Commissioners Meeting

•

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting Minutes

Thursday, November 19th, 2020

The Board of Commissioners met at 9:00 am on Thursday, November 19th, 2020. In attendance were Commissioners Jay Buckley, Kathy Koziell (by phone), Paula Doyle, Treasurer Dinah Reiss (by phone), DPW Foreman Kelly Robitaille, DPW Assistant Jeff DeMartino, Engineer Chris Albert (by phone), Engineer Brad Jones (by phone), Administrator Donna MacKinnon, and Administrator Lynne Baker taking minutes. The meeting was held at the Madison Town Hall and was filmed by Carol Dandeneau for Madison TV. Residents could call into the meeting via conference call.

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

1. Agenda

Jay Buckley made a motion to approve the agenda. Paula Doyle seconded. Motion passed 3-0.

2. DPW Report: Kelly Robitaille

Discussion of DPW Seasonal Status:

Kelly Robitaille reported that the DPW is in the process of outfitting for the winter.

Kelly reported that with the new truck they will have 3 outfitted by the end of the week.

Kelly confirmed 2 trucks are already on target and that the carbide edges are in good shape.

Kelly stated the big truck will be outfitted last as it is needed for hauling gravel for potholes, etc.

Discussion of 17 East Bergamo Road:

Kelly inquired as to the class of the road at 17 East Bergamo Road.

Donna MacKinnon replied that this had not yet been verified with the Town of Madison.

Discussion of 19 East Bergamo Road:

Kelly conveyed he would meet with the homeowner and their contractor, regarding upgrading of the road.

Discussion of DPW Budget Through the End of the Year:

Jay Buckley inquired as to the status of the old 550 truck.

Kelly Robitaille reported there was no value in keeping it maintained.

Kelly indicated he would reach out to some people for an estimated value.

Paula Doyle suggested this be discussed at next week’s meeting.

Kathy Koziell inquired if the DPW required more funding for sand, salt, etc.

Kelly stated that there is currently no room to store any until after the first storm.

Kathy inquired as to if additional funds of $2000.00 to both salt and sand budgets are needed.

Kelly agreed those funds, and an additional $1000.00 for tools and equipment, would help.

Discussion of Available Health Care Plans for Employees.

Discussion of Recent Emergency Water Response:

Jay Buckley reported there had been a lack of understanding of the ‘chain of command’ in reporting and responding to an emergency water issue within the district.

Jay stated that the homeowner had called the Sheriff, who in turn called the Fire Department, who in turn called DPW. No one called Ian Hayes, the water operator.

.

Chris Albert joined the meeting at 9:12 am.

Discussion of Items Brought up at the BOC Meeting of November 5th, 2020:

Jay Buckley reported to Chris Albert all the changes that were discussed with Jake Dawson (of Dawson Excavating), Ian Hayes (of Simply Water), and Brad Jones (of Jones & Beach Engineering), during the BOC meeting of Thursday, November 5th, 2020.

Jay reported that as of November 19th, 2020, the following list had still not been completed:

  • Pump house is not complete or operational
  • Only 1 pump supplied, not 2 as agreed
  • No new connections have been able to be made
  • Gate was not installed
  • Vault was not covered
  • Holes in pump house door were not repaired
  • Final cleanup of road areas was not done

Jay Buckley conveyed that both Ian Hayes, and Jake Dawson had been invited to participate in this meeting, but neither were available.

Discussion of Winterizing the Water Tank:

Jay Buckley stated to Chris Albert he had contacted Rick Skarinka (of DES), regarding the water tank.

Rick followed up with DN Tanks to determine if the tank could be left full for the winter.

Chris stated the reason for the extra gravel under the tank was specifically done to allow the tank to sit for the winter

Chris indicated he would follow up with DN Tanks.

Jay stated he would send Corey notice that Chris will be contacting him.

Jay inquired about the tank warranty expiring before the new system goes live.

Chris stated that the warranty on the tank would be covered if it is full or empty for the winter.

Kelly Robitaille inquired as to how the tank would be drained and where the water would go.

Chris replied that it would not go into the overflow as that is only for an emergency break, and that a hose would be used for better disbursement of the water.

Discussion of Completion of Tasks from Contractors:

Paula Doyle conveyed that she thought there had been a good discussion on November 5th, 2020 with all the contractors, and that now the BOC needs to understand what happened, and why the tasks were not completed.

Chris indicated he would follow up with Brad Jones and Jake Dawson to get these tasks done by next week and that he would attend the next meeting in person, to address the BOC concerns, and ensure the tasks had been completed.

Jay Buckley stated he would let Chris know the time and location of the next meeting.

Discussion of 3rd and 4th Disbursements:

Donna MacKinnon inquired as to the status of the 3rd and 4th Disbursements for the DES.

Chris Albert replied he had sent them to Jones & Beach Engineering.

Brad Jones joined the meeting at 9:40 am.

Continued Discussion of Items Brought up at the BOC Meeting of November 5th, 2020:

Jay Buckley inquired of Brad Jones as to why nothing had been done from the discussion of November 5th, 2020.

Kathy Koziell inquired if the lack of a transfer switch and redundancy was the general reason for the winter shut down decision.

Jay Buckley stated that Rick Skarinka was concerned that due diligence had not been done, i.e., why the pumps were not ordered on day, why was the back switch not ordered earlier, etc.

Kathy Koziell inquired as to using the old pumps until the new parts are acquired and installed.

Chris Alberts replied that it would not be feasible.

Paula Doyle conveyed to Brad Jones that the issue with the tank could have been a severe problem had the VDOE not been made aware.

Jay inquired if the connections could still be made before the Annual Meeting.

Chris Albert replied that operating with only 1 pump was not a completed contract.

Discussion of Overages:

Jay Buckley inquired as to why the VDOE was charged approximately $7,000.00, when the contract (#6) was signed for only up to $5,000.00.

Brad Jones replied the amount is based on an hourly rate for construction, drawings, and reviews.

Chris Albert indicated he will re-address the overages, numbers, etc.

