AGENDA FOR June 6, 2019

1. Call to order 8:00 pm  

• Approval of the agenda                                             

     Review of Actions, Projects and Issues List    

• Administration:  CM060119, PH060119, Reinach tank proposal, Audit, MS-535, payroll, SRF pre-app,   

• Accounts payable: $24,915.02 - 19 checks

• Signature Items: Eversource land use agreements, Way response, Audit rep letter, audit  solicitation,

• Commissioners Reports

• Correspondence:   

• Scheduled Appearances: Mike Smith, Jane Gunn  

• Public Comment:

1.  Other:  Committees and communication channels  

Non-Public Session pursuant to RSA 91-A:3, II (a) employee matters and (e) legal  

                        Adjourn

 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

June 1, 2019

The Board of Commissioners met following the Public Hearing on Saturday, June 1, 2019.  In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley.  Also present were Treasurer Dinah Reiss, Mark Graffam, Mike Dolan, Dianna Dolan, Angela Carini, Larry Leonard, Paula Doyle, Terri Cancelarich, Randy Knowlton and John Cooley of the Loon Preservation Committee.  The meeting was filmed for Madison TV by Tim Hughes.                            

At 9:25 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 is held first to allow persons present to speak. 

10. Scheduled Appearances

Many emails have been sent regarding the level of the ponds.  Letter from Fish & Game has been received.  Kathy Koziell reads letter.  Letter states that VDOE should not place a board at this time based on the location of the loon’s nest.   Placing a board that could flood the nest would be a violation of RSA 212-A.  Outline of report that will be completed by DES giving additional information on the relationship between the ponds and the dam on Little Pea is highlighted in the letter.  Adam Leiser outlines statement by DES to wait until we heard from Fish & Game before adding a board.  Study will be done to create a long-term plan for the ponds.  Mike Dolan outlines that a floating nest exists on Big Pea; nest is not used.  A floating nest for Little Pea may be an option.  Placing a dam at Big Pea is discussed as a possible option.  This would be a one to two-year process.  Terri Cancelarich discusses a pre-emptive draw down of the ponds prior to the nesting of the loons as her point of contention with the Board.   Adam states that a better investigation of this process has been worked on in the last three and a half weeks than has been done in years.  Adam adds that currently there is one additional board in the dam than prior years.  The process on file with DES has been followed.  Terri states process not followed.  Kathy Koziell outlines intent to cut down some boards for future regulation of pond levels with less impact to the ponds. Judy Taylor outlines that some decent information has been received and that Board has gone above and beyond for this issue. Mark Graffam questions a highway department report and if reports are received weekly.  Mark Graffam questions if the DPW reported that they were looking at the Big Loop culvert.  Debris has built up at the culvert.  This debris is keeping Big Pea 2 inches higher than it would be naturally.  Cleaning the culvert inlet is discussed.  Adam Leiser makes a motion to have the DPW clean debris at the Big Loop culvert.  Jay Buckley seconds.  Question on ability to clean culverts; does not apply to this structure.  Jay Buckley adds that the culvert is not a dam.  Motion passed 3-0.  Terri Cancelarich questions the larger culvert that was installed when the old culvert failed and was replaced.  Mark Graffam stated that this was mandated by the State.  Terri Cancelarich makes a remark on the loons as a threatened species in NH only; loons are not protected in VT or MA.  Terri continues with a comment on LPC failing in their mission since loons are still threatened after 30 years and then remarks on the financial status of the LPC.  Terri Cancelarich leaves the meeting. 

John Cooley of the NH Loon Preservation Committee (LPC) has joined the meeting to review the status of the loon’s nest.  Placement of a floating nest on Little Pea is discussed.  John thanks persons for their involvement for protection of the loons.  Nest is vulnerable to flooding or stranding if water level increases or decreases.  It is the obligation of the stake holders to protect this nest and the eggs.  Two eggs are in the nest.  John discusses holding level at dam in attempt to keep Big Pea higher.  However, this cannot be done now that the loons have nested.  DES is preparing the study to attempt to answer the questions on the relationship of the pond levels.  Adam informs John that the Commissioners are not making any change at this time.  Possibly keeping water at a higher level at the dam in spring; maybe 6 – 8 inches, could be done going forward.  Dam management solely for protection of a loon’s nest is for the four weeks the birds are on the nest.  June 20^th is around the time that the loons should leave the nest.  John Cooley outlines that a floating nest could be a reasonable option in future years if necessary.  If the loons have a natural site available that will always be the first preference.  John would like to see the report that DES will complete to review the relationship between the dam and Big Pea.  LPC will be glad to review all options once the study is complete.  Effect of dam on the level of Big Pea is discussed.  Mark Graffam outlines that the level of Big Pea is a function of source and rainfall and not specifically limited to the dam at Little Pea.   

John is aware of one floating nest raft on Big Pea; LPC was not involved with this.  The practice of persons placing their own rafts is discouraged but does occur.  LPC follows specific protocol when placing rafts.  Mark Graffam outlines sloping waterfront property and the nature of persons who lose property at the high-level mark and concern of others on same lake stating very low water level.  This is due to the fluctuating slopes on persons property.  Objective information is needed to offset some of the emotional responses persons have regarding their property.  Mark Graffam outlines knowing the high-water level for all VDOE properties would be a beneficial benchmark.  The high-water mark on the dam should be a guide.  Study is needed.  Kathy Koziell questions if loons will seek a different location if nesting site is not available for whatever reason.  John Cooley outlines less success at any other nest site on Little Pea.  This pair of loons has been successful for many years; there are only a few pairs of loons with this success rate.  John Cooley states that he has not seen erosion at this site.  Paula Doyle asks John Cooley if he knows why loons are protected in NH and not in other states; summarizing Terri Cancelarich’s strong negative comments regarding the LPC.  John states loon population increase since LPC formed.  Threatened status of loons reflects the intensive management of loon nesting sites that is needed.  Remain on list because the sites require a large amount of management and conservation efforts in order to have successful nests.  Lead sinkers used by fishermen still have large negative impact on the loons.  Mr. Cooley does not think LPC has been unsuccessful but it is still a work in progress.

2. Highway Department Report 

3. Water

Discussion on having additional information from Ian Hayes on a regular basis is outlined. 

Monthly billing as outline of daily activities is discussed.   

4. Administration

Tire damage incurred by resident Derek Way is discussed.  The metal piece hit was 6 -7 feet off the side of the road on Sarnen and sticking out about 4 inches.  RSA 230:91 is discussed.  Municipal liability does not occur unless the hazard was known.  Adam Leiser makes a motion to decline request for reimbursement to Derek Way.  Kathy Koziell seconds.  Jay Buckley states that removal of old signpost should have been done when the new sign was installed.  Jay Buckley adds that he is inclined to recommend paying for this.  Adam discusses the location off the side of the road and not in the roadway.  Discussion continues outlining other areas near that spot that could have been used to turn around.  Discussion on VDOE liability.  Law is clear that municipal liability does not exist if hazard is unknown.  Jay Buckley disagrees; stating prior DPW should have removed the old post when placing a new post.  Motion passed 2-1 with Jay Buckley against declining request.  Adam will draft a letter. 

Discussion on communication.  Adam Leiser discusses drafting of a policy.  Balancing the law and getting people information is outlined as a challenge.  Developing a Facebook page is outlined as something to look into.  Communication Committee will discuss at this week’s meeting; Tuesday at 5 pm at the lodge.  Posting will be updated to show location change.  Jay Buckley discusses use of social media to release information to the public.  He hasn’t publicly posted on the info-board due to potential appearance that communication is from the Board.  Allowing the Communications Committee to update website and using the Communications Committee newsletters which are approved by this Board as official means of communication is outlined and discussed.  Jay warns against use of social media.  Discussion that it does take time to get information out due to the approval process occurring during posted public meetings is held   

Review of Administrator’s memo about compliance with RSA 91-A, the NH Right-to Know Law, is outlined. 

