VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday July 29, 2021

The Board of Commissioners met at 9:00 am on Thursday, July 29, 2021.  In attendance was Commissioners Jay Buckley & Mike Smith.  Also, in attendance was Highway Foreman Kelly Robitaille and Donna MacKinnon taking minutes.  People in attendance were Dinah Reiss, Treasurer, Doug Prescott, & Gloria Aspinall. The meeting was filmed by Tim Hughes, Madison TV.                            

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

1. Agenda

Jay Buckley makes a motion to approve agenda.  Mike Smith seconds. Motion Passed 2-0.

Jay Buckley makes a motion to approve the minutes of 7/19/21 & 7/22/21.  Mike Smith seconds up until he left the meetings.  Jay Buckley amends minutes of 7/22/21 with the change of 28 Grandval Way to 8 Grandval Way. Motion Passes 2-0.

2. DPW Report

Discussion of High-water level at the Dam-Kelly Robitaille states he received a phone call from a citizen and agreed the water is at a high level and is asking for permission from the BOC to remove a board due to the upcoming forecast for rain.  Mike Smith asks who is in charge of the Dam water levels.  Kelly Robitaille states the BOC are in charge.  Mike Smith asks why Kelly R is not in charge.  Kelly states according to the current policy the BOC are in charge.  Mike Smith would like Kelly R to be responsible for the DAM and if the BOC have an issue with Kelly’s handling of the DAM, they will deal with Kelly R as a board the BOC should not be involved in Kelly R’s day to day activities. Kelly R just want to cover himself.  Jay Buckley asks who the citizen was Kelly R says it was Gloria and she has multiple issues that she will be bringing up at the town hearing. Kelly R. knows there will be a problem with pulling of the board and doesn’t want to be put in the middle. Jay Buckley states if a board was pulled because of one resident then other residents will be calling to not to pull the board and doesn’t want Kelly R to be put in the middle.  Mike Smith states there was a petition to put a Dam in by a homeowner and the homeowner never follow up with.  Mike Smith feels that Kelly R should be in charge of the DAM as part of his job.  Kelly R states the solution was the level should be 4 inches below the spill and it is marked now.  The level now is about 6 inches above the mark and Kelly is trying to correct it so that it will be at the marked line to maintain a steady level. Jay Buckley states that the mark is the minimum for acceptable level, Kelly R thinks the policy states that it should be 4 inches above the mark and is asking what should be done.  Mike Smith states that for years the District always allow the levels for the loons and not flood out the residents and that the DPW was always in charge and not have the BOC manage it and let Kelly R do his job.

Gloria Aspinall asks the BOC to pull a board because her property is being over flooded.  She states the assessor from the Town of Madison came to her property and stated that the peninsula is deemed wetlands which with the levels so high it is now on her property and has caused damage to her retaining wall. 

Jay B states Kelly R can do whatever he has to do what ever he feels best to do.  Kelly R. wants the backing of the BOC otherwise he doesn’t want the responsibility.

Mike Smith makes a motion for Kelly Robitaille to come to the Public Hearing August 14,2021 at 7:00 pm. with pay.  Jay Buckley Seconds. Motion Passed 2-0.

Kelly R asks the BOC to approve his vacation time August 9 through August 13, 2021.

Jay Buckley makes a motion to approve Kelly Robitaille’s vacation August 9 through August 13,2021.  Mike Smith seconds.  Motion Passed 2-0.

Kelly Robitaille states he will be pulling a 10-inch board now that he is in charge and will not let the water go below the mark.

Discussion of 6 & & Lakeview Drive end of the dead end of road-Kelly R states he has received complaints from the homeowners at 7 & 5 Lakeview Dr. the water washes down the road and damaging the road.  Kelly R states that there was no culvert at 6 Lakeview and only half a grate at 7 Lakeview causing damage to the road.  The homeowner at 6 Lakeview filed for a driveway permit to pave prior but decided not to which would have required the homeowner to put in a culvert and with the driveway being so wide with paving it would cause more damage to the road, and the homeowner at 7 Lakeview would need to extend the grate at their property.  Kelly R will tread lightly with7 Lakeview Dr because it is a commissioners property.  It is 7 & 5 Lakeview Dr. who is complaining and Kelly R feels it is not a big problem but an inconvenience to the homeowners with the silt but no big gullies are in the roadway.  Kelly R did talk to the homeowners stating that it is going to big a bigger issue than they think with it being at the end of a Class VI Road.

Discussion of Class VI Road List-Jay B will work with Kelly R and define the Class VI Roads and come up with an official Class VI Road document.

Discussion of Class VI if road improvements as to 6 Lakeview Dr. culvert who would be responsible for paying for the culvert.  Kelly R states he is just giving the BOC something to think about.

Discussion of 16 East Bergamo Emails from homeowner & attorney-Equipment was left on Class VI Road by contractor doing the water hook up at 19 East Bergamo.  Mike S states that this is between the homeowner at 16 East Bergamo and the Police.

Email from the Attorney was not factual and Jay B will draft a letter back to the Attorney for the BOC to approve at the next BOC meeting.

Discussion of 21 Little Loop-Jay B states it is an unbuildable lot according to the Town of Madison map card.

Discussion of Mr. Burr email regarding 8 Eidelweiss-Mike S asks Kelly R what his preference is regarding the correction to the driveway permit.  Kelly R thinks the engineer should engineer the culvert.  The engineer should design it, build it and the DPW should be paid by the original homeowner to oversee the culvert project.

Mike Smith makes a motion to respond to the engineer to 1. Resubmit Driveway permit application with drawings designed by the engineer. 2. For the contractor to install culvert. 3. Have Kelly R oversee project and be paid by the original homeowner for Kelly R.’s services. 4. Have the engineer contact the office to meet with Kelly R. to go over project.  Jay Buckley seconds. Motion Passed 2-0.

Discussion of the compliance fines-$275.000 each day 2 weeks + 2 day would equal $4125.00.  Jay Buckley would waive the fees at this time Mike Smith will not.

Mike Smith makes a motion if engineering & work is done by August 20, 2021, fees will be waived if not the fines will be reinstated.  Jay Buckley seconds. Motion Passed 2-0.

Discussion Jim Lyons email-The DPW has address the matter.  The culverts were cleaned out and nothing was damaged.

Discussion Jake Dawson meeting-Jay Buckley met with Jake Dawson and Jake Dawson agreed to patching the Asphalt that was damaged during work done on the water project.

Discussion of speed bumps

Discussion of EPOA BBQ

4. Accounts Payable

Jay Buckley makes a motion to approve the Payroll Manifest of 7/30/2021 for $7579.40.  Mike Smith seconds. Motion Passed 2-0.

5. Signature Items

Jay Buckley makes a motion to sign letter to Madison Town Clerk asking for taxes.  Mike Smith seconds for discussion.

Jay B reads the letter to the public. Jay Buckley votes yes Mike Smith votes no for signature.  Motion Failed 1-1.

Discussion of Eben Farm Road-Mike S states he thinks this is a lawsuit waiting to happen and needs to go to the Attorney to look at.  Jay B states that the Town had the right to take the property from Eidelweiss.  It was discussed why the District would take care and maintain the roads for outside property.

Mike Smith makes a motion to send the District Attorney all the information on the Eben Farm Road property. 

Mike S states this is an issue we should spend the money on due to setting precedence and the District could loose controls of the roads and possible water hook ups to the Districts water system.

Jay B needs a week to think about before he can second the motion and so that Kathy K can give her opinion on this matter.

