2019 Documents

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Village District of Eidelweiss

Communications Committee Meeting

July 16 2019  -  6 :00 PM

The Communications Committee met on Tuesday July 16, 2019 at 6 PM at the Lodge  Present are committee members Michael Dolan (MD),  Kathy Koziell (KK) and Paula Doyle (PD).  Isabel Pais (IP) attended by phone.  The meeting was videotaped. 

At 6:05 PM, Chairman PD calls the meeting to order and makes motion to call Isabel Pais.  KK seconds.  Motion passes 3-0.  

PD makes motion to approve agenda.  MD seconds.  Motion passes 4-0.

PD makes motion to approve minutes from 6/7. As they have not been reviewed motion withdrawn. Table until next meeting

Discussion on topics for July newsletter:

  1. Congratulations to Kelly Robitaille for completing the Road Scholar T2  program at UNH
  2. Welcome new hire Donna McKinnon, she will be working with the district administrator, Nancy Cole to become familiar with the daily functions of the office and provide a much needed back-up for this key position.
  3. Site work has begun for the Reinach tank project.
  4. Include details of 3 VLAP water testing programs (pond, beach, winter runoff)
  5. Results of June VLAP pond water test which includes e-coli
  6. Comment on DES report on change in dam status at Boulder w/link to document
  7. Town of Madison Public hearing on August 7th regarding the Sherriff’s tower on Oak Hill
  8. EPOA annual Pig Roast BBQ – add details
  9. Beach raking volunteers still needed for 2 weekends in August. Please contact Mike Dolan at dolrn@yahoo.com . 
  10. Jay Buckley has volunteered to re-paint the basketball court lines and to rebuild the bulletin board next to the mailboxes. Thank you for again volunteering.
  11. Add duck and dog reminder in July newsletter
  12. Add balance of Capital Reserve Funds

Discussion on making a single page document to highlight “Do not feed the ducks” and “No dogs allowed on beaches” for next spring newsletter.

Beach signs to be update and ready for 2020 summer season.

Beach raking discussed and trash removal being more important than raking

Status of Loon pair – Paula researched behavior and will create the story with picture

 Isabel Pais will look into possibility of an interactive-live website for the assigning of kayak/canoe spaces.

Public Comment/Scheduled Appearances:  None

Next Meeting Scheduled for Tuesday August 6th at 6PM at Lodge.

6:58 PM PD makes motion to adjourn.  MD seconds.   Motion passes 4-0.

Respectfully submitted – Kathy Koziell (Secretary)

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Agenda for July 27, 2019

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

     Review of Actions, Projects and Issues List    

  • Administration:  CM071619, CM0718019, payroll, June water usage, monthly summary, pump house electric, quarterly usage submitted and approved DES, budgets & PO authority, cash flow, DPW part time ad, Little Loop notifications easement status 4 & 6, Dam reclassification, motion log   
  • Accounts payable: $
  • Signature Items:  Bid Policy update, PO 312 $2,000 - 3,000-hour service backhoe, PO 313 $100 – dam boards, Gaudette response beach testing (V1 – V2), Lutjen response, Lapoint response   
  • Commissioners Reports:
  • Correspondence: GSA July testing clean- pH good, John Corcoran review, Madison PD, DES Beach testing, Lutjen gardens, Lapoint water pressure, Gaudette Beach testing, electric report ($127 saved June), SRF funded project info, Geotech report, EPOA VLAP July,   
  • Scheduled Appearances:
  • Public Comment:
  •  Other: Porridge Shore Beach, meeting schedule (Thurs 8/1 – 9am?), March 12th meeting review

                        Adjourn

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Environmental Committee VDOE July 21

Committee members in attendance:  Jane Gunn, Patti Aliventi, Paula Doyle, Adam Leiser

Absent: Larry Leonard                    Public in attendance: None

Meeting was not filmed                Call to order 8:02am

Adam motion to approve agenda – second Jane vote yes 4-0

Adam motion to approve minutes of 7/7 – second Paula vote yes 4-0

Adam informs committee that questions were sent to John Cooley – no answer yet

Not urgent to get answers

BOC authorized purchase of two extra boards for the dam – boards to be cut to size

July 29th at 9am is VLAP testing at Geneva Beach – Adam will attend – TBD on others