Closing of the outhouses will be looked into by the Environmental Committee.  Outhouses will be used this year.       

Reinach tank proposal questions are reviewed and discussed.  Jay Buckley discusses creating an outline that could be reviewed by contractors for a preliminary design to obtain a feel for contractor interest.  If review shows that significant savings can be obtained, move into full proposal and design at that time.  Adam outlines that he is 90% certain this tank will cost less.  Jay states that delay can be mitigated if engineer releases initial first phase design.  Jay recommends preliminary numbers for protection of the District.  Paula Doyle outlines project management for this timeline.  Jay outlines need for regular meetings of water committee to oversee this and stay on point for meeting any timeline established.  Outline for obtaining a preliminary cost estimate is discussed.  Protection for the VDOE taxpayer is recommended; obtaining additional information is advisable.  Mark Graffam outlines review of historical information; tanks timeline is concerning.  Lift time pressure and do it right; full review of all information needed.  Recommendation to discuss projects with project owners and not the supplier is made by Mark Graffam.  Jay Buckley will look into obtaining additional information.    

State Revolving Loan Fund application will be pulled for review by the Board for next Thursday. 

Discussion on audit status, the auditor and possible changing of the auditor is held.  Review of bidding process for audit services will be done. 

Adam Leiser makes a motion to contact White Mountain Survey for estimate of engineering costs to remove Burgdorf culvert.  Kathy Koziell seconds.  Motion passed 3-0.  Discussion on closing Burgdorf permanently as two dead ends is discussed.  Randy Knowlton states he has no interest in allowing a turn-around on his property.  Adam Leiser outlines obtaining the lot for green space.  Road would still be Class V.  Discussion on trails, persons who walk dogs on the road and joggers is held.  Mr. Knowlton will consider use of the land for future additional discussion.  Discussion continues on creation of estimates.  Adam discusses sending design to White Mountain Surveying.  Mark Graffam recommends having review of designed plan done by more than one engineer.  Adam Leiser makes a motion allocate up to $400 for WMS to review design for Burgdorf.  Kathy Koziell seconds.  Motion passed 3-0.  Adam Leiser makes a motion to obtain a number for designing update to plans for more affordable solution.  Jay Buckley seconds.  Motion passed 3-0.  Adam Leiser makes a motion to remove Mary Alice Lapointe and Maryann Jackson from Environmental Committee as neither committed to being on the committee.  Kathy Koziell seconds.  Motion passed 3-0.   

Adam Leiser makes a request to have Kelly Robitaille review possibility to create a one-way road for Little Loop.  Jay Buckley discusses additional information/consultation from police and fire prior to any action on this request. 

Adam Leiser makes a motion to approve up to $800 for culvert replacement at 22, 24 and 26 Middle Shore Drive.  Jay Buckley seconds.  Motion passed 3-0.  Adam Leiser makes a motion to have work completed by July 1.  Kathy Koziell seconds.  Motion passed 3-0. Adam Leiser moves to amend completion date to June 28. Kathy Koziell seconds.  Motion passed 3-0.                

Adam Leiser makes a motion to have Adam Leiser contact Jim Lyons to inform him the Saint Moritz project is on hold due to grader being in shop.  Jay Buckley seconds.  Motion passed 3-0.   

Jay Buckley makes a motion to advertise for cleaning of outhouses.  Adam Leiser seconds.    Discussion on posting the position on the bulletin board.  Adam Leiser discusses moving on; allow Gina to keep position.   Paula Doyle outlines adding time weekly for beach testing.  Motion passed 2-1 with Adam Leiser against posting position due to a qualified, experienced applicant who has her own cleaning business, history of difficulties in filling this position and not spending additional time on this matter.      

5.  Accounts Payable

Adam Leiser makes a motion to approve 1 check for a total of $42,000.  Kathy Koziell seconds.  Motion passed 3-0. 

6.  Minutes

Adam Leiser makes a motion to approve the minutes of 5/23/19.  Kathy Koziell seconds.  Motion passed 3-0.   

Adam Leiser outlines correcting minutes of 3/12.  This will be discussed at next meeting for any correction of the minutes. 

7. Commissioners Reports

Jay recommends set schedule for water committee meetings.  This will be worked on. 

Adam Leiser questions responses to emails when information sent by Facebook to the office.  Mark Graffam outlines forwarding information to the office when it should be sent.  Mark Graffam outlines placing documents on the website and simply referring to the location of the document.  Mark Graffam discusses a memo received by a prior VDOE Attorney advising caution while using social media for public officials and possibility of first amendment violations as recommended by Attorney Dan Crean.  Not commenting on public sites is general recommendation.  Paula Doyle outlines that newsletter can include additional specifics but is for all persons.  Some people may not be interested in details such as engineered drawings.    

8. Signature Items  

Eversource property usage letters – hold for next meeting.   

Response to Tommy Gunn is reviewed.  Adam Leiser makes a motion to sign the letter.  Kathy Koziell seconds.  Motion passed 3-0.              

Response to Rob Galante is reviewed.  Adam Leiser makes a motion to sign the letter.  Jay Buckley seconds.  Motion passed 3-0.   

Response to David Maudsley is reviewed.  Email received stating response of May 24 was not appropriate.  Response is read.  Jay Buckley makes a motion to update letter and sign out of session.  Kathy Koziell seconds.  Motion passed 3-0.    

Thank you to volunteers is reviewed and discussed.  Jay Buckley proposes that all volunteers be invited to an end of season appreciation event.  Adam Leiser makes a motion to approve $300 from Parks & Recreation for a volunteer appreciation day. Motion fails for lack of a second.  Jay Buckley states that he will fund this event. 

9. Correspondence

Correspondence regarding pond levels have been discussed. 

11.  Public Comment    

12.  Other Business   

Document on website regarding Bergdorf culvert replacement in the amount of $175,000 is discussed.  No quote was received for this amount.  The quote received was for $300,000-$350,000.  Adam Leiser makes a motion to remove the document from website.  Jay Buckley seconds.  Discussion on official website; www.vdoe-nh.org is held.  EPOA as separate entity is outlined and discussed.  Yahoo info board and Facebook sites being run by residents and not the VDOE is outlined.  Motion passed 3-0. 

The water rate projection calculation on the website is discussed.  Calculation was reviewed and the number shown is incorrect.  Projection used was $50,231; actual is $66,000.  Rate projected is incorrect due to this error.  Discussion continues on old documents on the website and best way to keep the information current. 

At 12:24 pm Adam Leiser makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (c) reputation.  Jay Buckley seconds.  Motion via roll call vote Adam Leiser yea, Kathy Koziell yea, Jay Buckley yea and the motion passed 3-0. 

At 12:35 pm Adam Leiser makes a motion to exit Non-Public session and resume the public session.  Jay Buckley seconds.  Motion via roll call vote Adam Leiser yea, Kathy Koziell yea, Jay Buckley yea and the motion passed 3-0. 

Adam Leiser makes a motion to have Jay Buckley update process for committee member training.  Jay Buckley seconds.  Motion passed 3-0.  

Adam Leiser makes a motion to seal the minutes of the non-public session.  Jay Buckley seconds.  Motion passed 3-0. 

At 12:36 pm Adam Leiser makes a motion to adjourn the meeting.  Kathy Koziell seconds.  Motion passed 3-0.    

Respectfully submitted,

Nancy E. Cole

Administrator

The Board of Commissioners held a Public Hearing at 9:00 am on Saturday, June 1, 2019.  Present were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley.   6 persons were present.  The meeting was taped for Madison TV by videographer Tim Hughes. 

 At 9:00 am the Public Hearing is called to order by Chairman Adam Leiser.     

Water Ordinance proposed changes are reviewed by Commissioner Kathy Koziell.   

Update to Ordinance is to charge all homeowners $50 per turn on and turn off if done on the Saturday listed.  A $100 fine will be incurred if no one is present at scheduled time and the valve turn will not be done.   

