Board of Commissioners

                          Village District of Eidelweiss

                                    1680 Conway Rd Box 1027

                            Madison, New Hampshire 03849

                                          603-367-9022

AGENDA FOR MAY 2, 2019

1. Call to order 8:00 pm  

• Approval of the agenda                                             

     Review of Actions, Projects and Issues List    

• Administration:  CM042519, MD & A, budgets, April cash flow, motion log, beach rafts, TULIP program for lodge use info to residents, Burgdorf Drive closed, meeting schedule  

• Accounts payable: $17,272.84 – 11 checks

• Signature Items: Coop PRV concern, Garside no MB siding, PO 298 $2,000 CaCl, PO 299 $5,000 gravel, PO 300 $3,000 NaOH, Eversource tree cut notices

• Commissioners Reports

• Correspondence:  Buckley – Burgdorf, Dorney – culvert cost 4 Barden, Coop Upper Lakeview PRV concerns, Gaudette – speed bumps, EPOA meet invite, Graffam – lodge sound quality, Graffam tamper resistant nuts/bolts, Graffam – drainage photos, Trust Fund check received, NHMA Legislative bulletin

• Scheduled Appearances:

• Public Comment:

10. Other:   Water funding, Beach signs, 24 Diessbach, Graffam email to Buckley

                                                Adjourn

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

April 25, 2019

The Board of Commissioners met at 8:30 am on Thursday, April 25, 2019.  In attendance were Commissioners Adam Leiser and Kathy Koziell. Also present were Kelly Robitaille (hwy), Dinah Reiss, Gloria Aspinall.  The meeting was filmed for Madison TV by Tim Hughes.                            

At 8:40 am Commissioner Adam Leiser calls the meeting to order.       

1. Agenda

Adam Leiser makes a motion to approve the agenda.  Kathy Koziell seconds.  Adam Leiser makes a motion to add the email from Pais to correspondence.  Kathy Koziell seconds.  Motion passed 2-0.   

The action list is reviewed and discussed. 

2. Highway Department Report 

Kelly Robitaille discusses delivery of Calcium Chloride for the summer.  This is used after road grading and for dust control as necessary.  Cost is $1,500.  Tank, once filled, is around ¾ full.  Discussion on additional need, up to $2,000 is recommended.  Adam Leiser makes a motion to allocate $2,000 for Calcium Chloride delivery.  Kathy Koziell seconds.  Motion passed 2-0. 

Adam Leiser discusses adding placement of use of Calcium Chloride to the April work list for DPW. 

Kelly Robitaille discusses need for additional gravel.  Yesterday, gravel was needed but could not be picked up due to expenditure of the existing PO.  Both ¾ - inch gravel and 1.5-inch gravel are used in the spring as needed.  Kelly Robitaille outlines need for gravel and ability to obtain when needed, a $5,000 purchase order is recommended.  Discussion on cash flow is held.  Adam Leiser discusses avoidance of use of TAN proceeds.  Dinah Reiss outlines that she is hopeful that the cash flow will be OK until the August tax check from Madison is needed.  Adam Leiser makes a motion to allocate $5,000 for gravel.  Kathy Koziell  seconds.  Motion passed 2-0. 

Kelly Robitaille reports that he has sent a picture with the information on the pump model.  Kelly Robitaille adds that the pump is not a high-pressure pump, stating that it is a trash pump.  Adam Leiser discusses allocation of funds at next meeting.  This will be added to the agenda for the next meeting.  Adam Leiser discusses comparison of the pump recommended to the pump that is being specified, outlining the need to be able to update the public on all purchases; Commissioners are not trying to specify what pump is needed.  Clarification that the information is for the newsletter and obtaining support for the Board and all purchases. 

Discussion on review of the Thusis area culvert with resident Mark Graffam yesterday.  Water was flowing freely through the area.  Kelly Robitaille outlines that the bottom of the pipe is rusted out; a review in July when the water is slow is better.  As the bottom of the pipe is rotted, the water is damaging the ground beneath where the pipe should be.  Kelly Robitaille outlines the intent was to replace a new culvert that would cross Eidelweiss Drive and discharge into the depressed area at the cul-de-sac for Thusis Beach parking.  The old pipe would be abandoned.  Discussion continues on the history of this project over the past couple of years, including engineering dollars that have been spent.  Doing an additional review later this summer is recommended by Adam Leiser.  Kelly Robitaille outlines projects and feeling responsible for roads.  Adam outlines Commissioners are ultimately responsible;  Adam emphasizes Board responsibility for all projects.  Proper expenditures and having documentation for these is discussed.  Thusis will be added to the Action list for review in July. 

Kelly Robitaille questions an email received that discusses speed bumps.  Adam Leiser outlines his preliminary idea for discussion that additional speed bumps be added and certain roads be changed to one-way streets.  Adam reviews his thoughts of making Eidelweiss Drive a one-way from Little Shore up to Thusis heading away from 113.  Appenvel Way would also be a one-way heading away from Rte. 113.  Possibilities are outlined and discussed.  Adding additional speed bumps is also discussed.  Adding a center line to Eidelweiss Drive is discussed.  Additional police presence, speed bumps or creating one-way roads are options discussed to try to increase traffic safety.  Installing speed bumps on dirt roads is not an option according to Kelly Robitaille.  Additional traffic on Little Shore and Middle Shore is outlined as detrimental and this could also occur on other roads.  Discussion on talking to the Police is held.  Ability to increase police presence will be discussed with Madison Police.   

Gloria Aspinall asks about new rafts for the ponds.  The old rafts are being worn down and splinter. 

Next meeting will be Thursday, May 2 at 8 pm at the lodge. 

