VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

August 8, 2019

The Board of Commissioners met at 9:00 am on Thursday, August 8, 2019.  In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley.  Also in attendance was Mark Graffam.  The meeting was filmed for Madison TV by Tim Hughes.                              

At 9:10 am Commissioner Adam Leiser calls the meeting to order.   

1. Agenda

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

Action list is reviewed and discussed.    

2. Highway Department Report 

3. Water

4. Administration

Grader lease has been reviewed.  No pre-payment penalty exists.  Current payoff is $111,000.   

Water meter analysis.  Adam Leiser discusses that the costs of the system are fixed costs.  Adam Leiser makes a motion to approve the water meter analysis.  Kathy Koziell seconds.  Discussion on time frame and review to be done by Jay Buckley.  Jay Buckley outlines that all the information needs to be reviewed prior to a discussion.  Confirmation that water meter analysis is public document.  Jay Buckley outlines that review is in process.  Adam Leiser states taking too long, this needs to be completed and done with.  Adam adds that meters should not be added in the VDOE.  Discussion on devisive issue, finalize and move forward.  Jay Buckley discusses contact with Rick Skarinka.  This contact was not authorized by the Board.  Adam Leiser outlines no decision; Administrator clarifies that decision to contact State officials is a decision.  Jay Buckley discusses that there are other ways to bill; other communities have handled this and input should be reviewed.  Jay Buckley outlines meters can be beneficial to help with leak detection and usage.  Jay Buckley wants to review the information; adds Adam is wasting time discussing this now.  Adam responds do not continue with this.  Adam adds that the money that would be spent to install meters would be better used to replace old water pipes thus reducing leaks.  Jay outlines need to take time to review; not a priority.  Motion failed 1-2 with Jay Buckley and Kathy Koziell against approving now prior to review of the additional information.   

No dogs on signs beach have been priced at $17 - $20 per sign.  Discussion on need for visible signage as outlined by Madison Police.  Kathy Koziell discusses updating the signs.  Waiting for next spring to order is discussed for budgetary reasons. 

Beach testing results are discussed.  Adam Leiser asks Mark Graffam about this topic.  Mark Graffam outlines that manner of stopping the testing was his issue; this was not advertised in advance.  Issue is not notifying public in advance that the testing would not be done.  Notice was in July newsletter; one month too late.  Adam Leiser makes a motion to ask Communication Committee to do newsletter twice per month.  Kathy Koziell seconds.    Adam states that he is frustrated stuff is not getting done.  Adam discusses too slow; website has not been done yet; feels stuff is not getting done.  Motion tabled.  Kathy will reach out to Chairman of Committee.  Adam reads Mission Statement of Communication Committee.  Adam questions if committee is doing that.  Jay Buckley outlines they are doing this; newsletter has been well done.  Notices could have been placed by VDOE or email blast could have been done to notify the public that the beach testing would not be done this year.  Adam makes recommendation that the Communication Committee meet every other week to evaluate and recommend action.  Jay accepts responsibility for the Board that notice was not given.  Adam discusses website update and motion to make updates.  Discussion that Communication Committee has not given any recommendations for updates.  Adam reiterates that things are not getting done fast enough.  Mark adds that primary point was not notifying the public.  Outlines detail that in prior years process allowed for retesting Wednesday to get results Friday.  Discussion on testing being handled by EPOA and not by the Board.  Discussion on positive test results received.  Adam outlines lack of funds to pay for this testing this summer.  Mark outlines including all factual information in any discussion with voters.  Details need to be included.  Going forward with a warrant article will be done.  Jay outlines that if article were to pass, a plan for testing could then be established.  Discussion on having plan to relay to voters when presenting the article is held.  Adam Leiser makes a motion to have Environmental committee create formal proposal on how testing will be done.  Kathy Koziell seconds.  Adam outlines that this should be part of plan that will be given to the voters.  Discussion on funding for all testing and allowance for retesting within the warrant article is held.  Motion passed 3-0.   

Adam Leiser delivers the drafted response to Mark Graffam.    

Enforcing Ordinances question from Highway is discussed.  Adam Leiser motion instruct DPW to contact law enforcement if violation seen.  Kathy Koziell seconds.  Jay Buckley discusses DPW not taking time to contact law enforcement with.  Motion passed 2-1 with Jay Buckley against DPW taking time. 

5.  Accounts Payable

6.  Minutes

Adam Leiser makes a motion to approve the minutes of July 27.  Kathy Koziell seconds.  Motion passed 3-0.   

Adam Leiser makes a motion to amend the August 1 minutes to include the dollar amount of the manifest as $51,962.62 and approve as amended.  Jay Buckley seconds.  Motion passed 3-0. 

7. Commissioners Reports

Jay Buckley discusses input from neighbor regarding financial guidance on spending.  Information will be sent for distribution. 

Jay Buckley attended Planning Board meeting last night regarding replacement of Sheriff’s Tower on Oak Hill.  New structure will be 110 feet.  Discussion on existence of ledge and ability to pin to the rock was held.  Fall zone was discussed, could hit cabana, could hit Summit pump house and Coleman Tower as well as private property.  Discussion on insurance and coverage would exist.  Discussion on payment to VDOE from the Sherriff’s Department or from Conway is held.  Mark Graffam outlines Sherriff’s Department and wear and tear on road and use of cabana building that could be compensated for.  Adam Leiser makes a motion to add review of contract for possible addition of a charge as a low priority for 2021 review.  Kathy Koziell seconds.  Motion passed 3-0. 

Discussion on phone system is held.  Belief the issue is fixed is stated.  Adam requests clarity on calling 911 for emergency situations. 