Jay Buckley inquired as to providing a waiver for the additional $1,832.50 overage.

Brad Jones said he will address this.

Chris Albert and Brad Jones left the meeting at 10:05 am.

3. Administration Report: Donna MacKinnon and Lynne Baker

Discussion of Andrew Harteveldt involvement with Callcentric:

Jay Buckley inquired as to why Andrew Harteveldt is the only point of contact for phone services with Callcentric, and why all pertinent emails go to him.

Paula Doyle made a motion to approve changing the administrative notifications to go through the office instead. Jay Buckley seconded. Motion passed 3-0.

Discussion of December BOC meeting dates:

Donna MacKinnon inquired as to setting the meeting dates for December 2020.

Donna confirmed meetings are already set for December 3, 10, and 17th, 2020.

Paula Doyle suggested combining meetings of the 24th & 31st, to 1 meeting on the 29th.

The BOC agreed unless other business would require another meeting on the 31st.

Follow up discussion of pests in the office attic.

Donna MacKinnon reported that Modern Pest would be coming to the VDOE later that day.

Approval of Minutes of October 29th, 2020.

Jay Buckley stated he would send out some changes to the BOC to be voted on during next week’s meeting.

Approval of Minutes of November 5th, and November 12th, 2020:

Jay Buckley made a motion to approve the minutes of November 5th, and November 12th, 2020. Paula Doyle seconded. Motion passed 3-0.

4. Accounts Payable

Payroll:

Jay Buckley made a motion to approve the payroll for November 20th, 2020 in the amount of $6,404.75. Paula Doyle seconded. Motion passed 3-0.

Paula Doyle stated that come winter the BOC might want to begin reading timecards again due to overtime from plowing, etc.

Manifest:

Jay Buckley made a motion to approve the operating budget manifest of 3 checks, totaling $18,490.37. Paula Doyle seconded. Motion passed 3-0.

Jay Buckley made a motion to approve the water budget manifest of 1 check in the amount of $37,240.00. Paula Doyle seconded. Motion passed 3-0.

Discussion of Bryant Paving Invoice:

Donna MacKinnon reported the water project budget could not cover that part of the invoice, as we are still awaiting DES Disbursements #3 and #4.

Kathy Koziell stated how Bryant Paving had gone ‘above and beyond’ to accommodate the VDOE.

Jay Buckley made a motion to transfer $15,000.00 from the operating budget, to the water project budget. Kathy Koziell seconded. Motion passed 3-0.

Discussion of Bank Transfer:

Dinah Reiss requested the BOC sign a memo she can take to the bank to do the transfer.

Jay Buckley made a motion to approve signing a memo for Dinah Reiss to allow the bank transfer, out of session. Paula Doyle seconded. Motion passed 3-0.

Discussion of DRA:

Donna MacKinnon stated that the DRA requirements were complete.

Donna indicated that the tax rate would hopefully be set today by the Town of Madison.

Discussion of Overdue Invoices:

Donna MacKinnon reported that 2 letters sent out had been returned with address unknown.

Paula Doyle inquired if there was any recourse in finding those addresses.

Kathy Koziell inquired if the addressees still owned the properties

Donna MacKinnon affirmed she will reach out to Linda Shackford of the Town of Madison for guidance.

5. Commissioners Reports

Jay Buckley:

Jay Buckley stated the BOC should send a thank you letter to Ralph Lutjen for efforts maintaining the Village grounds.

Jay confirmed he would send a draft letter to the office.

Discussion of Town of Madison Zoning Board Meeting.

Jay Buckley stated he attended the Madison Zoning Board Meeting of November 18th, 2020.

During the meeting, there was a request for a 50’ setback variance for 13 East Bergamo Road. Jay Buckley, on behalf of the VDOE stated a 65’ setback was preferred. The hearing was continued as the homeowner had never applied for a previous variance and that the leach field is in violation and encroaching on the wetlands. Jay Buckley requested the office send copies to the BOC of the drawings from the driveway application.

During the meeting, there was a setback variance request for 11 Blinden Drive, also regarding the wetlands. The variance was approved by the Madison Zoning Board. There was no additional opposition other than that voiced by Jay Buckley on behalf of the VDOE.

During the meeting, there was a setback variance request for 29 Oak Ridge Road. The variance was approved.

Discussion of Potential Sale of the Lodge:

Jay Buckley confirmed he will draft a letter to potential surveyors regarding dividing the lots as follows: the lot with the cabana will be 1.7 acres, the remaining lot with the Lodge will be 1.6 acres, while abiding by all the Town of Madison Ordinances.

Jay Buckley made a motion to approve a letter requesting quotes from a minimum of 3 surveyors. Paula Doyle seconded. Motion passed 3-0.

Discussion of Nest Security System:

Jay Buckley inquired as to changing the password for access to the Nest Security System.

Kathy Koziell specified the access needed to be via a phone app.

Kathy Koziell stated she will purchase the Nest Home Hub on Black Friday for the office, with the VDOE debit card.

Paula Doyle made a motion to authorize Kathy Koziell to purchase a Nest Home Hub up to $60.00. Jay Buckley seconded. Motion passed 3-0.

Discussion of Legal Recourse:

Commissioners agreed it was too soon to address any legal actions against contractors.

Discussion of Current Dam Policy:

Kathy Koziell stated she had provided the last version she had found.

Discussion of Drinking Water Emergency Plan:

Kathy Koziell specified that the policy should be updated.

Paula Doyle stated she will look at the existing plan.

Kathy Koziell:

Discussion of Budget:

Kathy Koziell reported she had sent out the latest budget to the BOC as of November 18th, 2020.

Donna MacKinnon stated that Kelly Robitaille had come in $1,000.00 under budget for asphalt and paving.

Donna MacKinnon stated there should be a Budget Hearing at least 1 month prior to the Annual Meeting.

Paula Doyle:

Discussion of RFP for Audit Services:

Paula Doyle confirmed the BOC had received a positive review on Plodzik and Sanderson from Karen Anthony, the Town of Tamworth’s Administrator and Financial Officer.