Kelly Robitaille outlines that he feels it would be detrimental to the DPW and general traffic flow if one-way streets are created.  The plow routes also would need to be altered.  Kelly Robitaille outlines additional traffic will alter the maintenance needs of the roads.  Legalities of changing roads to a one-way would also need to be reviewed prior to any action.  Adding a speed bump right at the corner beyond the flag pole is discussed as an option. 

Adam questions placing the speed bumps now.  Adam Leiser makes a motion to have the DPW put the speed bumps in next week.  Kathy Koziell seconds.  Motion passed 2-0.  

Next newsletter is expected to be finished this weekend and will include information on the speed bumps. 

Adam questions ability to increase life expectancy of the vehicles.  Kelly Robitaille reports that all efforts are made to properly maintain all equipment. 

Adam questions if ditch is needed along Thusis.  Kelly Robitaille outlines that it is not yet time to use the road grader. 

Discussion on beaches and outhouses for this summer.  Kelly Robitaille discusses closing of the outhouses and adding port-o-potties for this summer.  Discussion on use of port-o-potties is held.  There are four outhouses in Eidelweiss.  The process of closing the existing outhouses are discussed.  DES will be contacted for guidance.  Pricing of port-o-potties for the summer is discussed. This will be done by Nancy Cole. 

Discussion on vacation and scheduling of days in advance is held.  Kelly Robitaille outlines that personal days are used as needed, vacation is scheduled.  Adam outlines having a list of jobs that need to be done with one person, two person and three persons.  Scheduling of time is outlined.  Using part time employee Tony Eldridge for coverage is discussed.  Kelly outlines that he schedules jobs as necessary.  When scheduling, Kelly reviews all needs for ongoing work in the District.  Taking scheduling away from Kelly would be detrimental going forward as this has not been an issue.  Leaving this scheduling with Kelly will be done for now.  Kelly asks the Board to not fix what isn’t broken, and please let him know if there is a trust issue with the department.  Adam highlights the big picture, including build-up of trust, and ability for the Board to be successful. 

Kathy Koziell outlines need to have information on culverts that are cleaned.  Kelly responds that culverts are cleaned as needed once the roads are dried.  Documenting all work completed on the road work sheets will be done.

Discussion on canoe racks is held.  Kelly Robitaille will complete the inspection.  Kelly outlines that some racks should possibly be replaced, a report will be put to together for next meeting.  Adam Leiser outlines the goal will be to assign spaces by May 24^th for inspection and maintenance purposes.  This will be included in the newsletter. 

Kathy Koziell makes a motion to allow her to approve the newsletter for publication. Adam Leiser seconds.  Motion passed 2-0. 

3. Water

Ian Hayes has contacted the Commissioners and informed them that the bleeders will be turned off Monday. 

4. Administration

The payroll report is presented and reviewed.  Adam Leiser makes a motion to approve payroll in the amount $6,400.68.  Kathy Koziell seconds.  Report and time cards are reviewed and discussed.  An error is located on Tony Eldridge’s time card; he will be paid the missing hour next payroll.  Motion passed 2-0.  A time clock system will be looked into.

Discussion on TULIP program is held.  Information will be re-sent to Adam Leiser. 

5.  Accounts Payable

6.  Minutes

Adam Leiser motion approve 4/18/19.  Kathy seconds.  Motion passed 2-0. 

7. Commissioners Reports

Kathy Koziell discusses information sent regarding the status of asset management program for the VDOE.  A CUPPS program is available through the State and will be looked into for next year for automating the asset management system.  Nancy will reach out to Luis Adorno for next year’s program.  Kathy Koziell discusses the Groundwater Trust Fund.  Funds may be available for VDOE programs.  Calculation of the VDOE median income is discussed.  Due to the number of second homes, VDOE generally does not qualify for “free” money. 

Kathy Koziell discusses meeting with Pope Security.  A recommendation for the answering service will be looked into.  Setting different parameters for answering of phones through the tele-talk system will be done. 

Adam discusses volunteer projects.  Replacement of roof over mailboxes is being scheduled by Jay Buckley for early May. 

Sending a letter to Norm Garside regarding the muddy beach siding being on hold is discussed.  A letter will be drafted.

Adam Leiser requests obtaining a list of municipalities with above ground tanks north of Ossipee from DN Tanks to find out how to keep from freezing, inspection and cleaning.

Adam discusses increasing the water hook-up fee to $12,000 beginning in 2020 or potentially 2021.  Adam Leiser outlines that increasing the fee could be a source of income for the VDOE and could also allow for better long-term planning for the District. Should persons choose to donate lots; additional green space is welcomed.  Dinah Reiss outlines the process of water hook-up fees, covering costs of hook-up from the fee and then having remaining funds available to the Board is outlined. 

Discussion on the Board attending the EPOA Annual Meeting is held.  The Commissioners will be asked to speak this year. 

Adam discusses meeting with Kelly to review trucks yesterday.  Adam recommends that the next truck to be replaced should be the International 7400 due to the truck having only 2-wheel drive. 

Adam discusses a resident who has stated they have not received a water bill.  An email from a property owner named Pais will be looked for and responded to.  No late fee would be incurred for this resident should the fee not be paid by May 1. 

Adam Leiser discusses hiring of a part time person for 5 to 10 hours per week for administration assistance with the $1,000 that was allocated for a possible intern.  Putting together preliminary information for a $15 per hour job.  

Adam Leiser motion invite John Corcoran to Commissioners meeting for review of savings options.  KK second.  Discussion on ability to save funds.  Outsourcing this is discussed A letter outlining John Corcoran to a meeting will be put together for next meeting.

8. Signature Items  

Letter to Mike Smith regarding pond water levels is reviewed.  Adam Leiser sign the letter to Mike Smith.  Kathy Koziell seconds.  Motion passed 2-0.