Jay Buckley recommends having only one cell phone for DPW.  Phone could be exchanged based on who is on call.  Adam discusses having walkie-talkies instead of cell phones as an option.  Options will still be looked into.  Jay outlines trying to resolve the on-call situation.  Discussion ensues on compensating Kelly an additional $100 per month for being primary on-call person.  Looking into solutions is being done.  Discussing with Kelly will be held.  Adam asks Jay if he has had the approved discussion with Josh Jennings.  Jay states that he has not.  Adam continues to show frustration at not having documentation and information.  Adam states Jay should do more work and should complete projects or determine if he should remain on Board.  Jay will take under advisement. 

Jay discusses need to raise funds for highway work for part time help for planned workload; $4,000 is target. 

Adam questions using Road Construction CRF for salary of part time employees as this is directly related to road construction.  Adam Leiser makes a motion take funds for paying Rhonda from Office Equipment CRF.  Kathy Koziell seconds.  Discussion ensues on verbiage used in outlining savings.  Motion passed 3-0. 

Adam Leiser makes a motion to move Middle Shore driveway culverts and salaries for this project to Road Construction CRF.  Kathy Koziell seconds.  Discussion on using CRF funds in this manner is held.  Motion passed 3-0.    

Discussion on electrical review of DPW II.  Lights will be looked at with electrician this afternoon. 

Adam discusses negotiating with employees.  Would like to discuss in non-public session.  States discussion is compensation.  Kathy Koziell states go into non-public session and determine.  Review of 91-A wording is held.  Mark Graffam outlines that this should be public, not reviewing performance – review of scheduling should be done in public as it relates to tax-payer funds.  Discussion on non-public session and right of employees to be present during discussion is held.  Adam reviews email from NHMA.  Mark outlines that not enough information is at hand to determine if proposed discussion should be public. 

Canceling the review of Burgdorf is discussed.  Adam Leiser makes motion to cancel the work requested for budget savings.  Kathy Koziell seconds.  Motion failed 0-3. 

Adam Leiser makes a motion to have White Mountain Survey complete work in first two weeks of January for receipt prior to annual meeting.  Kathy Koziell seconds.  Motion passed 3-0. 

Adam Leiser makes a motion renters guidance letter to Select Real Estate and other rental places requesting document be distributed to renters.  Kathy Koziell seconds.  Jay questions authority and language to be used in distribution.  Motion passed 2-1 with Jay Buckley against as not within VDOE rights. 

Adam mentions inviting Rick Skarinka, Chris Albert, Chris Hodgson and Ian Hayes to the meeting on September 28.  Discussion on others that may be appropriate to invite is held.  This will be discussed again going forward for finalizing list.   

Email from Ken Thomas regarding financing of the water tanks is discussed.  Discussion on payment of interest rate for tank loan in 2019 is outlined.  Taking money in 2019 is discussed. 

Allocating remaining funds on interest raised 2019 payment to 2020 payment is outlined as an option.  Having bidders’ numbers is discussed.  Adam requests written confirmation bank can turn around loan if application is finalized in early December.  Adam will send comparison information on a 10 year vs 20 year loan; could be up to $250,000.    

Adam Leiser makes a motion to send a thank you letter Charlie Krautmann.  Kathy Koziell seconds.  Motion passed 3-0.  Adam Leiser makes a motion to have draft prepared and allow Commissioners to sign out of session.  Jay Buckley seconds.  Motion passed 3-0.

Discussion on forwarding alarms from SCADA is held; this cannot be done.  Discussion on recent water outage on Reinach side is held.  SCADA alarms did not go off that morning to alert the water operator.  Tom Therrien is scheduled to be here tomorrow for SCADA updates needed. 

Little Loop project being done by the DPW off hours is held; doing this during normal work hours is outlined.  Freeing up hours for part time employee Tony Eldridge will be done by charging this work to the Warrant Article. 

Adding Reinach information to website is discussed.  Adam Leiser makes a motion to add the Reinach tank documents to Water Committee page.  Jay Buckley seconds.  Motion passed 3-0. 

Discussion on signing 91-A document by the committee members is held.  Adam Leiser makes a motion to distribute to Board of Commissioners for signing by committee members.  Kathy Koziell seconds.  Motion passed 3-0. 

Adam Leiser discusses emails from Larry Leonard.  Committee guidelines will be sent. 

Discussion on updating employee rights within employee handbook is held.    

8. Signature Items 

26 Diessbach contact is presented.  Adam discusses opening dialogue with persons and working together.  Would like to reach out and shake the persons hand.  Discussion on enforcement of legal violation of VDOE right of way.  This could be done as a Board.  Jay outlines that the Board should contact in writing.  Mark Graffam outlines that there does not appear to be agreement amongst Board.  Kathy Koziell makes a motion to allow Adam to contact 26 Diessbach to address issue.  Adam Leiser seconds.  Motion passed 2-1 with Jay Buckley against as this should be in writing.   

Bob D’Ambra response is reviewed.  Adam Leiser makes a motion to sign this letter.  Kathy Koziell seconds.  Kathy outlines that she saw this person on the beach with his dog.  Resident did not like Muddy Beach area.  Kathy Koziell informed Mr. D’Ambra of the vote of the Board to have the Environmental Committee evaluate the area for better access.  Adam questions authority for this discussion; Board did not grant authority.  Statement that discussion was passing on information already voted by Board that exists as a public document.  No authority would be needed.  Motion failed 0-3 as it is unnecessary to send this letter.   

Work Order 1156 is presented.  Adam Leiser makes a motion to sign WO 1156 for disconnection of the leaking scenic overlook water hookup.  Kathy Koziell seconds.  Motion passed 3-0. 

Graffam response has already been reviewed. 

9. Correspondence

47 Eidelweiss Drive has requested an update on the culverts at the end of the driveway.  Adam Leiser discusses inviting residents in for discussion. States that VDOE should repair prior to requesting driveway repairs.  Adam Leiser motion letter 47 & 49 Eidelweiss Drive stating that work will be done upon return of grader to correct drainage that will be signed out of session.  Kathy Koziell seconds.  Motion passed 3-0.   