Paula reported that Plodzik and Sanderson had also come in with the best price for services.

Paula Doyle made a motion to hire Plodzik and Sanderson, P.A. to perform audit services for the next 3 years. Jay Buckley seconded. Motion passed 3-0.

Paula Doyle indicated she would draft a thank you letter to Tamar Roberts.

Jay Buckley made a motion to send a thank you letter to Tamar Roberts, thanking her for her years of service. Kathy Koziell seconded. Motion passed 3-0.

6. Correspondence

Discussion of Letter from Stacey Sand regarding drainage at 10 St. Moritz Drive:

Jay Buckley made a motion to notify Stacey Sand, via email, that the original Oak Ridge Road Project was for re-surfacing and re-grading the area to ensure proper drainage, and if she would like copies of the original plans, she should request them from the office via a 91A request. Kathy Koziell seconded. Motion passed 3-0.

Lynne Baker confirmed she would reply to Stacey Sand’s email with the above information.

Jay Buckley made a motion to adjourn the meeting at 11:58 am. Kathy Koziell seconded. Motion passed 3-0.

Respectfully submitted,

Lynne Baker, Administrator

•

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

June 20, 2019

The Board of Commissioners met at 8:00 am on Thursday, June 20, 2019.  In attendance were Commissioners Kathy Koziell and Jay Buckley.  Also in attendance were Kelly Robitaille (hwy), Treasurer Dinah Reiss and Paula Doyle.  The meeting was filmed for Madison TV by Tim Hughes.                            

At 8:04 am Commissioner Kathy Koziell calls the meeting to order.   

1. Agenda

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

2. Highway Department Report 

Kelly Robitaille reports that the culverts at 22, 24 and 26 Middle Shore have been replaced. 

Kelly adds that the driveway culverts were positioned to maintain flow.  Not as deep as they should be placed but had to match the road culvert depths.  Kelly Robitaille outlines that one of the driveways had an underdrain from the house that was placed below the culvert.  This has been corrected as best as possible but will be watched.

Kelly Robitaille discusses requested driveway permits.  One permit request for Class VI East Bergamo has been received.  The road has not yet been developed, so Kelly cannot see the driveway markings to do an inspection.  Kelly outlines that the crew will have to plow the additional few feet as they cannot leave the snow in the middle of the road and there is no place to put snow in the area.  Jay Buckley will review the area. 

The float at Eidelweiss Beach needs a new ladder.  Kelly Robitaille reports that an aluminum ladder is $280.  Jay Buckley motion appropriate up to $300 for ladder.  Kathy Koziell seconds.  Motion passed 2-0.

Kelly Robitaille discusses upgrading the backpack leaf blower.  A stronger blower is available for $599 at Lucy Hardware.  Jay Buckley makes a motion to allocate $600 for the Stihl backpack leaf blower.  Kathy Koziell seconds.  Discussion on allocating to Parks & Rec is held. Motion passed 2-0.           

Discussion on the other driveway permits for construction is held.  These driveways are good to go. 

Kathy Koziell discusses updating the electronic information regarding road maintenance.  Documentation of work completed is outlined.  Kelly Robitaille outlines that most of the work that is simple routine maintenance does not fall into the categories of the boxes.  Tracking items that are high maintenance or need repair should be documented, not routine work.  The helpful historical information is repairs and projects.  Recording of driveway culvert cleaning is discussed.  Kelly Robitaille outlines that driveway culverts are not recorded.  Driveway culverts are cleaned when the flow will cause road degradation.  Jay Buckley outlines that the asset management plan was to identify problematic areas.  Kelly Robitaille outlines that problematic areas are being identified.  Jay Buckley outlines prior contracted culvert cleaning; this could be investigated to clean problem culverts.  Kelly Robitaille will work on the list.  Having documentation is outlined as important for VDOE records.  How Kelly will get information to the Board is discussed. Submission of information on completed work in a manner useful to the Commissioners is outlined.  Using the forms for entire road maintenance is discussed.  Kelly Robitaille states that when a complete road is done, that is the information needed for historical review.  Dinah discusses documenting work.  The report for spring grading has been completed and is reviewed.  Paula Doyle outlines that some people want to document day to day 8 hrs per day per person.  Paula highlights that the crew should report projects, not worry about documenting that they blew leaves from a culvert.  Discussion continues on reporting road projects with some discussion on tracking other time.  Kelly outlines that prior DPW were not empowered to do work as needed; they performed projects as informed by the Commissioners.  Jay Buckley highlights that the Board needs to meet with Kelly more regularly to stay informed on road projects.   

Discussion on creating a work order for warrant projects is held.  Getting these projects done is discussed.  Discussion on Thusis and Little Loop is held.  Kelly Robitaille outlines that Little Loop needs to be an entire road reconstruction.  Discussion on having the entire road engineered for a warrant article is held.  Discussion on 47 Eidelweiss Drive is held.  This property needs a new culvert set up.  The existing culverts will be cleaned.  Jay Buckley discusses meeting more frequently with the DPW.  A schedule will be set to make this happen.      

3. Water

4. Administration

MS 535 is reviewed.  Department of Revenue form outlining 2018 financials.  Kathy Koziell Makes a motion to sign the MS 535.  Jay Buckley seconds.  Motion passed 2-0

Payroll report is reviewed and discussed. Kathy Koziell makes a motion to approve payroll in the amount of $6,306.42.  Jay Buckley seconds.  Motion passed 2-0.     

Budget is reviewed. Discussion on Highway and Streets Repair line with Kelly Robitaille.  Kelly states that the F-550 will need additional repair this fall.  Two trucks need new tires.  The new truck will need snow tires this fall.  Discussion on possibility of replacing the International 7400 as next truck to be traded is outlined by Kathy Koziell.  Kelly Robitaille outlines 7400 still has good use, replacing the F-550 is needed.  Sand is reviewed.  Kelly Robitaille states there is sand in stock.  Purchasing sand at the lower summer rate is discussed.  Preparing these line items for 2020 at levels which are needed is discussed.  Jay Buckley discusses approval of warrant articles at the Annual Meeting.  This work has not yet been completed.  Thusis culvert is discussed.  This culvert leads to a culvert which is on private property.  Jay Buckley discusses running the culvert into the detention area at the Thusis Beach parking lot.  Placing a culvert under the road towards the beach that would empty into a culvert that would lead to the water.  Discussion on the location of the property lines is discussed.  Obtaining a drainage easement from the neighboring property owner to discharge the pipe at the edge of the beach area is discussed.  Using the sideline easement is outlined should it be on this deed.  This will be checked into.  Creating a final plan for obtaining the DES permits is discussed.  The engineered drawings on record could be altered to show the intended work.  The budget for this project is discussed.  Kelly Robitaille will put together a cost estimate.  Jay Buckley will check to see if the easement is on the property next to Thusis Beach.  The potholes at the entry of Eidelweiss Drive is discussed.  Kelly Robitaille will fill these holes next time the crew obtains asphalt.  This should be done next week.  Checking the other aprons to Rte 113 is discussed.  These will also be worked on.  Kelly Robitaille outlines that there is no update on the grader as of today.  Jay Buckley questions keeping up with potholes without the grader.  Kelly Robitaille outlines that the backhoe is being used to work the worst of the potholes.  Jay Buckley makes a motion to place a notice on website and newsletter to warn residents of potholes until grader repaired.  Kathy Koziell seconds.  Motion passed 2-0.

Kelly Robitaille requests additional gravel allocation.  Jay Buckley makes a motion to approve $5,000 for gravel.  Kathy Koziell seconds.  Motion passed 2-0.    

WO 1150 completion report is reviewed.  Ian Hayes report on the changing of the PRV in the Upper Lakeview/Rigi pit is reviewed.  Ian intends to put a datalogger at a residence on Upper Lakeview as the high point of the area if this can be arranged.  Jay Buckley’s house will be used as the low point in this zone.    

Water usage reports are reviewed and discussed.  The usage shows that there is a leak within the system.  Jay Buckley discusses leak detection being completed.  The water committee discussed this last night.  Work order is on the agenda for signature today. 

Motion log is reviewed and discussed.  WMS has been contacted to review Burgdorf.  Status of culvert placement at 34 Oak Ridge will be requested from Kelly Robitaille. 

Sending a document for 91-A compliance to all committee members is discussed.  Documentation outlining the law has been drafted and is reviewed.  Jay Buckley makes a motion the District send the correspondence to all members of all committees.  Kathy Koziell seconds.  Motion passed 2-0. 

The connection to water hook-up for 7 Biasca is discussed.  Insufficient pressure is most likely current situation.  Discussion on obtaining a location for placement of a datalogger.  Jay Buckley makes a motion to send a letter to property owner highlighting eligibility for water hook up at correct pressure once Reinach tank replacement and installation of Reinach pressure zone.  Kathy Koziell seconds.  Motion passed 2-0. 

Environmental Committee mission statement will be accepted and posted to website. 

5.  Accounts Payable

Kathy Koziell makes a motion to approve the manifest of 19 checks in the total of $9,474.03.  Jay Buckley seconds.  Motion passed 2-0. 

6.  Minutes

Kathy Koziell makes a motion to approve the minutes of June 10.  Jay Buckley seconds.  Motion passed 2-0.   

7. Commissioners Reports

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

Jay Buckley has collected water samples for participation in the GMCG aquifer study.   

EPOA mowing for lots is discussed.  The EPOA has contacted the person who mowed last year to see if interested in doing all three lots this summer.  Board will be updated with additional information as it becomes available.    

8. Signature Items 

Kathy Koziell makes a motion to sign the Water Ordinance update as discussed at the Public Hearing June 1, 2019.  Jay Buckley seconds.  Motion passed 2-0. 

Kathy Koziell makes a motion sign PO 305 in the amount of $400 for White Mountain Surveying review Burgdorf design.  Jay Buckley seconds.  Motion passed 2-0.    

Kathy Koziell makes a motion to sign PO 306 in the amount of $800 for replacing culverts at 22, 24 and 26 Middle Shore.  Jay Buckley seconds.  Motion passed 2-0. 

Kathy Koziell makes a motion to sign PO 307 in the amount of $100 for line paint for the basketball court.  Jay Buckley seconds.  Motion passed 2-0. 

Kathy Koziell makes a motion to sign PO 308 in the amount of $700 for safety at the new dead ends of Burgdorf.  Jay Buckley seconds.  Motion passed 2-0. 

WO 1151 for leak detection is reviewed.  Kathy Koziell makes a motion to sign WO 1151.  Jay Buckley seconds.  Motion passed 2-0.   

Kathy Koziell makes a motion sign Graffam response to Burgdorf culvert questions.  Jay Buckley seconds.  Motion passed 2-0. 

Time off request for Nancy Cole is reviewed.  Kathy Koziell makes a motion to approve time off request.  Jay Buckley seconds.  Motion passed 2-0. 

Kathy Koziell makes a motion to sign Driveway permit for construction for 22 Bristenstock.  Jay Buckley seconds.  Motion passed 2-0. 

Kathy Koziell makes a motion to sign Driveway permit for construction for 14 Forclaz.  Jay Buckley seconds.  Motion passed 2-0. 

9. Correspondence

Granite State Analytical has sent the monthly testing results: negative bacteria, pH good. 

Boards will be put in dam tomorrow. 

E-mail from Kevin Ackert regarding Porridge Shore Beach.  Letter will be drafted outlining permit option for 2020 to add sand to the beaches. 

Kathy Koziell makes a motion to appoint Jane Gunn to Environmental Committee.  Jay Buckley seconds.  Motion passed 2-0. 

Discussion on request of Environmental Committee for pond cleanup of trash and debris.  Kathy Koziell makes a motion to send a letter to the EPOA outlining the request.  Jay Buckley seconds.  Motion passed 2-0. 

Commissioner Leiser has stated he can handle the weekly beach testing for this summer. 

Establishment of budgets for future years is discussed.    

10. Scheduled Appearances

Paula Doyle discusses the pond levels.  Nancy Cole states that John Cooley of the Loon Preservation Committee has stated that boards can be put into the dam tomorrow.   

Paula Doyle outlines weekly beach testing instructions have been received.  It is questioned if prior testing was being performed to standards.  Recommendation for weekly testing this summer is made with a review of results this fall to determine future testing needs. 

Env Com is recommended that the EPOA consider doing a pond sweep to remove trash that is in the ponds.  Canoes could be used to sweep across the ponds. 

Paula requests approval to attend Green Mountain Conservation Group meeting June 26.  Jay Buckley makes a motion to allow Paula Doyle attend GMCG seminar as representative of VDOE Environmental Committee.  Kathy Koziell seconds.  Motion passed 2-0.  Jay Buckley makes a motion post information on GMCG symposium.  Kathy Koziell seconds.  Motion passed 2-0. 

Discussion is held on contacting a NH dam expert that may be done by the Environmental Committee.  

11.  Public Comment    

12.  Other Business   

Discussion on creating a list to cross reference old VDOE lot numbers with the updated Town of Madison map and lot numbers. 

At 9:43 Kathy Koziell makes a motion to recess the meeting for 5 minutes.  Jay Buckley seconds.  Motion passed 2-0. 

At 9:47 am Kathy Koziell makes a motion to reconvene the session and enter non-public session pursuant to 91-A:3, II (a) employment matters.  Jay Buckley seconds.  Motion via roll call vote Kathy Koziell yea, Jay Buckley yea.  Motion passed 2-0. 

At 10:12 am Jay Buckley makes a motion to exit Non-Public session and resume public session.  Kathy Koziell seconds.  Motion passed 2-0.    

Jay Buckley makes a motion to hire Gina Murphy to clean the outhouses.  Kathy Koziell seconds.  Motion passed 2-0.      

At 10:38 am Jay Buckley makes a motion to enter non-public session pursuant to RSA 91-A: 3, II (a) employment matters.  Kathy Koziell seconds.  Motion by roll call vote Jay Buckley yea, Kathy Koziell yea.  Motion passed 2-0.

At 11:36 am Kathy Koziell makes a motion to exit non-public session and return to public session.  Jay Buckley seconds.  Motion passed 2-0.

Jay Buckley makes a motion to seal non-public session.  Kathy Koziell seconds.  Motion passed 2-0. 

At 12:35 pm Kathy Koziell makes a motion to adjourn the meeting.  Jay Buckley seconds.  Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole

Administrator

•

AGENDA FOR June 20, 2019

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

     Review of Actions, Projects and Issues List    

  • Administration:  CM061019, MS-535, payroll, budget, WO 1150 completion report, water usage May, pumphouse electric usage/cost May, water usage summary, DWSRF app submitted, motions log, water hook up 7 Biasca, grader post, Env Com mission statement,     
  • Accounts payable: $9,474.03 – 14 checks
  • Signature Items: MS – 535, Water Ordinance, Committee 91-A contact, PO 305 Burgdorf review $400, PO 306 culverts 22, 24, 26 Middle Shore $800, PO 307 line paint bball court $100, PO 308 safety barriers Burgdorf, WO 1155 leak detection, Graffam response Burgdorf culvert, time off request, D-way construct 14,18 Forclaz, D-way construct 22 Bristenstock  
  • Commissioners Reports
  • Correspondence:  GSA – clean, GSA  - pH good, Graffam-Burgdorf/Grison, Graffam culverts, GSRWA fee structure, LPC/DES dam operations memo, electric report $161 saved, NHMA Legislative bulletin, J Cooley water level, Cancelarich dam management, Ackert P Shore sand, Jane Gunn Env Comm,    
  • Scheduled Appearances: Paula Doyle
  • Public Comment:
  1.  Other:  Committees and communication channels, Reinach tank, Canoe racks, pond    testing, boards in dam, June newsletter  

Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters

                        Adjourn

•

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

June 10, 2019

The Board of Commissioners met at 9:00 am on Monday, June 10, 2019.  In attendance were Commissioners Adam Leiser and Kathy Koziell and Jay Buckley. 

At 9:00 am Commissioner Adam Leiser calls the meeting to order.   

1. Agenda

Extra meeting.  No agenda prepared

2. Highway Department Report 

3. Water

4. Administration

Water Ordinance update discussed.  Preparation for list in advance is outlined as rationale for application/scheduling appointment date.  Discussion on wording.  Adam Leiser motion approve updated wording as reviewed.  Kathy Koziell second.  Motion passed 3-0.

Adam Leiser motion certified letter with Ordinance to all seasonal turns in last 12 months.  Kathy Koziell seconds.  Discussion on accommodating new owners.  Adam recommends reaching out to persons being affected by certified mail.  Jay Buckley outlines that justification exists to send certified mail to all changes of an Ordinance to residents.  Jay outlines 12 persons being individually notified.  Public Hearings, update on website are proper notice.  Sending a select group certified mail questionable as someone may not get notified.  Discussion on going back up to 5 years as an option.  Motion passed 3-0.  Adam Leiser makes a motion Hold certified letter for second week of September.  Add to Action List.  Kathy Koziell seconds.  Motion passed 3-0.   

Communication to all committee members regarding compliance with 91-A is reviewed.  A signature line item for Committee members is discussed.  Adam states that committee notice should go one step further and include a statement of no contact unless directed by Committee or Commissioners.  Handling at committee level is outlined. Discussion on clearly stating communication only when authority granted by Committee is held.  Jay Buckley outlines potential detriment if committee members cannot contact someone for information.  Adam, allow research, but not direct contact with officials.  Jay outlines separating as a policy that all activities inside and outside a committee must be authorized by committee.  Keeping 91-A separate is outlined.  Kathy Koziell clarifies ongoing committee discussions as limitation with no limit on pro-active contact.  Adam states that each committee should determine if interested in going that direction prior to any contact.  Policy statement that no member should have direct contact with state officials or possible vendors is recommended by Adam.   Adam Leiser makes a motion to adopt with signature page proposed notice regarding compliance with 91-A.  Kathy Koziell seconds.  Jay Buckley will work on developing a policy for committee members that each committee could adopt.  Motion passed 3-0.

Discussion on Reinach tank is held.  Jay Buckley outlines survey has been completed and is included in Dubois & King documentation.  Dubois & King information also includes information on geotechnical data.  Savings from Jones & Beach proposal could be $9,200.  Jay Buckley states discussion with Ian Hayes regarding cylindrical tank.  Ian still in favor of chambered tanks.  Discussion on ability to inspect and clean the tanks is held.  Difficulty in taking tank offline is reviewed.  Listing out costs for all segments of the project is discussed.   

Adam Leiser call DN tank.  Jay Buckley second.  Motion passed 3-0.

Chris Hodgson of DN tank is contacted.  Discussion on chambering tank is held.  Ability to inspect and clean without taking offline is outlined by Jay Buckley.  Concrete is interior surface and prestressed with steel diaphragm.  Cleaning tank is discussed.  Chris Hodgson outlines the need to take tank offline for inspection and cleaning, cleaning during off peak time is outlined.  Option of a chamber within tank that would hold 50,000-gallons is outlined.  Extra piping and valving as well as wall construction are discussed.  Using a diver for cleaning and inspecting while taking tank offline for a day is outlined.  Chlorination after diver entering tank is discussed.  Chris outlines diver is disinfected prior to entering.  Tank should be tested and chlorinated prior to being put back online.  This would add another day with the system offline.  Checking with DES on taking system offline is recommended and would need to be done prior to choosing this tank. 

Adam Leiser makes a motion to call Rick Skarinka of NH DES.  Kathy Koziell second. Motion passed 3-0.  No answer.  Message left for Rick to contact Jay Buckley.  Adam Leiser makes a motion to allow Jay Buckley to discuss with Rick Skarinka.  Kathy Koziell seconds.  Motion passed 3-0.  Renting temporary storage could be done to keep system online. 

Adam Leiser makes a motion to contact Chris Albert.  Jay Buckley seconds.  Motion passed 3-0.  Chris Albert on phone.  Discussion on existence of geotechnical data and survey completed by Dubois & King.  Chris Albert states may not meet required specification for a DN pre-cast tank installation.  Strength of bedrock 5 feet into bedrock is needed for this tank.  Chris Albert outlines need to keep Class VI road open, survey specifics needed.  Chris Albert discusses option of SCUBA inspection and cleaning as an option for this tank.  Adam Leiser informs Chris Albert of discussion regarding ability to inspect and clean.  Chris will forward information on inspection services.  May not need to chlorinate tank after diver has inspected.  Chris Albert asked for cost should they be hired for project oversight.  Could be determined once contractor chosen.  Roughly estimates $10,000 for engineering oversight.  Engineering would handle the payment requisitions and schedule of values.  Jay Buckley outlines option of inclusion of piping to include option of temporary supply scenario.  Filling and abandoning the existing tanks are recommended as best option.  Chris Albert mentions June design recommendation for DN Tank.  Phone call ended.  Jay Buckley discusses getting information from DES prior to authorizing proposal.   

Adam Leiser makes a motion to sign the Jones & Beach proposal.  Kathy Koziell seconds.  Adam discusses positives for signing this proposal.  Discussion on marking document for possible reduction for information on hand and for adding engineering services for contract oversight. 

Adam Leiser makes a motion to call Chris Albert back.  Jay Buckley seconds.  Motion passed 3-0.  Chris Albert asked to update proposal to include reductions should survey be able to be used or if geotechnical data can be used.  Chris Albert would like to include these services with specifics for DN tank.  Chris will update to include engineering project management.  Chris will send updated document.  Adam Leiser makes a motion to sign the updated proposal out of session.  Kathy Koziell seconds.  Motion passed 3-0. 

5.  Accounts Payable

6.  Minutes

Adam Leiser makes a motion to approve minutes of June 6.  Kathy Koziell seconds.  Add statement of people on both sides upset, Board doing it right.  Some people state ponds are too low, some people state ponds too high.   Add legal matter to reason for non-public session.  Motion passed 3-0.   

7. Commissioners Reports

8. Signature Items 

A response to the Bureau’s is reviewed regarding an email thanking Terri & John Cancelarich for raking the beaches.  Adam Leiser makes a motion to sign the letter to the Bureau’s.  Kathy Koziell seconds.  Motion passed 3-0.  

9. Correspondence

10. Scheduled Appearances

11.  Public Comment    

12.  Other Business   

At 10:42 pm Adam Leiser makes a motion to adjourn the meeting.  Kathy Koziell seconds.  Motion passed 3-0.   

Respectfully submitted,

Nancy E. Cole

Administrator

•

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

June 6, 2019

The Board of Commissioners met at 8:00 pm on Thursday, June 6, 2019.  In attendance were Commissioners Adam Leiser and Kathy Koziell and Jay Buckley.  Also present were Mike Smith, Donna Smith, Jane Gunn, Dorothy Wondolowski, Gloria Aspinall, Ron Sandstrom, Lee Sandstrom, Paula Doyle and John Cooley of the LPC.  The meeting was filmed for Madison TV by Tim Hughes.                            

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

1. Agenda

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

Scheduled Appearances are held first to allow persons present to speak. 

10. Scheduled Appearances

Jane Gunn outlines that every northern state has some sort of Loon protection.  Loons are actively protected in Maine, Vermont, Michigan, Montana and other states.  Mike Smith discusses sending a letter to the office in April to handle the water level of Little Pea for protection of the loons that was approved.  Is upset that the Board gave Adam permission to deal with the water level without receiving notice.   Mike states that the Board has no experience with this issue and do not have enough experience to do this.  Mike discusses NH Fish & Game intervening to keep the water level as it was for protection of the loon nests.  Adam outlines that the Board is following the guidelines of the experts.  Trying to find a long-term plan that will guide future Boards and the District in maintaining water levels for protection of the loons.  Mike continues and restates that the Board does not know what they are doing.  Ron Sandstrom suggests that the District should keep the level low until after the loons have nested.  Ron states his house is on Big Pea, water level goes down and up, naturally finds a stasis.  Ron recommends the District support the loons and conservation efforts.  Adam Leiser states that if another board was removed, the channel between Big Pea and Middle Pea would be dry.  Adam outlines that the year the beaver dam was removed was the wettest year and the level in Big Pea was low.  Kathy Koziell outlines that the Board sought the guidance of the experts throughout this process.  Paula Doyle states that she has witnessed all of the meetings.  A very vocal resident on Big Pea has complained about the water level.  Paula outlines the need for the Board to have input from all the involved experts.  The input has been good.  Paula adds that the Commissioners could have advised Mike of what was going on.  Gloria Aspinall outlines that the first egg was laid while the nest was at water level.  John Cooley states that the water level management has proceeded as normal.  Case by case reviews and close management are needed for management of a loon nest.  Gloria states that keeping a close eye on the water levels until the eggs have hatched.  Gloria adds that the ponds are spring fed, wait until the eggs have hatched and then put the boards in.  John Cooley adds that the pair on Little Pea nested in the third week of May the last few years.  Jay Buckley adds that there is conflicting wishes; high pond levels, stream flow at the outlet.  Jay apologizes to Mike for not informing him; Adam Leiser agrees.  Mike Smith outlines that the outlet is a by-product of the ponds, there is no regulation that the outlet stream flow is maintained.  Jane Gunn highlights that the low water level allows people to clean their beaches and is beneficial, not harmful.  People could be pointing at the dam and the loons when it may not be their fault.  Question on why persons are complaining.  Paula Doyle highlights that those residents believe that the lower level could damage the ponds.  Adam highlights the need for the study that NH Department of Environmental Services will be completing regarding the relationship between the dam and Big Pea.  Ron Sandstrom states that Big Pea has a natural low-level limit.  Does not believe that the pond is being damaged by management of the dam.  A question on property turn-over is held.  Average turn-over is stated to be 4 years.  Dorothy Wondolowski states that persons illegally clearing up to the edge of the pond are the things that can damage the ponds most.  Gloria highlights that if the VDOE follows the laws, everything should be OK.  Ron states not a complex issue, check the nest site and lower the level until it is exposed.  Paula states that the issue is two-sided.  This is not an easy subject.  Mike Smith states that loons have nested in the same area for 43 years.  Paula adds that the same residents stated that they came to the prior board and felt they were ignored.  Ron Sandstrom outlines that the lake level has been set for the loons for over 40 years.  Adam sates at this time, following Fish & Game guidance will be done until the loon eggs have hatched.  Jay Buckley makes a motion that the District control the water level of the dam for best management protection of the loons in Little and Middle Pea ponds.  Adam Leiser seconds.  Discussion on holding until DES report is received.  Kathy states do the right thing now and determine after DES study is completed.  Currently, the loons have eggs and protecting the nest is required by law.  Discussion on actions of prior boards and addressing the concerns of the residents is outlined.  Mike states that the current Board is to blame for this issue.  Motion failed 0-3.  Jane Gunn asks what agency is doing the report.  DES is doing a hydrologic and hydraulic report on the flow of water through the dam and the effect on the Middle and Big ponds.  Discussion continues; including an option to change the size of the boards for better regulation. Adam Leiser comments that the Commissioners must be doing it right because both sides are unhappy; those that feel the level is too low and those that feel the loons are highest priority.    Dorothy Wondolowski confirms that the water level will be set for protecting the nest; it will be until chicks are in the water.  John Cooley summarizes that the nest will be monitored by the Loon Preservation Committee.  Mr. Cooley will continue to work with Fish & Game and NH DES as needed.                      

2. Highway Department Report 

3. Water

4. Administration

Reinach tank proposal from Jones & Beach Engineering is reviewed.  Updating to include phase 1 and phase 2 to allow for initial review by contractors is discussed.  Adam Leiser makes a motion to request a two-part contract and provided there is no cost change, sign agreement out of session.  Kathy Koziell seconds.  Discussion ensues on benefits of verifying contractor interest prior to incurring cost for a final design.  Motion passed 3-0. 

Adam states that water committee has asked Adam to be contact with Chris Albert regarding the engineering.  Adam states that there should be no concern with freezing of these tanks.  Discussion on concern with ice formation on the walls without complete freezing of the tank which can still be a concern.  Ice can cause stagnant water caught against the walls, allowing bacteria into system.  VDOE does not want to need to chlorinate at any point in the future.  Adam discusses that other local systems have stated no maintenance needed on the D&N tanks. 

Audit is discussed.  Adam Leiser makes a motion to sign the audit representation letter.  Kathy Koziell seconds.  Motion passed 3-0.  

Payroll report is reviewed and discussed.  Adam Leiser makes a motion to approve payroll in the amount of $6,906.42.  Kathy Koziell seconds.  Motion passed 3-0. 

Discussion on the SRF pre-application is held.  Update to show $20,000 engineering and $870,000 for construction is recommended.  Adam Leiser makes a motion to give verification approval to Kathy Koziell.  Kathy Koziell seconds.  Motion passed 3-0.

Discussion on water hook up request received.  Nancy outlines should send to engineer.  Adam outlines prior discussion for possible change to ordinance to remove need to engineer each request.  Adam Leiser makes a motion to send to Dubois & King.  Kathy Koziell seconds.   Jay Buckley discusses not sending to Dubois & King as the lot will most likely have insufficient pressure.  Jay Buckley moves to table for one additional week.  Motion tabled 3-0.    

Meeting with the DPW crew is discussed.  Regular meeting with crew is critical.  Changing meeting times is outlined as one option.  Meeting time change to 8 am for June 20th. 

Proposed update to Water Ordinance is reviewed.  Adam Leiser proposes informing seasonal turn valve changes by certified mail to property owners.  Jay Buckley discusses people should be informed when they call to schedule. Discussion on clarity of wording is held.  Water Ordinance wording will be updated prior to signing.  Highway & Streets Ordinance update is reviewed. 

Discussion on proposed contact to committee members regarding compliance with 91-A is held.  Jay Buckley outlines that draft clearly states obligation of all committee members regarding 91-A.  Jay outlines representation from Board of Commissioners to committee members should be on record.  This will be discussed again next meeting. 

5.  Accounts Payable

Adam Leiser makes a motion to approve 19 checks for a total of $24,915.02.  Kathy Koziell seconds.  Motion passed 3-0.

6.  Minutes

Adam Leiser makes a motion to approve minutes of June 1.  Kathy Koziell seconds.  Paula Doyle comments moving discussions to where they set as the minutes do not follow chronology.  Jay Buckley makes a motion that June 1 minutes move paragraph on scheduled appearances to first discussion topic.  Adam Leiser seconds.  Motion passed 3-0.  Adam Leiser makes a motion to approve the minutes of June 1 as amended. Jay Buckley seconds.  Motion passed 3-0. 

Adam Leiser makes a motion to approve the minutes of the Public Hearing June 1.  Kathy Koziell seconds.  Motion passed 3-0.   

7. Commissioners Reports

Kathy Koziell states that she has registered the DPW for a fire safety webinar on June 20 at 10 am.  DPW will attend webinar as the June safety meeting.   

Kathy Koziell states that the building interior electric work has been completed; the hot water heater is now working as are the motion lights.  Exterior lights at DPW II still need to be repaired.   

Kathy Koziell completed a pump house tour for review of electrical work Larry Leonard and Ian Hayes.

Kathy Koziell has created map and lot number labels for relabeling property files in the office.

Jay Buckley outlines that he has three volunteer projects he would like to propose.  The bulletin board area would need a $500 allocation. 

White lines for basketball court at Eidelweiss Beach are discussed.  Jay Buckley makes a motion to approve up to $100 for paint and have volunteers paint the court lines.  Adam Leiser seconds.  Motion passed 3-0. 

Jay Buckley discusses line striping down Eidelweiss Drive.  States ok to do single line.  Question on double line and side edge fog lines. 

Adam Leiser states that an Environmental Committee meeting was held Sunday night.  The Environmental Committee has recommended to Commissioners request the EPOA be asked to pay for pond testing.  Adam Leiser makes a motion to ask the EPOA pay for lab testing portion for bi-weekly pond testing; weekly if a beach takes a hit.  Kathy Koziell seconds.  Motion passed 3-0.

Adam Leiser makes a motion to post a job for beach raking for Mon to Fri.  Jay Buckley seconds.  Motion passed 3-0.  

8. Signature Items 

Adam Leiser makes a motion to have Adam Leiser sign Eversource agreements for use of their land to access the DPW yard.  Kathy Koziell seconds.  Motion passed 3-0.   

Adam Leiser makes a motion to have Adam Leiser sign the second Eversource land use agreement for storing equipment in the yard for another 3 months.  Jay Buckley seconds.  Motion passed 3-0.

Maudsley response as updated at last meeting is reviewed.   Adam Leiser makes a motion to sign the letter to David Maudsley.  Jay Buckley seconds.  Motion passed 3-0.   

Way response reviewed.  Adam Leiser makes a motion to sign the letter to Derek Way.  Kathy Koziell seconds.  Motion passed 3-0.    

Audit representation letter is reviewed.  Adam Leiser makes a motion to sign the audit representation letter.  Jay Buckley seconds.  Motion passed 3-0.    

EPOA lodge use request is reviewed.  Adam Leiser makes a motion to approve EPOA use of the lodge Sat June 8.  Kathy Koziell seconds.  Motion passed 3-0.    

WO 2019 for culvert replacements at 22, 24 and 26 Middle shore is reviewed.  Adam Leiser makes a motion to sign WO 2019.  Kathy Koziell seconds.  Motion passed 3-0.  Property owners will be informed. 

Adam Leiser makes a motion to sign Water Ordinance as updated at Public Hearing 6-1.  KK seconds.  Discussion on wording being unclear.  Will be updated prior to signing.    

Adam Leiser makes a motion to sign the Highway & Parking Ordinance as updated at the Public Hearing June 1.  Jay Buckley seconds.  Motion passed 3-0.   

9. Correspondence

11.  Public Comment    

Paula Doyle requests updating of signs at the beaches to agree with Ordinance wording.  Recommended wording has been completed by the Communication Committee and will be sent to office.  Paula states that the Communication Committee recommends the VDOE not start a Facebook page. Paula adds that the Communication Committee recommends the Board not respond to official business on social media.  Adam Leiser makes a motion to accept the recommendations of the Communication Committee.  Kathy Koziell seconds.  Motion passed 3-0. 

12.  Other Business   

At 11:03 pm Adam Leiser makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters and (e) legal matters.  Kathy Koziell seconds.  Motion by roll call vote Adam Leiser yea, Kathy Koziell yea, Jay Buckley yea and the motion passed 3-0. 

At 11:35 pm Adam Leiser makes a motion to exit Non-Public session and resume the public session.  Kathy Koziell seconds.  Motion passed 3-0.    

Kathy Koziell will cover the office tomorrow afternoon so Nancy can take the afternoon off. 

The status of the Sherriff’s tower update with the Madison Planning Board is discussed.  Adam Leiser makes a motion to have Jay Buckley act as VDOE BOC representative on Sherriff’s tower.  Kathy Koziell seconds.  Jay Buckley outlines VDOE as landlord; not project proposer or developer.  Notice for Madison Public Hearing will be published in VDOE newsletter and posted.  Motion passed 3-0.    

At 11:47 pm Adam Leiser makes a motion to adjourn the meeting.  Kathy Koziell seconds.  Motion passed 3-0.   

Respectfully submitted,

Nancy E. Cole

Administrator