VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday January 20th, 2022

The Board of Commissioners met at 9:00am on Thursday Jan 20^th, 2022.

In attendance for the public meeting are Commissioner Kathy Koziell (KK) by phone, Commissioner Jay Buckley (JB), Commissioner Smith (MS), Donna MacKinnon (DM)- Administrator, Alexis Wagoner (AW)-Administrator, Diana Reiss (DR)-Treasurer, Kelly Robitaille (KR)-DPW Foreman, Meeting videotaped by Aysa of Madison TV

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

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

JB makes a motion to approve the Operating Budget manifest of $44,333.63 (includes $11,500 truck payment), KK 2nds, passes 3-0

JB makes a motion to approve Water Assessment manifest for $508.57, MS 2nds, passes 3-0

DPW

JB makes a motion to approve Driveway Permit for Operation for 10 Barden Place, MS 2nds, passes 3-0

Discussion on Driveway application for 17 Jungfrau, need culvert per DPW review, JB makes a motion to approve driveway permit application for construction for 17 Jungfrau, MS 2nds, passes 3-0

Discussion on Driveway application for 13 Thusis (lot previously on Appenval). New application to be submitted with address change.DM sent correspondence.

Discussion on paving projects, Klausen is priority, waiting for price. Heavy shim will be used as it’s a lightly traveled road. Eidelweiss to be postponed until next year which will correspond with loan pay off. Discussion on adding to Road Construction CRF. MS makes a motion to add $20,000 to road construction CRF, JB 2nds, KK amends to $40,000, JB 2nds amendment passes 3-0, Amended motion passes 3-0.

ADMIN

Discussion on NH Water Works membership, AW describes benefits of premium membership. JB makes a motion to approve $100 for standard membership, MS 2nds, passes 3-0

Discussion on 3-year commitment for Neighborhood Energy. Reply from NHMA states that any costs in a multi-year commitment must be approved by the voters. MS makes a motion to commit to the 9-month plan if we change and upgrade to the 45-month plan. JB 2nds, discussion on whether we need voter approval.  MS withdraws motion and asks office to get further clarification from NHMA.

AW discusses updating of water ordinance on website regarding the fee for water turn-off/turn-on cost. This was approved in June 2019. KK will work with AW on Monday regarding website updating.

Candidates for 2022, Bob Ingram for moderator, Ralph Lutjen and Doug Prescott for Commissioner.

Discussion on meeting schedule going forward. MS makes a motion to continue Commissioner meetings on Thursdays at 9:00am. JB 2nds, passes 3-0

JB makes a motion to schedule a meeting on Monday Jan. 24^th at 9:00 am to finalize budget presentation for Budget Hearing, KK 2nds, passes 3-0

Discussion on J&B invoice for $1402.00. KK asks how much more needs to be done to finalize the contract with J&B? JB will reach out to DES on contract closure process. VDOE can move forward on Upper Lakeview / Rigi pressure zone project and hire a contractor to complete per DES. Still need pump house transfer switch to be installed. Discussion on Boat in the Hutwill Parking Lot, JB will contact possible owner.

Discussion on HB1532 to construct a Dam on Big Pea Porridge. JB was concerned about who would own and operate the Dam. The current plan by the applicants petitioning for the Dam is that the “property owners” would own and operate. JB reads a letter from Terry Cancelarich regarding comments made at the NH House hearing. MS, JB and KK all have concerns and agree to not sign the letter of support. MS makes a motion to send correspondence to Mark McConkey to hold off on vote until we get further information. JB 2nds, passes 3-0

Discussion on audit, Scott Eagan did send correspondence early Thursday am. – for discussion at next meeting.

JB drafted the Annual Report to be included in the Madison Town Report.

Discussion on selling of Lodge, establishing a CRF or unassigned fund for deposit of proceeds. Potentially deposit in unassigned fund and create a CRF for the Office/Meeting Place in 2023. MS asks about outhouse repairs – Office will contact fabricator for estimate on cost of fabrication and installation.

Discussion on mailboxes, no clear direction from Madison PO. MS makes a motion to have warrant article in amount of $15K for mailbox expansion. No second at the time. Will wait for input from Madison PO.

MS wants to make sure that KK will no longer have access to Nest security camera, office door code and emails.

Discussion on bottles left at bus stop.

Request for Wedding at the summit, asking that the picnic table be unlock and moved to the side as they will have their own tables and chairs. Same day as EPOA meeting.  Office to request copy of liability insurance. MS makes a motion with certificate of insurance, District will unlock picnic table for wedding. JB 2nds, passes 3-0.