Meta Stahlberg has requested to be included in any discussion on Porridge Shore Beach.  Adam discusses meeting at Porridge Shore Beach with Nordel Gagnon and Kevin Ackert.  Others were in attendance.  Discussion on support for concept of updating the beaches to correct runoff.  Adam outlines grading of road on Porridge Shore to keep runoff from entering the pond.  Statement that Nordel Gagnon will remove two trees and limb a third tree as well as may be willing to grant an easement for storm water runoff is made by Adam Leiser.  Mr Gagnon will complete the tree work in September and will contact his Attorney for drafting of a storm-water runoff easement.  Landscape design is needed to move forward with permits from DES.  Mark Graffam discusses a perched beach.  This holds back all sand from entering the pond.  All options will be looked into.  Locating a landscape designer is outlined.  Adam Leiser makes a motion to ask Mark to look for a designer to assist Environmental Committee in design for Porridge Shore Beach.  Kathy Koziell seconds.  Jay Buckley moves to amend to place on VDOE website to locate volunteer designer to work with Environmental Committee and Board of Commissioners to work on design for Porridge Shore Beach.  Adam Leiser seconds.  Motion passed 3-0. 

Discussion on water at 31 Interlaken.  Ian Hayes has stated that the leak is not at this location but is surfacing there.  May be the service line.  Jay Buckley makes a motion to contact Ian Hayes today for update on leak and steps of action.  Steps to be distributed to Board of Commissioners.  Kathy Koziell seconds.  Discussion on water surfacing on VDOE property at mouth of driveway.  Adam discusses having DPW dig random spots to locate leaks.  Use of outside excavation with experience digging near water lines is outlined as process; not DPW.  Motion passed 3-0. 

10. Scheduled Appearances

11.  Public Comment

12.  Other Business   

The trees on Reinach Place have been removed secondary to discussion with property owner by Adam Leiser.   

Committee member agreement is reviewed.  Kathy Koziell outlines 91-A document.  Can be phrased into a mission statement.  Adam Leiser makes a motion to sign the document.  Kathy Koziell seconds.  Review of document is held.  Jay Buckley asks what problem is being solved.  Adam Leiser outlines that Jay was to have this completed and it was not done.  Jay outlines that 91-A document was developed and agreed to.  Jay states that the 91-A document is the guidance to the committee members.  Adam responds that two documents were clearly identified on June 10 meeting minutes and this has not been done.  Adam outlines issue is committee member violated law by contacting engineer and scheduling a meeting without authority.  Adam states should not have happened.  Motion passed 2-1 with Jay Buckley against stating that any violation would be of 91-A and that there is no repercussion of violation of this additional document.     

Thusis culvert is discussed.  Jay Buckley outlines marked up drawing has been completed.  Adam outlines not received 12 hours in advance.  Jay outlines that meeting between Adam and Mark was not permissible as this meeting was outside the vote of Board to have Jay handle.  Water level still needs to go down to see bottom of pipe.  Adam outlines confirming that project needs to be done should be done prior to spending tax-payer dollars prior to this confirmation.  Concerned that request for release of funds for project not yet confirmed as necessary.  Adam discusses getting a camera placed in culvert for confirmation of need.  Mark Graffam outlines spotlight available and DPW can look inside culvert.  Stating misinformation on bottom of culvert being rotted when this is not actually known is outlined by Mark Graffam.  Let the area dry and look inside pipe to evaluate the physical pipe and slope of the pipe.  Pipe is flowing.  Discussion on drawing; rip rap does exist at outlet of proposed pipe.  Kathy Koziell states not part of plan.  Jay Buckley outlines this drawing is not final, this was a review for input by Kelly Robitaille.  Discussion on obtaining permits from DES is held.  Identifying that problem exists is outlined as first step.  Establishing that this is a priority is questioned by Mark Graffam.  Adam Leiser states that he agreed at Annual Meeting to work with Mark Graffam on necessity of this project.  Kathy Koziell outlines stated to wait until August for review so it could be looked at.  Adam is looking for confirmation of necessity.  Adam would like to see design marked out prior to voting yes on any project. 

Culvert will be checked when dry.  Jay will work with Kelly for this information. 

Mark Graffam questions movement seen by Jay Buckley when Kelly Robitaille had shovel on pipe; Jay was able to move culvert easily.  Separation a few feet in seems to exist.              

Little Loop is discussed.  Adam Leiser discusses drainage in the area and funds for this article could handle additional work on Little Loop.  Design has not been finalized.  Adam Leiser states he feels he is doing other persons work as well as his own and he is tired of doing this.  Jay Buckley outlines he has met with Kelly Robitaille on this and is updating the drawings for submission to DES.  Concerns on completing this project are held.  Copy of draft drawing will be sent electronically to Kathy Koziell for review.  This can be done

Adam Leiser makes a motion to allow Kathy Koziell to discuss Little Loop project as she feels necessary.  Kathy Koziell seconds.  Discussion on ability of Kathy to request answers from persons she chooses.  Motion passed 2-0-1 with Adam Leiser abstaining as it is his property. 

Adam Leiser shows a document on his computer for confirmation of a non-public issue to Commissioner Kathy Koziell and Commissioner Jay Buckley.  This direct violation of NH RSA 91-A to garner input from the Board for a document that is not available to be seen by others present or anyone watching the video is outlined by Administrator Nancy Cole and resident Mark Graffam.  It is also pointed out that the taking of a secret ballot during a public session is also a violation of NH RSA 91-A.  Adam Leiser states that he will drop this issue and not discuss during non-public session.    

At 1:12 pm Adam Leiser makes a motion to enter non-public session pursuant to RSA 91-A:3, II (a) employment matters.  Kathy Koziell seconds.  Motion by roll call Adam Leiser yea, Kathy Koziell yea, Jay Buckley yea.  Motion passed 3-0.   