Letter to Mark Graffam regarding water tank vents is reviewed.  Adam Leiser makes a motion to sign the letter.  Kathy Koziell seconds.  Motion passed 2-0.

Letter to Jonathan Neske regarding changing of service line is reviewed.  Adam Leiser makes a motion to sign the letter.  Kathy Koziell seconds.  Motion passed 2-0.

Letter to J Jennings regarding beach ordinance changes is reviewed.  Adam Leiser makes a motion to sign the letter.  Kathy Koziell seconds.  Motion passed 2-0. 

9. Correspondence

Third party electric contract saved $201 in March. 

10. Scheduled Appearances

11.  Public Comment    

Dinah Reiss questions the document used at the last meeting for requests by the water committee.  Having all recommendations be voted by the water committee is discussed.  All future motions will be reviewed by the Committee prior to being presented to the Commissioners.  

Dinah Reiss mentions the DPW seeming as if they are not on board with the current work-flow processes.  This will continue to be worked on.   

Dinah outlines that water bills are coming in regularly.  All reports will be prepared for the next meeting.   

12.  Other Business   

At 10:44 am Adam Leiser makes a motion to adjourn the meeting.  Kathy Koziell seconds.  Motion passed 2-0.    

Respectfully submitted,

Nancy E. Cole , Administrator

AGENDA FOR APRIL 25, 2019

1. Call to order 8:30 am  

• Approval of the agenda                                             

     Review of Actions, Projects and Issues List                            

• Administration:  CM041819, payroll, meeting schedule, TULIP program for lodge use,   

• Accounts payable:

• Signature Items:   M Smith pond levels, M Graffam water vents, J Neske service line replace, J Jennings Ordinance question,

• Commissioners Reports

• Correspondence:  Aspinal decline, Buckley no rack updates, Madison TV communication,  Corcoran cost reduction business, third party electric ($201 saved), water committee seminar, Lutjen volunteer email, DES pre-app notice for SRF, Buckley VLAP samples delivered, NHMA Legislative bulletin, NHMA News Link

• Scheduled Appearances:

• Public Comment:

10. Other:   

                                                Adjourn

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

April 18, 2019

The Board of Commissioners met at 8:00 pm on Thursday, April 18, 2019.  In attendance were Commissioners Adam Leiser and Kathy Koziell. Also present were Dinah Reiss, Gloria Aspinall, Paula Doyle, Mike Dolan, Bev Mattatall, Paul Mattall, Bob Ingram, Jay Buckley.  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 2-0.   

The action list is reviewed and discussed. 

Adam Leiser welcomes everyone to the meeting.   

2. Highway Department Report 

3. Water

4. Administration

Review of DPW seasonal work list. Adding dates for when the work should be completed will be done. Jay Buckley questions crack sealing.  This is normal workflow so it is not included.  Expanding the list to include all seasons is discussed.  This will be worked on.  Use of Madison’s chipper being included on the list. 

Sending an email to the office for items to be included is recommended.  Water seasonal work list is reviewed.  This will also be expanded to include all seasons. 

Gloria Aspinall questions the level of the ponds.  All boards are currently out of the dam.  Keeping things the way they have been done in the past is discussed as beneficial.  Adam Leiser highlights that it would need to be done through the Commissioners.  Discussion on questions of process is held.  Paula Doyle states not to over-process this.  Keeping the ponds at the level best for the loons is highlighted.  Quick response is needed.  Mike Smith will notify the office of all changes needed to the dam and the Commissioners will be informed.  Adam discusses possible placing of a stake at the level in the area of the nest for review.  Gloria Aspinall states that she is representing Mike Smith tonight and will advise him of this discussion.     

Spring run-off is for VLAP is discussed.  Kathy Koziell highlights response from Ralph Lutjen regarding spring testing.  Collection for this year’s run-off will be done tomorrow.  Email from Ralph Lutjen is read.  Adam highlights that reading emails has been done for all correspondence.  Not responding to this is discussed based on the non-constructive nature of this email.  Kathy and Jay will do the spring run-off testing tomorrow. 

Canoe rack registration form was released.  Seems to be going well.

The updated lodge form request is reviewed.  Adding the reason for use has been done.  Discussion on use of the building is held. 

The audit is discussed.  Completing the management discussion and analysis is outlined.  This Board was not involved in the 2018 financials.  Use of CRF funds as a balancing for the budgets is outlined.  Dinah recommends completing the audit.  Release for the audit at the next Commissioners meeting is the goal. 

The website is discussed.  Having Newsletters on the front page is discussed.  Paula Doyle will work with Nancy Cole on updating the site. 

Establishing future meetings is discussed.  Adam Leiser will work on this. 

Adam Leiser makes a motion to ask the EPOA to send an email to all members asking persons to sign up for the VDOE site.  Kathy Koziell seconds.  Discussion on having assistance to get more persons on the VDOE email list is held.  Motion passed 2-0.

Discussion on water usage in 2019 is held.  Increase in usage showed a possible leak.  Leak was located on Appenvel Way at a home.  Discussion on “chasing” leaks is held.  Awareness of the system, usage and leaks is discussed.             

5.  Accounts Payable

Adam Leiser makes a motion to approve 7 checks in the amount of $6,421.35.  Kathy Koziell seconds.  Checks and invoices are reviewed and discussed.  Motion passed 2-0. 

6.  Minutes

Adam motion approve 4/09/19.  Kathy seconds.  Motion passed 2-0. 

7. Commissioners Reports

8. Signature Items  

Adam Leiser makes a motion to sign title verification received from the State DOT.  Kathy Koziell seconds.  Motion passed 2-0.   

Adam Leiser makes a motion to sign PO 296.  Kathy Koziell seconds.  Motion passed 2-0. 