Public Comment

DR asks about unspent water assessment funds and how will they be transferred to next year.

MS makes a motion to adjourn at 11:13, JB 2nds, passes 3-0

Respectfully submitted,

Kathy Koziell, Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday January 13th, 2022

The Board of Commissioners met at 9:00am on Thursday Jan 13^th, 2022.

In attendance for the public meeting are Commissioner Kathy Koziell (KK) by phone, Commissioner Jay Buckley (JB), Mike Smith (MS), Donna MacKinnon (DM)- Administrator, Alexis Wagoner (AW)-Administrator, Diana Reiss (DR)-Treasurer, Doug Prescott (DP), Meeting videotaped by Aysa of Madison TV

Commissioner JB calls the meeting to order at 9:0am

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

JB makes a motion to add Doug Prescott to the agenda for public comment and HB1532 Planning and Construction of Dam on Big Pea, MS 2nds, passes 2-0

JB makes a motion to approve the minutes from 12/15/2021, MS 2nds, Passes 3-0

JB makes a motion to approve the non-public from 12/15/2022, MS 2nds passes 3-0

JB makes a motion to approve the minutes from 1/6/2022, MS 2nds, MS amends to add to public hearing “and Budget Hearing” and on discussion on Lodge that parking easement “could be as many as 4 spaces”, Amendment passes 3-0, Amended minutes passes 3-0

MS makes a motion to approve the manifest of $7421.93 for payroll, KK 2nds, passes

3-0

MS makes a motion to approve manifest of $3332.80 for NH retirement, JB 2nds, passes 3-0

ADMIN

DM states that offer for custom pens received, Commissioners not interested, NH Water Works renewal of membership of $100, MS wants to know what the additional $125 membership would get us.MS makes a motion to table until next week to get more information on $225 membership level. JB 2nds, Passes 2-1

DM reached out to Scott Eagan (Auditor) for next steps in getting the final audit and the Management Discussion report. S Eagan will forward signature page for audit approval. KK asks about the encumbered $59,142 from 2019 Warrant Article didn’t see it identified at first review of the audit. Also looking for working notes and if Management reply is required. MS says he abstains as he was not part of it. DR is OK with not having Management report if not required. MS asks if 2021 Audit will be ready for this year’s annual meeting. DM will ask for 2021 schedule as well as getting final bills for 2020 Audit for 2021 budget.

Discussion on J&B invoice, details were provided, KK states that Contract 6 will be overspent but overall J&B Engineering costs are within budget. There is also $80K in Contingency money. KK will provide updated Reinach tank spreadsheets.

JB on Audit states that S Eagan will send Management Assertion Report.

Budget Hearing – Public Hearing, JB discussion on sale of Lodge. Commissioners have the authority to sell but want the voters approval via a Warrant Article.MS suggests that we get a contract to upgrade the Lodge for year round use, KK asks if MS will take this on, MS states lets go with $125K, MS makes a motion to add a Warrant Article to spend up to $125K on upgrades to the Lodge, JB 2nds,  discussion on numerous items that would need to be addressed, amount amended by JB to $150K, amendment passes, KK asks if this will be raised by taxation, MS states yes, amended motion passes 3-0 KK asks MS to provide a list of items that will need to be addressed at the Lodge.

Discussion on use of funds if Lodge sells, new office space needed, storage, handicap access. JB will provide Warrant Article for Building CRF funded by Proceeds from sale of Lodge.

Discussion on roads and paving for 2022, need to have additional discussion with Kelly R.

DM states that Madison will no longer provide free PO box to Eidelweiss residents, and they no will longer manage the boxes and keys which will be passed to the VDOE office. Discussion on the need to get additional mailboxes, they should be on a public road not private, discussion on using the property on 1680 Conway Rd where the office is currently located.  KK states that a 16-box cluster that matches what we have is $2000, will send to office for reference. Possible warrant article.

Doug Prescott proposes a Warrant Article to increase the number of Commissioner from 3 to 5 citing that it would spread the workload, assist with absences, have a mix of experienced and new commissioners, possibly easier to recruit new members, ability for 2 commissioners to discuss, draft and create recommendations outside of a public meeting.  JB makes a motion to add a Warrant Article to increase the number of Commissioners from 3 to 5. KK 2nds, MS states that he doesn’t think it will work, KK states that she had conversations with Ron Sandstrom (prior commissioner) and that this would be a benefit to the District. MS states that 2 commissioners cannot talk outside of a public meeting. KK will reach out to NHMA for clarification. Motion passes 2-1.