At 1:23 pm Adam Leiser makes a motion to exit non -public session. Kathy Koziell 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 1:24 pm Adam Leiser makes a motion to adjourn.  Jay Buckley seconds.  Motion passed 3-0. 

Respectfully submitted,

Nancy E. Cole

Administrator   

Agenda for August 8, 2019

1. Call to order 9:00 am  

• Approval of the agenda                                             

     Review of Actions, Projects and Issues List    

• Administration:  CM072719, CM080119, grader lease, water meter analysis, no dogs signs, beach testing results, enforcing ordinances (hwy?), Primex premium holiday notice  

• Accounts payable: $

• Signature Items:   Farnese letter, D’Ambra response, WO 1156 disconnect scenic overlook water,

• Commissioners Reports:

• Correspondence:  47 Eidelweiss Drive culverts, Stahlberg Porridge Shore Beach, Graffam/Maudsley VLAP testing ecoli, Graffam 31 Interlaken, 

• Scheduled Appearances:

• Public Comment:

1.  Other:   Reinach Place trees removed, Committee member agreement, Thusis culvert

                        Adjourn

 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

August 1, 2019

The Board of Commissioners met at 7:00 am on Thursday, August 1, 2019.  In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley.  Also in attendance was Kelly Robitaille.  The meeting was filmed for Madison TV by Tim Hughes.                              

At 7:00 am Commissioner Adam Leiser calls the meeting to order.   

1. Agenda

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

Action list is reviewed and discussed.  

2. Highway Department Report 

Kelly Robitaille reports that as culverts are being cleaned, posts and numbers are being replaced.  Gravel is being placed in locations in anticipation for return of the road grader.  Additional cost will be looked into.  Grader is expected in another week.   

Backhoe service will be completed Monday of next week.  Discussion on the backhoe and intent to change to John Deere is held.  Issues with the heavy equipment are outlined.  Quality does not appear to be there with this equipment.  Kelly has discussed repairs with State personnel; the State is moving away from Volvo.  Discussion on original purchase is held.  Volvo has discontinued production. 

Kelly Robitaille discusses ordering parts needed for Thusis project and Little Loop project so that parts are on hand when ready to begin construction.  Thusis should take 3 to 4 days; Little Loop anticipated at 2 days.  Discussion on projects are held.  Revisions will need to be made to the drawings prior to obtaining DES permits for these projects.  Adam Leiser outlines need to have projects set prior to ordering parts.  Basins will be needed regardless of amendments to drawings.  Easement on properties at 4 and 6 Little Loop are reviewed.  Jay will be working on updating the drawings.  Adam Leiser discusses having a final copy of drawing available prior to notification to property owner.  Discussion continues on need for drawing to be finalized.  Purchase of items for the projects will be held for next meeting.     

Gravel has been added to the upper section of Oak Ridge Road. 

Calcium Chloride will be used as needed going forward for dust control. 

Kelly Robitaille outlines that a dumpster is needed in order to complete the cleanup of the back yard.  All metal will go for scrap, culvert pieces and canoes will need a dumpster.  Agreement with PSNH to clean the area is outlined.  Discussion on cost is held. 

Kelly reports that there is still wood on Reinach Place within the right-of-way.  Wood debris is still at edge of street.  Discussion on need for removal and rights of VDOE.  Adam discusses direct communication with the property owners.  Kathy Koziell makes a motion to have Adam Leiser contact property owner of trees on Reinach Place.  Adam Leiser seconds.  Discussion on paper trail.  Kathy Koziell amends motion to send discussion summary in writing; Jay outlines letter and then discuss.  Discussion continues on making contact.  Jay outlines process of contact in writing for documentation.  Motion passed 3-0. 

Kelly Robitaille discusses erosion stone placed at entrance of culvert on Diessbach.  Kelly Robitaille outlines that the stone is slowing water and this is not proper drainage.  Adam Leiser outlines potential situation with taxpayer not complying with Ordinance regulations or possibly State regulations.  Discussion on approval of second driveway; this was approved a few years ago.  Kelly Robitaille outlines current issue is within right-of-way at culvert.  Jay Buckley makes a motion to send letter to property owner to remove materials within right of way by August 15^th.  Kathy Koziell seconds.  Motion passed 3-0. 

Kelly Robitaille discusses dogs on beaches and waste that has been found.  Discussion on Madison Police response and outlined need for visible signage.  Signs will be priced out.  Adam Leiser outlines discussion with cleaning person who stated she has never seen the documentation for renters that has been produced.  Adam Leiser outlines sending to the real estate companies for insertion with rental contracts as option. This will be discussed going forward. 

Kelly Robitaille discusses driveway permit application to amend an existing driveway.  Jay Buckley makes a motion to approve the driveway permit.  Kathy Koziell seconds.  Motion passed 3-0.  Jay Buckley makes a motion to sign the permit out of session.  Kathy Koziell seconds. Motion passed 3-0.   

5500 is in the shop for outfitting.  Anticipated to be here end of next week. 

Adam Leiser discusses dust control; states bad for ponds.  Kelly Robitaille outlines need for dust control and salt for use in winter.  Adam Leiser reviews VLAP summaries; conductivity and phosphorus are both increasing. 

Adam Leiser questions culvert on Bristenstock.  Culvert can be replaced as is.  This will be looked at next year due to budget constraints.  Repair of 47 Eidelweiss Drive driveway is held.  This would cost $2,000.  Options for funding are discussed.  Lack of negative grade at driveway connection to road is discussed.  VDOE right to be able to require property owner to correct driveway is held.  Discussion on establishing contact with these property owners is held.  VDOE should outline solution in letter to property owners.  47 and 49 Eidelweiss Drive are properties to be contacted.  Discussion continues on drainage in this area.  Adam Leiser states water is not going into ditch; Jay Buckley outlines water is partially coming from driveway at 49 and going into road.  Basin and two culverts are the corrective action for this drainage area.  Adam Leiser makes a motion to take up to $700 from Road Construction CRF for culvert replacement on Bristenstock.  Kathy Koziell seconds.  Discussion on handling this project is held.  Motion passed 3-0. 