Discussion of inspection of 9 Reinach water hook up-Jay B accepted 6-inch curb stop valve after inspection.  Jake Dawson contractor will provide a 5-year guarantee letter to cover extended warranty.  Mike S asks Jay B to back to Jake Dawson and ask for all 19 hook ups

for the same extended warranty letter.  Jay B states this is 2 separate issues.

Mike Smith makes a motion to ask Jake Dawson contractor for extended warranty letter for the 19 hook ups.  Jay Buckley seconds.  Motion Passed 2-0.

Discussion of Water Committee for Asset Management-Jay Buckley states checking with other committee members for a meeting next week for the RFP to go to engineers.

Mike Smith makes a motion for the Asset Management Committee took look into the Federal Money that just came out on the Infrastructure Plan to apply for $15 million.

Jay Buckley seconds.  Motion Passed 2-0.

Discussion on the DPW I Bathroom.

Discussion of DES set backs from waterline and roads.  Jay B states env 1008-4 is 25 feet set back. The 26 Huttwil property did not meet the setback requirement.

Mike Smith makes a motion to send a letter to DES concerning why the septic design was approved at 26 Huttwil when it is within 25 feet of setback and we are asking the Zoning Board to review this matter.  CC Mark McConkey & Zoning Board.  Jay Buckley seconds.  Motion Passed 2-0.

Mike Smith makes a motion to appeal Zoning Board decision of 26 Huttwil set back requirements.  Jay Buckley seconds.  Motion Passed 2-0.

Discussion of Beach Cleaning

Mike Smith makes a to go into Non-Public RSA 91-A:3, II(b) The hiring of any person as a public employee.

Meeting reconvened at 11:01 am.

Mike Smith makes a motion to spend up to $4,000.00 to upgrade computers in the office to be paid by the CRF office equipment fund.  Jay Buckley seconds.  Motion Passed 2-0.

Jay Buckley makes a motion to seal the minutes until Administrator is on board.  Mike Smith seconds.  Motion Passed 2-0.

Jay Buckley makes a motion to adjourn the meeting at 11:02 am.  Mike Smith seconds.  Motion Passed 2-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday July 8th, 2021

The Board of Commissioners met at 8:30 am on Thursday July 8th 2021.

In attendance for the public meeting are Commissioners Kathy Koziell (KK), Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Administrator Donna MacKinnon (DM), Kelly Robitialle (KR), Doug Prescott, Ralph Lutjen, Gloria Aspinall, Paula Doyle who joins at 10:30. The meeting was recorded by Madison TV                              

At 8:30am Commissioner JB calls the meeting to order.

Discussion on DW Mechanical doing the replacement heating work in DPW1 as the furnace no longer works. JB makes a motion to accept the bid from DW Mechanical and to have them begin the work ASAP. KK 2nds. MS objects stating that we should get a second quote. KK comments that Kelly reached out to several contractors and no response. MS says we should wait until November as no immediate need.  KK states that while DW has an opportunity do this we should get it completed. If we wait until November during the busy season we may not be a priority.  KK asks MS if he reached out to any contractors as this was discussed on 6/10. He had not. Motion passes 2-1

JB makes a motion to go into non-public RSA-91-A:3 a (employee review) at 8:36 passes 3-0

Reconvene public at 9:06

JB makes a motion to go into non-public RSA-91-A:3 l (legal) at 9:08 passes 3-0

Reconvene public at 9:18

JB makes a motion to approve the agenda, MS 2nds, passes 3-0

Discussion on commissioner meeting dates and time,

JB makes a motion to change the meeting time to 8:00am to accommodate MS so he can attend for a longer period of time. KK 2nds, MS states that meetings take too long and are non-productive, passes 2-1

JB makes a motion to approve the minutes of 7/1/2021 and non-public of 7/1/2021, KK 2nds, MS makes a motion to amend 7/1 public as he states that he didn’t mention the Water Committee when discussing the Reinach Fire Hydrant, JB 2nds Amendment passes 3-0 Motion passes 3-0 ( MS approves public meeting until point at which he left), Non public of 7-1-2021 passes 2-0-1

DPW Report – KR

Driveway Permit for 24 Bern, no culvert needed, MS makes a motion to approve, JB 2nds, passes 3-0

3 Bristenstock, deep culvert filling with sand causing buildup, property owner gravel also causing problem. Discussion on temporary water hook up at that property which was switched over to permanent, therefore not a Dawson’s/Reinach issue. MS makes a motion of that Kelly R. work with the owner to correct the drainage problem. JB 2nds, passes 3-0. Kelly askes that the property owner be asked to remove the gravel from the culvert area.

Kelly asks that Juneteenth be honored this year as there was no clarification from the District. JB makes a motion to allow that Juneteenth be a paid holiday this year. KK 2nds, passes 3-0

Owner of 22 Bristenstock asks about condition of Appenval, painted rocks and pot holes. Kelly states that this road needs reconstruction and is planned for next year.  KK makes a motion to respond to the owner, will draft a letter for the office. Actual motion withdrawn.

JB discusses review of Class VI roads and that he will confirm status with KR and update the list which has not been done in years

JB discussed lot on Adelboden that was merged with 105 acres that is not in Eidelweiss. Madison planning board stated that a portion is still in Eidelweiss and a letter from the District will move it back into the tax roll. Once there is clarification by the Town of Madison, the VDOE can issue a Driveway permit to owner of the property.

Discussion on Rock House Mtn and our assistance by applying calcium chloride to their roads to minimize the runoff into the Pea Porridge Ponds. JB states that we did in fact reach out to NHMA last year and they saw no issue with the VDOE providing this with reimbursement from RHM and that we should confirm with Primex that we are covered. MS states that RHM is private and the District should not do work on private property. DM will reach out to Primex

DP askes if the EPOA can borrow the traffic cones for the Sept 5^th yard sale at the Huttwil parking area. This is Ok with the Commissioners.  Kelly asks that the cones be secured and returned to DPW on Monday.

DP asks if the VDOE can add the EPOA to the agenda after the DPW report to discuss any upcoming events that usually involve the DPW is some way, KK makes a motion to add EPOA to agenda, JB 2nds passes 2-0 (This was discussed after MS left the meeting)

Discussion on 34 Bristenstock, JB reviewed that area and states that the deteriorating timbers are causing the much of the problem and not the water project.  MS makes a motion to send a letter to the property owner stating that finding. JB 2^nd, passes 3-0.

KR replaced the culvert on Bern drive that is next to the8 Eidelweiss driveway (which is on Bern Drive), DPW could not lower new culvert any further, and that 8 Eidelweiss contractor needs to re-install the driveway culvert per previous correspondence.

KK re-did the Driveway check list,and updated the Permit for Operation – removed that “permit was good for one year”.

JB reviews water shut-off letter for non-payment of water bill, JB makes a motion to sign out of session KK 2nds, passes 3-0. KK will work with office to do the mail merge and create the letters.

JB makes a motion to place a lien on the property at 46 Huttwil for unpaid water bill as the property owner has passed way and it appears the property is being prepared to be sold. MS disagrees stating that district has not done this in the past. JB withdraws motion

JB makes a motion to approve the manifest for $51,576.39, KK 2nds, Primex bill for annual insurance is $35,861 of that. Passes 3-0

KK will post Consumer Confidence Report to website – did not do last week.

