

Patti doesn’t think we should put signs for Muddy beach either

Adam says even Muddy beach should not allow dogs

Motion by Adam that Larry be permitted to have whatever contact he deems necessary regarding the outhouse research excluding conversations with DES. – second Patti

Larry and Patti say he needs DES. 

Adam amends motion to including DES – second Larry  - vote 3-0

Motion by Adam that Patti be permitted to have whatever contact she deems necessary regarding weekly beach testing – second Larry – 3-0

Motion by Adam that Adam be permitted to have whatever contact necessary with people regarding Porridge Shore Beach – second Larry – 3-0

Larry reminds committee that gravel expense is needed for Porridge Shore Beach.  Adam says the VDOE may need to hire a landscape designer as well.

Next meeting TBD

Motion to adjourn Adam – second by Patti

Meeting adjourned at 8:45pm  Minutes taken and submitted by Adam Leiser vote 3-0

•

LANDSCAPE DESIGNER

The Village District of Eidelweiss is seeking a landscape designer to assist in creation of a design for Porridge Shore Beach.  Familiarity with NH DES Shoreland Protection permitting and protocol beneficial. 

Intent is to re-design Porridge Shore Beach for protection of Big Pea Porridge Pond.  A step design directing water to the edges of the lot is desired to stop storm runoff from entering the pond.

If interested, please contact the VDOE office at office@vdoe-nh.org or call 603-367-9022.