Environmental Committee will be meeting Monday at 9 am.  Kelly Robitaille is asked if he would like to participate; Kelly declines. 

Need for cell phones is discussed; these are needed.  Replacing the on-call service is discussed.  Adam discusses potential of forwarding phones or having mobile radios.  Handheld radios can cost $700 per, there are radios in all vehicles.  Phones are needed.  Options for cell phones will be looked into.

Discussion on establishing an email for DPW is held with possibility of computer downstairs.  Leaving workflow process in place for public record is outlined as all emails travel through the office.    

Kelly Robitaille outlines need to have funds available for additional part time help to complete the road projects once the grader is back in service.  Holding part time hours for these jobs without having a second person while someone is out is discussed.  Adam discusses having crew take unpaid vacation on volunteer basis.               

3. Water

Discussion on new requirement for testing of PFOA’s beginning fourth quarter of this year. 

Additional testing will cost up to $500 per quarter with four consecutive quarters required.  Results of testing will establish the future testing requirements.    

4. Administration

Payroll report is presented.  Report and timecards are reviewed and discussed.  Adam Leiser makes a motion to approve payroll in the amount of $6,739.42.  Jay Buckley seconds.  Motion passed 3-0. 

Employee handbook is discussed.  28 bullet points were listed out by the Attorney in review of the handbook.  Adam Leiser discusses need to update this handbook to have proper employment policies in place.  Additional cost would be $1,200.  Board will review bullet points for discussion at future date.   

Town of Madison tax check was received yesterday. 

5.  Accounts Payable

Adam Leiser makes a motion to approve the manifest for 11 checks in the amount of $51,962.62.  Jay Buckley seconds.  Motion passed 3-0. 

Adam Leiser makes a motion to rescind the purchase authority of employees.  Motion withdrawn. 

6.  Minutes

Minutes will be updated for next meeting. 

7. Commissioners Reports

Kathy Koziell outlines cost for Port-O-Potties.  Adam Leiser questions trash and if any extra cost would be included; this will be looked into. 

Kathy Koziell discusses funding of electrical work; work order will be produced for approval. 

Jay Buckley discusses Planning Board Public Hearing for proposed replacement of Sheriff’s tower at the Summit.  Concern for ledge in area as base is stated to be down 10 feet.  Discussion on possibility of any blasting or chipping of ledge. Jay is making Board aware. 

Jay updates on possible changes to parking requirements at Madison beaches that were discussed at the public hearing the Selectmen held this week. 

Pins are in place at the cabana area for the survey being done by the Sheriff’s tower. 

Jay Buckley makes a motion to supply the Charlie Krautman report to the Big Pea Association.  Jay Buckley seconds.  Motion passed 3-0. 

Adam Leiser motion send 2018 VLAP report summary to Big Pea Association.  Kathy Koziell seconds.  Motion passed 3-0. 

Adam Leiser discusses having a document for outlining actions by committee members.  Discussion ensues on having this handled by the committees. 

Jay will have water meter analysis for a future meeting.  Saturday, August 24 is discussed as option.  Target date will be September 28^th.   

Adam questions if a list could be put together of items that could be accepted by donation; none identified. 

Adam outlines discussion with Sara Steiner regarding weekly beach testing.  Discussion supported Commissioners decision to stop the testing this year.  Funding will be on warrant in 2020 for voters to determine if weekly beach testing will be done. 

Discussion on having financials during Sept Saturday meeting is held. 

Discussion on having a symposium style meeting that would have focus on varying aspects of this area; ponds, wildlife, etc.  Adam Leiser outlines desire to have this be called the Jennifer Leiser Memorial Symposium.  Kathy Koziell makes a motion to have Adam look into options.  Jay Buckley seconds.  Motion passed 3-0. 

8. Signature Items 

Adam Leiser makes a motion to sign the letter to Betsy Ginsberg regarding abatements.  Kathy Koziell seconds.  Motion passed 3-0.   

Letter to 22 Oak Ridge is reviewed.  Adam Leiser discusses adding a date for compliance; August 15^th is discussed.  September 2 will be date to allow time for property owner to comply.  Adam Leiser motion sign letter out of session with Sept 2 finish date.  Kathy Koziell seconds.  Motion passed 3-0. 

Biasca water hook up denial letter is presented.  Adam Leiser makes a motion to sign the letter.  Jay Buckley seconds.  Motion passed 3-0.   

A request for fill has been received from 14 Little Shore.  Adam Leiser makes a motion to approve the request.  Jay Buckley seconds.  Motion passed 3-0.   

9. Correspondence

Adam Leiser motion send letter from John Cooley to Environmental Committee.  Jay Buckley seconds.  Motion passed 3-0.  Email from Mr. Cooley is read.  Mr. Cooley would like to know if water levels will be maintained under historical guidelines used for protection of the natural loon nesting site.  Discussion on focusing a meeting on this issue and plan for future years water levels is held.  Managing ponds in the same manner as this year is discussed.  The need for monitoring the water level is outlined.  Having a marked level at the dam for the best level is outlined as something that would be beneficial.  Discussion is held on difficulty in specific management as snow fall and rainfall are major factors.  5 to 10 inches below concrete level is discussed.  Maintaining status quo is outlined. 

Adam discusses meeting with State Biologist Sara Steiner who informed the VLAP group that 24 hours following a heavy rain is most risky time to swim in the ponds. Also discussed during the VLAP testing was the second loon egg which was displaced by the loons from the nest.  The water level had nothing to do with this egg being displaced.  The egg was found and removed by the LPC.    