John Cancelarich has resigned from the committee

Adam announces that he was authorized by the BOC to respond on Facebook to the conversation about weekly beach testing – simply to write the exact wording of the motion

Paula wonders if the dam management plan should be done in the Environmental Committee

Adam discussed proposed pond level management – Paula asks who would be in charge of administration of proposed pond level management – answer is unknown

Paula is concerned that this management plan is too much of a management job

Paula isn’t comfortable endorsing this

Jane says she wants more questions answered

Adam agrees

Leak in dam discussed

BOC has not discussed following up with DES about the potential failure of the dam

Questions for Charlie Krautman – Can you tell us more about the leak you identified?  What are the implications?  Should we be discussing a fix, replace?  What’s your advice?

Paula says it should be done in person.  Can we do it in person?  Should it be on the phone?  Everyone agrees to try it in person.

Paula wonders who should be part of meeting.  Patti thinks it’s environmental committee and BOC.

Adam says we should thank Charlie for the report.

Outhouses – Nancy is to send the committee what she has on outhouses removal.

Should the VDOE supply bear proof garbage cans in the district?

Most affordable long term option may be to reconstruct outhouses and get bear proof garbage cans so we can pump outhouses in the future.

Environmental Committee wants the information from DES regarding outhouse removal.

EPOA should be notified that the BOC voted to not pay for the testing.

EPOA asked to comb the lake.  Have we gotten a response?

Paula asks about the process to get information to and from the BOC – Adam explains that it will all be happening between the chair of the committees and the administrator.

Paula reached out to Dr. James Thoule(?) and has not heard back regarding storm water management

Nordell Gagnon may be attending a BOC meeting in the future.  He has been contacted.

Patti discusses Big Porridge Pond Preservation Assocation – August 10 at 2pm.  Nobody on the committee is planning to go.  Jay Buckley has said he would go.  Jane asks what the purpose of the association is.  Nobody is certain but Paula thinks Jay may know.

Porridge Shore runoff – Kevin Ackert reached out to the BOC and asked to meet with Adam.  Adam informs committee he will be happy to meet with Kevin.  Adam will inform committee when that meeting will occur.  Adam will try to make it a daytime meeting.

Adam says multiple beaches need sand – maybe we need to have erosion control on the beaches?  Adam raises the question of what does committee want to do?  Should the BOC find out if someone in the district has a background or knowledge on this?  Maybe some money should be allocated?

Patti and Jane said they will look and learn and report back to the Environmental committee regarding sand runoff in rainstorms.  Neither Jane nor Patti will be contacting anyone: just fact finding

Nothing to report on Thusis because water levels are too high

Adam motion to adjourn – second Patti --- Vote 4-0

Next meeting is 8pm on 8/5 in the Lodge

Minutes taken and submitted by Adam Leiser

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 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

July 18, 2019

The Board of Commissioners met at 9:00 am on Thursday, July 18, 2019.  In attendance were Commissioners Adam Leiser and Kathy Koziell.  Also in attendance were Gloria Aspinall and Treasurer Dinah Reiss.  The meeting was filmed for Madison TV by Tim Hughes.                              

At 9:13 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 2-0. 

Adam outlines that he is using his phone for the agenda as no printouts are available for today.   

2. Highway Department Report 

3. Water

4. Administration

Adam Leiser discusses review of March 12th meeting minutes.  Review of video has been done.  Adam Leiser makes a motion to update the March 12th minutes to the verbatim quote outlined by Adam in recent email.  Kathy Koziell seconds.  Motion passed 2-0. 

Payroll number is reviewed.  Payroll report and timecards will be reviewed next meeting as no printout is available to sign today.    

Discussion on printer in office.  Ordering cartridges earlier is discussed.  Statement that last toner has only lasted a few weeks; normal is over a month.  Cartridges are on order and shipping confirmation has been received.            

5.  Accounts Payable

6.  Minutes

Adam Leiser makes a motion to approve the minutes of July 11, 2019.  Kathy Koziell seconds.  Motion passed 2-0.

Adam Leiser makes a motion to update June 30th minutes to verbatim motion for water testing as submitted by Paula Doyle.  Kathy Koziell seconds.  Motion 2-0. 

7. Commissioners Reports

Kathy Koziell is working with electrician on lights at DPW II. 