Contact will be made with the property owners who request valve turns.  Jay Buckley outlines that scheduling work on a Sat is not acceptable to water operator Ian Hayes.   Jay Buckley makes a motion to alter the date to the first Monday in May and the first Monday in November.  Jay outlines that Monday may be easier for residents.  Dianna Doyle recommends scheduling turn on for first Friday of May; turn off for the first Monday in November.  Adam Leiser makes a motion to update the dates to the first Friday in May and the first Monday in November.  Jay Buckley seconds.  Motion passed 3-0.    Jay Buckley makes a motion to eliminate $100 fine.  Motion failed for lack of a second.  Jay Buckley discusses billing.  Currently homeowners are billed following VDOE receipt of charges from the Water Operator. 

Adding “if work is completed” behind $50 is outlined for clarity. 

Jay Buckley discusses emergency turn offs.  Current procedure is that no charge to homeowner is incurred for up to 2 hours of water operator time.  Ordinance states actual bill to property owner with minimum of $65.  This is not proposed to change and will be complied with. 

Highway and Parking Ordinance proposed change is reviewed by Commissioner Kathy Koziell. 

Proposed update to Ordinance is to limit overnight parking to Eidelweiss Beach.  Judy Taylor questions definition of temporary; addressed in another section.  Resident outlines suspicious activity at Eidelweiss Beach and allowing parking would allow additional illicit activity in this area.  Discussion on placing a light at this parking lot is outlined.  AL remove Eidelweiss Beach for now.  Adding a street light to the parking lot area could be done.  Adam Leiser makes a motion to remove Eidelweiss Beach for overflow parking.  Kathy Koziell seconds.  Discussion is held outlining that winter overflow parking is still allowed.  Motion passed 3-0.  Discussion on notifying police of any change.  This will be done. 

At 9:24 Adam Leiser makes a motion to close the Public Hearing.  Kathy Koziell seconds.  Motion passed 3-0.      

AGENDA FOR June 1, 2019

1. Call to order at conclusion of Public Hearing

• Approval of the agenda                                             

     Review of Actions, Projects and Issues List    

• Administration:  CM052319, Way tire damage,  Reinach tank proposal question review, Admin memo to Board, communication channels;  

• Accounts payable: $42,000.00 - 1 check

• Signature Items: Eversource land use agreements, Maudsley response, Galante response, volunteer appreciation note,

• Commissioners Reports

• Correspondence:  pond levels and dam management

• Scheduled Appearances: Terri Cancelarich

• Public Comment:

1.  Other:  Incorrect water rate calculation spreadsheet and other old documents on website  

Non-Public Session pursuant to RSA 91-A:3, II (c) reputation

                        Adjourn

 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

May 23, 2019

The Board of Commissioners met at 8:00 pm on Thursday, May 23, 2019.  In attendance were Commissioners Adam Leiser and Kathy Koziell.  Also present were Derek Way, Larry Leonard, Paula Doyle, Mike Dolan, Diana Dolan, Terri Cancelarich and John Cancelarich. The meeting was filmed for Madison TV by Tim Hughes.                            

At 8:02 pm Commissioner Adam Leiser calls the meeting to order. 

Adam Leiser makes a motion to call Commissioner Jay Buckley.  Kathy Koziell seconds.  Motion passed 2-0.      

Commissioner Buckley joins the meeting by phone. 

1. Agenda

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

2. Highway Department Report 

3. Water

4. Administration

Payroll report reviewed and discussed.  Adam Leiser makes a motion to approve payroll in the amount of $6631.42.  Jay Buckley seconds.  Motion passed 3-0 by roll call vote.    

Cash flow report is reviewed and discussed.  Making the approved deposits to the capital reserve funds as voted at the 2019 Annual Meeting is discussed.  Adam Leiser makes a motion to move the $42,000 to the water system CRF as approved at the Annual Meeting.  Kathy Koziell seconds.  Motion passed 3-0 by roll call vote.  Check will be included for the next meeting.   

Update to the lodge use form is discussed.  Adam Leiser makes a motion to continue using the old form until access to TULIP information is available.  Kathy Koziell seconds.  Motion passed 3-0 by roll call vote.   

Posting of monthly water reports on the website is discussed.  Adam Leiser makes a motion to post monthly water system testing.  Kathy Koziell seconds.  Motion passed 3-0 by roll call vote.   

Discussion on possible contact with a resident who has left a vehicle on a lot for a very long time. Adam Leiser outlines including information on where or how this vehicle could be removed. This will be deferred until next meeting. 

Discussion on police report obtained for leaving logs along Reinach Place.  Jay Buckley will draft a letter to the property owner for review on June 1.     

Admin Assistant position is reviewed for potential posting.  $1,000 has been allocated for the position.  Posting is reviewed.  Adding to newsletter will be done.

Adam Leiser makes a motion to post the Administrative Assistant position.  Kathy Koziell seconds.  Motion passed 2-0.   

Road grader brake failure is discussed.  Adam Leiser makes a motion to approve repairs in the amount of $14,171.60 plus towing to be paid by the Highway Equipment CRF.  Kathy Koziell seconds.  Motion passed 2-0.   

5.  Accounts Payable

Adam Leiser makes a motion to approve 7 checks for a total of $ 1,671.22.  Kathy Koziell seconds.  Motion passed 2-0. 

6.  Minutes

Adam Leiser makes a motion to approve the minutes of May 16.  Kathy Koziell seconds.  Motion passed 3-0.   

7. Commissioners Reports

Jay Buckley reports that he has spoken with Kelly Robitaille and Jeff DeMartino regarding drainage on Little Loop.  The crew will be able to handle the work needed on Little Loop.  Jay will put together additional information on costs for the culverts and catch basins.  This project can be done for less cost than originally proposed. 

Jay discusses the culvert at Thusis.  The culvert under Eidelweiss Drive shows significant rust at the bottom.  Discussion on culverts being located on private property.  Adam outlines that this culvert is intended to be reviewed again in July.  Jay discusses taking a culvert under Edelweiss Drive and terminate in the cul-de-sac for Thusis Beach parking.  An additional culvert would be placed from the cul-de-sac to the blue brute culverts along the beach.    

Kathy Koziell has contacted Bob Nelson to be put creation of an estimate for the Little Loop project on hold.   

Adam Leiser states there is a tree on Thusis Beach that needs to be removed. DPW will be informed.    

Adam Leiser makes a motion to allocate an additional $500 for electrical work.  Kathy Koziell seconds.  Motion passed 2-0. 

Port-O-lets will not be pursued for the beaches as they are cost prohibitive.  

Discussion on Fire permits is held. This will be looked into.    

Adam will continue to work on the Employee Handbook. 

Discussion on posting meetings.  Sending postings to all committee members when a meeting is posted is outlined.  Including Tim Hughes of Madison TV on postings will be done.   

Adam Leiser makes a motion to allow Jay Buckley to be in charge of next volunteer project which will be for the bulletin boards next to the mailboxes.  Kathy Koziell seconds.  Motion passed 2-0.  Discussion on volunteers within the District is held.   

8. Signature Items  

Eversource property usage letters will be held for next meeting.   

Adam Leiser makes a motion to sign the Driveway Permit Renewal for Prescott.  Kathy Koziell seconds.  Motion passed 2-0.    

Gunn response reviewed.  Adam Leiser makes a motion to sign the letter to Tommy Gunn.  Kathy Koziell seconds.  Motion passed 2-0.  Discussion on continuing to search for a company to clean the outhouses.  Nancy will contact Tommy Gunn for contact info on Mr. Ed Wright.  Outhouses will be open and stocked with toilet paper.  Adam Leiser makes a motion to posting will be done for $15 per hour for a restroom cleaner. Kathy Koziell seconds.  Motion passed 2-0.  Adam Leiser makes a motion to allow up to 3 hours per week.  Kathy Koziell seconds.  Motion passed 2-0. 

Letter to the Bureau’s of 3 Lakeview Drive regarding the curb stop valve at the property is reviewed.  Adam Leiser makes a motion to sign the letter.  Kathy Koziell seconds.  Motion passed 2-0.    

Work Order 1152 for changing of the csv at 3 Lakeview Drive is reviewed.  Adam Leiser makes a motion to sign WO 1152.  Kathy Koziell seconds.  Motion passed 2-0.   

Work order 1153 for replacement of the curb stop valve box at 29 Upper Lakeview is reviewed.  Adam Leiser makes a motion to sign WO 1153.  Kathy Koziell seconds.  Motion passed 2-0.   

Work order 1154 for SCADA review in the pump houses is reviewed.  Adam Leiser makes a motion to sign WO 1154.  Kathy Koziell seconds.  Motion passed 2-0. 

Discussion on creation of a work order for leak detection is held. 

Ginsberg letter for tax abatement is reviewed.  Discussion on the recent tax bill being 50% of the 2018 bill is held.  Review of letter is done. Adam Leiser makes a motion to sign the letter.  Kathy Koziell seconds.  Motion passed 2-0. 

Time off requests are presented.  Adam Leiser makes a motion to approve Nancy Cole’s request.  Kathy Koziell seconds.  Motion passed 2-0.  Adam Leiser makes a motion to approve Kelly Robitaille’s request.  Kathy Koziell seconds.  Motion passed 2-0.    

Adam Leiser makes a motion to have the DPW complete all canoe rack repairs by tomorrow.  Kathy Koziell seconds.  Motion passed 2-0. 

Registration assignments will be sent tomorrow for canoe/kayak placing. 

Response to Dorothy Wondolowski regarding pond levels and management of the dam is reviewed.  Adam Leiser makes a motion to sign the letter.  Kathy Koziell seconds.  Motion passed 2-0. 

Response to Kerry McNiven regarding pond levels is reviewed.  Adam Leiser makes a motion to sign the letter.  Kathy Koziell seconds.  Motion passed 2-0. 

Response to the Flanagan family regarding pond levels is reviewed.  Adam Leiser makes a motion to sign the letter.  Kathy Koziell seconds.  Motion passed 2-0. 

Responses to Terri Cancelarich regarding pond levels is reviewed.  Adam Leiser makes a motion to sign the letter.  Kathy Koziell seconds.  Motion passed 2-0. 

9. Correspondence

Discussion on uploading of videos through Madison TV is held.  Requesting information regarding timing of posting videos from Madison TV for release by VDOE will be done.  Discussion on changing of the PRV in the Upper Lakeview pit is held.  The new valve appears to be effective at controlling the pressures in this area at this time.  A complaint regarding low pressure on Upper Lakeview was received two days following the replacement and was addressed by water operator Ian Hayes.  

Correspondence on the levels of the ponds has been received from John Cancelarich, Terri Cancelarich, Dorothy Wondolowski, Kerry McNiven and the Flanagan’s.  These have been discussed. 

10. Scheduled Appearances

Resident Derek Way has scheduled an appearance to discuss damage to his tire that occurred on Sarnen near Rte 113.  Sidewall on tire was damaged.  A metal post about 3 inches high was sticking out of the ground.  Possible reimbursement for damage to the tire is requested.  Adam Leiser questions if any photos exist; they do not.  DPW responded immediately, marking the hazard which was removed later that day.  Derek Way states reimbursement in the amount of $179.78 is requested.  The piece of metal was towards 113 from the current road sign. Kathy Koziell outlines that there is municipal immunity for these issues.  The District is not liable for this damage.  RSA 231:90 and RSA 231:91 are the guiding statutes.  Derek Way reviews the statues.  Adam Leiser discusses removal of the old post stating that it should have been removed when the new post was placed.  Jay Buckley agrees that the old post should have been removed.  Jay questions the age of the tire; the car is new.  Discussion on finding out what was removed from the ground is held.  Adam discusses deferring vote until June 1 meeting.  Adam Leiser makes a motion to defer any vote on this matter and obtain object from Kelly Robitaille.  Kathy Koziell seconds.  Motion passed 3-0.  Mr. Way will not be able to attend June 1 and will be notified of the decision made.   

John Cancelarich discusses pond level of Big Pea.  Adam Leiser outlines review of the level of Little Pea by canoe done this week.  The area where the Loons nest is still under water.  Paula Doyle adds that the LPC website discusses that the loons appear to be exploring nesting sites.  Adam Leiser makes a motion to initiate contact with John Cooley of the LPC.  Kathy Koziell seconds.  Motion passed 2-0.  Adam attempts call.  No answer.  Paula Doyle discusses the removal of the beavers in 2017.  Paula highlights discussion in May of 2017 that removal of the beavers would lower the level of Big Pea.  Understanding the levels of the ponds and the relationship between them and the Loon nesting sites is needed.  Larry Leonard discusses that the water has always been free flowing between Big and Middle Pea.  Larry Leonard discusses erosion in the area that may also be a factor.  Adam discusses rainfall in 2017 being the highest since 2010; even though the ponds were lower than historical.  Discussion continues on regulating the dam and water levels based on the loon nesting sites.  Kathy Koziell discusses a floating nest option.  These are not as effective.  Terri Cancelarich questions if other bodies of water are controlled based on loon nesting sites.  Terri is informed that NH DES sends a letter every spring to control the dam based on loon nesting sites to every dam owner in NH.  Paula Doyle adds that a knee-jerk reaction is not beneficial to anyone.  Adam discusses option of smaller boards being used in the dam.  This can be looked into.  John Cancelarich states that the management plan states to hold water level based on nesting site of the loons.  Terri Cancelarich questions what action will be done for protection of property owners; Terri questions preserving water on Big Pea.  Adam discusses making a call tomorrow to NH DES for discussion on this matter.  Adam Leiser makes a motion to allow one Commissioner to contact DES and make whatever changes are appropriate in accordance with DES.  Kathy Koziell seconds.  Discussion continues on the pond levels.  Motion passed 2-0.  Adam will handle this matter tomorrow.  Discussion on information on a study through UNH that could be done to study the relationship between the ponds is held.  Information will be sent to the Environmental Committee.  

11.  Public Comment    

12.  Other Business   

Discussion on Water Committee meeting this morning is held.  Reinach tank proposal has been received and is being reviewed by the Committee.  Larry Leonard and Adam Leiser will work on the application for state revolving loan funding documentation.  Obtaining pump house information and other information gathered by the prior Asset Management Committee is discussed.  Kathy Koziell and Larry Leonard will work on this.  Discussion continues on creation of long-term plan for the District.  

Raking of beaches for the summer is discussed.  Terri and John Cancelarich volunteer to rake this weekend.      

Due to a disconnection of the phone line Commissioner Jay Buckley leaves the meeting at 9 pm. 

At 11:03 pm Adam Leiser makes a motion to enter Non-Public Session pursuant to 91-A 3-II (d) property and (a) employment matters.  Kathy Koziell seconds.  Motion by roll-call vote, Adam Leiser yea, Kathy Koziell yea and the motion passed 2-0.     

At 11:35 pm Adam Leiser makes a motion to exit Non-Public session and resume public session.  Kathy Koziell seconds.  Motion by roll-call vote Adam Leiser yea, Kathy Koziell yea and the motion passed 2-0. 

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

At 11:36 pm Adam Leiser makes a motion to adjourn the meeting.  Kathy Koziell seconds.  Motion passed 2-0.    

Respectfully submitted,

Nancy E. Cole

Administrator

AGENDA FOR MAY 23, 2019

1. Call to order 8:00 pm  

• Approval of the agenda                                             

     Review of Actions, Projects and Issues List    

• Administration:  CM051619, payroll, cash flow 0501, lodge use form, water testing posting, contact for abandoned truck?, Reinach Place log report, AA position, crf deposits, grader brake failure $14,172 plus towing  

• Accounts payable: $1,674.22  - 8 checks

• Signature Items: Eversource land use agreements, Prescott d-way renew, Gunn response Por-o-lets, Bureau response csv 3 Lakeview, WO 1152 replace csv 3 Lakeview, WO 1153 replace csv 29 Upper Lakeview, WO 1154 SCADA maintenance, Ginsberg tax abatement, Time off requests x2,  Pond responses – Cancelarich/Warren, Wondolowski, McNiven, Flanagan
• Commissioners Reports

• Correspondence: Way tire damage, Gunn port-o-lets, Ginsberg tax abatement, GSA bacteria – clean, GSA pH – good, NHMA Leg bulletin, ponds – Leonard, Cancelarich, McNiven, Wondolowski, Flanagan,

• Scheduled Appearances: Derek Way – tire damage, John Cancelarich – pond levels
• Public Comment:

10. Other:  Road reports for discussion with Kelly Robitaille, EPOA presentation 

             Non-Public Session Property               

Adjourn

 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

May 16, 2019

The Board of Commissioners met at 8:00 pm on Thursday, May 16, 2019.  In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley.  Also present was resident Paula Doyle.    The meeting was filmed for Madison TV by Tim Hughes.                            

At 8:07 pm Commissioner Adam Leiser calls the meeting to order.       

1. Agenda

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

2. Highway Department Report 

3. Water

4. Administration

Payroll report is reviewed and discussed.  Adam Leiser makes a motion to approve payroll in the amount of $5787.33.  Jay Buckley seconds.  Motion passed 3-0. 

Discussion ensues on water hook ups.  Current process for handling receipt of a water hook-up application is outlined as sending the information to the engineers for calculation of water pressure at the lot and checking for degradation to any other connection.  Adam Leiser outlines declining application for 7 Biasca Place without sending to engineers.  The Reinach pressure zone is planned to be built in 2020 and should rectify any pressure issues in this zone.  Jay Buckley discusses placing a data logger on a house near this lot for a pressure check for the region.  Sending a letter to the applicant questioning the time frame for building a house is discussed as an option.  If the applicant is ok to wait until next year, the pressure zone should be installed and available for this lot.  Discussion on also checking on degradation for the other users that is done with the lot hook up engineering.  Discussion on updating the Ordinance to state engineering will be done at Commissioners discretion going forward.  Contact will be made with property owner on timing for intended building.  Adam Leiser makes a motion to send email to applicant asking for date in which water would be desired as available at the house.  Kathy Koziell seconds.  Motion passed 3-0. 

Discussion on updates to the water ordinance for proposal on June 1.  Placing a specific date for each spring and each fall for valve turns that would cost $50 per house with all other valve turns at $100 per house is discussed.  First Saturday in November for shut off and first Saturday in May for turn on are outlined as dates to be recommended.  Nancy Cole cautions that work on Saturday is at a higher rate to the Water Operator.  Statement of allowing the maximum number of residents to take advantage of this service is outlined as reason to propose Saturday. 

Adam Leiser discusses increases water hook up in 2021 to $12,000 with ability to pay the current $8,000 charge in advance if chosen by the applicant.  Nancy Cole outlines that once the hook up is received and approved, the VDOE must install the curb stop valve.  Discussion ensues on what constitutes a water user and the hook up requirements in the Water Ordinance.   

Schedule for upcoming meetings is reviewed.  First meeting of the month is 8pm; second meeting will be at 9am.  All Saturday meetings will be at 9 am.  Schedule will be posted. 

Discussion on letter to Dubois & King regarding the recent bill is held.  Adam Leiser reads the proposed letter to Dubois & King.  Discussion ensues on work being requested by the prior Board and due to Dubois & King.  Adam discusses sending letter and waiting for a response.  Paula Doyle states that an alternative approach may be better.  The letter will be altered prior to being sent.  Discussion continues.  Letter is amended verbally and will be updated.  Adam Leiser makes a motion to sign and mail letter as updated.  Kathy Koziell seconds.  Adam Leiser amends to include signing letter out of session.  Kathy Koziell seconds amendment.  Motion passed 3-0.       

5.  Accounts Payable

The check to Dubois & King just discussed will continue to be held. 

6.  Minutes

Adam Leiser makes a motion to approve 5/14/19.  Kathy Koziell seconds. Jay Buckley discusses invitation to Kelly Robitaille to join the info board; will be updated to include reason for invitation is to allow DPW firsthand review of postings.  Jay Buckley updates discussion on Muddy Beach in section 4 to state that one creates humidity as and the other removes it.  Adam Leiser makes a motion to accept the minutes as amended.  Kathy Koziell seconds.  Motion passed 3-0. 

7. Commissioners Reports

Kathy Koziell discusses the May newsletter.  Newsletter is reviewed.  Questions on the new process for obtaining fire permits is reviewed.  This will not be included at this time until additional information can be obtained.  Additional review of the newsletter is done. 

Adam Leiser thanks Jay Buckley for coordinating the work at Huttwil lot; the roof over the mailbox, bus stop and bulletin board were replaced. Adam Leiser makes a motion to allow Kathy Koziell to give final approval of the newsletter for posting.  Jay Buckley seconds.  Motion passed 3-0.   

Kathy Koziell states she will assist with updating the filing cabinets in the office. 

Kathy Koziell has delivered a set of plans to Bob Nelson of RWN for the Little Loop project to develop an estimate.  Jay Buckley states that discussion with Kelly Robitaille could be held on drainage in this area prior to taking action on this project.  Jay Buckley makes a motion to allow him to discuss Little Loop drainage with Kelly Robitaille.  Kathy Koziell seconds.  Motion passed 2-0-1 with Adam Leiser abstaining as his property is directly involved with this proposed project.   

Electrician Chip Johnson will be in next week to review some electrical needs at DPW, DPW II and the lodge exterior.       

Adam Leiser makes a motion to invite Isabel Pais to join the Communications Committee.  Jay Buckley seconds.  Motion passed 3-0. 

Establishing the Environmental Committee is discussed.  Adam Leiser makes a motion to appoint Larry Leonard, Paula Doyle, John Cancelarich, Patti Aliventi, Marianne Jackson and Mary Alice Lapoint as the Environmental Committee.  Adam Leiser will be the Commissioner representative.  Committee will be officially established Saturday, May 18.  Jay Buckley seconds.  Motion passed 3-0. 

Adam Leiser states he has spoken with John Cooley of the NH Loon Preservation Committee.  Mr. Cooley will meet with Adam and concerned residents tomorrow at 11 am to review pond levels.    

No response has been received on the audit.  The Town of Madison site has been checked; they have the 2017 audit posted. 

Time clock will be looked for in the DPW garage. 

Kelly Robitaille highway road work report will be updated and distributed to the Board. 

The dam management plan will be emailed to John Cooley of the LPC tomorrow morning

The EPOA meeting Memorial Day weekend is discussed.  Commissioners presentation for meeting is outlined. Adam Leiser will outline initial presentation.

Kathy Koziell will draft an email to be sent to the EPOA requesting members sign up for VDOE alerts and newsletters.    

Adam Leiser makes a motion to send thank you letters to all persons involved in mailbox roof project.  Kathy Koziell seconds.  Motion passed 3-0.  Jay Buckley will write the letter. 

Administrative job description will be sent to the Board of Commissioners for review and discussion.  The employee handbook will be reviewed for needed updates.  Adam Leiser outlines an error where a reference is clearly incorrect.  Other errors also exist in this document.  Importance of accuracy in the employee handbook is outlined and discussed.      

8. Signature Items  

Adam Leiser makes a motion to sign the letter to Bill Copeland out of session.  Jay Buckley seconds.  Motion passed 3-0. 

Purchase orders were approved Tuesday, but documentation was not signed at that time.  Adam Leiser makes a motion to sign the Purchase Orders.  Kathy Koziell seconds.  Motion passed 3-0. 

9. Correspondence

10. Scheduled Appearances

11.  Public Comment    

12.  Other Business   

Discussion on construction occurring at 26 Diessbach Drive is held.  Discussion on notification from Madison for building permits issued by the Town of Madison for properties in Eidelweiss is held.  Establishing a process for obtaining building permits is discussed. 