Bob D’ambra has requested dogs on beach during off hours.  For health reasons this cannot be done.  Kathy Koziell motion ask Environmental Committee to look into options for dogs at Muddy Beach.  Adam Leiser seconds.  Motion passed 3-0.  Response to Mr. D’Ambra is discussed.

Charlie Krautman information on establishing dam at Big Pea has been received.         

10. Scheduled Appearances

11.  Public Comment

12.  Other Business   

Meeting on August 15^th to be at 7 pm at the lodge. 

Adam Leiser makes a motion to have financial trends put together by Sept 6.  Jay Buckley seconds.  Motion passed 3-0. 

At 10:46 am Adam Leiser makes a motion to adjourn the meeting.  Kathy Koziell seconds.  Motion passed 3-0.   

Respectfully submitted,

Nancy E. Cole

Administrator

 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

July 27, 2019

The Board of Commissioners met at 9:00 am on Saturday, July 27, 2019.  In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley.  Also in attendance was Gloria Aspinall, Dorothy Wondolowski, Paul Mattatall and Treasurer Dinah Reiss.  The meeting was filmed for Madison TV by Tim Hughes.                              

At 9:01 am Commissioner Adam Leiser calls the meeting to order.   

1. Agenda

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

Action list is reviewed and discussed.  

2. Highway Department Report 

Jay Buckley has discussed status of roads with Kelly Robitaille.  Considering the grader is not in service, the roads are in good condition.  Backhoe and York rake are being used. 

Grader is still over a week out for return from the Volvo shop. 

Status of 5500 is discussed.  Last update was that a bay was being waited for to bring the truck in for finishing the update.  Jay Buckley states that Kelly Robitaille reported all parts have been received.  Adam Leiser discusses having truck returned until shop is ready to complete the outfitting.  Thought process may be that truck is not needed until fall is outlined, shop is not pushing for completion.  Nancy will follow up with Albany Service Center.  A date for completion is needed. 

Discussion on heavy equipment and review for exchanging the Volvo equipment for John Deere.  Lease agreement for the grader will be sent to the Commissioners for review.  Jay Buckley adds that the monthly cost is $2,500 for this equipment and we do not have use of it. 

Adam discusses selling the vehicles and equipment in lieu of trading. 

Discussion on exchange of the 7400 for an all-wheel drive vehicle.  Intent is to purchase a new truck on the 2020 Warrant.   

DPW has been authorized to begin working on the road warrant articles upon return of the road grader. 

Payroll report is reviewed and discussed.  Timecards are reviewed.  Overtime rate for the two hours for the call-in for the tree is discussed; both employees have put in for overtime.  Discussion on updating on call policy is held.  Board is in agreement that paying both employees is not appropriate.  Holiday list will need to be updated in handbook.  Adam Leiser motion approve payroll in amount of $7,209.56.  Jay Buckley seconds.  Motion passed 3-0.     

Daily water usage reports for June are reviewed. 

Adam Leiser motion limit Donna MacKinnon to 10 hours per week.  Kathy Koziell seconds.  Motion passed 3-0.       

3. Water

Kathy Koziell has reached out to Ian Hayes. 

Adam Leiser makes a motion to have office obtain status of work from Ian Hayes.  Jay Buckley seconds.  Motion passed 3-0. 

Update will include status of DPW meter replacement. 

Jay Buckley outlines that a water leak was detected this morning at the scenic overlook garden.  The sill cock has been shut off.  Hose was broken.  Ian Hayes has been notified. 

Jay Buckley makes a motion to add a work order for Ian Hayes to disconnect this set up.  Adam Leiser seconds.  Motion passed 3-0. 

Having Ian Hayes attend a Commissioners meeting is discussed. 

Jay Buckley discusses obtaining the pressure readings from the house on the upper section of the Summit zone.  Adam Leiser discusses spending time on this since no complaints have been received.  Jay Buckley outlines having the data.  This will be included in contact with Ian Hayes. 

Reinach tank project engineer has sent the schedule for the tank project.  Adam Leiser makes a motion to create a section on the home page of the website with all information on this project.  Kathy Koziell seconds.  Discussion on including the schedule, geo-tech report, engineer’s information and drawings.  Motion passed 3-0. 

VDOE did not receive funding for the Reinach tank project through the SRF.  An application will be sent for the Drinking and Groundwater Trust Fund for funding.  Adam Leiser will work with Chris Albert on this. 

The CSV location project will be removed from the action list.    

4. Administration

Budget status is reviewed and discussed.  Adam Leiser outlines that 5% raises were allocated with a 3% increase on the budgets.  All factors known to date are included in the allocated/known expense sheet created by Nancy Cole.  Line items are reviewed.  Highway equipment repair is line item that has been requiring additional funds.  Discussion ensues on highway repairs.  The F-550 repairs were not included in the budget as intent was to replace this vehicle.  Adam Leiser outlines that at the Annual Meeting he stated budget was roughly $50,000 underfunded.  All Commissioners agree.  Discussion on use of Capital Reserve Funds is held.  Adam Leiser outlines intent to fund CRF’s on the 2020 warrant.  Protecting the remaining funds within the budget is discussed.  Adam Leiser outlines that the prior Board granted 5% raises but only changed the line items by 3% creating a shortfall of approximately $3,000.  Savings are being incurred with beach water testing, executive salaries and in other areas. 

Water billing status is discussed.  $24,882.69 is still due.  All unpaid water bills will be charged an additional $100 late fee.  Adam asks about contacting persons he knows on the list; this is not permissible.  Discussion ensues on water usage fees for a duplex; two usage fees are billed.  Adam Leiser discusses the billing of duplexes.  Gloria Aspinall outlines property owner is responsible and could bill the other tenant or include in rent.  Billable status is legally written.   

Adam Leiser makes a motion to allow Kathy Koziell to finalize the newsletter.  Jay Buckley seconds.  Motion passed 3-0. 

