VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday September 10th, 2020

The Board of Commissioners met at 9:00 am on Thursday September 10th, 2020.  In attendance was Commissioners Jay Buckley, Kathy Koziell (by Phone), and Paula Doyle (by phone).  Also, in attendance was Kelly Robitaille, Chris Albert (by Phone), Lynne Baker and Donna MacKinnon taking minutes.  The meeting was not filmed but residents could call into meeting via conference call. 

At 9:00 am Commissioner Jay Buckley calls the meeting to order.   

1. Agenda

Jay Buckley makes a motion to approve the agenda.  Jay Buckley adds letter to Ted Foley to the agenda.  Kathy Koziell seconds as amended. 

Motion Passed 3-0.

2. DPW

Discussion of culvert at 47-49 Eidelweiss Road-Kelly Robitaille states that the DPW will be putting in the culvert beginning of next week.

Discussion of Driveway permit-The homeowner needs to install a grate as part of approval of permit.  Office will send out email to homeowner.

Discussion of Driveway approval of 5 Lakeview Drive.

Jay Buckley makes a motion to approve Driveway Permit for Construction of 5 Lakeview Drive.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of Driveway approval of 6 Lakeview Drive-Homeowner will need to install a grate, only functioning way to correct driveway issue.

Jay Buckley makes a motion to approve Driveway for Construction of 6 Lakeview Drive with conditions to install a grate.  Paula Doyle seconds.  Motion Passed 3-0.

Discussion of Driveway approval for 44 Appenvel Way.

Jay Buckley makes a motion to approve Driveway Permit for Construction of                  44 Appenvel Way.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of Driveway approval for 62 Bern Drive.

Jay Buckley makes a motion to approve Driveway Permit for Construction of 62 Bern Drive.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of Thusis Culvert.

Discussion of Rock House Mountain-2 Calcium Chloride treatments were done. Kelly Robitaille will give the office numbers to the office in order to bill Rock House Mountain.

Discussion of 43 Aspen Drive-Homeowner is looking for a drainage issue.  Kelly Robitaille does not think the District can do anything.  Kelly Robitaille will talk to the homeowner.

Discussion of 8 Eidelweiss Drive Driveway Permit approval.

Jay Buckley makes a motion to approve Driveway Permit for Construction of 8 Eidelweiss Drive but with egress on Bern Drive.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of the Beavers-Kelly Robitaille found a trapper who traps the beavers live, he is waiting for a call back to get cost.

Discussion of Brush Cutting-Kelly Robitaille states there use to be a budget line item for brush cutting.  The roads need brush cutting.  Kelly Robitaille recommends as a warrant article for next year.

Discussion of Bryant paving for second part of Aspen Dr.-Bryant will extend the project price for the asphalt but would come out of the asphalt budget.  Kelly Robitaille will give Bryant a number and Bryant will pave up to the number.  Kelly Robitaille will need a decision by next week.  Paula Doyle suggests for the BOC to look at the budget to confirm.

Discussion of Beavers-Kelly Robitaille received a phone call from the trapper with costs.  It will be $250. to set traps and $75. per beaver and also has ideas to keep the beavers from coming back.

Jay Buckley makes a motion to spend up to $700. to remove the beavers.  The money will come from the Buildings & Ground budget line item.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of Madison TV.

Jay Buckley makes a motion to respond to Noreen Downs from Madison TV to resume video tapping meetings.  Paula Doyle seconds.  Motion Passed 3-0.

3. Engineer Report

Chris Albert gives update on the Water Project. They will be working on the electrical this week. 

Discussion of the second DES disbursement, Chris Albert will go thru the disbursement to get the same numbers as Rick Skarinka and update the office with the correct numbers.

Discussion of letter to the DES-Chris Albert states that the DES needs a letter from the District stating that Bryant Paving is the preferred vendor for the District.  Jay Buckley will draft letter.

Discussion of finishing the Water Project-Chris Albert states the project will be finished the end of September with the exceptions of minor punch list items.

Discussion of Upper Lakeview pressure zone-Chris Albert states the project will be done this year and will be sticking with the original plan.

Discussion of change orders-Chris Albert states there were no official change order no added cost to the District.  There was a change in design and it saved the District money due to finding ledge.

Discussion of 9 Reinach-Dawson will be back filling.  Jay Buckley questions about having Ian Hayes inspect water line prior to back filling.

Discussion of Utility Maintenance Program-Chris Albert states it should be done every 5 years.

Discussion of Surveyor-Chris Albert states that he will bring in the surveyor after the project is complete.

Discussion of third DES Disbursement.

Jay Buckley makes a motion to approve the payroll for $6,196.55.  Kathy Koziell seconds.  Motion Passed 3-0.

Mark Graffam calls into the meeting as schedule at 10:00 am.  Mark Graffam discusses the Free Conference Calling.  Jay Buckley tells Mark Graffam that the District is going back to Madison TV to video the meetings.  Discussion of 91A requested by Mark Graffam.

Jay Buckley makes a motion to approve the Manifest of 9/9/2020 of 7 checks for $5,301.82.  Paula Doyle seconds.  Motion Passed 3-0.

Discussion of Budget Draw Down-BOC of the budget ensues.  Paula Doyle states that we are 2/3 thru the year and would like to figure what money is committed for the rest of the year.  The District should know what bills are anticipated.  A dedicated meeting should be spent on this.  Jay Buckley purposes a meeting first full week of October.  The BOC will let the office know a date for the meeting.

4. Signature Items

Discussion of letter to 9 Reinach.

Discussion of the letter to Ted Foley.

Jay Buckley makes a motion to sign the letters to homeowner at 9 Reinach and to Ted Foley.  Kathy Koziell seconds.  Motion Passed 3-0.

5. Correspondence

Discussion of water outage for water hook up at 34 Interlaken.

Discussion of DES email-Violation was rescinded by DES.

Discussion of Department of Labor-Kathy Koziell will email Dept of Labor with a reinspection of September 23,2020.

Discussion of Emergency Plan.

Discussion of date for Canoe/Kayak Removal-It is November 11^th, 2020.

Discussion of Matthew Colburn water line.

Discussion of Water PH testing-Granite Analytical results Passed.

Jay Buckley makes a motion to go into Non-Public for RSA 91-A:3, II(l)-Legal.  Paula Doyle seconds.  Motion Passed 3-0.

Jay Buckley makes a motion to seal the Non-Public minutes.  Paula Doyle seconds.

Motion Passed 3-0.

Jay Buckley makes a motion to adjourn meeting at 11:22 am.  Paula Doyle seconds.  Motion Passed 3-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday September 17th, 2020

The Board of Commissioners met at 9:00 am on Thursday September 17th, 2020.  In attendance was Commissioners Jay Buckley, Kathy Koziell (by phone), and Paula Doyle (by phone).  Also, in attendance was Kelly Robitaille, Chris Albert (by phone), Dinah Reiss (by phone), Lynne Baker and Donna MacKinnon taking minutes.  The meeting was not filmed but residents could call into meeting via conference call. 

At 9:00 am Commissioner Jay Buckley calls the meeting to order.   

1. Agenda

Jay Buckley makes a motion to approve the agenda.  Jay Buckley adds that the BOC will go into Non-Public to the agenda.  Paula Doyle seconds agenda as amended. 

Motion Passed 3-0.

2. DPW

Discussion of Driveway permit for Construction approval of 2 Appenvel Way culvert extension.