Jay Buckley discusses the houses at 22, 24 and 26 Middle Shore that all have the existing driveway culvert exposed.  The property files will be pulled to check on original installation.    

At 10:23 pm Adam Leiser makes a motion to adjourn the meeting.  Kathy Koziell seconds.  Motion passed 3-0.    

Respectfully submitted,

Nancy E. Cole

Administrator    

AGENDA FOR MAY 16, 2019

1. Call to order 8:00 pm  

• Approval of the agenda                                             

     Review of Actions, Projects and Issues List    

• Administration:  CM051419, payroll, water hook up application

• Accounts payable: $2,220.00 – 1 check

• Signature Items: Copeland response, PO 301 Impact Wrench $330, PO 302 Trimmer, Bristle Broom, Pole Saw $725, PO 303 brushes for broom $475, PO 304 Blades $270

• Commissioners Reports

• Correspondence:

• Scheduled Appearances:

• Public Comment:

10. Other:  

            Non-Public Session RSA 91-A:3, II (d) property; (a) employment matters

                                                Adjourn

 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

May 14, 2019

The Board of Commissioners met at 9:00 am on Thursday, May 14, 2019.  In attendance were Commissioners Adam Leiser and Kathy Koziell. Also present were Kelly Robitaille (hwy), Treasurer Dinah Reiss, John Cancelarich, Larry Leonard, Mike Dolan, Paula Doyle, and Commissioner appointee Jay Buckley.  The meeting was filmed for Madison TV by Tim Hughes.                            

At 9:04 am Commissioner Adam Leiser calls the meeting to order.       

Adam Leiser announces that Jay Buckley has been appointed to the Board of Commissioners. 

Clerk Nancy Cole swears in Jay Buckley.  Congratulations Jay. 

1. Agenda

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

The action list is reviewed and discussed. 

2. Highway Department Report 

Kelly Robitaille outlines that a free lawn mower may be available.  Kathy Koziell will donate a lawn mower to the District.  Discussion ensues on mowing VDOE properties. 

The hot water is not working at DPW garage.  The plumber will be notified today. 

Electric issues at DPW II are outlined.  An outside light has been pulled from the building.  Chip Johnson will be notified.  Adam Leiser makes a motion to allocate up to $200 for replacing light by electrician.  Kathy Koziell seconds.  Motion passed 3-0.  Discussion on lights in the bathroom downstairs at the lodge.  Electrician will be asked to look at this as well.  Outside light at Lodge will also be looked at.  Outside lights at the DPW garage should also be looked at.  Adam Leiser makes a motion to increase the allocation by $500 to $700 total. Jay Buckley seconds.  Discussion on budget items is held.  Motion passed 3-0.    

Adam requests Jay Buckley look at the DPW bathroom.   

Kelly outlines a road issue on Reinach Place.  A resident cleared trees from a lot and the trees were left at the side of the road.  The Madison Police have been notified.  Adam Leiser discuses obtaining a copy of the police report.  Forestry Department has also been notified.  Police report will be requested. 

The road grader is in need of repair.  A steering issue is occurring.  Kelly Robitaille discusses having repair done by a local mechanic or by Chadwick Ba-Ross.  Repair is involved, Chadwick Ba-Ross may be needed.  Adam Leiser makes a motion Chadwick Ba-Ross up to $2,000 for repair.  KK seconds.  Motion passed 3-0.  Kelly discusses cost of repair and need to diagnose exact problem.  Adam increases to $2,500.  KK seconds.  Discussion on use of capital reserve funds for this repair is held.  Motion passed 3-0. 

Purchase order requests are reviewed with Kelly Robitaille; all requests verbally approved. 

Discussion on use of the Town of Madison’s chipper is held.  Kelly Robitaille outlines that when borrowing this equipment, all limbs should be in one area.  Adam questions determining when this will be done.  Kelly Robitaille outlines that planning this now and trying to state which week this will be done would be difficult.   

A blower/vacuum system for leaves has been recommended by Kelly Robitaille.  Recommendation is reviewed and discussed.  Kelly Robitaille outlines ability to remove the leaves as crucial to keeping the ditches and culverts cleaned.  Cost would be $6,500 from MB Tractor.  Adam Leiser discusses a complaint from a resident that leaves were blown onto his property.  This equipment would rectify that scenario.  This equipment comes with a three-year motor warranty.  Additional information will be obtained on this with a target to approve at the next meeting.  Kathy Koziell outlines that she has had a discussion with the resident who complained and all is okay.  Additional communication will not be needed regarding this complaint. 

Jay Buckley discussed anchoring of picnic tables at Geneva Beach.  One table was flipped over into the pond. 

Adam Leiser discusses information noticed in the DPW garage that was requested under 91-A to the DPW.  Adam states that he was surprised to notice this.  Kelly Robitaille responds that he is allowed to have information pertaining to what is being said within the District.  The DPW does try to keep on top of all current matters.  Kelly Robitaille outlines improvements made in the last few years and states he feels as if he needs to defend himself.  Jay Buckley discusses that the DPW should not feel as if they need to defend themselves.  Kelly Robitaille is invited to the Info-Board chat site moderated by Jay Buckley.  Kelly Robitaille declines.  Adam Leiser questions any information that is not DPW related.  Paula Doyle outlines the culture of the VDOE to place blame and point fingers at persons.  Social Media allows persons to criticize more openly.  Paula adds that the DPW should not feel they need to defend anything.  Paula questions changing the culture so that employees can feel comfortable and safe when a mistake is made.  Being accountable without fear of repercussion is needed.  Kelly thanks Paula, adding that he has been doing this for over 5 years effectively.  Adam outlines that the Board be the persons who take the pressure.  Social media sites are outlined.  Larry Leonard highlights the improvements to the District roads in the last few years.  Mike Dolan adds that the DPW is doing a great job.

Discussion on pond levels is held.  Larry Leonard states that a board should be put into the dam.  Adam highlights having this dictated by the Loon Society is needed so that VDOE can regulate this matter effectively.  Establishing a policy is outlined.  Checking to see if the loons have begun to build their nest is discussed so that the level can be set for the nest.  John Cancelarich discusses the level of Big Pea Porridge Pond.  Additional discussion on June 1 at the Commissioners meeting held after the public hearing is planned with John Cooley of the Loon Preservation Society.  John Cancelarich discusses protecting property rights of people.  One board will be put into the dam by the DPW today.  Discussion on information from DES every year to work the dam in compliance with the Loon Society recommendations.  John Cancelarich is asked to join the Environmental Committee.      

Planning the spring work, including 30 Saint Moritz area, is discussed.  This will be done by June 30^th.  Kelly Robitaille agrees to June 30 deadline.  The repair at 44 Oak Ridge culvert will also be done by June 30^th. 

Discussion on ditching needed at Thusis.  Kelly Robitaille outlines this will be done this spring when the road is done.  Adam highlights having four residents review roads for additional eyes on the District roads.  Discussion on replacing the stakes at the culverts is held.  These will be marked again this spring.  Discussion on Burgdorf Road is held.  Kelly Robitaille outlines that the high culvert on Burgdorf was improperly installed.  Culvert will be replaced to the lower section on the road.  When this work is done, the residents will be notified.  Kelly requests sealing off and closing the road properly on Burgdorf at the failed large culvert.  Use of jersey barriers with reflective markers is recommended.  The hole will be filled with rip-rap stone so that it won’t move.  Jay Buckley states that a possible repair may be done.  Adam Leiser outlines need for permanent solution.  Having road engineer review will be done.  Adam Leiser makes a motion to allocate up to $700 for safety on Burgdorf.  Kathy Koziell seconds.  Motion passed 3-0.  Kelly Robitaille suggests that closing of the road be discussed with the voters, and not just a Board decision. 

Kelly Robitaille is asked when he can repair the canoe racks.  Up to $500 in materials would be needed.  These need to be done before Memorial Day weekend.  Adam outlines allowing up to $1,000 if necessary.  Kathy Koziell outlines repairing to safe and usable level.  Adam highlights getting the racks done is to be a priority.  Discussion on the racks continues.  Racks will be looked at for additional repairs this fall.  Adam Leiser makes a motion to approve up to $700 for repair of the racks.  Jay Buckley seconds.  Motion passed 3-0. 

Adam Leiser makes a motion place information regarding canoe and kayak rack repairs on the front page of the website.  Jay Buckley seconds.  Motion passed 3-0. 

3. Water

4. Administration

Two persons for the environmental committee have stated interest.  John Cancelarich will also join. 

Motion log is reviewed. 

Discussion on updating policy for lodge use is held.  Kathy Koziell discusses a need to require event insurance either through the property owner’s homeowner’s insurance or the Primex TULIP program for all private lodge use.  Adam Leiser makes a motion to include event insurance through the Primex TULIP as an option for event coverage for lodge use.  Kathy Koziell seconds.  Motion passed 3-0. 

The audit is discussed.  Email was down, so no update is available.  Audit will be posted on the website once received. 

Discussion on making CRF deposits is held.  Treasurer Dinah Reiss recommends making the $42,000 deposit in August when the initial tax check is received.  Discussion continues on making deposits to capital reserve funds and cash flow.  Review of requirements for deposits will be completed. 

Seasonal turn on and turn offs for residents are discussed.  Adam Leiser outlines that all curb stop valve turns should be billed to the resident.  Discussion on updating the water ordinance is held.  Paula Doyle highlights that the residents who have their valves turned should be notified directly of this pending change.   

Water usage and pump house electricity report are reviewed.  Jay Buckley discusses the set up at Muddy Beach.  Installation of the dehumidifier is discussed.  A ventilation fan may be needed.  This will be discussed again.     

5.  Accounts Payable

Adam Leiser makes a motion to approve 15 checks for a total of $12,898.04.  Kathy Koziell seconds.  Checks and invoices are reviewed and discussed.  Motion passed 3-0. 

Treasurer Dinah Reiss will obtain the necessary bank signature cards to add Commissioner Buckley to the account.    

6.  Minutes

Adam Leiser makes a motion to approve the minutes of 5/02/19.  Kathy Koziell seconds.    Motion passed 2-0-1 with Jay Buckley abstaining. 

 7. Commissioners Reports

Kathy Koziell outlines that a seminar is available on June 8^th regarding telecommunications facilities on government properties.  This will be looked into.    

Jay Buckley thanks the volunteers for the Valley Pride Clean-Up.

Jay Buckley thanks the volunteers who worked on replacing the shingles on the roofs of the bus stop building, the mailboxes and bulletin Board on Huttwil.  Jay Buckley makes a motion to apply for a building permit.  Adam Leiser seconds.  Motion passed 3-0. 

8. Signature Items  

Adam Leiser makes a motion to sign the title for the Terra Star.  Jay Buckley seconds.  Motion passed 3-0. 

Letter to the Foley’s regarding the status of the water at the house on Grison is reviewed.  Adam Leiser makes a motion to sign the letter.  Kathy Koziell seconds.  Motion passed 3-0. 

Response to David Maudsley is reviewed.  Email is negative on both Jay Buckley’s comment on the water system and the new Commissioners level of knowledge regarding the water system.  Response is read aloud.  Response highlights that evaluating the water system based solely on the number of gallons the system can produce only tells part of the story.  Discussion continues on the water system’s capacity and delivery.  Kathy Koziell states she agrees with response.  Adam Leiser makes a motion to sign the letter to David Maudsley.  Kathy Koziell seconds.  Motion passed 2-0-1 with Jay Buckley abstaining as he has not seen the correspondence.  Paula Doyle discusses information from residents that cannot be vetted and difficulties in dealing with matters raised by those residents.  Adam outlines that the lack of ability to respond to all persons who may have received the information from David Maudsley is being frustrating to him.  Dinah Reiss cautions Jay that statements which provoke persons should be avoided by a Commissioner. 

9. Correspondence

Check for Coleman Tower site has been received. 

NH DES has accepted the first quarter water usage. 

Kathy Koziell makes a motion to accept the Green Mountain Conservation Group invitation for water testing.  Adam Leiser seconds.  Motion passed 3-0.   

Mark Graffam has sent a possible fix to the overflow culvert on Burgdorf. 

Mailchimp email alert list is up to 325 participants.

The third-party electric agreement saved VDOE $195 in April.

NH Municipal Association has sent two Legislative Bulletins.

NH Municipal Association has sent the bi-weekly News Link.

10. Scheduled Appearances

Continued discussion with John Cancelarich on water levels on Big Pea.  The culvert at Big Loop is discussed.  Information will be shared regarding pond level management. 

11.  Public Comment    

Discussion onbeach raking process for the summer is discussed.  Discussion on obtaining rakes.  Adam Leiser makes a motion to approve up to $95 for purchase of two beach rakes.  Jay Buckley seconds.  Motion passed 3-0.  

Discussion on scheduling of future commissioner meetings is held.  First and third Thursday of the month and then fourth Saturday.  Next meeting is Thursday, May 23 at 8 pm. 

Garland will be contacted for port-o-potties at the beaches. 

12.  Other Business   

At 11:34 am 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             

May 2, 2019

The Board of Commissioners met at 8:00 pm on Thursday, May 2, 2019.  In attendance were Commissioners Adam Leiser and Kathy Koziell. Also present were Treasurer Dinah Reiss, resident Larry Leonard, Donna McKinnon, Theresa Hill, Mark Graffam and Jay Buckley.  The meeting was filmed for Madison TV by Tim Hughes.                            

At 8:03 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 2-0.   

The action list is reviewed and discussed. 

2. Highway Department Report 

Adam Leiser discusses meeting with Kelly Robitaille this morning at Burgdorf Drive.  The road has been closed due to a sinkhole at the culvert.  The road is not safe for travel by car or pedestrian traffic.  Larry Leonard discusses the repair done a few years back.  Larry Leonard states that the culvert was not cleaned and that this is a factor in the current failure.  Adam Leiser discusses finding a permanent fix to this solution.  The letter from DES and the file that was created by the engineers will be pulled for review.  Discussion continues on cleaning culverts and obtaining documentation for the work completed.  Jay Buckley outlines an email that was sent outlining the need to clean these culverts in May of 2018.  Creating the log of culvert cleaning is needed going forward.  Kelly Robitaille has recommended placing jersey barriers on both sides of the road for protection of all persons.  Kathy Koziell makes a motion to have Kelly Robitaille look into pricing of jersey barriers.  Kathy Koziell withdraws the motion. 

Drainage is discussed.  Adam Leiser outlines having 4 volunteers who check roads in areas.  Dinah, Jay, Kathy and Adam volunteer.  Each volunteer will be emailed their roads. 

The next meeting will be May 14^th at 9:00 am in the office. 

Speed bumps were installed today. 

3. Water

Siding will not be done at the Muddy Beach pump house this year. 

Reinach tank replacement project is being worked on. 

4. Administration

The motion log is reviewed and discussed. 

A follow up will be done with DES regarding 23 Huttwil septic system failure. 

Discussion is held on review of the Asset Management section on the DES website. 

Larry Leonard discusses obtaining information and creating an inventory list of all assets within the VDOE water system.  Getting all information in one location that is accessible is discussed.  Updating the information and obtaining access is outlined as necessary.  Jay Buckley questions repair of curb stop valves within the District and a listing of options. 

Jay Buckley discusses backing up documentation within the office. 

Discussion ensues on changing pump houses to propane.  This will be removed from the motion log and not be pursued. 

Discussion on work orders for highway work is held.  This will be done going forward. 

Discussion on the upcoming Public Hearing for the Beach Ordinance scheduled June 1 is held.  Updating information for the public hearing regarding service dogs is discussed. 

Larry Leonard outlines water committee status updates.  General discussion continues on water system reviews, projects and engineers.

Larry Leonard outlines an extrapolated list of motions reviewed at last Commissioners meeting.  Clarification is made that this review included some information that was not motions made at the water committee meeting. 