Discussion on canoe racks and spaces.  Communication Committee is looking into this. 

Discussion on Meals & Room taxes collected by Madison is held. 

VLAP testing is scheduled for Monday.  State Biologist will be in attendance for this month’s testing. 

Little Loop is discussed.  Jay Buckley will work on modifying drawing for this project; electronic copy will be sent to Jay for revision.  Discussion on sending the modifications to the properties is outlined, this will be done.  Project may be done at a lower cost as intent is to handle this project with the DPW.  Scheduling with DPW will be done.  Having crew complete this after hours is outlined.  Jay will discuss with crew. 

Water system electrical work is being worked on by Kathy Koziell. 

Motion log is reviewed and discussed. 

Discussion on possible repair for Burgdorf is held.  Kelly Robitaille is working on this.  Jay Buckley will discuss this with Kelly. 

Septic at 23 Huttwil is discussed and will remain on motion log until repair is completed. 

A follow up will be done with Ian Hayes on the status of the valve dig at Rte 113. 

Discussion on updating the bulletin board is discussed.  Jay Buckley will look into having volunteers do this. 

Letter for property owner on Biasca regarding water pressure at lot will be drafted. 

Hiring part time DPW personnel is discussed.  Adam Leiser makes a motion to update ad to $25 per hour for snowplow removal and $20 per hour for non-snowplow related work; commensurate with experience.  Jay Buckley seconds.  Discussion ensues on how this would be handled.  Placing separate ad or creating ad for snowplow operator only is discussed.  Ad will be updated to state hourly rate commensurate with experience.  Discussion ensues on ability to attract applicants.  Jay Buckley discusses ability to pay the part time employees.  Snowplow operations only; $20 to $25 per hour commensurate with experience.  Adam Leiser makes a motion to remove year-round; 2 part time employees for snowplow removal at a rate of $20 to $25 per hour commensurate with experience.  Jay Buckley seconds.  Motion passed 3-0.  This information will be added to newsletter. 

Adam Leiser makes a motion to not have DPW rake beaches.  Kathy Koziell seconds.  Discussion on use of volunteers for weekends.  Trash removal at beaches is discussed.  Paul Mattatall states that the beaches are not as good as last year.  Motion failed 0-3. 

Adam Leiser makes a motion to end beach raking Thursday prior to Labor Day weekend.  Jay Buckley seconds.  Motion passed 3-0. 

Water meter analysis is discussed.  Will be reviewed next meeting. 

Jay will send email address for Carroll County dispatch. 

Speed bumps will be looked at for purchase at year end. 

Jay Buckley is working with Kelly Robitaille on the chronic culvert list for option to look at a contractor to clean these culverts next year.

Discussion on establishing an Emergency Action Plan for the dam.  Jay Buckley outlines that this is a Commissioner’s responsibility and will require outside assistance. 

Engineering review for repair or replacement of the dam is being worked on. 

DPW will be asked to remove any craft not in a proper space.  This will be done on Tuesday and Thursday when raking beaches. 

Discussion on the update to the lights at DPW.  Adam Leiser discusses looking at a temporary set up that may get us through the early winter and hold on repair.  Kathy Koziell will work on this. 

Discussion on establishing an email address for DPW is discussed.  Discussion with Kelly will be held on this.  Adam suggests having discussion with Kelly Robitaille on what DPW will need to have this happen.  Establishing a paper trail is intent. 

Sending a thank you to EPOA for holding the picnic is discussed.  Jay Buckley outlines thanking one organization for an event versus all organizations and individuals for their work.  Adam Leiser makes a motion to sign a thank you letter to EPOA out of session.  Kathy Koziell seconds.  Motion passed 2-1 with Jay Buckley against as all volunteers have not received letters. 

Adam Leiser discusses questions from Environmental Committee regarding the dam.  Questions are for additional information on leak and discussion on repair or replace.  Statements that not up to DES to tell VDOE what to do, list of engineers from DES has been received and Board has voted to pursue.  Discussion on reclassification of dam to significant threat level.  Adam Leiser discusses appealing the classification change.  Nancy will draft the letter to the Charlie Krautman. 

Adam Leiser makes a motion to review Porridge Shore Beach with Kevin Ackert.  Kathy Koziell seconds.  Motion passed 3-0.  Nancy will send Kevin Adam’s contact information.

Discussion on letter to Madison PD regarding fireworks is held.  Adam outlines response from Police.  Visibility of signs is discussed.  Response from Madison Police is read.  Police will issue a ticket to repeat offenders.  Jay Buckley discusses signage and updating signs that are visible at each beach.  Communication Committee will work on this.  Dorothy Wondolowski thanks Adam for calling police; this should be done when violations occur.  Dinah Reiss discusses paying for the signs as it is important to notify persons of the regulations. 

Discussion on offer by Ralph Lutjen to work gardens that he has since declined is held.  Mr. Lutjen will not work in the gardens unless an apology is received from Adam Leiser for the comments made July 11. 

5.  Accounts Payable

6.  Minutes

Adam Leiser makes a motion to approve the minutes of July 16.  Kathy Koziell seconds.  Motion passed 3-0

Adam Leiser makes a motion to approve the minutes of July 18.  Kathy Koziell seconds.  Motion passed 2-0-1 with Jay Buckley abstaining as he was not at that meeting. 

7. Commissioners Reports

Jay Buckley discusses the motion of July 18^th to overturn prior motion to not include information received within 24 hours of the meeting.  Priority level being placed on all correspondence is not necessary as nothing bad will happen to the District should a delay to the next meeting occur.  Some items do not need immediate attention.  Discussion on public versus non-public session is held.  Jay states that having written clarity is better than a phone call. Questions should go through the office and then be distributed to the Board.  Having Board give permission for review of this with legal counsel is discussed, one Commissioner having a conversation does not give the Board the needed information.  Jay adds that the Board should work through the correct processes.  Adam Leiser responds that one Commissioner should be able to contact NHMA Legal Hotline at any time as no decision is made and there is no cost incurred.   