Discussion on proposed ordinance changes – Water Ordinance 1. increase water hook-up from $8000 to $10,000. 2.Extension of water lines to the furthest boundary line of the subject property. KK adds “unless there is no buildable adjacent lot”. 3. Service line and shall be no closer than 25 feet from any component of the septic system.

KK states that per previous discussions we need to add “No water connection of any type can be made outside the Eidelweiss Residential District property boundaries”.

Driveway Ordinance - No driveway permit shall create a new access to any road or property outside of the Eidelweiss Residential District except for those District properties abutting NH State Route 113 (Conway Road) to create access to that road. KK questions the reason for requiring a septic design for the driveway permit.

Discussion on boat in Huttwil parking lot, need to get the proper ball and hitch, JB will work on signs for parking area.

  MS makes a motion to sign the offer letter to Alexis Wagoner, JB 2nds, passes 3-0

Doug Prescott presents a plan approved by the water committee to create a PVC sleeve and cap to help identify, protest and isolated the CSV. Cost is approx. $45

MS makes a motion to approve expense of $45.30 from water budget, JB 2nds, passes 3-0

Discussion on reimbursement of expenses from Horizon’s engineering, JB states that deliverables must be completed and approved by DES before disbursement of grant funds. Deliverables will be completed simultaneously at the end of the project, so they’ll be submitted together. We can pay up to the $20,000 that we transferred from the CFR.  JB submitted application to planning board regarding the Lodge and Cabana building lot discrepancy.

MS makes a motion to ask NHMA about multi-year contract with 3rd party utility provider. Do we need voter approval? JB 2nds, passes 3-0 KK will draft correspondence

KK asks about Feb 1^st deadline on petitioned Warrant Articles when our budget hearing/public hearing are scheduled for Jan 28^th. JB will consult with Madison on procedure.

MS asks about outhouse repairs, KK states that she contacted contractor and he indicated that he had the templates made but that someone from Eidelweiss told him we were going in a different direction…KK stated that wasn’t the case and that we needed a price for 8 SS installed toilet seat brackets.

DR asks about spreadsheet and budgets, KK states that 2021 YTD spending is available thru the office and that the proposed 2022 budget will be posted on website Monday. MS asks about the suggestions that JB made for proposed budget, but we had covered that during our Dec 15^th meeting.

JB discussion on computer purchase for the office, A Harteveldt submitted a recommendation. JB will move forward with this.  A Harteveldt also asked about Bliden Dr paving and if it was on the schedule. Kelly will be asked about priority of this road.  JB makes a motion to draft a letter or support for HB1532. MS 2nds, sign out of session, passes 3-0

MS makes a motion to adjourn at 11:29, JB 2nds, passes 3-0

Respectfully submitted,

Kathy Koziell, Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday January 6th, 2022

The Board of Commissioners met at 9:00am on Thursday Jan 6^th, 2022.

In attendance for the public meeting are Commissioner Kathy Koziell (KK) by phone, Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Donna MacKinnon (DM)- Administrator, Dinah Reiss (DR) Treasurer, Ian Hayes (IH) Water Operator joins at 9:30.   Filmed by Madison TV

Commissioner JB calls the meeting to order at 9:00am

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

JB makes a motion to approve the minutes of 12/16/21, KK 2nds, passes 3-0

MS makes a motion to approve the non-public minutes of 12/16/21, JB 2nds, passes 3-0

JB makes a motion to approve the payroll manifest for $8893.00, KK 2nds, passes 3-0

JB makes a motion to approve the manifest which includes payroll for $43,587.18, KK 2nds, passes 3-0

Discussion on 2 Jones and Beach invoices for Contract #6 totaling $2696.25, MS makes a motion to release J&B check for $1295.00, JB 2nds, passes 3-0

Will get clarification on 2^nd invoice.

JB makes a motion to approve manifest for $19,348.50 which includes interest payment on Reinach Tank of $14,745.00, KK 2nds passes 3-0

JB makes a motion to approve transfer of $6245.00 from Water Line Ext CRF to Operating Budget for cost of 3 water Hook-ups, MS 2nds, passes 3-0

MS makes a motion to sign Driveway application permit for operation for 47 Eidelweiss Drive, JB 2nds passes 3-0

Discussion on contract for drinking water testing with Granite State Analytical, Eastern Water Testing did not offer complete service, JB makes a motion to approve the Granite State Analytical contract for 2022 MS 2nds, passes 3-0.