JB makes a motion to pay a $25 bill from a 2020 invoice that was just received from Granite State Rural Water from 2021 funds and note that a journal entry can be done to back charge 2020. KK 2nds, passes 3-0

MS askes that any contractor bidding the DPWI bathroom remodel provide a certificate of insurance. MS makes a motion to have DM reach out to Primex regarding having Paula Doyle as a contractor and if she needs her own insurance. Passes 3-0, Paula Doyle joins the meeting and is asked if she has an umbrella policy that would cover her doing work for the District.  She does and will check on specifics.

MS asks about the water committee, who’s on it and when are they meeting. JB states that we were just notified that we were approved for the 20K asset mgt grant and RFQ will be sent out.

MS asks about safety meetings, KK was doing them in 2019 but other than Dept of Labor meetings and review of compliance with their findings, we have not been doing them.  KK states that since MS did them in the past is he available to do a monthly meeting, MS states he is too busy.

MS wants the value of both small claims actions, DM will provide.

MS asks for a non-public at 8:00am 7/15 – MS leaves at 10:45

Brad Jones of J&B will generate the quote for the Upper Lakeview PRV pit. Discussion on getting an extension from DES for the grant funding as this work will probably not get done by October.  JB states that we should wait an see how soon the quote gets turned around and we get an actual bid.

Discussion on offer to clean the outhouses which takes about an hour, at $45 per building which equates to $180/hr. DM to reply that this is not within our budget.

JB discusses water usage report and nothing seems unusual

JB sent pictures of original Reinach tanks that are being decommissioned by Dawsons

DP discussed July 10^th cook-out, KK will send Mailchimp notice on behalf of the EPOA.

Discussion on VLAP pond water testing, RL and DP participated, question on who is paying the bill.

JB makes a motion to adjourn at 11:15, KK 2nds passes 2-0

Respectfully submitted,

Kathy Koziell, Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting-

Thursday July 15th, 2021

The Board of Commissioners met at 8:00 am on Thursday July 15th 2021.

In attendance for the public meeting are Commissioners Kathy Koziell (KK), Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Administrator Donna MacKinnon (DM), Kelly Robitialle (KR), Dinah Reiss (DR) joins at 8:50, Doug Prescott, Paula Doyle who joins at 10:30. The meeting was recorded by Madison TV                              

At 8:05am Commissioner JB calls the meeting to order. JB makes a motion to approve the agenda, KK 2nds, passes 3-0

MS makes a motion to enter non-public RSA 91-A,II(L) Legal at 8:06, KK 2nds, passes 3-0

Public meeting re-convened at 8:36 Motion to seal the minutes passed 3-0

DPW report

KR discusses driveway permit for paving at 13 Presidential Dr, KR is OK with application, KR discusses driveway permit for paving at 64 Oakridge, KR is OK with application

JB makes a motion to approve application at 64 Oakridge, KK 2nds, passes 3-0

JB makes a motion to approve application at 13 Presidential, KK 2nds, passes 3-0

Discussion on 21 Little Loop application for new driveway 30’ wide and 12’ from side boundary. JB states that the property is primarily wet lands and has been classified as such on the tax card. As this in not within the VDOE to enforce the District cannot take that into consideration. Discussion on the use of lot for parking vehicles and camper. Town of Madison enforces these uses. DM askes when the septic plan requirement can be waived. If no building is being constructed, then the District waives that requirement.

MS makes a motion to have applicant resubmit the application with a 20’ driveway and 15’ setback from side boundary. KK 2nds, passes 2-1

KR discussion on 47 Eidelweiss, during heavy rain it was clear that a driveway grate needs to be installed, Property owner agrees and will have that taken care of.

D Reiss joins at 8:50 JB discusses survey at 29 Grachen that includes the abutting District property. JB would like to have a site visit with all Commissioners to view the boundary markers, some of which may have been removed, and the personal property that has accumulated on District property. Possibly at the end of a scheduled Commissioners meeting.

Discussion on the rocks on the Class VI road at 42 Bristenstock Rd. that are still there.  MS concerned that this puts the District at risk and that the board has done nothing about it.  KK states that a certified letter was sent on July 9^th stating that the property owner had until July 31^st (as was voted on 6/24) otherwise the District would have them removed at property owners’ expense. MS makes a motion to have DM contact Primex regarding liability of having rocks on Class VI Road. JB 2nds, passes 3-0

KK makes a motion to approve the Spruce Creek Property Management quote for he re-model of the DPWI bathroom up to $4000. JB 2nds, JB reached out to several other contractors and no response. MS askes for a certificate of insurance. Passes 3-0

DP discusses “Children at Play” signs with KR regarding placement. Commissioners ask KR to use his judgement. KR states that when school is back in session he may move the signs to the bus stop areas.

Discussion on addition speed bump (2 sections), KR will order and EPOA will reimburse the District.

DP askes about the traffic cones for EPOA Yard Sale – District has 6 cones but also has “horses” that are used to close a road that might be helpful. DP will provide written details on upcoming events to be included in District newsletter. DP askes about a link to the EPOA on the home page of the VDOE website, Paula Doyle was going to looking that, KK will try and add.

ADMIN

JB makes a motion to approve the ad for the August 14th public hearing, MS 2nds, JB discusses adding another public hearing to discuss the Water Ordinance and Public Memorials. KK suggests adding that to the August 14^th public hearing. JB makes a motion to amend the motion for the ad to include water ordinance and public memorials, MS 2nds, passes 3-0

MS makes a motion to invite Kelly Robitialle to public hearing, no 2^nd

DM discuss the status of the Audit, she had a discussion with Scott Egan and they are finalizing and should be completed by end of the month. JB asks about invoice from Jones and Beach for Contract #6, no word back from them.

JB makes a motion to approve the payroll manifest for $6027.30, MS 2nds,, passes 3-0

JB makes a motion to approve the transfer of $163,075 + $100 into the Operating account from the Water Fee account. KK 2nds, passes 3-0

JB reviews letter to owner of 49 Adelboden Way, stating that Town of Madison needs to provide clarification on legal status of the lot as it was merged with the 105 acre lot.  DM to forward email/letter to owners.

Letter was sent to 9 Reinach property owner asking about status of water hook-up.

JB states that Water Committee meeting scheduled for July 16^th to finalize the RFP for the work to be done using the $40,000 ($20K grant plus $20K from CRF) for asset management project for the water system.

MS asks who is on the Water Committee, KK states Larry Leonard, Larry Sardono and Jay Buckley. MS asks what they are doing, JB states that true mapping of the water system, risk analysis, priority of work etc. MS states that someone asked him where the money was coming from and he didn’t have an answer. MS asked why wasn’t this stated at the Annual Meeting and that this was unethical. KK states that due to the deadline to apply for the grant which was before the Annual Meeting, the Commissioners discussed and decided to use the Water System CRF. This was done in a public meeting and JB states it was one of the original warrant articles until it was determined that DES was not going to extend the deadline. MS states that the schedule for the Commissioners was confusing. KK states that the Commissioners are agents to expend CRF, MS states only in emergencies..

JB makes a motion to approve the water hook-up at 19 E Bergamo. KK 2nds.  We have not heard back from Dubois/King on this property. JB states that the datalogging PSI at the blow-off was 67 PSI vs the 46psi on the hydro model that Dubois/King work from and that the District Water Operator was confident with this hook-up. This property owner has been waiting since mid-April for a response. MS disagrees and states that we should call N Skeggells (of D&K) boss. Passes 2-1

JB discussion on correspondence from R Joseph regarding Fireworks complaint, KK asks about the Neighborhood watch signs and who was the point person. DR states that EPOA provided the signs and no point person. DM to forward that information to R Joseph.  JB discussion on cleaning service offering a reduced rate for cleaning of outhouses, JB states that it takes less than an hour and he will continue for remainder of year. Will consider the cleaning service for next summer.