Adam Leiser makes a motion to sign PO 297.  Kathy Koziell seconds.  Motion passed 2-0. 

Response to Mark Graffam requesting persons who post on the Facebook regarding VDOE processes contact the office directlyis reviewed.  Adam Leiser makes a motion to sign the letter.  Kathy Koziell seconds.  Motion passed 2-0.

Response to Paul McKenna regarding updates to the Beach Ordinance is discussed.  Mr. McKenna’s email to the office is read aloud.  Adam Leiser makes a motion to sign the letter.  Kathy Koziell seconds.  Motion passed 2-0.  Discussion on an additional public hearing scheduled for June 6, 2019.  Bob Ingram discusses holding the public hearing on a Tuesday night, stating that prior public hearings on the Beach Ordinance were held on Saturdays to allow for weekend persons to attend. 

Discussion on service dogs on the beach is held.  Legal inquiry was completed.  Adding Madison Police’s phone number to the beach signs to report violations is outlined.  Enforcement of no dogs is discussed.  Adam Leiser makes a motion to sign the letter.  Kathy Koziell seconds.  Motion passed 2-0. 

Adam apologizes for holding the public hearing on a Thursday.  Bob Ingram highlights opportunity to review ordinance at the EPOA meeting to be held Memorial Day weekend. 

Re-scheduling of the public hearing to Saturday, June 1 is discussed.  Allowing overflow parking at the beach parking lots is outlined for review of the parking lots over Memorial Day weekend.  Evaluation following the holiday weekend will be done.  Getting information to residents is outlined. 

Adam Leiser makes a motion to update the letter to Paul McKenna showing June 1 at 9 am for public hearing at the lodge and sign the letter out of session.  Kathy Koziell seconds.  Motion passed 2-0.

Adam Leiser makes a motion to sign the letter to the EPOA.  Kathy Koziell seconds.  Motion passed 2-0.   

9. Correspondence

McKenna email has been reviewed

Joshua Jennings question on vaping/e-cigarettes is outlined.  Including this specifically in the Ordinance is outlined.  A letter will be drafted in response.  Adam Leiser makes a motion to draft a letter and sign out of session.  Kathy Koziell seconds.  Motion passed 2-0. 

Communication points sent in by Jay Buckley are outlined.  Paula Doyle outlines that this has been handled by the Communications Committee. 

Response to Mark Graffam regarding the lack of covers at water tanks will be drafted and sent.  Ian Hayes has been informed and will replace the cover next week. 

Discussion on the update to the Sheriff’s tower is held.  Paula Doyle.  The Planning Board will advise the VDOE on any action needed.    

Diana Dolan, Kevin Flynn, Patti Aliventi and Amy Thompson will be asked to form the environmental committee.  Kathy will handle establishing the committee. 

The Storm-Water Run-Off certification class will be sent to the environmental committee for recommendation if District should send someone.

Discussion on increase in mailing list to 313 persons.    

Letter from Eversource will be discussed April 30. 

10. Scheduled Appearances

Jay Buckley discusses property at 34 Oak Ridge Road.  Discusses road reconstruction in 2005 that replaced the culvert.  Fixing this issue for safety is outlined.  Ability to clean a culvert that is over 30 feet has been an issue. 

Specs on updating the pump for cleaning the culverts will be ready for April 30. 

Adam Leiser makes a motion to install 3-foot additional culvert at 34 Oak Ridge.  Kathy Koziell seconds.  Motion passed 2-0.

11.  Public Comment    

Bob Ingram outlines beach raking.  Use of volunteers for one-time events in lieu of trying to use volunteers to rake the beaches during the summer.  Hiring of a person to handle the beach raking is outlined.  Having weekends covered by volunteers and having the DPW crew handle the beaches Mon-Fri is outlined as the intent. 

Display of the no-fireworks signs near the entrance will be done.   

Eidelweiss side of playground fence needs to be mended.  Kelly Robitaille will be asked to fix this. 

12.  Other Business   

Damage to Neighborhood Watch signs over the winter will be reviewed.  Signs may need to be replaced. 

Adam Leiser makes a motion to change posting of agendas to 10 hours prior from 12 hours. Kathy Koziell seconds.  Motion passed 2-0. 

Discussion on placing agendas in a more available location on the website is held.

Discussion is held with Officer Mosher regarding enforcement of dogs on beaches.  Giving of tickets to persons who violate ordinances is discussed.  Violation levels and assignable fines will be looked into by Nancy Cole.  

Adam Leiser reviews recommendations from the water committee.  Adam Leiser makes a motion to contact Bruce Lewis to become a non-voting consultant to the VDOE water committee.  Kathy Koziell seconds.  Motion passed 2-0. 

Dinah Reiss questions existing design.  Adam highlights tank is being reviewed for size and shape prior to getting bids for construction.  Updating the project specifications is discussed.

DN tanks will likely be one of the bidders for the tank portion.  Discussion continues on engineering, costs, and future savings that may offset expenses over time. 

Discussion continues on this project.  Options looking forward are being looked at including inspections. 

Adam Leiser makes a motion to reinstate work order system.  Kathy Koziell seconds.  Discussion on process for work orders is held.  Creation of additional paperwork is discussed.  Difficulties with the process when used prior is outlined.  Motion passed 2-0. 

Adam Leiser makes a motion to approve work order 1.  Kathy Koziell seconds.  Motion passed 2-0.  Work order is for $5,000 for DPW upgrades.  Will be paid from the warrant article for DPW electrical.  Having work orders typed is outlined.

Adam Leiser makes a motion to approve work order 2.  Kathy Koziell seconds.   Work order is for change of PRV valve at Upper Lakeview PRV pit.  Funds will come from the warrant article.  Motion passed 2-0.

Discussion on creating an exercise program for valves.  All valves within the water system will need to be placed on a schedule for exercising. 