Work is being completed on the water system electrical updates approved at the annual meeting.  Work is being separated into two segments for water system; general electric work and SCADA specific work.   

Jane Gunn has sent an email updating Environmental Committee issues.  Nancy will contact Jane for the information to be sent to the Board. 

Adam Leiser makes a motion to not adopt a 24-hour policy for inclusion in the meeting.  Kathy Koziell seconds.  Discussion on slowing down the process by intentionally restricting discussions on current information.  Motion passed 2-0. 

Discussion on establishing an email address for Kelly.  Has not been done as Kelly has no way to review the email.  Adam Leiser makes a motion to ask Kelly Robitaille regarding establishing Outlook on his personal phone.  Kathy Koziell seconds.  Discussion continues on creating a paper trail for DPW.  Kathy Koziell moves to amend motion to allow her to discuss this with Kelly Robitaille.  Adam Leiser seconds.  Motion passed 2-0.

Adam questions if Charlie Krautman report is on the website.  Yes.

Adam questions if Charlie Krautman report has been sent to Environmental Committee.  Yes.

Adam questions Joe McLaughlin statement of interest in joining the Environmental Committee.  Nancy confirms office has been in contact with Joe who is reviewing information prior to making his decision.    

Adam questions water committee information regarding curb stop valve lowering.  Ian Hayes will be asked for status update. 

Kathy Koziell will include status of brine system for discussion with Kelly Robitaille. 

Monday, July 29th at 9 am is scheduled VLAP testing.  John Rocharz of EPOA has contacted VDOE with this information.  Adam Leiser makes a motion to allow Adam Leiser to comment on social media regarding pond water testing.  Kathy Koziell seconds.  Getting correct information to the public is outlined as reason to allow this post.  Motion passed 2-0.

Adam states that he feels good about current EPOA status and relationship. 

Adam Leiser discusses thanking EPOA for Saturday event.  Everyone had a great time.  Adam Leiser makes a motion to send thank you letter to EPOA.  Kathy Koziell seconds.  Motion passed 2-0.

Discussion on letter to EPOA regarding sharing email addresses.  EPOA will be asked to look at how to manage this information exchange. 

Mr. Gagnon has not responded to voicemail left. 

No response has yet been received from 22 Oak Ridge Road. 

Adam Leiser states he was approached by resident who is upset that he has conveyed message that EPOA was not properly testing the beaches.  Adam has apologized to resident.  Gloria Aspinall adds that she believes the testing was done correctly.  Adam reiterates that he repeated third party information and should not have.  Kathy Koziell outlines that the belief that testing was done incorrectly had come from a seminar outlining proper testing techniques.  Adam apologizes for misinformation. 

Price for speed bumps will be distributed. 

Volunteer handbook is questioned by Adam Leiser.  Establishing a protocol is outlined.  Including harassment policy is discussed.  Kathy Koziell separates physical volunteers for a day job from committee members.  Nancy will follow up with Jay on status.  Board agrees to establish this as a priority. 

A follow up will be sent to Jim Rines regarding Burgdorf Road.

Possible repair option to get the road open is being looked at.    

Adam Leiser discusses email of June 8 from Mark Graffam asking status of policy on clearing culverts when at 50% or more.  Response was sent to Mark regarding other items within this email. This issue will be addressed.  Clarification from Kelly is discussed.  Adam Leiser makes a motion to have Nancy ask Kelly Robitaille if culvert policy in place for 50% or more get clean.  Kathy Koziell seconds.  Discussion ensues.  Motion passed 2-0. 

Gloria Aspinall outlines prior collection of information regarding status of all road culverts that she did a few years back.  Adam outlines that review was done on Tuesday; Kelly does have the information in handwritten form.  Kathy Koziell outlines road steward reviews.  Dinah Reiss outlines information is in the office but may not be updated in the computer.  Discussion ensues on road steward process; it has not been perceived as assistance by the highway foreman.  Intent is to provide additional information to the highway foreman.

Water Committee meeting minutes of April 12th are discussed.  Establishing a valve maintenance program was outlined as something that should be pursued.  No action has been taken on this as of now.  Discussion on turning valves that have not been turned in many years can result in the need to replace the valve; high risk.  Establishing a valve turn program will be followed up with Ian Hayes for both Isolation valve and curb stop process by Nancy. 

Emergency Action plan that will be developed for the dam in event of a breach is discussed. 

Obtaining quotes for work on the dam from the DES approved engineers list is in process. 

Questions for John Cooley have been sent.  Adam Leiser makes a motion follow up if no response by tomorrow.  Kathy Koziell seconds.  Motion passed 2-0. 

A blank copy of the Dam management policy will be sent to the Environmental Committee.  Discussion on dam management. 

Adam Leiser makes a motion to allocate $100 for two boards for the dam; one 8 inch and two inch; the other is a 4 inch and 6 inch.  Kathy Koziell seconds.  Discussion ensues on managing the pond levels.  Motion passed 2-0. 

Adam Leiser discusses raking of beaches this past weekend.  Some trash was noted to be off to the side.  Took around 1.5 hours.  Discussion on raking beaches. 

Some beaches need sand.  Adam outlines sand being needed at Thusis and Boulder Beach as well as Porridge Shore.  Water run-off at the beaches is discussed.  Ability to counteract this effect is discussed.  Adam outlines developing a plan to help mitigate this.  Adam Leiser makes a motion to have environmental committee review all beaches for sand and water runoff.  Kathy Koziell seconds.  Motion passed 2-0. 

Gloria Aspinall comments on prior discussions with DES regarding adding sand to beaches.  DES was not open to adding the desired amount of sand to allow for persons to not step on rocks. 

Adam Leiser makes a motion to have information from Commissioner minutes be extracted into an email and sent to appropriate committee chairs.  Kathy Koziell seconds.  Discussion ensues on having this done.  Using this laptop can be done.  Motion passed 2-0. 

Adam Leiser makes a motion to allow canoe rack space not occupied by July 1 can be reassigned to someone else.  Kathy Koziell seconds.  Discussion on this possibility is held.  Motion failed 0-2.  Kathy will bring to Communication Committee for discussion. 

Adopted mission statements will be added to the website.  Environmental and Communication exist, Water will be checked on. 

Jane Gunn email regarding port-o-potties requested that information regarding possible trash in the port-o-potties be given to the company providing the estimate.  $200 a month times 5 beaches is estimate at this time for the cost of having port-o-potties at the beaches.   

Adam Leiser makes a motion to send a letter to the Police requesting they give tickets for release of fireworks.  Kathy Koziell seconds.  Discussion on creating change by giving tickets is held.  Discussion on enforcement for violations is held.  Options have been reviewed; Board is trying to increase compliance.  Muddy Beach is discussed as an option for a place to bring dogs.  Motion passed 2-0. 

July 11 request for information on closing outhouses has not yet been acted on. 

Request for whether or not VDOE is required to do beach testing has been requested from DES. 

Incorrect information on social media is discussed.  Establishing a Facebook page is outlined.  Discussion will be held with the Communication Committee.  Pointing people to VDOE website is outlined as most appropriate means of getting information out. 

Adam Leiser outlines updating website:    

Office hours policy will be updated on website. 

Public Hearing proposed updates from June is discussed.  Adam Leiser discusses removing old information from the website. 

Beach Ordinance will also be updated from June. 

8. Signature Items 

9. Correspondence

Email from Mark Graffam was received regarding establishing fees. 

Email from Ralph Lutjen has been received regarding establishing a committee for the Big Pea Porridge Pond Association.  Jay Buckley will attend.  Information has been sent to the Environmental Committee members should they wish to attend.    

10. Scheduled Appearances

11.  Public Comment

Gloria questions updates to employee handbook.  This has not yet been adopted.  Modifications are expected but not yet decided.  Gloria questions removal of nepotism restriction.  Adam Leiser outlines that hiring of relatives would be allowed only after full attempt to hire outside.  Kathy Koziell adds full review of all possibilities to be done prior to hiring a relative.  Gloria Aspinall recommends not altering the existing restriction. 

Gloria questions hiring part time DPW employees at $25 per hour.  Outline that CDL is being required.  Clarification that intent is $25 per hour for snowplow operations and $20 per hour for summer work.  Gloria states that hiring part time employees at a higher rate may not be advisable.  Adam Leiser outlines intent to hire part time employees for betterment of DPW. 

Dinah Reiss questions receipt of 5500.  Breaking in of new truck is discussed.  A follow up will be done with Albany Service Center. 

Adam Leiser discusses snow plowing at the end of last season; this was not the responsibility of this Board.  Signing of documents to purchase the truck is outlined as having been done as soon as possible.   

Dinah Reiss discusses placing a light in the parking lot for this building.  Kathy Koziell will work on this.  Using the Summit pump house exterior may be an option. 

Dinah questions information from Kelly.  Requests for information regarding road work and plans for upcoming work have been discussed with Kelly.    

Adam Leiser makes a motion to open the two road warrant articles for action by Kelly Robitaille.  Kathy Koziell seconds.  Motion passed 2-0.         

12.  Other Business   

Adam Leiser discusses Ralph Lutjen offer to work on the gardens.  Adam reiterates he is not in favor of this but will vote yes if Kathy wants to approve.  Adam Leiser motion allow Ralph to maintain the garden at entry and office.  Kathy Koziell seconds.  Adam Leiser discusses that he would vote no but will vote yes because Jay Buckley would vote yes if present and to allow moving forward.  Motion passed 2-0.

At 11:16 am Adam Leiser makes a motion to enter non-public session pursuant to RSA 91-A:3, II (d) property.  Kathy Koziell seconds.  Motion by roll call vote Adam Leiser yea, Kathy Koziell yea and the motion passed 2-0.    

At 11:20 am Adam Leiser makes a motion to exit non-public session.  Kathy Koziell seconds.  Motion passed 2-0. 

Adam Leiser makes a motion to seal the minutes of the non-public session.  Kathy Koziell seconds.  Motion passed 2-0.   

Quick discussion on review of employee handbooks is held. 

At 11:21 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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VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

July 16, 2019

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

At 8:00 am Commissioner Adam Leiser calls the meeting to order.   

1. Agenda

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

2. Highway Department Report 

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

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

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

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

Calcium Chloride will be used while road grading. 

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

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

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

Scheduling Thusis culvert will occur later. 

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Respectfully submitted,

Nancy E. Cole

Administrator       

•

Agenda for July 18, 2019

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

     Review of Actions, Projects and Issues List    

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

                        Adjourn

•

 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

July 11, 2019

The Board of Commissioners met at 8:00 pm on Thursday, July 11, 2019.  In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley.  Also in attendance was Treasurer Dinah Reiss.  The meeting was filmed for Madison TV by Tim Hughes.                              

At 8:00 pm Commissioner Adam Leiser calls the meeting to order.   

1. Agenda

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

2. Highway Department Report 

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

Snowplow policy review will occur later in the season. 

3. Water

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

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

4. Administration

Kathy Koziell will schedule a safety meeting.

Motions log will be reviewed next week.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

5.  Accounts Payable

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

6.  Minutes

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

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

7. Commissioners Reports

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

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

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

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

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

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

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

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

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

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

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

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

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

8. Signature Items 

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

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

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

9. Correspondence

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

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

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

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

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

10. Scheduled Appearances

11.  Public Comment    

12.  Other Business   

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

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

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

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

Employee handbook is reviewed, discusses and updated. 

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

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

Respectfully submitted,

Nancy E. Cole

Administrator

•

Dam Inspection/H&H Analysis Form

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

•

Agenda for July 16, 2019

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

     Review of Highway portion of Action List

Other Highway review items: 

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

•

Environmental Committee VDOE July 7

Committee members in attendance: 

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

Public in attendance: Jay Buckley

Meeting was not filmed

Call to order 7:12am

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

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

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

Adam’s prepared questions for John Cooley–

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

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

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

Vote 5-0 (Larry had left)

Larry Leonard reports flow rate in brook is “fine”

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

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

Less flow in culvert between big and middle ponds than usual

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

Dam is from 1966

Toilets are being used this year

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

5-0-1 (Larry Leonard abstains)

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

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

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

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

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

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

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

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

VLAP testing is the last Sunday in July – Paula thinks

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

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

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

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

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

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

Jay recommends that someone contact Nordell Gagnon

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

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

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

Vote Yes 6-0

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

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

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

Discussion about fireworks on July 4th.

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

Five of the eleven public beaches in Madison are in Eidelweiss

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

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

Second Patti – vote 5-0

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

Adam motion to adjourn – second Patti

Vote 5-0

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

Minutes taken and submitted by Adam Leiser