Paula Doyle makes a motion to approve Driveway Permit for Construction of 2 Appenvel Way with the exception to the Driveway Ordinance.  Jay Buckley seconds.  Motion Passed 3-0.

Discussion of Driveway permit for Construction approval of 29 Oak Ridge Road.

Jay Buckley makes a motion to approve Driveway for Construction of 29 Oak Ridge Road.  Paula Doyle seconds.  Motion Passed 3-0.

Discussion of Driveway 19 Little Shore Road.  Homeowner would like to know what type of application permit is needed for his driveway.  Homeowner has old plans that state there is an existing driveway on them.  There has never been a Driveway permit application filed for 19 Little Shore and the BOC states the homeowner will need to file new Driveway Permit.

Discussion of the Beavers-Kelly Robitaille states the trapper trapped two live beavers that he thinks they are the parents.  There does not seem to be any activity at the traps.  The DPW will open the dam.  The trapper will come back if there is any activity, he also has pictures.  The trapper will bill the District when he thinks all beavers are trapped.

Discussion of 47-49 Eidelweiss road culvert project-Kelly Robitaille states it is quite a job and will be wrapping it up tomorrow.  Homeowner of 47 Eidelweiss called the police to report someone was trespassing on their property.  DPW was within their rights the District has 10’ to encroach on private property and was well within the right of way.  This project has to be done first before the homeowner can Pave their driveway.

Discussion of Aspen Dr. Paving extending from the purposed Water Project Paving with Bryant.  This was discussed previously with the BOC and Kelly Robitaille needs an answer.  Kelly Robitaille states the estimate is between $14K and $15K. This would come from the Asphalt Budget line.  Kathy Koziell states the budget is in good shape and agrees to go ahead with the paving.  Jay Buckley agrees with Kathy Koziell.  Paula Doyle that we are 2/3 into the year and thinks the paving should be done also.

Paula Doyle makes a motion to spend up to $14K to extend the paving of Aspen Dr from Bryant Paving.  This will come from the Asphalt Budget line item.  Jay Buckley seconds.  Motion Passed 3-0.

Discussion of 43 Aspen Dr-Kelly Robitaille talked to the homeowner regarding his driveway.  There is nothing that the DPW can do to fix the homeowners driveway.

Jay Buckley makes a motion to correspond to the homeowner that at this time there is no feasible fix to his driveway.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of Doug Prescott’s email-Homeowner needs a Driveway Permit for Operation of 18 Little Shore.

Discussion of Fill Applications-For 10 Barden Place and 8 Eidelweiss Drive.

Jay Buckley makes a motion to approve fill application for 10 Barden Place.  Kathy Koziell seconds.  Motion Passed 3-0.

Jay Buckley makes a motion to approve fill application for 8 Eidelweiss Drive.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of Lead-Copper water testing.

Jay Buckley makes a motion to approve the minutes of 9/3/2020.  Kathy Koziell seconds.  Motion Passed 2-1 Paula Doyle abstains.

Discussion of Madison TV-to resume video taping of BOC meeting at the Town Hall starting 10/1/2020.  Paula Doyle wants it safe and known that masks are required.

3. Engineer Report

Chris Albert gives update on the Water Project.

Discussion of DES 3^rd Disbursement.  Chris Albert states the Tank is complete.  Dawson is waiting on a part having issues due to COVID and the Hurricane.  Chris asks if Bryant Paving can be pushed out 2 weeks in order for Dawson to finish up when part comes in.  Chris Albert asks Kelly Robitaille if Bryant Paving can be pushed out.  Kelly Robitaille states that is up the BOC.  Jay Buckley thinks we should reach out to Bryant Paving.

Jay Buckley make a motion for Kelly Robitaille to contact Bryant Paving about pushing out the date of paving.  If Bryant can not change the date of 9/28/2020 then keep the 9/28/2020 paving date.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of how the pressure testing is done.

Jay Buckley makes a motion to sign the Certificate of Substantial Completion form for DN Tanks.  Kathy Koziell seconds.  Motion Passed 3-0.

Paula Doyle asks Chris Albert about the Building Permit.  Chris Albert states that Jake Dawson Filed 9/8/2020 for it.

Discussion of homeowner drainage at Bristenstock Dr. and Aspen Dr.

Discussion of 8 Eidelweiss Dr Water Hook-Up Application-Homeowner James Nyman calls into the meeting asking for exception of filing date.  Homeowner states the water line is partial dug.  Jay Buckley states there is no water line on Bern Dr and not sure if the line on Eidelweiss Dr across the street form 8 Eidelweiss is complete water main line.  It would be up to the homeowner for the cost of digging up and patching Eidelweiss Dr. if there is correct water line and approved pressure for a new water hook-up otherwise the homeowner will have to dig a well.  This will have to go to Chris Albert to approve pressure and Ian Hayes to see if he has time to do a new water hook-up this year.  James Nyman understands and agrees to the cost of the water line, digging & patching of going across Eidelweiss Dr in addition to the $8,000.00

Water Hook-Up fee.  Paula Doyle is concerned with digging up Eidelweiss Dr and getting the information in a timely matter.

Jay Buckley makes a motion to accept the Water Hook-Up Application of 8 Eidelweiss Dr. with the Homeowner James Nyman excepting the stipulations explained to him by the BOC.  Kathy Koziell seconds.  Motion Passed 3-0.

4. Accounts Payable

Jay Buckley makes a motion to approve the Water Budget Manifest of 9/16/2020 of 1 check for $2,718.75.  Kathy Koziell seconds.  Motion Passed 3-0.

Jay Buckley makes a motion to approve the Operating Budget Manifest of 9/16/2020 of 8 checks for $4,822.11.  Paula Doyle seconds.  Motion Passed 3-0.

Discussion of Larry Leonard’s email-Paula Doyle suggests inviting Larry Leonard to Oct 1^st meeting that Ian Hayes will be at.

Dinah Reiss asks about the Chocorua Pump House and final withdrawal for Just Electric.

5.Commissioner Reports

Jay Buckley discusses the pictures he has taken of the Tank Project

Discussion of the DRA Portal-Jay Buckley will work with the office.

Kathy Koziell states she has an appointment on 9/23/2020 at 10:00 am with the Department of Labor for the follow up inspection. 

Kathy Koziell reads the letter she drafted for water liens.

Paula Doyle discusses looking for a new Auditor.

6. Correspondence

Discussion of Andrew Harteveldt email.

Discussion of Loon Preservation email that Mike Smith forwarded.

Discussion of Eversource email.

Jay Buckley makes a motion to go into Non-Public for RSA 91-A:3, II(l)-Legal.  Kathy Koziell seconds.  Motion Passed 3-0. At 10:36 am.

Jay Buckley makes a motion to seal the Non-Public minutes.  Paula Doyle seconds.

Motion Passed 3-0.

Minutes of Non-Public are sealed.

Jay Buckley makes a motion to adjourn meeting at 11:5 am.  Paula Doyle seconds.  Motion Passed 3-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday June 25th, 2020

The Board of Commissioners met at 9:03 am on Thursday, June 25th, 2020.  In attendance was Commissioners Jay Buckley, Kathy Koziell (by phone), and Paula Doyle (by phone).  Also, in attendance was Highway Foreman Kelly Robitaille and Donna MacKinnon taking minutes.  The meeting was not filmed but residents could call into meeting via conference call.  We had Chris Albert, engineer, Dinah Reiss Treasurer, and 2 residents call into the meeting.                            

At 9:03 am Commissioner Jay Buckley calls the meeting to order.   