DM states that tax check was received from Madison, Public Notice was published in Conway Daily Sun for budget hearing.

Discussion on vehicle parking in Huttwil lot, JB recommends creating signs stating ordinance information. JB will create wording.

MS makes a motion to order Dept of Labor posters in amount of $192, JB 2nds, passes 3-0

DM states that Eversource will be working in the area clearing around power line but no specific dates.

DM reviewed property list vs our water billing list and identified 6 potential properties that have a water hook-up but have not been billed, possibly have a well.

JB will work with DM to reconcile. DM received final payment from Conway Rd property for water bill late charge.

Discussion on Draft audit, discussion on management report from VDOE, tabled till next week.

Ian Hayes arrives at 9:30

He has repaired/replaced approx. 14 CSV’s. Worked with surveyor to identify primary valve clusters for Horizons Engineering-Asset Management
project. Spring of 2022 will get another 20-30 identified with ribbons, not all with require actual excavation but will assist in location of water mains.

Discussion on the O&M manual includes all manufacture owners’ manuals. DM asks if we should print as it is over 350 pages, JB states first 20 pages are what most relevant. Ian will review. MS asks for as builds.

DPW spare well pump did arrive, chem room sink still on order, Oakridge pumps are on order.

JB discusses correct storage of pumps, that they should be rotated to move the oil around motor and bearings, Ian states we do not store those types of pumps.

Discussion on Data-Loggers, Board had previously approved the purchase of new ones. Ian will get them ordered, approx. $300/ea.

Discussion on Upper Lakeview PRV’s, Ian has had conversation with Nick Sceggell, Ian suggests the plan be reviewed and discussed by the Board.

JB discussed additional DES grant of 50K that does not require matching funds, JB and Horizon Engineering (at no cost) completed the application and submitted. DES looking for shovel ready projects.

DM asks about the process for getting the current 20K grant disbursements – contact Louis Adorno for direction. JB states that focus going forward should be on water main replacement based on J&B additive alternatives. Also plan for isolation valve clusters to minimize number of homes effected during a shut-down. JB discusses having a community meeting with Horizon Engineering to present the asset management planning.

DR asks for clarification on grants, the current DES 20K grant requires matching funds, the 50K grant applied for does not. Both are for municipal water only.

Discussion on the scheduled Budget hearing, will include an update on the Reinach Project, KK asks DR for a breakdown on 2022 loan payment for principal and interest.

MS mentions his petitioned warrant articles.

JB makes a motion to adopt the new language regarding employee Vacation effective today. KK 2nds, passes 3-0

KK discusses posting new policy for “Rules of Procedure” regarding Commissioner remote calling for meetings.

JB discussed tree removal around the Lodge, also that surveyor located a map showing the Lodge already on a separate lot. Madison not sure why Avitar combined the lots. JB will present maps to Planning Board at next meeting to accept the 1966 lots and deed.

Discussion on Warrant Article to sell the Lodge, although the Commissioner have the right to sell district property all agreed to let the voters decide.

MS makes a motion to allow JB to present the Lodge lot maps to the Planning Board, KK 2nds, passes 3-0

KK asks about Lodge parking, Ron Briggs (surveyor) suggested creating an easement for 2 parking spaces. Best estimate for value of Lodge is $400K. MS mentions number of parking spaces needs to be adjusted, could be as many as 4 in the sale of the property.

MS discuss warrant article for outhouses. KK will again reach out to welder about fabricating a bracket to secure toilet seats, bases are fine.

MS discusses warrant article for Boulder Beach raft, KK and JB agree that should come from Parks and Rec. Will add $2k to that line item.

MS discusses petitioned warrant article for $3K for cleaning beaches. KK asks if he could submit his Petitioned Warrant articles but MS states, they are not yet complete.

Discussion on Computers, JB will get together with Ron Sandstrom and Andrew Harteveldt to decide and get it ordered – payment will come the CRF.

Discussion on new Hire – Alexis Wagoner, she starts on Monday.

DM asks about a Warrant Article to add more mailboxes. JB states possible warrant article to have 5 Commissioners vs 3.

DR asks if at the public hearing we discuss budgets first the ordinance changes second. DR states that we may need a TAN note to cover cash flow for 2022.

MS makes a motion to adjourn at 10:55am, KK 2nds, passes 3-0

Respectfully submitted,

Kathy Koziell, Commissioner