Discussion on remaining action list items is held. 

Placing a header on the Eidelweiss culvert at Thusis is outlined as something that should be done by Mark Graffam.   

Review of the quotes for the electrical items on the 2019 Warrant for the water system is recommended by Mark Graffam.  Discussion on these articles and the funding by the 2018 loan proceeds is held.  Each of these projects will be reviewed prior to being done. 

Adam Leiser addresses making the deposits to the capital reserve funds authorized at the 2019 Annual Meeting.  These deposits will not be made until the end of the year to improve cash flow at year end.  Dinah Reiss outlines making the deposits in August.  Paying the obligations in August is recommended by Dinah.  Mark Graffam outlines that the water system trust fund is due this money and states that the money should be replaced as soon as possible.  Guidance by the DRA will be sought on the timing of making the trust fund deposits.  An email will be sent tomorrow to the DRA. 

Dinah Reiss reviews the April cash flow report.  Page two of report shows the balances of the Capital Reserve funds.  Placing the cash flow report on the website is discussed.  Adding the budget to the website is discussed.  Kathy Koziell makes a motion place budget, cash flow and CRF balance sheets on the website.  Adam Leiser seconds.  Motion passed 2-0. 

Budgets are reviewed and discussed.  Discussion on the recent QuickBooks upgrade being assigned to the Equipment and Maintenance line item; this item shows at 314% expended due to this.   

The Management Discussion and Analysis is reviewed and discussed.  Questions remain on past finances; the Board has added a line to the document stating they were not involved with the 2018 financials.  Staying within the approved budget is outlined and discussed. 

Adam Leiser makes a motion to approve the MD& A as presented for the audit.  Kathy Koziell seconds.  Motion passed 2-0. 

Discussion on beach rafts is held.  Replacing rafts going forward is discussed. 

Discussion on the TULIP policy through the VDOE insurance company that would have residents purchase event insurance.  Looking into cleaning the lodge and adding a cleaning fee for use of the lodge is outlined.  This will be looked into.    

5.  Accounts Payable

Check manifest of 11 checks in the amount of $17,272.84 is presented.  Checks and invoices are reviewed and discussed. Adam Leiser makes a motion to hold the check for Dubois & King.   Kathy Koziell seconds.  Motion passed 2-0.  Adam Leiser makes a motion to approve 10 checks in the amount of $15,052.84.  Kathy Koziell seconds.  Motion passed 2-0.    

6.  Minutes

Adam Leiser makes a motion to approve the minutes of 4/25/19.  Kathy Koziell seconds.  Motion passed 2-0. 

7. Commissioners Reports

Kathy Koziell discusses the answering service.  The service has not been meeting expectations.  Kathy Koziell discusses calling other local town offices last weekend to see what they do.  Many lines simply rang with no answer.  Some did use an answering machine, but not one option to get to an answering service was located.  Kathy Koziell makes a motion to cancel Always On Call and update answering machine message to reflect calling 911 in an emergency.  Adam Leiser seconds.  Motion passed 2-0. 

8. Signature Items  

Letter to Ken Coop regarding changing of the valve in the Upper Lakeview Pressure Reducing Valve (PRV) is reviewed.  Initial correspondence from Mr. Coop is read.  Sending by email versus USPS is discussed.  Email will be used for this response.  Response is read.  Adam Leiser makes a motion to sign the letter.  Kathy Koziell seconds.  Motion passed 2-0.

Letter to Norm Garside placing siding of Muddy Beach on permanent hold is reviewed.  Adam Leiser makes a motion to sign the letter.  Kathy Koziell seconds.  Motion passed 2-0.  

Adam Leiser makes a motion to sign PO 298 in the amount of $2,000 for Calcium Chloride.  Kathy Koziell seconds.  Motion passed 2-0.

Adam Leiser makes a motion to sign PO 299 in the amount of $5,000 for gravel.  Kathy Koziell seconds.  Motion passed 2-0.

Adam Leiser makes a motion to sign PO 300 in the amount of $3,000 for Sodium Hydroxide.  Kathy Koziell seconds.  Motion passed 2-0.   

Eversource tree cutting on VDOE lots is reviewed.  Adam Leiser makes a motion to sign the four cards from Eversource.  Kathy Koziell seconds.  Motion passed 2-0.

9. Correspondence

Dan Gaudette email regarding speeding on Eidelweiss Drive is read aloud.  Adding an additional speed bump on Eidelweiss Drive at the playground is outlined as an option. 

Adam Leiser discusses a conversation with Mr. Gaudette regarding this.  Adding additional speed bumps will be looked into.  Cost will be obtained. 

Adam Leiser makes a motion to have VDOE accept invitation from EPOA for Commissioners to speak at the EPOA Annual meeting.  Kathy Koziell seconds.  Motion passed 2-0.  Adam Leiser makes a motion to request the EPOA be asked what topics they want the Commissioners to talk about.  Kathy Koziell seconds.  Motion passed 2-0.

Email regarding sound quality of Madison TV meetings at the lodge is discussed.  This meeting will be checked for sound quality to determine if action is necessary. 

Email regarding tamper resistant nuts and bolts is reviewed.  This will not be pursued. 

Photos of drainage around the District have been received.  Lack of words with the photos is outlined.  

Email received from resident Mr. Corcoran regarding possible savings on accounts is discussed.  Inviting Mr Corcoran to a Commissioners meeting will be done.  Adam Leiser makes a motion to send an email inviting Mr. Corcoran to a Commissioners meeting.  Kathy Koziell seconds.  Motion passed 2-0.   

The email from Ralph Lutjen mentioned last meeting is read aloud.  Adam Leiser states that the email is disgraceful outlining reasons why he feels this way.

10. Scheduled Appearances

11.  Public Comment    

Jay Buckley questions allowing making the wood chips that are behind DPW II available.  Adam Leiser makes a motion to move the wood chips to the taxpayer sand pile location and announce the wood chips are available to anyone interested.  Kathy Koziell seconds.  Motion passed 2-0. 

Jay Buckley thanks Kathy Koziell and Kevin Flynn for handling the VLAP spring run-off testing. 

Roof project at Huttwil mailboxes is planned for Sunday, May 5. 

Adam Leiser makes a motion to place vinyl siding on Muddy Beach pump house when the project is done.  Kathy Koziell seconds.  Motion passed 2-0.  

Dinah Reiss thanks Kathy Koziell and Amy Thompson for cleaning up the front entrance area. 

12.  Other Business   

The Communication Committee meeting will be Monday, May 6 at 5 pm. 

24 Diessbach will remain on agenda weekly until resolved. 

Mark Graffam has copied the office in on an email which he questions Jay Buckley’s statements regarding the water system.  Clarification of the comment regarding collapse of the system is requested by Mark Graffam in the email.  Jay Buckley states he has not yet responded to Mr. Graffam’s email.  Jay states that pressure zones within the District have some fluctuations during peak usage.  Jay states that degradation of service is more realistic than ‘collapse’.  Dinah Reiss comments that the statement was inflammatory and unnecessary.  Jay Buckley apologizes; he did not mean collapse.  Adam discusses small water mains as an issue for the water system.  Caution on limiting generalities in public session is made.     

Adam Leiser states the Board needs a third Commissioner.  Adam Leiser makes a motion to appoint Jay Buckley as the third Commissioner.  Kathy Koziell seconds.  Motion passed 2-0.   

At 10:49 pm Adam Leiser makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (d) property.  Kathy Koziell seconds.  Motion by roll call vote Adam Leiser yea, Kathy Koziell yea and the motion passed 2-0.    

At 11:15 pm Adam Leiser makes a motion to exit Non-Public session.  Kathy Koziell seconds. Motion passed 2-0. 

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

At 10:16 pm Adam Leiser makes a motion to adjourn the meeting.  Kathy Koziell seconds.  Motion passed 2-0.    

Respectfully submitted,

Nancy E. Cole, Administrator