Discussion on heating system for the office, 2’and 8’ 240V baseboard to be installed, JB has new units and will donate. KK to get quote from an Electrician to install.

JB reached out to Tricky Tree for the clearing of the water main areas that are overgrown.  KK states that this was referred to in the DES sanitation report as needing to be done and is paid for thru the water budget.

Paula Doyle asks to speak… she takes offense to MS stating that the Commissioners did anything unethical, all was discussed and decided on in public meetings. It was in the posted meeting minutes,and was discussed at the Budget Hearing. She states that the prior board, that MS was on, when they realized that the budget was overspent went back and accumulated invoices for non-major repairs and took funds from the CRF. She also stated that for more than a year the meeting were on Thursday at 9:am. KK asked MS if he ever called the office asking when the Commissioners meeting were, he stated no.

MS leaves the meeting at 10:45

DR askes about the Grant extension, JB states that we have the new contact at DES for the District now that Rick Skarinka has retired. JB states that once we get the bid package from J&B and we get a bid and schedule we can determine if we need an extension.

DR states that she believes that there was a cease and desist order at 42 Bristenstock.  DR askes the status of the separation agreement with Nancy Cole, JB states that the public may have been misled as there is no “Gag” order in effect. The agreement specifically states that N Cole is obligated within reason to assist in the office transition.

DR states that she is considering N Cole for Deputy Treasurer.  JB askes her to send a formal request to the office.

DR askes why padlock still not on Reinach pump house…KK states that the assumption that the currents locks being used were all keyed alike was not the case. KK will order a set of 10 key alike locks with one of the keys going to the Fire Chief.

JB makes a motion to enter non-public at 11:35 RSA 91-A:3, II(b) Hiring.   KK 2nds, passed 2-0

Public meeting reconvened at 11:35. Motion was made to seal the minutes

JB discusses the zoning board hearings in Madison regarding 26 Huttwil Dr. Case # 21-03, as Commissioner will object and Eidelweiss Dr Deck expansion. Case 21-07. No objection, JB will attend, KK will possibly attend as a resident

KK makes a motion to adjourn at 11:47, JB 2nds passes 2-0

Respectfully submitted,

Kathy Koziell, Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday July 1st, 2021

The Board of Commissioners met at 9:00 am on Thursday July 1st 2021.

In attendance for the public meeting are Commissioners Kathy Koziell (KK), Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Administrator Donna MacKinnon (DM), Dinah Reiss (DR), Kelly Robitialle (KR), Doug Prescott (DP). Ian Hayes ( IH) joins the meeting at 10:00am, Paula Doyle (PD) joins the meeting around 10am. The meeting was recorded by Madison TV                            

At 9:00am Commissioner JB calls the meeting to order JB makes a motion to approve the agenda, MS 2nds, passes 3-0

JB makes a motion to approve the minutes of 6/24 and non-public for 6/24 – KK 2nds.

MS makes a motion to amend the 6/24 minutes to reflect that he initially wanted “the rocks on Bristenstock removed within 1 week”, amendment passes, amended minutes approved 3-0 ( MS approves minutes through 10:30 when he left the meeting)

JB makes a motion to approve the 6/17/2021 non-public minutes, MS 2nds, passes 3-0

DPW Report from KR

DP had asked KR about a property sign at his home, KR is OK with it as long as it doesn’t violate any Madison sign ordinance.  JB states that it does not.

MS makes a motion to send a letter (certified with return receipt requested) to contractor/builder of 8 Eidelweiss Dr. stating that he has until July 9^th file a new driveway permit and fix the driveway culvert per previous communication or the District will take further action. CC the bonding Company and resident. JB 2nds, passes 3-0

MS makes a motion to send a letter to owner of 8 Grandval Way stating that driveway bond has expired. JB 2nds. Add that Bond needs to be extended by July 9^th, failure to comply will result in further action by the VDOE and that no additional construction can done on the property until Bond is in place. To be sent certified w. return receipt requested.  Passes 3-0

Kelly meeting with Bryant Paving tomorrow to review all paves roads for possible additional work when they are here to pave Chocorua View.

KR asks about Rock House Mt and the calcium chloride treatment. MS states that they are a private organization and not a municipality as “mutual aid” doesn’t apply. Questions if we are allowed to do work on private road even if they reimburse for material.  Office to reach out to NHMA to clarify

Discussion on Driveway permit procedure and obtaining the signoff for Operation.  Approximately 20 driveways dating back to 2018 have no sign-off for operation. Permit form needs to be updated.

MS makes a motion to modify the Driveway permit application to include 2 signatures on for Construction and one for Operation, JB 2nds, passes 3-0

KR will review all “open” driveway permits and will sign off on those that are in compliance with the application.

Ian Hayes –

JB asks about low pressure at 22 Bristenstock, Ian needs owner contact information as problem was not on District side buy within the private property

JB asks about the lock on the exterior Reinach panel, Kelly has locks but need to confirm they are keyed alike with a master key

MS makes a motion to contact Madison Fire Chief asking if he has keys to electrical disconnects JB 2nds, passes 3-0

IH pump  houses are being demolished today, anything usable has been stripped out, tanks will be filled sand.  Still waiting on the generator transfer switch for the pump house.

Dawson still needs to complete seeding and restore roads to pre-construction conditions.

JB asks if new pressure zone will support fire hydrants around the ponds off the existing feeds. Long discussion on hydrants, who approves and authorizes use. Hydrant was in initial design. MS has concern that it could cause cross-contamination in drinking water. Discussion about having the water committee investigate to see if existing Reinach hydrant can be used for fire suppression.

Consumer Confidence report is available, KK will post to website

Discussion on getting datalogging info from the SCADA computer to N Skeggell of Dubois and King for water hookup approval on 19 E. Bergamo. IH sends a screen shot of graphical data to N Skeggell

MS makes a motion to ask N Skeggell to give us an answer by next Wednesday July 14^th, JB 2nds, JB asks that was also cc property owner Nick Small, passes 2-1

JB discusses water shutoffs for unpaid water bills which are 90 days past due as of 8/1/2021, letter to be sent stating property owner has 30 days to pay past due water fees and late charges otherwise water service will be shut off to the property.

MS askes how many unpaid bills, DM will provide answer once back in the office. Will decide on final draft of letter at next weeks meeting.

JB asks IH about a heating product that could be inserted into the water line at private property, owners at 10 Klausen are asking if it’s OK to use. It’s AWWA certified, Ian has no issue with it.

MS makes a motion to submit product to an engineer. No 2^nd.  After further discussion MS makes a motion to send to DES, JB 2nds, passes 3-0

Ian scheduled to do water hook-ups on July 6^th and 8^th, 29 OakRidge will require Road Closure on the 6^th, detour signs will be in place. KK will place notice on website and email blast on Sunday.

Routine water loss audit will occur mid-end of July, a section will be isolated and readings taken of any water loss

IH will get pricing for upgrades to Chemical room at DPW1, which includes raising up the chemical tank and installing a SS sink. Pump maintenance will also be done.

JB discusses reply from Brad Jones of J&B regarding the Upper Lakeview PRV pit. Cost estimate for modeling, design and bid package estimated as $7800-$8800.