Jay Buckley makes a motion to create a policy for submission of all information for a meeting no less than 12 hours prior.  Kathy Koziell seconds.  Discussion ensues on timing of information.  24 hours is discussed as more beneficial.  Jay outlines updating agenda at beginning of meeting is place where any update can be made.  Adam discusses summarizing information if other Commissioners have not seen it.  Motion passed 2-1 with Adam Leiser against this process as he feels it will slow down progress unnecessarily.  

Adam Leiser outlines intent for 2020 Warrant Articles that he has listed for consideration.  Funding capital reserve funds is outlined, replacing 7400, secondary source for new water tank funding, pond testing and others.  Adam will send his list to the office.  

Adam Leiser makes a motion to allow him to meet with Nordel Gagnon and Kevin Ackert for review of Porridge Shore Beach.  Kathy Koziell seconds.  Motion passed 3-0. 

Modify letter for 22 Oak Ridge.

Send out Volunteer Waiver form to Board for review.

Discussion on obtaining information on the loan for the Reinach tank.  Adam Leiser discusses obtaining options; information should be finalized prior to obtaining other options. 

Jay will attend the Planning Board Public Hearing August 7^th. 

Jay will attend the Big Pea Porridge Association meeting. 

8. Signature Items 

Updated bid policy with corrected effective date is presented.  Kathy Koziell makes a motion to adopt and sign the bid policy.  Adam Leiser seconds.  Motion passed 3-0.

Purchase order 312 is presented.  Adam Leiser makes a motion to sign PO 312 in the amount of $2,000 for backhoe repairs.  Kathy Koziell seconds.  Motion passed 3-0.  

Purchase order 313 is presented.  Adam Leiser makes a motion to sign PO 313 in the amount of $100 for dam boards.  Kathy Koziell seconds.  Motion passed 3-0.  

Proposed response to Dan Gaudette is presented.  Adam Leiser makes a motion to sign the letter to Dan Gaudette as updated.  Kathy Koziell seconds.  Motion passed 3-0.  

Proposed letter to Ralph Lutjen is reviewed.  Kathy Koziell makes a motion to not sign letter to Ralph Lutjen.  Jay Buckley seconds.  Motion passed 3-0.   

Proposed letter to Mary Alice Lapoint is reviewed.  The water operator has discussed this with the resident.  No additional response needed.  Kathy Koziell makes a motion to not send a letter to Mary Alice Lapoint.  Jay Buckley seconds.  Motion passed 3-0. 

Adam Leiser will send proposed response to question from Betsy Ginsburg regarding abatements which Madison has provided the information on.       

9. Correspondence

Granite State Analytical has sent the July water system results; clean and pH levels are good.  

John Corcoran review of possible savings for VDOE on everyday items has been received.  A potential for savings with cell phone updates has been recommended and is discussed.  This will be looked into. 

Madison Police response to request for enforcement of Ordinances has been received and discussed. 

NH Department of Environmental Services (DES) has confirmed that VDOE is not required to do weekly beach testing.

Ralph Lutjen has removed his offer to work on the gardens on VDOE property. 

Mary Alice Lapoint has sent an email regarding water pressure that the water operator has responded to. 

Dan Gaudette has sent a request to reconsider weekly beach testing which has been reviewed and discussed. 

Third party electric provider has sent monthly report; $127 saved in June.

NH DES has sent the State Revolving Loan Fund pre-application rankings; VDOE application for Reinach Tank funding did not make the list for funded projects. 

Reinach tank Engineer Chris Albert will assist the VDOE with applying for the Trust Fund Grant as an option for funding the tank project. 

The Geo-technical data report for the Reinach tank site has been received. 

The EPOA has sent the information on the July VLAP testing which will occur Monday.  

10. Scheduled Appearances

11.  Public Comment

 12.  Other Business   

General discussion on Commissioners as liaison to Committees is held.   

August 18^th at 1 pm will be August VLAP testing.   

Discussion on budget status and expenditures is held as relates to cash flow.  Treasurer Dinah Reiss outlines the raising of $50,000 first year payment for the water tank loan.  This amount could be offset on the 2019 tax rate by the Board as the loan has not yet been taken.    

Discussion on increasing authority of DPW to $3,000 per week is held.  Jay Buckley makes a motion to rescind the vote of July 18^th giving purchase authority to Kelly Robitaille of $3,000 per week.  Kathy Koziell seconds.   Discussion on protection of the budget is held.  Motion passed 2-1 with Adam Leiser against due to discussion regarding trusting Kelly to not spend irresponsibly.  

Discussion on schedule for next meeting.  Moving meeting to 7 am is discussed.  Adam Leiser makes a motion to move the meeting to 7 am at the office.  Kathy Koziell seconds.  Motion passed 3-0. 

March 12^th minutes are discussed.  Adding verbatim wording will be done. 

At 12:41 pm Adam Leiser makes a motion to adjourn the meeting.  Kathy Koziell seconds.  Motion passed 3-0.   

Respectfully submitted,

Nancy E. Cole

Administrator

Agenda for August 1, 2019

1. Call to order 7:00 am  

• Approval of the agenda                                             

     Review of Actions, Projects and Issues List    

• Administration:  CM072719, payroll, water testing PFOAs, employee handbook,

• Accounts payable: $51,966.62 – 11 checks

• Signature Items:  Ginsberg response abatements, 22 Oak Ridge,  7 Biasca water, 14 Little Shore fill request,

• Commissioners Reports:

• Correspondence: Cooley – LPC, D’Ambra, DES, Simmons, DES dam Big Pea info,  

• Scheduled Appearances:

• Public Comment:

1.  Other:  Meeting time Aug 15^th – 7 am?, Diessbach, Aug 24 meeting

                        Adjourn