Adam Leiser makes a motion to send a letter to the property owner of 22 Appenvel Way to replace entire service line by June 15.  Kathy Koziell seconds.  Motion passed 2-0. 

Adam Leiser makes a motion to have Ian Hayes submit periodic status updates that will be sent to the Commissioners and water committee.  Kathy Koziell seconds.  Motion passed 2-0.

Adam Leiser makes a motion to have all water information available to water committee.  This is being done. 

Discussion on mapping.  Discussion on creation of maps by Thorne surveyors using full GPS surveying.  This is not needed by the VDOE.  Cost comparisons done by the former Asset Management committee said this is not cost effective.      

At 10:45 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 APRIL 18, 2019 - DRAFT

1. Call to order 8:00 pm  

• Approval of the agenda                                             

     Review of Actions, Projects and Issues List                            

• Administration:  CM040919, Seasonal work lists DPW & Water, Pond level establishing for loons – Mike Smith, Spring run-off stream testing, canoe rack registration form released, Lodge request form update, audit, website arrangement

• Accounts payable: $6,421.35 – 7 checks

• Signature Items: PO 296 $1,000 QuickBooks, PO 297 $1,000 intern, Graffam response, McKenna response,  

• Commissioners Reports

• Correspondence:  McKenna beach ordinance, Jennings beach ordinance, Buckley communications recommendations, Lutjen environmental committee response, Graffam facebook road complaint, Graffam Reinach vent cover, Buckley Sheriff’s tower, GSA water testing clean, pH good, Storm water Inspector training offered, Graffam water payment option question, tower check, Terra Star loan payoff docs, email list up, DOT fuel site expectations, NHMA Legislative bulletin, News Link

• Scheduled Appearances: Jay Buckley

• Public Comment:

10. Other:    

                                                Adjourn

AGENDA FOR APRIL 16, 2019

1. Call to order 7:30 pm  

• Approval of the agenda                                             

1.  Review of Water System with Water Committee.   

                  a. water system reports for March

                  b. Reinach tank replacement

                  c. Bruce Lewis consultation proposal

                  d. Chris Albert engineering proposal

Adjourn

Village District of Eidelweiss

Commissioners Meeting             

April 09, 2019

The Board of Commissioners met at 9:30 am on Tuesday, April 09, 2019.  In attendance were Commissioners Adam Leiser and Kathy Koziell. Also present were Kelly Robitaille (hwy), residents Mike Dolan, Paula Doyle (arrived 10:40) and Treasurer Dinah Reiss.                          

At 9:30 am 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

Kelly Robitaille states heading to Limerick Maine to retrieve a part for the F-550 sander.  New truck is being outfitted.  Discussion on time to outfit.  Kelly Robitaille states he has discussed with the shop, some parts are still being delivered.  A date for expected delivery will be requested. 

Adam Leiser makes a motion use new form for DPW purchases.  Kathy Koziell seconds.  Motion passed 2-0.  Discussion on record being created for all purchases.  A log will be kept of all contact information. 

Adam questions extended truck longevity.  Kelly Robitaille states that all work is being done to keep the trucks operational.  Kelly Robitaille states that if all questions of maintenance need to be recorded, a certified mechanic should be used.  Kelly Robitaille outlines that spring and fall the trucks are serviced with oil, grease and fluids.  Adam discusses having this work done at a shop.  This would also create a record for the office of the work.  Kelly mentions that this could be done with a traveling mechanic so that the work was done here.  The cost is worth it.

Discussion on cleaning the trucks.  There is nowhere on premises to do this.  Discussion ensues on checking with local businesses to see if this may be an option.  Adam Leiser makes a motion that if trucks can be cleaned at Madison DPW garage, DPW crew is to bring the trucks for cleaning.  Kathy Koziell seconds.  Motion passed 2-0. 

3. Water

The Water Committee will meet this Friday at 9 am in the Chick Room at the Madison Library.  

4. Administration

Discussion on summer pond testing is held.  EPOA will be contacted to see if they will be handling this again this summer.   

Discussion on having volunteers handle the beach raking this summer is discussed.  Having a coordinator for volunteers to handle the scheduling of the raking is outlined.  Daily raking is discussed as standard.  Raking for Memorial Day weekend, rake end of June to Labor Day on weekends.  Including request for volunteers with memo with canoe rack space.  Email will include kayak registration, request for volunteers and Ordinance update.  Savings of $1,500 to $2,000 by not having DPW rake the beaches on weekends is attainable.     

Adam Leiser makes a motion to ask Gloria Aspinall if interested in continuing with cleaning the outhouses.  Kathy Koziell seconds.  Motion passed 2-0.

Adam Leiser makes a motion to approve payroll in the amount of $5,456.42.  Kathy Koziell seconds.  Motion passed 2-0. 

Placing an ad for an intern for the VDOE is discussed.  Proposal from last year will be pulled for review.  Allocating funds up to $500 is discussed as an option.  Contact with local schools is discussed.  Information will be sent to Adam.  Adam Leiser makes a motion to allocate up to $1,000 for intern.  Kathy Koziell seconds.  Discussion on paying based on hours worked.  Paying someone for their time is outlined as a benefit when trying to get an intern.  Motion passed 2-0.      

5.  Accounts Payable

Adam Leiser makes a motion approve 24 checks for a total of $25,472.98.  Kathy Koziell seconds.  Motion passed 2-0.    

6.  Minutes

Adam Leiser makes a motion approve the minutes of the meetings of 3/28/19.  Kathy Koziell seconds.  Motion passed 2-0. 

Adam Leiser makes a motion to adopt the updates to the Ordinances as discussed 3/28/19.  Kathy Koziell seconds.  Motion passed 2-0. 