JB makes a motion to approve up to $9000 for Upper Lakeview PRV Pit design, KK 2nds, MS amends to $10,000, no 2^nd. Passes 2-1

IH discusses pumps on Summit and Oak Station that have small leaks, can rebuild the pumps at this stage, will get re-build kits. IH will schedule with Tom Therrien of EII to do a site walk through of the Pump Houses as a Maintenance check-up. This is part of the contractual agreement with EII.

MS makes a motion to have T Therrien do the pump house audit, JB 2nds, passes 3-0

MS makes a motion for IH to get a price on a replacement pump for DPW well. JB 2nds, passes 3-0

IH leaves the meeting.

MS makes a motion to change the 8/14/2021 public hearing, time from 9am Saturday to 7pm Saturday. JB 2nds, MS states that he cannot make the 9am meeting. PD states that the meeting should be for the convenience of the public not a commissioner. Passes 3-0

MS makes a motion to have a non-public at 8:30am on July 7^th, JB 2nds, passes 3-0

MS makes a motion to change the Commissioners Meetings from Thursday to a Monday or Tuesday. No 2^nd.  MS states that Thursday is unproductive because the office is closed on Friday.

MS leaves the meeting at 10:50

Doug Prescott ,a new board member of EPOA, discusses the possibility of keeping the large DES sign that’s currently at the mailboxes for posting future VDOE and EPOA events. JB states that the sign does not belong to VDOE and will most likely taken by the contractor.  Discussion on the District Yard Sale now, scheduled for Sept 5^th, being held at Huttwil lot. DP asks about sharing the VDOE email list, for privacy reasons the District cannot, asks about including EPOA functions in Newsletter, KK agrees and that the VDOE and EPOA should be working together. KK asked if the EPOA would consider taking on the volunteer beach raking program, Mike Dolan coordinated last summer and will share his information. JB asks about “Children at Play” signs for the Boulder Beach area as well as speed bumps that were offered by the EPOA last year. DP will check into those items.

DP stated that if offered the Deputy Treasurer position that he would do so voluntarily, he inquired about the indemnity policy and having Deputy Treasurer added.

JB makes a motion to approve payroll in the amount of $6622.15, KK 2nds, passes 3-0. JB inquires about workman’s comp hours, DM will reach out to Primex.

Discussion on the Class VI waiver process, and if a driveway permit is required even if a building permit it not. JB states that if the property owner is accessing private property with a vehicle using the District road then a driveway permit is required, therefore a Class VI waiver is also required.

DR asked about the asset management grant, JB sent inquiry to DES this week and is waiting a reply. DR asked about the Nancy Cole separation agreement and JB states no resolution yet.

JB will contact one of the brush clearing contractors to begin work clearing brush etc. over water mains that run through wooded areas. This will be paid from the water budget and is required maintenance per DES.

KK makes a motion to have Spruce Creek Property Maintenance re-model the DPWI bathroom, estimate of $3900 is considered worst case as full extent of plumbing isn’t know until demolition. JB 2nds

JB wants to get a second bid, KK states that this is a complete removal of existing and replacement of toilet, sink, lighting, adding shelving unit, insulating and sheetrock. JB will have another quote by July 7^th.  KK withdraws motion.

JB makes a motion at 11:40am to enter non-public RSA 91-A:3, II (L), KK 2nds, passes 2-0

Public Session re-convened at 1:39pm,

Motion was made to appoint Jay Buckley as VDOE representative in small claims action case #430-2021-SC-00075

JB makes a motion to adjourn at 1:40pm, KK 2nds, passes 2-0

Respectfully submitted,

Kathy Koziell, Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday June 24th, 2021

The Board of Commissioners met at 8:30 am on Thursday June 24th 2021.

In attendance for the public meeting are Commissioners Kathy Koziell (KK), Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Administrator Donna MacKinnon (DM), Dinah Reiss (DR), Kelly Robitialle (KR), Doug Prescott at 10am for scheduled appearance. The meeting was recorded by Madison TV                              

At 8:38am Commissioner JB calls the meeting to order.  JB makes a motion to go into non-public RSA-91-A:3 a (employee review)  passes 3-0

Exit non-public at 9:00am.  No motions made

9:00 am Commissioners enter a non-meeting with the District’s Attorney

9:30am Public Meeting reconvened, JB makes a motion to approve the agenda, MS 2nds, passes 3-0

DPW Report from KR

Re-graded several roads, replaced culvert on Bergdorf, filling potholes today. Kelly will have Bryant paving quote on other paved roads and shim Eidelweiss Drive as pricing will be better once they are in the District.

$5K for paving on Eidelweiss encumbered from 2020 Warrant. Possibly overlay on Geneva, bottom of St Moritz, overlay on Klausen.  Rocks are still on Class VI road at the Adelboden/Bristenstock intersection.

MS makes a motion to have Kelly speak to property owner about date for removal. If not removed within 1 week the District will have them removed and charge the property owner. KK 2nds discussion on the date, KK amends to give them until 7/30/2021, JB seconds the amendment, passes 2-1-0, Amended motion passes 2-1-0

Culvert at Eidelweiss end of Bern to be replace next week.

Admin report

JB makes a motion to approve the minutes of 6/3/2021, 6/17/2021, 6/17/2021 non-public.  KK 2nds, MS passes 6/17/2021 only up to point at which he leaves.

JB makes a motion to pay Paula Doyle for taking the minutes on 6/17 at $20/hr for up to 3 hrs. KK 2nds, passes 2-1

DM askes about meetings in July. Staying with Thursdays, 7/1-7/8-7/15-7/22-7/29.  KK will post to website.

JB invoice to Contract 1 within quoted price, and invoice to Contract 6 $742 over the quoted price for the O&M manual.  DM to reach out to J&B to see if O&M has been completed.

Discussion about the delay in getting the Upper Lakeview PRV pit designed, need to be approved by DES, put out to bid and scheduled for completion.

MS makes a motion to request an extension until 3/31/22 for the completion the Upper Lakeview PRV. KK 2nds, discussion on 3/31/22 date as there could possibly still be snow on the ground, motioned amended to 7/1/2022. amendment passes 3-0, amended motion passes 3-0

KK makes a motion that July 1^st 2021 is that last day that District correspondence be sent to personal emails. JB 2nds, passes 2-1-0

Scheduled appearance by Doug Prescott, Discussion on having Doug become Deputy Treasurer. KK outlines basic job responsibilities and the need to have someone available if Treasurer cannot fulfill duties. Doug askes about compensation, whether District was bonded, which banks we used. Dinah discusses having Deputy Treasurer receive Treasurer compensation if Deputy is brought into service. Doug askes about background check and drug test.

JB makes a motion to approve the manifest in the amount of $76,712.22, KK 2nds passes 3-0

 Review of 6/7/21 drawdown, discussion on dust control and Rock House Mountain assistance.

MS makes a motion to place ad in paper for full-time administrator. No 2^nd

JB makes a motion for Paula Doyle activate the Indeed job posting and review for qualified applicants thru 7/15/2021. Change wording “salary negotiable based on experience”. KK 2nds, passes 3-0

MS askes about the audit, still scheduled for end of June

JB discusses the Eidelweiss property Lot 49 that was removed from Eidelweiss and merged with adjacent lot in Madison. RSA states that property cannot be moved from one District to another without a W/A to change District boundary. JB makes a motion to allow him to present this to the Madison planning board, KK 2nds, passes 3-0

JB discusses Wright & Pierce on-call agreement which is un-necessary. The asset management project ( $20K grant + $20KCRF) to go out to bid.

Brad Jones email regarding Upper Lakeview PRV pit, sent to Dubois and King (Nick Skeggell ) for design.