1. Agenda

Jay Buckley makes a motion to approve agenda.  Paula Doyle seconds. Motion Passed 3-0.

Jay Buckley welcomes Paula Doyle as the new commissioner.  Paula Doyle was sworn in at the office by Donna MacKinnon 6/23/2020.

2. Engineer Report

Chris Albert calls into the meeting. Chris Albert welcomes Paula Doyle.  Chris Albert updates the BOC about the Water Project.

Discussion of test pits at Aspen wants to run the waterline next to the old trench.

Discussion of foundation walls of building.

Discussion of DN Tanks Cody Donaldson is the foreman for DN Tanks.

Discussion of Dawson schedule-week or 2 will be done with water line and is ahead of schedule.

Chris Albert will be working on PRV pits with Ian Hayes.

Chris Albert would like to work with Kelly Robitaille Thursday to do a walk thru to start addressing the roads.

Jay Buckley states that he checked with the Town of Madison for the building permit and there is still nothing filed yet by Dawson.  Chris Albert will follow up with Dawson.

Discussion of the three alternatives for the project-The BOC all agree with the 3^rd option of digging the waterline next to the old trench with a savings of $50K on the project.

Jay Buckley makes a motion to adopt the third option for digging next to the old trench per Chris Albert’s email.  Kathy Koziell seconds.  Motion Passed 3-0.

Jay Buckley states the BOC will table contracts until next week.

Discussion of SW Cole billing.  Dinah Reiss questions the bill to come out of the CRF funds to spend down the $85K.  Kathy Koziell states it was in the minutes.  Dinah Reiss asks if it should go to the DES reimbursement.  Kathy Koziell states she is working on a spreadsheet for the Water Project for reimbursement.  Kathy Koziell will work Dinah Reiss & Donna MacKinnon.

3. DPW Report

Kelly Robitaille states the DPW is working on Grisson & Barden drainage issues.  The rafts and picnic tables are out.  There is a snag of the Thusis Culvert the homeowners do not want any drainage going onto their property and if the drainage goes onto to the beach, we will lose a lot of the beach area.  One option is just to replace to damage pipe with a lot of unknown.  Jay Buckley questions to put a swale right up to the property and plant a berm on the other side.  Kelly states no way of hiding drainage.  Jay Buckley asks Kelly Robitaille to get an estimate for a camera to find out what size pipe is under the road.  Kathy Koziell asks what would a camera do?  Kelly Robitaille states it would give him a better view for doing the project. Discussion of easement of property.  Kathy Koziell states there is $1,300 or $1,400. left in Thusis WA budget.

Discussion of 33 Upper Lakeview.

Jay Buckley makes a motion to sign the letter to The Taylors at 33 Upper Lakeview.

Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of 10 Porridge Shore.

Discussion of 7 Biasca Driveway-Kelly Robitaille states the driveway is not located where the approval was given to the homeowner.  Homeowner will have a lot of work to do for drainage for the District road to be protected.  Paula Doyle would like to meet with the homeowner.  Kathy Koziell would like to call the homeowner to find out his plans.

Discussion of 19 East Bergamo driveway permit-it is a class VI road which will have to be brought up to class V road standards at the homeowner’s expense.  Kelly Robitaille will inspect it as a class V road.

Jay Buckley makes a motion to approve to sign 19 East Bergamo driveway inspection with a letter going to the homeowner.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of Rock House Mountain spreading of Calcium Chloride by the DPW.

Discussion of 9 Reinach driveway permit.

Discussion of 47 Eidelweiss driveway permit-Homeowner has to send full application into the District office will reach out to homeowner.

Jay Buckley makes a motion to approve fill application for 1 Little Loop Road.  Kathy Koziell seconds.  Motion passed 3-0.

Discussion of Kayak racks-Kathy Koziell is addressing the problem.

Discussion of speed bumps-Kelly Robitaille thinks they will be damaged with the ongoing project.  Jay Buckley wants a slow sign to put up, Kelly Robitaille agrees.

Kathy Koziell makes a motion to appropriate up to $200 from buildings & grounds line item for caution sign on Eidelweiss Drive.  Paula Doyle seconds.  Motion Passed 3-0.

Discussion of Outhouses sanitizers-Jay Buckley can not order receive any before August but will install brackets himself.

Discussion of reaching out to Gina Murphy for cleaning of Outhouses.

4. Administration

Discussion of Camper park at the Huttwil parking lot-It has been parked since May 9^th, 2020.

Paula Doyle suggests putting it in the Newsletter.

Discussion of part time Admin job opening.

Jay Buckley makes a motion to approve the meeting minutes of May 7^th.

Kathy Koziell seconds.  Paula Doyle abstains.  Motion Passed 2-1.

Kathy Koziell makes a motion to approve the meeting minutes of June 22^nd.  Jay Buckley seconds.  Paula Doyle abstains.  Motion Passed 2-1.

5.  Accounts Payable

Jay Buckley makes a motion to approve Manifest of 8 checks for $7,310.46.  Kathy Koziell seconds.  Motion Passed 2-0.

Jay Buckley makes a motion to approve payroll of $5,703.30.  Kathy Koziell seconds.

Motion Passed 2-0.

Jay Buckley makes a motion to approve the Manifest of 6/24/2020 of 5 checks for $11,956.22

Discussion of Simply Water Invoice-holding check until clarification from Ian Hayes regarding invoice.

Jay Buckley makes a motion to amended Manifest of 6/24/2020 of 4 checks for $3,186.22.  Paula Doyle seconds.  Motion Passed 3-0.

Jay Buckley makes a motion to approve executive payroll for month of June for $850.00.  Kathy Koziell seconds.  Motions Passed 3-0.

6. Signature Item

Discussion of approved CRF funds for SW Cole Invoice-Kathy Koziell is finding the minutes.

Discussion of 7 Biasca Water Hook-Up.

Jay Buckley makes a motion to approve 7 Biasca water hook-up.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of 21 Upper Lakeview Dr Robert Nelson email for water hook-up-Jay Buckley will send email to Mr. Nelson.

Discussion of water service line in vacant lot-Jay Buckley spoke with Jake Dawson.  Jay Buckley send out work order number to Ian Hayes.

Jay Buckley makes a motion to create a work order number for curb stop at 14 Bristenstock.  Paula Doyle seconds.  Motion Passed 3-0.

Discussion of Radio Tower coming-Jay Buckley asks Kathy Koziell to put notice in the newsletter.

Discussion of pumphouses-Kathy Koziell reached out to Ian Hayes.

7. Correspondence Report

Discussion of lawn mowing.

Discussion from Dorothy Wondalowski-She would like public meetings held again.  Paula Doyle thinks it should stay the way we are doing holding them during this time, Jay Buckley agrees with Paula.

Discussion of Boulder Beach Raft.

Discussion of June Newsletter.

Paula Doyle would like to talk about committees next week put it on the agenda for next week.

Discussion for EPOA to buy lawnmower-Kathy Koziell would like to ask the EPOA to purchase lawnmower for the District, Dinah Reiss agrees with Kathy, Jay Buckley disagrees.

Jay Buckley makes a motion to adjourn the meeting at 12:05 pm.  Paula Doyle seconds.  Motion Passed 3-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday August 27th, 2020

The Board of Commissioners met at 9:01 am on Thursday, August 27th, 2020.  In attendance was Commissioners Jay Buckley, Kathy Koziell (by Phone0, and Paula Doyle (by phone).  Also, in attendance was Kelly Robitaille DPW Foreman, Chris Albert engineer (by phone), and Donna MacKinnon taking minutes.  The meeting was not filmed but residents could call into meeting via conference call.  We had Dinah Reiss, treasurer call into the meeting.                            