7. Commissioners Reports

Water Committee meeting will be held Friday 4/12 morning at 9:00 am. 

State Revolving loan Fund paperwork will be pulled for checking deadlines. 

Kathy will schedule a safety meeting. 

Discussion one establishing a set meeting schedule is held.  Scheduling meetings at set times will be discussed going forward. 

Kathy will work with Terri Cancelarich on financial issues.  Review of health insurance options will be looked at.  Discussion on reviewing health insurance is held; this would be beneficial for the VDOE. 

Kathy has contacted Bob Nelson for the Little Loop project.

Adam Leiser makes a motion to sign the updated Ordinances out of session and post on website by Friday.  Kathy Koziell seconds.   Motion passed 2-0. 

Adam Leiser makes a motion to send an email blast for updates to the website once ordinances are posted.  Kathy Koziell seconds.  Discussion on sending notice prior to Monday.  Motion passed 2-0.   

Adam highlights additional funds spent for electricity in the amount of $1,118 with the last third-party contract.  The negative outcome of this contract is discussed. 

Discussion on allowing persons to pay via ACH for the water bills.  Cost to VDOE is $1.00 per transaction.  Adam Leiser makes a motion to have the VDOE not accept credit cards but accept ACH in 2020 for water bills.  Kathy Koziell seconds.  Motion passed 2-0. 

Pond levels are discussed.  Discussion on a resident being in charge of this is discussed.  Adam questions having the VDOE coordinate this, not a resident.  Dinah recommends having an email sent by Mike Smith for review.  Inviting Mike Smith to a meeting is outlined to discuss this.  Mike will be asked to attend one of the upcoming meetings.  Adam Leiser makes a motion to write a letter and sign outside of a meeting to invite Mike to the 4/18 meeting.  Kathy Koziell seconds.  Motion passed 2-0   Adam Leiser makes a motion to rescind the last motion.  Kathy Koziell seconds. Motion passed 2-0.  An email will be sent to Mike Smith.    

Next meeting will be Thursday the 18^th at 8 pm.  Location to be set.  April 30^th at 9 am in the District office will be posted. 

Discussion on establishing an environmental committee is held.  Discussion on spring water testing is held.  Having three persons involved is discussed.  Inviting Bob and Ralph to a meeting to outline the process is discussed.  30 locations are tested for spring runoff.  Email Ralph, Bob and EPOA to attend, preferably 4/18 meeting.  Obtaining date for spring testing will be requested from Bob and Ralph.  Where are test spots?  Send if have.  Placing information on an environmental committee in the next newsletter is discussed. 

Sign in for office visitors is discussed.  Name/date/time reason.  This will be developed. 

8. Signature Items  

Treasurer Dinah Reiss reviews the TAN documents.  Interest rate is 2.32%. 

Adam Leiser makes a motion to sign the Promissory Note.  Kathy Koziell seconds.  Motion passed 2-0.

Adam Leiser makes a motion to sign the Business Loan Agreement.  Kathy Koziell seconds.  Motion passed 2-0.

Adam Leiser makes a motion to sign the Governmental Certificate.  Kathy Koziell seconds.  Motion passed 2-0.   

Adam Leiser makes a motion to sign the Statement of Finance Charges.  Kathy Koziell seconds. Discussion on $350 finance charge.  Doing the TAN once reduces expenses by $350.  Goal is to not be using a TAN note within 5 years.  Motion passed 2-0. 

Adam Leiser makes a motion to sign the General Obligation Certificate.  Kathy Koziell seconds.  Motion passed 2-0. 

Adam Leiser makes a motion to sign the Line of Credit Rider.  Kathy Koziell seconds.  Motion passed 2-0.

Adam Leiser makes a motion to sign Qualified Tax-Exempt Certificate.  Kathy Koziell seconds.  Motion passed 2-0.

Adam Leiser makes a motion to sign Disbursement Request and Authorization.  Kathy Koziell seconds.  Motion passed 2-0. 

Discussion on using TAN funds in the spring is held.  Need to supplement cash flow until the water bills are received and moved to the operating account is held.  Option of having bills due mid-April is discussed, commissioners will not change the due date of the water bill for 2020.    Communicating that early payment will help the VDOE is outlined. 

Letter to Mr. Heyde is reviewed.  Including the date for the planned public hearing is discussed.  Adam Leiser makes a motion to schedule the Public Hearing on the Beach Ordinance for June 6, 2019 at 8 pm.  Letter will be updated.  Adam Leiser makes a motion to sign the updated letter out of session.  Kathy Koziell seconds.  Motion passed 2-0.     

Adam Leiser makes a motion to approve use of lodge for EPOA and Karcz family.  Kathy Koziell seconds.  Motion passed 2-0. 

Adam discusses update request for use of lodge form to include reason for use.  This will be done.

9. Correspondence

Adam Leiser makes a motion to contact property owner to remove logs at the end of Reinach Place by April 17.  Kathy Koziell seconds.  Motion passed 2-0.  Adam Leiser makes a motion to sign letter to property owner out of session.  Kathy Koziell seconds.  Motion passed 2-0. 

Adam Leiser makes a motion to send the Dubois & King proposal to the water committee.  Kathy Koziell seconds.  Motion passed 2-0. 

Adam Leiser makes a motion to send Lewis Engineering proposal to the water committee.  Kathy Koziell seconds.  Motion passed 2-0.

Adam Leiser makes a motion to send the Chris Albert proposal to the water committee when received.  Kathy Koziell seconds.  Motion passed 2-0.     

10. Scheduled Appearances

11.  Public Comment    

Paula Doyle discusses use of the lodge.  Reviewing the lodge as a community building and establishing when and how to use the building is discussed.  Adding a charge for use is discussed.   Primex will be asked on need for insurance for use of building.   