Discussion on locks on the Reinach Pump House

Email asking about the VDOE position on Short Term Rentals – DM to respond that we have no position and all zoning matters and enforcement are handled by Madison

MS leaves meeting at 10:30

Discussion on fence erected on the Porridge Shore/Pondview Dr. boundary.  JB states that fence is very close to the recent surveyed plan by White Mtn Survey although some areas due to trees are on District property. No decision on whether or not to accept fence as is. Tabled until next week

John Cancelarich asks about water levels and Dam Management plan.  JB sates that there will be a public hearing on 8/14 to address the Dam/Water levels. John C. says that drought conditions should be considered the new normal. John asks that proposed changes be posted prior to the hearing. Discussion on having the Dam OMR and the District policy be consistent.  OMR last updated in 2016.

Discussion on Speed limit signs vs the ordinance. 25MPH on Eidelweiss and 20MPH elsewhere.  DM to check the ordinance.

DR asks if property owner on corner of Adelboden and Bristenstock has filed a Waiver as they are on a Class VI road. This should be required by the town of Madison – not positive as no building permit was required.

JB makes a motion to adjourn at 11:20, KK 2nds, passes 2-0

Respectfully submitted,

Kathy Koziell, Commissioner

"If not removed within one week" was added to minutes as an amendment on July 1^st 2021

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday June 17, 2021

The Board of Commissioners met in the downstairs meeting room at Madison Town Hall at 9:00 am on Thursday June 17, 2021.

In attendance for the meeting were Commissioners Jay Buckley (JB), Mike Smith (MS) and Kathy Koziell (KK- who attended by phone), Administrator Donna MacKinnon (DM), Kelly Robitaille (KR), Treasurer Dinah Reiss (DR), Ralph Lutjen (RL), Paula Doyle (PD) and Madison TV video operator Tim Hughes (TH). Madison TV videotaped the public meeting.                             

At 9:08 am Commissioner JB calls the meeting to order

JB makes a motion to call KK who was not able to attend in person.  MS seconds.  Motion passes 2-0.

JB makes a motion to have PD take minutes. KK seconds.   Motion passes 2-0-1. (Mike Smith abstains).

JB makes a motion to approve the public meeting minutes from 6/3 and 6/10. KK seconds. 

Discussion:  MS states he has not seen 6/3 minutes and has following changes to 6/10 minutes:

1-p. 2 referring to gag order on Nancy Cole. Wants to add that MS was upset with JB about contacting lawyer without board approval. 

2-MS also asked to include that he asked for all paperwork and emails pertaining to Nancy Cole’s employment. JB points out that the minutes do say that MS asked for all emails.  MS wants to include “all paperwork” too. 

MS also states that the non-public meeting held last week was not on the agenda so that when he left the meeting early, he did not know a non-public meeting was going to be occurring and that he will not be staying at meetings past 1-1.5 hours because having 3-to-3.5-hour meetings is unproductive.  KK states that non-public meetings are always held at the end and she did not know that MS was planning to leave meeting early.  JB added that he did state at the beginning of meeting that a non-public meeting would be held.  MS does not recall that.

JB makes a motion to amend the drafted 6/10 minutes per MS request and to only vote on 6/10 minutes today.  KK seconds.  Motion passes 3-0.

Motion to approve amended 6/10 minutes passes 3-0.

JB gives MS a hard copy of 6/3 minutes and states that they will revisit approval of these next week.

DPW REPORT

Tony on vacation this week so KR wants to move his review until next week.

Porridge Shore correspondence discussed from adjacent property owner.  KR states that some of the orange blazes that were marked have been hidden.  He believes that if a survey was actually done, there should be pins in ground to mark boundaries.  JB states that the fence does not follow the blaze marks and is on district side of property.   Surveyor should have placed 2 iron bars between which the property line could be ascertained.  KK states that there is a white pipe on beach but others state this is not a surveyor pin. 

MS makes a motion to get 3 prices from surveyors to survey the beach area.  JB seconds. 

Discussion that district should first contact White Mountain Survey and request that surveyor come to property and show us the markers.  KK asks MS if he will make the call.  MS states that he is here to manage and not to do work himself.  KK states that she will call. 

Motion passes 3-0.

KR states that he spoke to contractor about the driveway culvert installed at 8 Eidelweiss Drive (actually on Bern Drive).  He says that the contractor thought that we could move the road culvert to accommodate what he put in.  KR told him to resubmit a driveway permit for a smaller culvert.  He installed the correct size per our guidelines but it was installed incorrectly.  He changed everything that was in the permit including the slope of the property.

MS makes a motion to send a letter to the original homeowner (with a cc to the new homeowner) requesting that they resubmit a driveway application and talk to the contractor about how to do it correctly.  JB seconds.  Motion passes 3-0.

DM to draft letter and have KR review for accuracy.

KR states that a new property owner in Madison purchased a large lot on Eben Farm Rd but now wants to gain access through Eidelweiss on Biasca (preferably) or Adelboden.  KR states that if he gains access through Eidelweiss then our DPW will be responsible for the driveway entrance.  He states that this large lot was merged with a small lot in Eidelweiss on Adelboden at some point and it was then taken out of Eidelweiss.  JB states that there is a Madison lot currently accessed on Aspen.  KR states that the cul de sac on Biasca is not a good location for a driveway and that if we give access, Adelboden is better.  Discussion on how the small lot on Adelboden came to be removed from Eidelweiss – no one knows how this happened but was done in 2009.   DM tried to access Registry of Deeds to investigate but computer did not allow her to access.

JB makes a motion to go through the town of Madison to find out if this lot (#49) is no longer in the VDOE and determine how it was transferred.  KK seconds.

Discussion: MS states that lawyers should resolve this and not the district commissioners or office.  Also, that Avitar cannot resolve it and that they were simply changing the lines based on the change made by town. 

MS makes a motion to amend the motion to state that we go through the town of Madison and their lawyers to find out if this lot (#49) is no longer in the VDOE and determine how it was transferred.  JB seconds.  Vote to amend passes 3-0.  Vote on amended motion passes 3-0.

KR and KK discuss reviewing driveway at 7 Biasca Place.  KK to call KR to arrange a time.

End of DPW report.

JB states that there will be a non-public meeting today for RSA 91-A:3, II (l).

DR asks if she can ask questions that DPW would be able to answer. First is about rocks on Class 6 Bristenstock Road – has it been resolved.  KR says that he was told that these rocks will be removed when the property owner can get the equipment, he needs rented from Colemans.

DR asks about Omega Place up from West Bergamo.  Are we aware that this Class VI Road, which was overgrown, is being cleared – some potholes have been filled but also ruts created by rocks that have been removed? JB states that they should ideally notify us but property owners have right to access their property. DR states that No Trespassing signs have been posted. KR states that as long as the road is left in better shape and does not keep others from accessing road, work should be okay.

KR leaves the meeting.

Administration Report

DM has received a 91A request asking if dam management policy has been filed with dam management bureau.   DR states that dam status changed recently to higher risk.  JB recalls that something was sent to Charlie Krautman at Dam management bureau when Adam Leiser was Commissioner.  JB asks DM to contact Dam Management bureau and ask what they have on file.

DM has another 91A request from a resident asking to receive automatic reports every month for electricity usage, water usage, budget drawdowns and P&L spreadsheets in excel format.  Discussion on whether or not to post to website – easy to do for smaller files but could be issue for large excel sheets.  JB wants to take under advisement until district has more administrative help.  MS and KK agree.