At 9:01 am Commissioner Jay Buckley calls the meeting to order.   

1. Agenda

Jay Buckley makes a motion to approve the agenda.  Paula Doyle seconds. 

Jay Buckley adds to the agenda 5 Lakeview Driveway.  Kathy Koziell adds newsletter information, updated budget, and Kathy’s letter for 6 Little Loop.

Jay Buckley makes a motion to approve amended agenda.  Paula Doyle seconds.

Motion Passed 3-0.

2. Highway Department Report

Discussion of Big Loop Culvert-Kelly Robitaille states he has the right to protect the roads and has the authority to remove the beavers but wants the BOC approval to remove them.  The beavers need to be removed.  Kelly states that trapping is the way to go.  Paula Doyle will look into this matter.  Also, Kelly states there is damage to the Culvert due to a good size rock pushing down into the pipe.  Pipe is not in jeopardy but will need to be repaired and has to be put into the schedule at the end of the season.

Discussion of 47 Eidelweiss driveway application.

Discussion of 47-49 Eidelweiss culvert repair-Culvert cost would be the responsibility of the homeowners at $250.00 each and the District would pay for the basin at a cost of $600.00.  We have the homeowner’s permission of 49 Eidelweiss.

Jay Buckley makes a motion to appropriate the full amount up to $1,200.00 for the drainage infrastructure for 47-49 Eidelweiss Drive.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of 29 Eidelweiss Drive-Driveway has to be marked then Kelly Robitaille can do inspection report.  Office will contact homeowner.

Discussion of 19 Appenvel-Kelly Robitaille inspected property, the pipe is the original pipe, nothing new and cannot be removed.

Discussion of Thusis Culvert-Kelly Robitaille states that 9/1 or 9/2 the DPW will be working on the project and the road will be closed for 4 hours.  It will be closed at Thusis to Lugano.

Paula Doyle would like to wait until after Labor Day, Kelly Robitaille agreed with Paula but with the DPW schedule the project is scheduled for 9/1 or 9/2.  Kathy Koziell will send out an email blast.

Discussion of 5 Lakeview Driveway.

Discussion of water measuring stick-Office will order one.

Discussion of 4 Little Loop-Kelly Robitaille states the DPW will be removing hay bail next week.  Kelly Robitaille met with Chris Albert last week and commented that the project was done properly and was done with way over kill.  Kathy Koziell agrees DPW did a good job.  Jay Buckley asks if Adam Leiser contacted Chris Albert about the project and thinks Adam Leiser should be billed for Chris Alberts time.  Chris Albert was contacted by Adam Leiser but did not meet with him and commented that he could not comment on anything because he did not have anything to comment on because he did not see the before conditions. Project was done no different from approved plan.  Paula Doyle states Chris Albert would have to bill any homeowner directly for his services if there was any.  Chris Albert states he would never put himself in that position because he works for the District.

Discussion of grading the roads-Kelly Robitaille would like to wait until everything is wrapped up by Dawson.

Discussion curb stop of new waterline.

Discussion of Rock House Mountain spreading Calcium Chloride-Kelly Robitaille states he was contacted for a second treatment and will let the office know how much to bill Rock House.

3. Engineer Report

Chris Albert updates the BOC about the Water Project. The project is winding down.  The tank is 100% complete and is being filled today,

Discussion of DN Tank.

Discussion of starting of the electrical-Should be starting on Monday.

Discussion of Bryant Paving-shouting for the end of September.

Discussion of Dawson-Starting patch after pressure line and chlorination is tested.

Jay Buckley makes a motion to sign second DES disbursement forms out of session once Chris Albert sends in all requisitions to the office.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of building permit for the project.

Discussion of new water hook-ups and waterline for 32 Upper Lakeview Dr.

Jay Buckley makes a motion to approve Water Hook-Up applications for 11 Blinden and 34 Interlaken once Chris Alberts sends in the PSI results.  Kathy Koziell seconds.  Motion Passed 3-0.

4. Administration Report

Discussion of owed water bills & liens.

Discussion of annual meeting date-Move to Next’s week agenda.

Discussion of Madison TV for tapping of meetings.

Discussion of new hire-The BOC welcomes Lynne Baker!!

Discussion of cement trucks-Jay Buckley states there will be cements trucks coming in the District today for pouring of the sheriff’s tower at the summit.

5.  Accounts Payable

Jay Buckley makes a motion to approve the payroll of 8/8/2020 thru 8/21/2020 for $6,591.34.  Kathy Koziell seconds.  Motion Passed 3-0.

Jay Buckley makes a motion for approval of the Operating Budget Manifest of 8/26/2020 of 6 checks for $33,648.18.  Kathy Koziell seconds.  Motion Passed 3-0.

Jay Buckley makes a motion for approval of the Water Project Budget Manifest of 8/26/2020 of 3 checks for $193,423.50.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of 7 Biasca Water hook-up.

6.  Signature Items

Discussion of 6 Little Loop Letter.

Jay Buckley makes a motion to sign letter drafted by Kathy Koziell to Ms. Debbie Hewitt regarding 6 Little Loop.  Paula Doyle seconds.  Motion Passed 3-0.

Discussion of 7 Biasca letter.

Jay Buckley makes a motion to sign amended letter to Mr. Dean Lambert regarding 7 Biasca.  Kathy Koziell Seconds.  Motion Passed 3-0.

Jay Buckley makes a motion to approve the minutes of 6/11/2020, 7/2/2020 and amended minutes of 8/20/2020.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of 12 Interlaken-Jay Buckley will draft letter to homeowner.

5. Commissioners Report

Jay Buckley discusses Oak Ridge Tower.

Discussion of fire extinguisher for DPW building.

Kathy Koziell makes a motion appropriate up to $250.00 for a Department of Labor approved fire extinguisher.  Paula Doyle seconds.  Motion Passed 3-0.

Discussion of metal switch plate in the office for Department of Labor Inspection-Jay Buckley will install.

6. Correspondence

Discussion of Jennifer Nolan email.

Discussion EPOA letter.

Discussion of Adam Leiser email.

Discussion of Corey Gregorie email.

7.  Public Comment

Dinah Reiss asks what is happening to the old electrical panel that is being replaced for the water project.

Paula Doyle asks who the Health Officer for the Town of Madison is.

Kathy Koziell asks BOC for any topics for this month newsletter.

Jay Buckley discusses ribbon cutting ceremony for water project.

Jay Buckley makes a motion to adjourn meeting at 11:11 am.  Paula Doyle seconds.  Motion Passed 3-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday August 20, 2020

The Board of Commissioners met at 9:02 am on Thursday, August 20, 2020.  In attendance was Commissioners Jay Buckley, Kathy Koziell (by phone) and Paula Doyle (by phone).  Also, in attendance was Highway Foreman Kelly Robitaille, and Jay Buckley was taking minutes as the administrator was on an approved absence.  The meeting was not filmed but residents could call into meeting via conference call.  We had Dinah Reiss, Treasurer, and Chris Albert Project engineer & 2 residents call into the meeting. Ralph Lutjen and Phil Barlow.

At 9:02 am Commissioner Jay Buckley calls the meeting to order.   

1. Agenda

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

2. DPW Report

Kelly Robitaille talked about the driveway application for paving the existing driveway at #47 Eidelweiss Drive. There seems to be some confusion over who will do the work regarding drainage infrastructure requirements as required by the application. Kelly will speak to the homeowner’s contractor to ensure that they are of the understanding and all parties are on the same page. A letter / invoice will also be generated for the property owner at #49 Eidelweiss Drive as this project solves drainage issues originating from both driveways impacting the district road.

Jay reported that the DPW crew painted white STOP lines throughout the District at a cost of $75 for paint. (this is an approximate savings of $225 over hiring a contractor in past years).

Work has begun on correcting erosion issues on Appenval Way at (Playground Hill). It was noted that the catch was improperly installed over a decade ago as it sits above the road grade.                           

MOTION: Jay makes a motion to purchase a “water Height Measuring Stick” for up to $50 for the purpose of installing at the dam at Boulder Beach. Kathy seconds, Motion PASSED 3-0

Phil Barlow is asked to speak as he scheduled a discussion with the commissioners.
Phil describes that he is planning on building upon a lot on Upper Lakeview a “dome like structure” that will be built upon a deck and will water, electricity, and a septic system. Phil was inquiring as to what is required from the VDOE in regard to building. Kathy explains the VDOE is the authority in regard to driveway and water hook ups and that Madison is the authority in issuing building permits. Jay explains that the driveway permit must be issued first before Madison will issue a building permit for a home.

Phil asks if the request to run a water service line over two VDOE owned consecutive lots adjacent to the lot that Phil wishes to build on was ever approved by the current land owner and Kathy notes that a decision was never made by the BOC and Jay states that such a decision would create easements of some kind on those two lots making them restricted.

Administrative: Kathy reports that CARBONITE has sent an email for contract renewal.
This will be addressed.

Jay reports that the VDOE has received a positive hit for Coliform in the water system in the Summit Zone. Samples were taken twice and confirmed by a lab. The drinking water is safe by a LEVEL 1 assessment is to be performed by our water operator.

Jay reports that the Madison PD has had several salvage companies come to the Huttwil lot to view the abandoned camper trailer there. No one wants to remove the trailer at a cost to them.
MOTION: Jay makes a motion to spend up to $500 to have the abandoned trailer removed from the parking lot. Paula seconds, Motion passes 3-0

Chris Albert joins the call and provides a status update on the Rienach tank project. The Shotcrete is complete around the outside of the tank. The tank will be painted next week. Doors and hatches on the tank are being installed. Jay notes that a building permit was never applied for by Dawson’s as requested at the onset of the project. Chris is to remind Dawson’s of request for the permit and to have Madison CEO take a look at the pump building before it gets closed up. Chris states he will include the Bryant Paving contract with the monthly bills to DES as this work was not considered during early negotiations and never included in the original BID specifications.

Chris asked that the Payment Disbursement be signed. Jay to review and sign out of session.

3. Water Report

Level 1 Assessment discussed earlier. Ian to conduct and provide report

4. Manifest, Payroll, Water Project.

No payments this week.

5. Signature Items:

Jay to review and sign payments and reimbursement documents.

6.  Accounts Payable

Jay Buckley makes a motion to approve the manifest.  Manifest from the operating budget of 9 checks for $2,473.86.  Kathy Koziell seconds.  Motion Passed 3-0.

Jay Buckley makes a motion to approve the Payroll of $5,660.80.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of paying Jones & Beach, Dawson, DN Tanks and Retainage accounts next week.

7. Committee reports:

Jay asks BOC to review Andrew’s report.

8. Commissioners reports:

Jay discussed camper/trailer above.

Kathy discussed 10 vs 20# fire extinguisher $100 vs. $170 installed for DPW #2.

Paula noted that we need to follow up on correspondence with resident inquiries.

9.  Correspondence

Paula notes that we owe resident Debbie Hewitt a response to her inquiry as to why all of the trees and brush were cleared between the properties 4&6 Little Loop instead of just the marked trees.

Jennifer Nolan informed the commissioners that the smell from the outhouses at Eidelweiss Beach have been plaguing her home for years and wishes that the BOC do something about it.
She will be notified by the office to contact the Madison Health Officer concerning the issue.

MOTION: Paula Doyle makes a motion to go into Non-Public Session at 10:18 under RSA 91A:3 C legal matters; seconded by Jay Roll call 3-0.

MOTION: to seal non-public minutes of 08-20-20 until addressee receives letter made by JB, seconded by PD; 3-0.

Paula Doyle notes that all the public must be held to the same rules in regard to waiting till Public Comment before speaking. So, noted by the chair who will try to curtail open discussions.

MOTION: JB makes a motion to adjourn at 11:07am. Seconded by KK, MOTION Passes 3-0

Respectfully submitted,

Jay Buckley

Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday June 11th, 2020

The Board of Commissioners met at 9:06 am on Thursday, June 11, 2020.  In attendance was Commissioners Jay Buckley, Kathy Koziell (by phone).  Also, in attendance was Highway Foreman Kelly Robitaille, and Donna MacKinnon taking minutes.  The meeting was not filmed but residents could call into meeting via conference call.  We had Dinah Reiss Treasurer, Ian Hayes Water Operator, Chris Albert Engineer & 7 residents call into the meeting.                            

At 9:06 am Commissioner Jay Buckley calls the meeting to order.   

1. Agenda

Jay Buckley adds Camper parked at Huttwil parking lot to agenda.

Jay Buckley makes a motion to approve the amended agenda.  Kathy Koziell seconds.  Motion passed 2-0. 

Discussion on Driveway permit for 4 Lakeview Dr.  Nick Borelli called into meeting for waiver of performance bond for existing driveway.  No dwelling is being put on lot.

Jay Buckley makes a motion to waive performance bond with the Driveway permit for 4 Lakeview Dr.  Kathy Koziell seconds. Motion Passed 2-0.

2. Engineer Report

Discussion of Reinach Project status. Chris Albert calls into the meeting.  Chris Albert states project is ahead of schedule.  Chris Albert will be meeting with DN Tanks today still planning on a June 29^th, 2020 start date.

Discussion on distribution of payment.

Discussion on blasting.

Discussion of gate values.

Discussion of water project inspections.  Ian Hayes is checking in on project daily, no issues everything looks good.  Mike Smith asks who is overseeing project? Chris Albert is on site 2 a week and Ian Hayes is daily. Chris Albert states means and methods is being done.  Mike Smith would like someone to inspect job and Ian Hayes costs are too high not counter intuitive.  Jay Buckley is confident in Ian Hayes.

Discussion of BOC were not privy to contract.

Discussion of change orders for the project.

Discussion of Invoices for the Water Project and posting the documents on the website.

Mike Smith questions what percent of the contract is complete.

3. Water Report

Dinah Reiss asks Ian Hayes for itemized invoices for new water hook-ups.

Kathy Koziell asks Ian Hayes about Biasca water main.

Jay Buckley asks Ian Hayes about 22 Aspen the cost of bleeder to the end of property line.  Ian will check with Dawson.

Discussion of 10 Barden water hook-up.

3. Highway Department Report

Discussion of 4 Grachen-Kelly Robitaille wants to go ahead with culvert.  Kelly will by the pipe and the homeowner is responsible for the cost.

Discussion of Porridge Shore exposed culvert pipe-Kathy Koziell wants to send a letter to the homeowner that the cost of the culvert and the DPW will install it.

Jay Buckley makes a motion to send letter to homeowner of Porridge Shore for the replacement of the culvert that the homeowner is responsible for.  Kathy Koziell seconds.  Motion Passed.

Discussion of Little Loop Project-Kelly Robitaille states the DPW worked on it Monday Tuesday and Wednesday and will be finishing up with it.  Jay Buckley states the DPW did a great job on the project.  Kelly Robitaille questions of pulling the trees & stumps or wait for engineering.  Kathy Koziell states the stumps have to be removed.  Jay Buckley want to wait.  Kelly Robitaille questions liability of DPW that he does not want.

Discussion of the camper parked at Huttwil parking lot-Jay Buckley questions to notify the Madison Police.

Kathy Koziell makes a motion to notify the Madison Police of the camper parked at Huttwil parking lot.  Jay Buckley seconds.  Motion Passed.

Discussion of Dept of Labor Inspection Report-Back up alarms are being installed.

Discussion of 33 Upper Lakeview letter-Jay Buckley will draft letter back to homeowner.

4.  Administration Report

Discussion of Kayak Portal opening.  Kathy Koziell and Jay Buckley restates that the District will mirror the Town of Madison.

Discussion of 1 Aspen-Jay Buckley will send an email to the homeowner.

Discussion of job posting for part time Admin position-next week put advertisement into Conway Daily Sun.

Discussion from Mike Smith-Mike Smith questions contract of the Rienach Tank Project and why it was never run by the Districts Attorney.  All contracts were run by the Attorney in the past. Mike Smith asks for Kathy Koziell for not having contract run by Attorney. Discussion ensues. Jay Buckley states that Kathy Koziell, Kelly Robitaille, and himself were not included the contract discussions.

Discussion of how the engineer was picked for the contract.

Discussion of consideration of the roads as part of the Water Project.

Discussion of Mike Smith restates resignation.

Discussion of Jay Buckley reading through the contract-Kathy Koziell commends Jay Buckley for checking for completion of invoices of projects.  Jay Buckley had asked Chris Albert about completion updates.

Dinah Reiss has financial concerns accuracy and amounts to be dispersed.

Jay Buckley brings up empty BOC seat and should it be done Non-Public. Kathy Koziell does not think so but will send an email to NHMA for clarification.

 5.  Accounts Payable

Jay Buckley makes a motion to approve Manifest of 8 checks for a total of $29,409.33.  Kathy Koziell seconds.  Motion passed 2-0.  

6. Signature Items

Discussion of final Audit.

Jay Buckley makes a motion to sign the final Audit.  Kathy Koziell seconds.  Motion Passed 2-0.

7. Commissioners Reports

Kathy Koziell asks about water hook-up for 7 Biasca & 9 Reinach.

Discussion about costs of dead end to homeowner’s property.

Discussion of Liens.

Discussion of COVID-19 2.0 requirements.

Kathy Koziell asks Jay Buckley to send EPOA information to comply with regulations.

Discussion of using the Lodge.

8.  Correspondence

Discussion of Judith Taylor’s email.

Discussion of pond levels.

Discussion of Loons.

Discussion of 91A addressed.

Kathy Koziell asks Jay Buckley if he wants her to resign.  Jay Buckley says no.  Paula Doyle states Kathy Koziell has done a great job.

Discussion of interested candidates for BOC empty seat.  Paula Doyle and Ralph Lutjen are interested.

Jay Buckley makes a motion to go into Non-Public at 12:00 pm for RSA 91-A:3, II (e).

Non-Public Minutes were sealed.

Jay Buckley makes a motion to adjourn meeting at 12:14 pm. Kathy Koziell seconds.  Motion passed 2-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday July 2, 2020

The Board of Commissioners met at 9:05 am on Thursday, July 2, 2020.  In attendance was Commissioners Jay Buckley, Kathy Koziell (by phone) and Paula Doyle (by phone).  Also, in attendance was Highway Foreman Kelly Robitaille, and Donna MacKinnon taking minutes.  The meeting was not filmed but residents could call into meeting via conference call.  We had Dinah Reiss, Treasurer, Ian Water Operator & Chris Albert, Project engineer & 5 residents call into the meeting.                            

At 9:05 am Commissioner Jay Buckley calls the meeting to order.   

1. Agenda

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

2. Engineer Report

Discussion of Reinach Project status. Chris Albert calls into the meeting.  Chris Albert discusses the update of the project.  Chris Albert states that DN Tank is mobilized in the District, will be starting next Wednesday, and shooting for end of July to be done with their part of the project.  All the pipe is done at Aspen.  Chris Albert stated only 30 yards of blasting was done and saved the District money.  Chris Albert stated that Jake Dawson is filing with the Town of Madison for a building permit for the project.  Chris Albert states that the color need to be picked out for the tank.  Chris shows Jay Buckley the colors to be picked from.

Jay Buckley makes a motion to pick Navajo for the color of the new tank.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of Contract #6- Paula Doyle asks Chris Albert about the standard contract.  Chris Albert states it is a standard contract, but it was left out by accident and that was an oversite.   Jay Buckley thinks it is needed for asset management.  Chris Albert stated the project is moving faster then expected and he will be up in the District more than originally expected.  Kathy Koziell states the bills are rolling in and asks Chris Albert about contingency monies.  Chris Albert states that any contingencies can be put on the next disbursement invoice.  Jay Buckley asks Chris Albert about Contract #6 and the roads due to lack of information given to BOC because of the gag order.  Chris Albert does not think anything else was missed by him.

Jay Buckley makes a motion to approve Jones & Beach’s Contract #6 for M & O.  Kathy Koziell seconds. 

Paula Doyle asks if this contract will be covered in the contingency money.

Jay Buckley makes a motion to approve Jones & Beach’s Contract #6 with the additional $9K to come from contingency money.  Kathy Koziell seconds.  Motion Passed 3-0.

Chris Albert states he thinks there is money available without hitting the contingency money.  Chris Albert states he will send in an updated spreadsheet.

3. Water Report

Discussion of Water Project-Ian Hayes updates the project status.

Discussion of back billing Dawson.

Discussion of how the water operator was not included in the Bid-Ian Hayes states only subcontractor for the pump house. 

Paula Doyle states another cost not included in the bill.

Jay Buckley reads the specs of the bid to the public.  Chris Albert states Dawson is fixing problem but Ian Hayes has to oversee it as the water operator has to do for all repairs in the District.

Kelly Robitaille confused along with the public thinks the cost would not have happened if the break did not happen.  Ian Hayes states the gray area in the costs, his costs are paid by the District and the District can back bill Dawson.  Ian Hayes is concerned with back billing Dawson could be stirring up the pot and understands the BOC confusion with paying Ian’s bill.  Paula Doyle wants a legal opinion before going after back billing Dawson.

Jay Buckley makes a motion to pay Simply Water Invoice of $8770.00.  Paula Doyle seconds.  Motion Passed 3-0.

Kelly Robitaille states that that was a good conversation with a good outcome.

4. DPW Report

Kelly Robitaille states that the DPW spent most of the week on repairs.  He is looking for the budget to see where he stands with the DPW budget.  Kathy Koziell that she will forward budget to Kelly.

Discussion of Nicholas Small class VI road for a driveway permit.

Jay Buckley makes a motion to approve Nick Small Driveway Permit for Construction.  Paula Doyle seconds.  Motion Passed 3-0.

Discussion of opening the Outhouses.  Kathy Koziell will make initial purchase of cleaning supplies and will do the first cleaning to make sure they are cleaned out.  Donna MacKinnon offers to help Kathy with the cleaning.

Jay Buckley makes a motion to open the Outhouses after they are cleaned out.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion from Kelly Robitaille of how the contingency money from the Water Project can go to either the asphalt or road budget.  Kelly will work with the contractors and keep track of costs and decide whether it is worth it to back charge. 

5. Administration Report

Discussion of job posting.

Discussion of Kayak Portal.

Discussion of beach raking.

Discussion of Audio files- Jay Buckley states that public can bring in thumb drive to get a copy if wanted.

Discussion of Non-Meeting.

Discussion of 91A.-Mark Graffam 91A transparency is primary and wants to know what size thumb drive to bring into the office.

6.  Accounts Payable

Jay Buckley makes a motion to approve the manifest.  Manifest from the operating budget of 9 checks for $2,473.86.  Kathy Koziell seconds.  Motion Passed 3-0.

Jay Buckley makes a motion to approve the Payroll of $5,660.80.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of paying Jones & Beach, Dawson, DN Tanks and Retainage accounts next week.

7. Signature Items

Discussion of Roberts & Green contract.

Discussion of Truck loan.  Will be signed out of session.

Jay Buckley makes a motion to sign new truck loan out of session.  Paula Doyle seconds.  Motion Passed 3-0.

Dinah Reiss states that Jay Buckley & Kathy Koziell are the signatures needed on the loan.

9.  Correspondence

Discussion of Neighbor Energy-Jay Buckley wants to hold off until next week.

Discussion of Water Shut off and liens for outstanding water bills.

Discussion of CCR report.

Discussion of 1 Aspen-fixed today.

Discussion of Robert Nelson email. Jay Buckley asks Paula Doyle to draft a letter to Robert Nelson.

Discussion of Mr. Taylor Letter.

Discussion from John Rocharz EPOA for access the Playground.  John can clean up playground but the DPW will fix the fence.

Discussion for Paula Doyle regarding BOC meetings.

Kathy Koziell makes a motion to adjourn meeting at 11:53 am.  Jay Buckley seconds.  Motion Passed 3-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday July 30, 2020

The Board of Commissioners met at 9:02 am on Thursday, July 30, 2020.  In attendance was Commissioners Jay Buckley, Kathy Koziell (by phone) and Paula Doyle (by phone).  Also, in attendance was Highway Foreman Kelly Robitaille, Chris Albert engineer, and Donna MacKinnon taking minutes.  The meeting was not filmed but residents could call into meeting via conference call.  We had Dinah Reiss, treasurer & 4 residents call into the meeting.                            

At 9:02 am Commissioner Jay Buckley calls the meeting to order.   

1. Agenda

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

2. Highway Department Report

Discussion of Lakeview Dr.- Kelly Robitaille would like to extend road for plowing purposes.

Discussion of West Bergamo- Kelly Robitaille would like to bring in a rental mini excavator for ledge.  He will get a price for the rental of the excavator for the BOC to approve.

Discussion of Upper Lakeview & Thusis culverts.

Discussion of Grader tire-Kelly Robitaille states the front tire has a gash and needs to be replace before there is an issue.  A spare did not come with the grader when purchased.  He got a price for replacement of $1650.00, he will require a purchase order for tire purchase.

Jay Buckley makes a motion to approve up to $1700.00 to purchase a front tire for the grader.  Paula Doyle seconds.  Motion Passed 3-0.

Discussion of street signs.

Discussion of Calcium Chloride for Rock House.

Discussion of white stop lines-Kelly Robitaille states that the DPW can paint them. BOC agrees.  Jay Buckley commends the DPW for a great job that they are doing.

Discussion of Gravel Roads-Kelly Robitaille is meeting with Chris Albert for finalizing of gravel roads it will be basically a road reconstruction and how to proceed.

Discussion of Culverts at Salins and Aspen- They were already done by Dawson without the approval of the BOC.  Dawson used the Districts culverts without Kelly Robitaille’s knowledge.

Discussion of the DPW garage roads- Kelly Robitaille states that the doors are done just waiting for the remotes to come in for the project to be finish.

Kelly Robitaille tells the BOC that he has to have thumb surgery.

Discussion of Shawn’s Tree Removal-Still waiting to hear back from them.

Discussion of 47-49 Eidelweiss Dr.-Still waiting for homeowner of 47 Eidelweiss file a Driveway permit application.

Discussion of the office phone system-Andrew Harteveldt called into the meeting. Cost analysis was done by Andrew when phone system was first put in and 500-600 minutes were on the average.  The office is going over that mostly due to conference calling.  Andrew thinks the office can use Microsoft office 365 for the conference calling that can also be recorded.  Jay Buckley inquires about an answering service for the district.  Andrew Harteveldt had concerns when putting in the phone system.  Jay Buckley purposes a committee to look into the office phone system and updating the office equipment to hash out a usable solution.  Paula Doyle agrees.  Jay Buckley has spoken to Ron Sandstrom and asked Andrew Harteveldt if he would be part of the committee, Andrew agrees.

3. Engineer Report

Chris Alberts comes into the meeting.

Discussion of the Tank Walls- Chris Albert states the crane is on site and the walls are being put up today.

Discussion of DN Tanks Invoice.

Discussion of checking with DES disbursements.

Discussion of Aspen & Salins Culverts-Chris Albert states that Jake Dawson apologized for going ahead without BOC approval. The Aspen culvert was plugged and had to be fixed but they did the Salins culvert also. 

Discussion of Roads and Grading-Kelly Robitaille wants to know what Jake Dawson is doing for the gravel roads. Jake Dawson, Chris Albert & Kelly Robitaille will be meeting today to discuss this.

Jay Buckley makes a motion to go ahead and give Bryant Paving contract for shimming and 1-inch ( amended to 1-1/2” on 8/6/2020) overlay on Bristenstock & Aspen using contingency monies or project monies. Kathy Koziell seconds. Motion Passed 3-0.

Chris Albert will reach out to Rick Skarinka to see if it can be part of grant disbursement.

Discussion comes back to Aspen & Salins Culverts- Jake Dawson will come back to the BOC with changes.

Discussion of Tie in at Reinach on Thursday – They will be shutting down the water.  Chris Albert will let the office by Monday to confirm water outage.

Discussion of Retainage amounts - Chris Albert goes over amounts.

Discussion of Ribbon Cutting-Chris Albert shooting for September, BOC agrees.

4. Administration Report

Discussion of 91A requests.

Discussion of Mailchimp-Kathy Koziell fixed it.

Discussion of job posting.

Discussion of Water Service Line to homeowners.

5. Signature Items

Jay Buckley makes a motion to approve the Manifest of 7/29/2020 of 3 checks for $7,105.86.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of Total Cost of new water hook ups.

Discussion of Simply Water Invoice.

Jay Buckley makes a motion to approve Payroll of $7,197.80.  Kathy Koziell seconds.

Motion Passed 3-0.

Discussion of bank signature cards to add Paula Doyle to accounts.

Discussion of Water Bill liens.

Discussion of camper parked in Huttwil parking lot.

Discussion of Pond Levels.

Discussion of balance sheet for the Water Project.

6.  Correspondence

Discussion of Trash Removal.

Discussion of Jane Gunn email.

Discussion on Parking at the Beach Parking lots.

Discussion of the Water Tax Assessment-Kathy Koziell will call Avitar.

Discussion of Larry Leonard email.

Discussion of Bill Mosher email.

Discussion of Jessica Bean.

Discussion of Greg Im email.

7. Public Comment

Dinah Reiss asks about water outage from the weekend.

Jay Buckley makes a motion to go into Non-Public RSA 91-A:3, II (b) at 11:05 am.  Paula Doyle seconds.  Motion Passed 3-0.

At 11:30 am exit Non-Public.

Jay Buckley makes a motion to seal the Non-Public Meeting Minutes.  Paula Doyle seconds.  Motion Passed 3-0.

Jay Buckley makes a motion to go into Non-Public RSA 91-A:3, II (c & l) at 11:37 am.  Paula Doyle seconds.  Motion Passed 3-0.

At 120:00 pm ex it Non-Public

Jay Buckley make a motion to seal the Non-Public Minutes.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of 7 Biasca Water Hook Up-Ian Hayes calls Jay Buckley. Ian Hayes hit ledge at 7 Biasca and asks Jay Buckley what the BOC wants to do. It would be around $1,800.00 which would come out of the $8,000.00 hook up fee.  The BOC agrees with Ian Hayes to have

Dawson hammer away ledge to establish service line and set the pipe properly 5-6’ depth.

Kathy Koziell makes a motion to adjourn meeting at 12:10 pm.  Paula Doyle seconds.  Motion Passed 3-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday July 23, 2020

The Board of Commissioners met at 9:00 am on Thursday, July 23, 2020.  In attendance was Commissioners Jay Buckley, Kathy Koziell (by phone) and Paula Doyle (by phone).  Also, in attendance was Highway Foreman Kelly Robitaille, Chris Albert engineer, and Donna MacKinnon taking minutes.  The meeting was not filmed but residents could call into meeting via conference call.  We had Dinah Reiss; treasurer & 1 resident call into the meeting.                            

At 9:00 am Commissioner Jay Buckley calls the meeting to order.   

1. Agenda

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

2. Highway Department Report

Discussion of Schwyz Road Culvert.

Discussion of the International Truck-Kelly Robitaille states the truck has a break and overheating issue. The element to the radiator has to be replaced, part will $1,500 plus labor.

Discussion of Bryant Paving estimate of $37,240.  Bryant Paving has a 6-8-week lead time.  Jay Buckley asks about reimbursement will come from for the paving.  Kathy Koziell explains after talking to Greg Im the District can legally use the Water System CRF account to pave the road.  Jay Buckley would like to know who the BOC can contact to see if the roads can be included as part of the Water project.  Jay Buckley agrees with Kathy Koziell to use the Water System CRF.

Discussion of changing culverts as part of the Water Project.  Kelly Robitaille thinks this should all be part of the Water Project.

Discussion of spending the full $869K.

Discussion of Upper Lakeview to be part of the Water Project.  Kath Koziell explains the $869K can only be used for the Reinach Tank project but the $295K can be used for any upgrades to the water system.

Discussion of Mark Graffam’s email about road erosion.

Discussion of garage doors.

Discussion of solar speed sign-$1,500. minimum cost Jay Buckley thinks it should be considered for a warrant article for next year.  Paula Doyle and Kathy Koziell agree.

3. Engineer Report

Chris Albert joins the meeting at 9:40 am. 

Discussion of the Water Project-Chris Albert gives an update- Tank will be constructed next Tues the 28^th. Bristenstock PRV installed. DN Tank shooting for finishing 3^rd week in August.

Jay Buckley states the crane will be putting up the Tank on Tuesday and asks if the public can view it outside the work zone, Kathy Koziell and Paula Doyle agree with Jay Buckley.

Kathy Koziell asks Chris Albert if there will be a ribbon cutting ceremony, he states when the project is complete.

Discussion of the Water Project contingency money.

Jay Buckley asks Chris Albert about the cost of Bryant Paving, Chris Albert states he will ask Rick Skarinka from DES if they can be processed as part of the project.  Chris Albert will let the office know when he talks to Rick Skarinka. 

Discussion of DPW costs regarding the Water Project-Kelly Robitaille will meet with Chris Albert next week.

4. Administration Report

Discussion of Lead Copper draws for water samples.

Discussion of new water hookups connecting to the new waterline-Letters will go out to the homeowners that could be affected.

Discussion of interest payment of the Bond.

Discussion of Admin Job Posting on Indeed.com.

Discussion of a private email from Mark Graffam to Jay Buckley.

Discussion of waiving Isabel Pais water bill late fee.

Discussion of $100.00 August 1^st Water bills to go out.  The BOC agrees that they will be sent out.  Kathy Koziell also will work with Donna MacKinnon on outstanding owed water bills for liens.

5. Signature Items

Jay Buckley makes a motion to approve the Operating Budget Manifest of 7/22/2020 of 5 checks for $48,792.02.  Kathy Koziell seconds.  Motion Passed 3-0.

Jay Buckley makes a motion to approve the Water Project Budget Manifest of 7/22/2020 of 3 checks for $149,501.98.  Paula Doyle seconds.  Motion Passed 3-0.

Discussion of Dawson check.

Discussion of Water Project Budget.

Discussion of Neighborhood Energy Contract.

Jay Buckley makes a motion to sign the contract with Neighborhood Energy.  Paula Doyle seconds.  Motion Passed 3-0.

Discussion of email from Terri Cancelarich.

Jay Buckley makes a motion to sign letter to Terri Cancelarich.  Kathy Koziell seconds.  Motion Passed 3-0.

6. Commissioners Report

Kathy Koziell asks Paula Doyle to take over the communication committee.  Paula Doyle would like to disband committee.  Jay Buckley thinks the BOC is doing a good job and does not think there is a need for the committee.

Discussion of the July Newsletter.

Discussion of the Town of Madison assessment letters.

Discussion of the camper parked at Huttwil parking lot.

6.  Correspondence

Discussion of email from Madison TV Noreen Downs.

Discussion of email from Robert Corazzini.

Discussion of Restriction of beach parking.

Discussion of email from John Rocharz.

Discussion of Granite State Analytical-All samples passed.

Discussion of NHDES grant webinar.

7. Public Comment

Ralph Lutjen questions legal expenses incurred to the District for Adam Leiser Little Loop Project.  Ralph Lutjen discusses Budget vs Actual not being discussed at the BOC meetings to let the public know.  Dinah Reiss told the BOC in the past the BOC use to have the second Thursday on the month to go over the budget.

8. Signature Items

Discussion of signature needed for the Bond

Jay Buckley makes a motion to sign the Bond out of session for $734,600.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of Bond Bank customer wiring secure loan for $734,600. 15-year loan at 1.35%

Jay Buckley makes a motion to sign Bond Bank.  Kathy Koziell seconds.  Motion Passed 3-0.

Paula Doyle makes a motion to go into Non-Public RSA 91-A:3 II (l) at 11:27 am.  Jay Buckley seconds.  Motion Passed 3-0.

At 11:36 am exit Non-Public

Jay Buckley makes a motion to seal the minutes.  Kathy Koziell seconds.  Motion Passed 3-0.

Jay Buckley makes a motion to go into Non-Public RSA 91-A:3 II (b) at 11:38 am.

At 12:02 pm exit Non-Public Minutes are not sealed.

Jay Buckley make a motion for Paula Doyle to prescreen candidates by phone as well as future applicants.  Kathy Koziell seconds.  Motion Passed 3-0.

Jay Buckley makes a motion to adjourn meeting at 12:05 pm.  Kathy Koziell seconds.  Motion Passed 3-0.

Respectfully submitted,

Donna MacKinnon

Administrator