12.  Other Business   

The Water Committee meeting will be at the library Friday morning.    

At 11:41 am Adam Leiser makes a motion to adjourn the meeting.  Kathy Koziell seconds.  Motion passed 2-0.    

Respectfully submitted,

Nancy E. Cole

Administrator

  

                             Board of Commissioners

                          Village District of Eidelweiss

                                    1680 Conway Rd Box 1027

                            Madison, New Hampshire 03849

                                          603-367-9022

AGENDA FOR APRIL 8, 2019 - Draft

1. Call to order 1:00 PM

• Approval of the agenda                                             

Review of Actions, Projects and Issues List                                  

• Administration:  CM032819, PH032819, third party electric contract ($1,188 loss), QuickBooks options for credit cards/ACH, Seasonal work lists DPW & Water, Spring run-off stream testing, VDOE contact numbers update, WC payroll information processed, DPW order form   

• Accounts payable: $

• Signature Items: Heyde response canoe rack,  

• Commissioners Reports

• Correspondence:  Tree @ Little Shore/West Bergamo, trees at Reinach, Dubois & King tank amendment, Lewis Engineering response, email list up 4, NHMA Legislative bulletin x2.

• Scheduled Appearances: Jay Buckley

• Public Comment:

10. Other:   

Adjourn

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 28, 2019

The Board of Commissioners met following the 8 pm Public Hearing on Thursday, March 28, 2019. In attendance were Commissioners Adam Leiser and Kathy Koziell. Seven (7) persons were present. The meeting was filmed for Madison TV by Tim Hughes.

At 9:02 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
3. Water
4. Administration

Adam Leiser makes a motion to adopt the updates to the Beach Ordinance and Highway and Parking Ordinance as proposed. Kathy Koziell seconds. Motion passed 2-0.

5. Accounts Payable
6. Minutes

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

7. Commissioners Reports

Discussion on Reinach tank replacement. Project will not get done this year. Project is being reviewed for possible changes prior to being bid for hard proposal.
Muddy Beach siding will probably will not be completed this year. Changes to the tank will be reviewed prior to siding the building.
Discussion on payroll services is held. QuickBooks is being updated for ability to use Intuit Payroll Assist for payroll. This change will create a savings $1,000 per year. Outline for new payroll is outlined.
A form will be drafted for ordering supplies from the DPW.
8. Signature Items

Adam Leiser makes a motion to sign the thank you letter to Andrew Harteveldt for his service on the Communications Committee. Kathy Koziell seconds. Motion passed 2-0.
9. Correspondence

Discussion on email from Paul McKenna. Discussion on Paul McKenna contacting the vendor is held. Letter will be drafted. Request will be made for written confirmation that the warranty does not require a certified mechanic do oil changes, etc.
10. Scheduled Appearances
11. Public Comment

Dorothy Wondolowski highlights renters and use of Air B-N-B for rental properties and the number of persons that rent a house. Increase to usage of all VDOE systems is outlined and discussed. Statement to make persons aware of possible issues created by renters is outlined. Impact of meals and rooms tax as offset to the Town of Madison tax rate is discussed.

Jay Buckley discusses the answering service. This will be looked into. Terri Cancelarich may be asked to look into this as a volunteer.

12. Other Business

Adam Leiser discusses the email received from Jay Buckley stating interest in being appointed as the third Commissioner. Adam Leiser questions Jay regarding possible negative feedback if the third Commissioner was to receive pay. Discussion on pay; Jay states he would also waive his stipend. Discussion on getting things done is held. Adam outlines criticism that occurs and asks Jay why he would want to do this. Jay responds that officials should listen to criticism; learn constantly; use skill sets to help the District. Adam asks Jay why he would not want to remain as advisor instead of being a Commissioner. Could be detrimental to District if Jay cannot be used to advise Adam and Kathy. Adam states he does not see a benefit of Jay as a Commissioner. Jay states information can still be sent to the office. Same info will still be received, but discussion on the information would be delayed. Sending information to office can be used to benefit VDOE. Kathy Koziell add that she feels the ability to talk to Jay is a benefit. Jay reiterates ability to use office to share information. This, however, still slows down discussions on information. Discussion continues on pros and cons of Mr. Buckley being named as third Commissioner. Paula Doyle adds that a third person should be added.
At 9:38 pm Adam Leiser makes a motion to adjourn the meeting. Kathy Koziell seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator

VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 25, 2019

The Board of Commissioners met at 9:30 am on Monday, March 25, 2019. In attendance were Commissioners Adam Leiser and Kathy Koziell. Also present were Kelly Robitaille (hwy), resident Mike Dolan, Treasurer Dinah Reiss and CPA Rhonda Rosand. The meeting was filmed for Madison TV by Tim Hughes.

At 9:30 am 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

Kelly Robitaille states the truck from Madison will be returned today.
The York rake will be put on the F-550 this week.
Adam Leiser discusses including information in the newsletter regarding the inability to plow snow during the spring season. An email alert may also be sent. Kelly Robitaille outlines the use of rubber edges on the plow equipment. Without the mid-size truck, rubber edges could not be used. The plow for the F-550 will not take a rubber edge. For next year, the rubber edges will be in use. Typically, the snow last Friday would have been left. Informing the public that any additional snow storms this season may also not be handled in the manner the public has become used to will be done.
Kelly Robitaille has contacted an oil company that may be able to deliver hydraulic oil for the heavy equipment in bulk at a reduced rate. Kelly will continue to look into this. Adam Leiser thanks Kelly for the information that may save funds. Adam suggests that Nancy handle the calls to not interrupt Kelly while doing a job. Kelly recommends that he handle the equipment calls. Adam clarifies that Kelly will specify the oil, Nancy will handle the ordering via email to create a paper trail for the office.
Discussion ensues on holding an additional non-public session with the employees. This will be done.
Kathy outlines an initial safety review done in the DPW garage last week. Discussion on the pump for the whirl-a-way culvert cleaning system is held. A high-pressure pump would work more effectively. Pump is used only when the culvert needs to be fully flushed. Majority of culverts are cleaned partially and nature clears the rest. Having the outlet area clear benefits the cleaning process. Purchase of a leaf blowing system that could blow leaves or vacuum leaves is discussed. Adam states having the proper equipment should be goal for District. Discussion on funding, use of Highway Equipment CRF will be targeted. Kelly outlines the establishment of ditches over the last five years within the VDOE. Kelly will provide an updated quote.
Adam discusses ideas to extend the longevity of the trucks. Seven years is the goal for all trucks.
One load of salt has been delivered.