DM asks for approval on copy for new beach signs that were approved for spending last week.  DM provides MS with hard copy to review. 

KK suggests that the VDOE post a laminated sign on outhouses that states, “Please pardon our appearance.  We have been unable to hire anyone to clean the bathrooms.  If you would like the position, please contact the office at ….”

JB makes a motion to create and hang these outhouse signs as recommended by KK.  KK seconds.  Motion passes 2-0-1.  (Mike Smith abstains).

Return to prior discussion on Beach signs.  JB makes a motion to approve copy for beach signs.  KK seconds.  Mike Smith states he will not vote because this was done before he was on the board. Motion passes 2-0-1.

DM states that one of the properties that had a lien on it for non-payment of water bill has since paid their bill and the lien now needs to be removed.  She called court to find out how to remove it and the court recommended that we draft verbiage and run by our attorney.  DM also recommends that we send original lien verbiage to attorney.

JB makes a motion to send the original lien and draft of lien release to attorney for review. 

MS makes a motion to have the attorney create lien releases.  He states that we are not attorneys and should not be drafting legal notices.  JB explains Turbo Court process.  KK explains that these are simple forms that should not require attorneys.  MS disagrees. 

DM explains that 2 liens have been filed with the Carroll County Registry of Deeds. 

2 previous stated motions are reviewed.

KK seconds JB’s motion that we send original lien and draft of lien release to attorney for review.  Motion passes 3-0.

OLD BUSINESS
JB asks to confirm that public hearing will be held on 8/14, not in July. KK and MS confirm 8/14 date.

SIGNATURE ITEMS

JB makes a motion to approve the Payroll manifest for 6/18/21 for $6,030.15.  KK seconds.  Motion passes 2-0-1.  MS abstained because he did not see it.

JB makes a motion to sign a letter to Erik Davitt at 29 Grachen.  KK seconds.  Motion passes 3-0.

MS states that he wants to go to non-public now because he has to leave soon.

DR requests that Public Comment be done first so others can leave meeting prior to non-public and not have to return.  Commissioners agree.

PUBLIC COMMENT

DR asks if board has heard from attorney about Nancy Cole gag order.  JB states that he spoke to attorney but it is confidential.   Board states that a call has been scheduled with attorney for next week.

DR states that the $1.1 Million water system is in danger of not working because there is no padlock on the electric panel on the exterior of the new pump house.  JB states that there is a main transfer switch that is not accessible.  He will re-confirm. 

RL asks if the Reinach project has been completed.  JB states that the new system is operational and that pressure has been increased to houses in that zone.  RL asks if financials have all been finalized.  JB states that no because there is still work to be done on the Upper Lakeview or RIGI zone.  However, it was also pointed out by Mark Graffam that there was a solution recommended in the 2009 master plan and he does not know why that was not part of the original design.  KK points out that the master plan included just a recommendation but not a full design. 

MS asks if Phase 1 has been closed out and the grants processed.  JB states that there are still a few outstanding items including a punch list, old tanks emptied and filled, grass seed around new tank, old pump house demo’d and road conditions returned to original state.  MS says 3-4% not done so 3% of dollars should still be outstanding.
Discussion on solution for the upper Lakeview pressure zone and necessity for a second zone at end of Blinden.  Question if money exists to do this and will not a second zone be ineligible for grant.  JB states that enough money should be available in contingency but will require getting DES approval and change of scope which his discussion with Rick Skarinka indicated that could be done but needs to be done quickly and done right in order to happen which is the goal.

DR asked about overflow at Summit this week.  KK explains that they believe that there was a surge and that the system did not reset – the surge protector had worked 2000+ times and may just need to be replaced now.  Ian was in the district and able to address quickly. Ian will be looking at surge protector and backup to insure it does not happen again.

NON-PUBLIC MEETING

JB makes a motion at 10:26 AM to go into Non-Public for RSA 91-A:3, II (l).  MS seconds.  Motion Passes 3-0.

JB makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (l) and return to Public meeting at 10:57 AM and to seal the minutes from the non-public meeting.  MS seconds.  Motion Passes 3-0.

The videotaping was initiated at 10:58AM.   MS left the meeting.  JB stated that there is no longer a quorum of Commissioners in physical attendance and therefore the meeting would have to end.

The meeting ended at 10:59AM.

Respectfully submitted,

Paula Doyle

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday June 3rd, 2021

The Board of Commissioners met at 9:00 am on Thursday June 3rd, 2021.

In attendance for the full public meeting are Commissioners Kathy Koziell (KK), Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Administrator Donna MacKinnon (DM) ,Dinah Reiss Treasurer (by phone), Larry Sardono (by phone) and DPW foreman Kelly Robitialle . Ian Hayes joins by phone part-way thru. The meeting was recorded (audio).                             

At 9:00 am Commissioner JB calls the meeting to order.  JB makes a motion to approve the agenda, KK 2nds, passes 3-0

JB makes a motion to approve the minutes of 5/27/2021, KK 2nds, no discussion, passes 3-0

JB makes a motion to resume open public meetings starting 6/10/2021 at the district office. Passes 3-0

DPW – Report

62 Eidelweiss Driveway Permit- discussion on the 40’ wide entrance, original permit was for 15’ wide entrance. Discussion on volume of paving as an impervious surface and its effects of run-off into the pond. JB makes a motion to approve for a 30’ wide entrance upon getting a plan from property owner for run-off control on the 12’ wide section next to the house. KK 2nds, discussion on possibly pitching the 12’ section away from the house. passes 3-0.

6 Upper Lakeview Driveway Permit for a 2^nd driveway, then abandonment of the original driveway. Property owner asked for waiver of the bond. MS makes a motion to waive the bond, JB 2nds JB amends to not include septic design, KK 2nds amendment passes 3-0, Motion passes 3-0.

8 Eidelweiss Drive – DPW requires that the new driveway culvert installed by the contractor be raised (approx. 10”) so that the bottom is slightly above the bottom the District culvert crossing Bern Drive. Kathy agrees to draft the letter to assist the office.

Porridge Shore Beach - discussion about property owner at 133 Pondview installing metal fencing and silt fencing that appears to be on district land. JB makes a motion to have a letter drafted to property owner asking for a call within 14 days to set-up a site meeting to review the boundary lines.   KK 2nds, passes 3-0, KK offers to draft the letter.

Bryant Paving is scheduled for late August to re-claim/pave Chocorua View Drive. New leaf blower coming next week. Kelly asks for a assistance in getting a contractor/plumber to look at re-doing the DPWI bathroom .KK offers to assist.

Ian Hayes joins the meeting via phone. Review status of Reinach Tank, all new service links are now connected to new system. 5 Reinach was connected Friday.  Jay asks if we can salvage anything from the old pump house prior to demo.  Ian will take some of the SCADA components, and an old pressure pump.  He will be re-stocking the District shelves with misc service parts. cost approx. $1500. 29 Oakridge and 8 Grandval Way water hook-ups scheduled for the 10^th-14^th of June.  Will be installing water pressure recorders on E. Bergamo and will have pressure numbers for Thursday the 10^th to determine if there is enough pressure for 13 E Bergamo.

Discussion on solution for Upper Lakeview PRV Pit, DM to contact Brad from Jones and Beach to call in next Thursday. We need to get a plan on paper to complete this by October 2021. Question as to who is responsible to create design.  Possibly reach out to N Sceggell of Dubois & King.   Original plan to separate Upperlake View PRV pit into 2 zones has been re-evaluated and a second PRV pit installed further down Upper Lakevew appears to be the better solution. Ian discussed 9 Reinach with Jake Dawson, it was treated like the other 19 hookups with new service links. That’s why they installed the 9 Reinach service link without the typical oversight. Commissioners will reach out of Brad at our next meeting asking for pictures ect of at least the installed water main at the Reinach pump house. 9 Reinach service line to the house from the CSV still needs inspection.

Ian leaves the meeting

Discussion of the very high  numbers on the water usage report.   Discussion on hiring a cleaner for the outhouses. MS states that we may need to pay $20-$30/hr.

KK volunteers to stock outhouses with toilet paper this weekend.

JB makes a motion to order the new beach signs from Muddy River, up to $650. KK 2nds, discussion on current signs having outdated language and inconsistent with current ordinance. Passes 3-0

MS makes a motion to have DPW install the new beach signs JB 2nds, passes 3-0

MS makes a motion to have the DPW rake the beach on the weekends, no 2^nd

Discussion on the Dam Management Policy, MS askes for meeting minutes where the policy was approved after the public hearing.

MS makes a motion to approve the manifest in the amount $7917. JB 2nds, passes 3-0

JB makes a motion to approve MS232 form for DRA, MS 2nds, passes 3-0

Larry Sardono submitted the draft for the asset management 20K DES grant.

JB discusses possibility of full-time employee, several options as discussed, MS wants Nancy Cole to be involved hiring process.

KK discusses Treasurer asking for a Deputy Treasurer to be appointed –

JB discusses Rock House Mtn request to build a kayak rack on a district beach.

MS makes a motion to not allow, JB 2nds, passes 3-0

IT Team discussion on emergency plan and who has the authority to intervene in our system. Team should consist of 3 members, currently Ron Sandstrom, Andrew Hardevelt and Commisioner Jay Buckley.

JB makes a motion to include Tom Therrien of Electrical Installations Inc, KK 2nds, discussion on his control of the drinking water thru the SCADA system. Passes 3-0

JB discusses the Wright and Pierce contract for Emergency Dam Management Plan and the need for an on-call agreement.  All agree that it’s un-necessary .

MS makes a motion to adjourn at 11:35am, JB 2nds, passes 3-0

Respectfully submitted,

Kathy Koziell, Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday June 10th, 2021

The Board of Commissioners met at 9:00 am on Thursday June 10th 2021.

In attendance for the public meeting are Commissioners Kathy Koziell (KK), Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Administrator Donna MacKinnon (DM) ,Dinah Reiss Treasurer (by phone), and DPW foreman Kelly Robitaille . Brad Jones(BJ) calls in at 9:35am The meeting was recorded (audio).                            

At 9:00 am Commissioner JB calls the meeting to order.  JB makes a motion to approve the agenda, MS 2nds, passes 3-0

JB makes a motion to approve the minutes of 6/3/2021, KK 2nds, MS has not set up Commissioner email so askes to approve next week

DPW – Report from Kelly Robitaille

End of Porridge Shore at cul-de-sac along with 10 Porridge Shore driveway culvert cleaned-up road area repaired

Going to replace culvert across Bergdorf as existing is too low

New leaf blower delivered and the crew used on Oak Ridge as a test and it works great.

Kelly asks that we schedule a review for Tony Eldridge. Scheduled for June 24^th at 8:30am

Discussion on review for Donna MacKinnon. Scheduled for 7/1/2021 at 8:30

JB discusses driveway at 47 Eidelweiss and issuing a permit or operation. Agreement to wait until rainfall to see if driveway grate is necessary

Discussion on the paving contractor that worked at 47 Eidelweiss -  blocking the roads with equipment and creating a Life Safety issue.  KR to assist office in drafting a letter to the contractor.

JB askes about mailbox building corner, KR stated that it is repaired.

JB measured and marked water level at the Dam and it’s 9” below the concrete. Discussion on Loon nest that appears to be abandon. JB makes a motion to add a board, KK 2nds, discussion on LPC coming to evaluate the Loon nest. JB makes an amendment that if no correspondence indicating otherwise from the LPC by Monday that the board should be added and capped. KK 2nds the amendment, passes 2-0-1, Motion passes 2-0-1

KK makes a motion to sign the Dam Management Policy that as approved on 1/30/2021, JB 2nds, KK states that we now have a policy to work from and to use for future revision. Passes 2-0-1

JB makes a motion to schedule a Public Hearing on 8/14/2021 at 9:00am to discuss possible changes to the Dam Management Policy as well as other policy issues, KK 2nds, passes 3-0

Brad Jones of Jones and Beach calls into meeting at 9:35. Discussion on solution to the Upper Lakeview PRV pit. BS states that LiDAR mapping close to completion, will convert to an easier to work with format. 

Will include Nick Sceggell of Dubois and King in the design as they have the hydro modeling of the District. KK asks for a new contract for this project, BJ will provide contract for the engineering and estimated cost of construction. This will need approval from DES. Affected property owners will need to be notified. MS asks if the end of October deadline is when the project begins or ends. BJ hopes to have the contract finalized by next meeting on June 17^th. BJ leaves meeting at 10am.

Discussion on property owner on Class VI section of Bristenstock having rocks delivered and dumped onto District road. Office to send letter that rocks need to be removed immediately and to notify office when completed. KK to assist office in drafting the letter.

KK makes a motion to contract Whitelaw Mechanical to replace the furnace in DPWI. Quote was given last fall. Discussion on solution for the office heat if furnace old removed and propane heater installed. KK withdraws motion and will get more details and updated quote from contractor. 

KK also states that a contractor and plumber have looked at the DPW1 bathroom project and will present a quote based on what they can observe.

Office to acknowledge email from Mr. McKenna.

JB will provide information on re-classification of roads from the 2021 and 2019 warrants to Madison.

KK makes a motion to move the Commissioners Meetings to the lower level of Madison Town, JB 2nds, this is to accommodate Madison TV,  passes 3-0

KK will review driveway permit check list to see that it conforms to existing driveway ordinance

William Rein decided to not pave his driveway. JB makes a motion to refund his fee, KK 2nds, passes 3-0

Discussion on sending both E. Bergamo water hook-ups to Dubois and King for hydro-modeling along with Water Operators findings of PSI values with the data logger.

JB makes a motion to approve the manifest for $20,213.20, KK 2nds, Mike is not set-up to receive emails, passes 2-0-1

MS discussed the removal of the gag order on Nancy Cole, JB spoke to the Attorney and they asked about the “purpose” of the removal. MS concerned that JB contacted the Attorney without a motion being made.

MS askes for a non-public with the Attorney on 6/24/21. MS askes for all emails regarding Nancy Cole’s employment.

MS leaves at 11:15

JB makes a motion to provide property owner E Davitt with a letter giving him and his surveyor permission to survey District property that abuts his property at 29 Grachen Rd. KK 2nds, passes 2-0, KK to assist office in drafting the letter.

Discussion on Deputy treasurer, KK reached out to resident Doug Prescott, he expressed an interest and forwarded his resume. Treasurer Dinah Reiss said he would be a good choice.  Compensation was discussed and tabled for another meeting. KK will ask Mr. Prescott to attend out next meeting per his request.

JB makes a motion to limit public comment to 10 minutes per person, KK 2nds, passes 2-0.

JB makes a motion to got into non-public at 11:30 per RSA 91A:3 (L), passes 2-0

Public session resumes at 12:31 – minutes sealed from non-public

JB motion to adjourn at 12:35, KK 2nds, passes 2-0

Respectfully submitted,

Kathy Koziell, Commissioner