3. Water

Adam outlines the Water Committee meeting Friday. Kathy Koziell was in attendance at the meeting, but no decisions were made. Adam outlines that the engineers stated that there is no way the tank will be built this year. Tank design, size and footprint were discussed. Bidding the job as two sections, one for site work and one for the tank was recommended. Intent will be to determine what is desired this year, creating a specification and bid for this year will be goal. A cylindrical tank will be looked at as an option. Increasing the size to 120,000-gallons will be looked into. Engineering costs would be a few thousand dollars.

4. Administration

Commissioners are informed that attendance at a Committee meeting should be posted as a Commissioners meeting if they will both be there.
Discussion on water bill insert. The Communications Committee is meeting tonight and will revise the insert wording.
Finance committee option is discussed. Terri Cancelarich will work with Kathy Koziell directly instead of setting up a committee at this time. Additional members are being sought to establish the finance committee.
Monthly communication is discussed. Adam Leiser makes a motion to allow Kathy to approve the newsletter. Kathy Koziell seconds. Motion passed 2-0.
Next meeting will be April 8th 9:30 am.
Payroll is reviewed. Adam Leiser makes a motion to approve payroll in the amount of $7,737.34. Kathy Koziell seconds. Motion passed 2-0.
Audit is discussed. Discussion on completing the Management Discussion & Analysis (MD&A) is held.
Water usage summary is reviewed and discussed. Value of water metering is outlined as needed for the system.
Discussion on forwarding of 91-A requests to the Board is held. Adam Leiser would like to see a monthly summary of all requests, date, who, what document. Adam Leiser makes a motion to respond to 91-A requests within three business days provided the information is in the office. Kathy Koziell seconds. Motion passed 2-0.

5. Accounts Payable

Adam Leiser makes a motion to approve 11 checks for a total of $38,490.60. Kathy Koziell seconds. Motion passed 2-0.

6. Minutes

Minutes of March 19th will be reviewed at next meeting.

7. Commissioners Reports
8. Signature Items

Adam Leiser makes a motion to sign the response to M Perrachon. Kathy Koziell seconds. Motion passed 2-0.
Adam Leiser makes a motion to approve PO 294. Kathy Koziell seconds. Motion passed 2-0
Adam Leiser makes a motion to approve PO 295. Kathy Koziell seconds. Motion passed 2-0.
2019 Warrant for collection of water fees is reviewed. Adam Leiser makes a motion to sign the Warrant for collection of water fees in the amount of $225,755. Kathy Koziell seconds. Motion passed 2-0.
Adam Leiser makes a motion to sign the withdrawal for $2,427.04 from the Highway Repair CRF. Kathy Koziell seconds. Motion passed 2-0.

9. Correspondence

EPOA has responded with items for discussion. EPOA will be asked to pick a time to attend or schedule a meeting.
Neighborhood energy report was received.
Drainage report on 30 Saint Moritz discussed last week has been received from Mark Lucy.

10. Scheduled Appearances

Rhonda Rosand joins the meeting. Discussion on upgrades for QuickBooks is held. Ability to update the files is outlined. Recommendation is to update from 2008 to 2019.
Payroll is discussed. A couple of hours of work with CPA will be done. Adam Leiser makes a motion to allocate $195 for the QuickBooks update, $195 for the installation, $585 for training and up to $25 for purchase of a flash drive for a total not to exceed $1,000 for updating QuickBooks. Kathy Koziell seconds. Motion passed 2-0. Upgrade will begin on April 2. Payroll will be done through QuickBooks, $87.20 per month plus two dollars per head. Anticipated annual savings of $1,000 for payroll processing is outlined.
Treasurer Dinah Reiss discusses Tax Anticipation Note documentation. A loan in the amount of $240,000 will be applied for. Dinah Reiss will obtain the paperwork.

11. Public Comment
12. Other Business

At 11:19 Adam Leiser makes a motion to enter non-public session pursuant to RSA 91-A:3, II (e) legal matters. Kathy Koziell seconds. Motion via roll call Adam Leiser yea, Kathy Koziell yea. Motion passed 2-0.

At 11:31 am Adam Leiser makes a motion to exit non-Public session and resume the public session of the meeting. Kathy Koziell seconds. Motion passed 2-0.

Adam Leiser reviews decision from non-public session to pass information to Sheriff Richardi and Conway Police Chief Ed Wagner as outlined by Attorney Chris Boldt regarding the tower facility at the top of Oak Ridge.

At 11:33 am Adam Leiser makes a motion to enter non-public session pursuant to RSA 91-A: 3, II (a) employment matters. Kathy Koziell seconds. Motion via roll call Adam Leiser yea, Kathy Koziell yea. Motion passed 2-0.

At 11:57 am Kathy Koziell makes a motion to adjourn the non-public session. Adam Leiser seconds. Motion passed 2-0.

At 11:57 am Adam Leiser makes a motion to adjourn the meeting. Kathy Koziell seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator