VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Thursday February 17th, 2022

The Board of Commissioners met at 9:00am on Thursday Feb 17th, 2022.
In attendance for the public meeting are Commissioner Kathy Koziell (KK) by phone, Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Donna MacKinnon (DM)- Administrator, Alexis Wagoner (AW)-Administrator, Kelly Robitaille (KR)-DPW Foreman, Diana Reiss (DR)-Treasurer, Doug Prescott (DP) & Ralph Lutjen (RL).
Meeting videotaped by Aysa of Madison TV

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

PUBLIC MEETING
JB makes a motion to approve the agenda, KK 2nds, passes 3-0 (amendment to move DP to DPW from Public Appearance)
JB makes a motion to approve the minutes of 2/10/22, MS 2nds, passes 3-0
JB makes a motion to approve the Non-Public minutes of 2/10/22, KK 2nds, passes 3-0
JB makes a motion to approve the Water Assessment Fund Manifest for $4,802.50, KK 2nds, passes 3-0
JB makes a motion to approve the Operating Accounts manifest of $19,205.43, KK 2nds, passes 3-0

DPW
Discussion on driveway permit application for 2 Chocorua View Drive
JB makes a motion to approve the driveway permit application for construction at 2 Chocorua View Drive, MS 2nds, passes 3-0
Discussion on driveway permit application for 23 Bristenstock drive
JB makes a motion to approve the driveway permit application for construction at 23 Bristenstock drive, MS 2nds, passes 3-0
Discussion on ditches and culverts
Discussion on Clemens Place
MS makes a motion to sign letter for 2 Clemens Place, JB 2nds, passes 3-0
Discussion on Clemens Place letter
JB makes a motion to send another letter to 2 Clemens Place discussing the parking ordinance and driveway permit application, MS 2nds, passes 3-0
Doug Prescott public appearance. Discussion on funds from the Federal Infrastructure Act, states there is one billion dollars coming into NH over the next 5 years. Majority of the money will go towards the Transportation Plan but there is possible supplementation. DP to reach out to Regional Planning Management and the Carroll County office.
Discussion on Grison Road

ADMIN
Discussion on where petitioned warrant articles go on the final warrant article
MS makes a motion to contact Nancy Cole about where the Petitioned Warrant Articles go. Motion denied
JB makes a motion to sign the Final Warrant Articles out of session after they are printed, MS 2nds, passes 3-0
Discussion on having attorney at the Annual Meeting
JB makes a motion to have Attorney Chris Boldt at the Annual Meeting, MS 2nds, passes 3-0

Discussion on police detail at Annual Meeting
Discussion on Work Order System. KR suggests going rate of $125 per hour for DPW doing work for the Water system
Discussion on office computers
JB makes a motion for a second license with Microsoft costing approximately $7.00 per month, MS 2nds, passes 3-0
MS makes a motion to allow Alexis $200 on office supplies per item, JB 2nds, MS amends motion to add $200 per normal office supplies and $600 on ink package, JB 2nds, passes 3-0
Discussion on VDOE policies
MS makes a motion to get all policies together and updated, JB 2nds, passes 3-0
Discussion on email from Lisa Love with Simply Water
MS makes a motion to have Simply Water reapply the VDOE for SOC’s & VOC’s, JB 2nds, passes 3-0
Discussion on Reinach Project and the transfer switch. JB suggests the VDOE takes over the order at the discounted price and have the switch come directly to the office then hire an electrician to install it. Office to reach out to Maines Electric to see if they received payment for the installation. RL comments to take any payment made out of retainage.
JB makes a motion to have the office reach out to the engineers to get a price on the transfer switch and labor costs. MS 2nds and adds the cost of the grass, passes 3-0

Commissioner’s Concerns/Reports
Discussion on Dam EAP.
Discussion on John Cancelarich email after public appearance on 2/10/22
Discussion on emails between JB and DES
MS makes a motion to have the office call DES and Fish & Game to see who we contact in regard to the dam if we have questions, motion denied
Discussion on DES and Fish & Game, VDOE is in charge of the dam policy. DES, the Dam Bureau and Fish & Game all give opinions on the Dam, but it is ultimately up to the Board of Commissioners to make the final decision.
Discussion on Ted Foley case
KK discussion on handing over Budgets, work orders and Reinach project payment spreadsheets to AW
MS makes a comment about rules and regulations of a chairman and how they do not have the authority to make decisions on behalf of the board.
Discussion on Asset Management and the Water Committee, there is only a Water Committee no Asset Management Committee. The Water Committee consists of Larry Leonard (Chairman), Jay Buckley, Larry Sodano and Doug Prescott.
Discussion on meeting minutes from the Water Committee Board meeting. MS requests meeting minutes, DP is going to send the minutes to the office.
Discussion on posting times for a Board Meeting, meeting is supposed to be posted a minimum of 24 hours in advance
Discussion of Cathy Conway meeting with the BOC. JB states it was settled at the meeting that no marked curb going forward due to priority. KK comments on the coordinates being input into the computer system. DR mentions that Chad from Avitar input coordinates and created a map of the curb stops back with the old Asset Management Committee. DP mentions DES is developing a new GPS system with iPhone only costing around $800 with a 1ft accuracy.
Discussion on Horizons
MS makes a motion to have the office ask them what the difference is between what they are proposing and what they would propose in a master plan (needs of the district going forward), KK 2nds opens for discussion:
KK what parts of the proposal are in the master plan? Ask Cathy Conway what elements are not included in the master plan and what the additional cost is.
MS amends motion to ask What basic components of a master plan are not included in the current plan and the basic amount, KK 2nds, passes 2-1
Discussion on Asset Management Grant. did not get the grant, it was rejected because it did not score high enough for a need. 150 applicants and only 80 were accepted.
Discussion on Jungfrau to Reinach water line on someone else’s property. Cross country water and Gretchen extension. Simply Water to use rural water dozer to find water line. Outstanding issue.

Correspondence
Discussion on Huttwil parking lot vandalism. KR mentions suspicious vehicle in the District on 2/15 and to keep and eye out for an old black dodge with no tailgate, rear window duct taped and scrap metal in the back. KK suggests getting security cameras for the parking lot, KR states it is not VDOE responsibility.
Discussion on water usage email
Discussion on January water usage and electric cost
Discussion on boat at Huttwil, boat was moved on 2/11. DP mentions there is a form on the registry to claim the boat as abandoned. Office to look into it. Discussed parking tags
JB states going forward Non-Public meetings need two days prior notification.

MS makes a motion to adjourn at 11:38, JB 2nds, passes 3-0

Respectfully submitted,
Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday February 10^th, 2022

The Board of Commissioners met at 9:00am on Thursday Feb 10^th, 2022.

In attendance for the public meeting are Commissioner Kathy Koziell (KK) by phone, Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Donna MacKinnon (DM)- Administrator, Alexis Wagoner (AW)-Administrator, Kelly Robitaille (KR)-DPW Foreman, Doug Prescott (DP), John Cancelarich (JC), Margaret Cugini (MC), Peter Kondrat (PK).

Meeting videotaped by Aysa of Madison TV

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

PUBLIC MEETING

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

JB makes a motion to approve the minutes of 2/3/22, KK 2nds, passes 3-0 (amendment made to change date from Feb 2nd to Feb 3rd)

JB makes a motion to approve the Non-Public minutes of 2/3/22, KK 2nds, passes 3-0

JB makes a motion to approve the payroll for $10,797.43, MS 2nds, passes 3-0

JB makes a motion to approve the Operating Accounts manifest of $11,772.23, KK 2nds, passes 3-0

DPW

Backhoe tire blew out 2/9/22, had to replace. $904 per tire need another one.

MS makes a motion to approve $900.00 for another tire. JB amends motion and makes a motion to appropriate $2000.00 for new backhoe tires. MS 2nds, passes 3-0

Discussion on plowing at Clemens Place.

JB makes a motion to send a letter to the homeowner. MS amends motion to add if there is an easement to let us know if not no parking from Nov 1^st through April 1^st due to the winter parking ban. JB 2nds, Passes 3-0

Broken light at the DPW 2 garage, electrician came out and capped the wire going to move the light to a new location in the future.

Ian Simply Water

Discussion on anything new happening. IH states the data loggers are on the way, the pumps are at the warehouse and the chem table is still not in.

Discussion on pump at Oakridge.

Discussion on pump at DPW.

IH states approximately 6-10 freeze ups this year, a bit higher than usual.

Discussion on billing and what is the customer’s responsibility and what is the district’s responsibility.

JB makes a motion to have Doug Prescott give his presentation on the Curbstop valve covers to Ian Hayes. KK 2nds adding only 5 minutes allowed. Passes 2-1

DP makes presentation to IH on the curb valve stop access cover with a price of $11.00 per cover.

Discussion on EEI contract. IH is going to reach out to EEI to find out what exactly is included in contract and get back to the office.

Discussion on Water System Operations Agreement with Simply Water. IH is going to change the date to state from 1/1/2022 to 12/312/2022 & add a section to include work orders. Office to provide work orders to Simply Water prior to work being done. DP comments that Asset Management is working to promote work orders to preserve future and current grants.

NON-PUBLIC MEETING

JB makes a motion at 9:58AM to go into Non-Public for RSA 91-A:3, II (c).  MS seconded.  Motion Passed 3-0.

JB makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (c) and return to public meeting at 10:33 AM.  MS seconded.  Motion Passed 3-0.

ADMIN

Discussion on Parking at Huttwil. Homeowner requested in writing to keep snowmobile trailer at the Huttwil lot for the winter months (longer than the 30 days).

JB makes a motion to allow Andy Elliot to park his snowmobile trailer at the Huttwil parking lot for the winter months. KK 2nds, motion didn’t pass.

JB makes a motion to allow parking at the Huttwil lot for up to the 30 days stated in the ordinance. KK 2nds, passes 3-0 (extension denied)

Discussion on Catherine Deyoe email letter to split QuickBooks into two accounts. A Water account and an Operating account.

MS makes a motion to spend $125.00 and DM’s time to complete the QuickBooks split. JB 2nds, passes 3-0

Viewing of Motion Log Excel sheet. KK states it looks good.

Discussion on voting on Warrant Articles.

Commissioners voted on Warrant Articles:

Warrant Article #1: Voting for Officers (not voted on)

Warrant Article #2: Operations & Highway Budget, Voted 3-0

Warrant Article #3: Water System Budget, Voted 3-0

Warrant Article #4: Paving of Klausen Drive, Voted 3-0

Warrant Article #5: Tank Pumping Maintenance CRF, Voted 3-0

Warrant Article #6: Replenish “Equipment Repair” CRF, Voted 3-0

Warrant Article #7: Replenish “Highway Equipment” CRF, Voted 3-0

Warrant Article #8: “Road Construction” CRF, Voted 3-0

Warrant Article #9: Expansion of Resident Mailbox Facility, Voted 0-3

Warrant Article #10: Sale of the Lodge, Voted 3-0

Warrant Article #11: Improvements to Lodge, Voted 0-3

Warrant Article #12: Office/Meeting Building CRF, Voted 3-0

Warrant Article #13: Increase the number of Commissioners, Voted 2-1

Warrant Article #14: Energy Agreement, Voted 3-0

Petitioned Warrant Article #15: Water Master Plan, Voted 1-2

Petitioned Warrant Article #16: Map 114 Lot 49, Voted 1-2

Petitioned Warrant Article #17: Water Hook-up Fee, Voted 3-0

Petitioned Warrant Article #18: Beaches, Voted 1-2

Petitioned Warrant Article #19: Separation Agreement, Voted 1-2

Petitioned Warrant Article #20: Parking, Voted 1-2

Petitioned Warrant Article #21: Dam Study, Voted 1-2

Petitioned Warrant Article #22: Health Care Account, Voted 1-2

Discussion on Warrant Article #19 email with lawyer.

MS makes a motion to send a letter to Nancy Cole to part ways with section 4 and 5 of the separation agreement. Motion denied 1-2

Discussion on Reinach email. DP suggests sending certified letter if we do not get a response.

Discussion on 2020 Audit.

Discussion on boat at Huttwil.

Discussion on Sheriff’s Department Tower letter.

JB makes a motion to sign Sheriff’s Department Tower Letter out of session. KK 2nds, passes 3-0

Commissioner’s Concerns/Reports

Discussion on Dam EAP.

Discussion on Dam Management email (pulling boards in the winter months).

KK mentions she is flying home March 3^rd, questions if the Commissioners want to change weekly meeting time. Meeting to be left at 9:00am on Thursday March 3^rd.

JB adds he is going to court next week for the Foley case and that he has a meeting with Chad at Avatar to go over the Lodge lot.

MS requests update with the meeting minutes for the Asset Management Meetings. JB states he thought Horizons was taking the minutes, but they were not. JB still working on getting the meeting minutes.

Discussion on Nick Sceggell email on Master Plan. Clarification email was from 2014.

Discussion on modeling for the water hook up pressure tests and who will be performing them going forward.

Discussion on Inventory spreadsheet from the Asset Management team.

Public Appearance

John Cancelarich (JC) questioning where the Board of Commissioners stands with HB 1532. Discussion on Dam pros and cons. JC suggests getting going with the process of building the Dam to not delay construction and if done the road it is decided a Dam is not needed stop the process. MS is strongly opposed to the Bill, KK and JB still do not feel they have enough information to decide. A letter was sent to Representative McConkey from the Commissioners opposing the bill. KR suggests the Commissioners reach out to Fish and Game, the Dam Bureau and DES themselves to get further information. Final thoughts were that HB 1532 is already dead in the water and not moving forward.

JB makes a motion to adjourn at 12:22, MS 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday February 3^rd, 2022

The Board of Commissioners met at 9:00am on Thursday Feb 2^nd, 2022.

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

At 8:45 am Commissioner JB calls the meeting to order

NON-PUBLIC MEETING

JB makes a motion at 8:45 AM to go into Non-Public for RSA 91-A:3, II (a).  MS seconded.  Motion Passed 3-0.

JB makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (a) and return to public meeting at 8:59 AM.  MS seconded.  Motion Passed 3-0.

PUBLIC MEETING

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

JB makes a motion to approve the the minutes of 1/27/2022, JB 2nds, passes 3-0 (amendment made to change DB to DM)

JB makes a motion to approve the Non-Public minutes of 1/27/22, MS 2nds, passes 3-0

JB makes a motion to approve the Budget Hearing minutes of 1/28/22, MS 2nds.

KK, JB & MS all make amendments to the meeting minutes.

MS makes a motion to approve amended minutes, JB 2nds, passes 3-0

JB makes a motion to approve the WTR Project check for $265.00, MS 2nds, passes 3-0

JB makes a motion to approve the Water Assessment Fund manifest of $279.41, KK 2nds, passes 3-0

JB makes a motion to approve the Operating Accounts manifest of $8,336.77, KK 2nds, passes 3-0

DM brings up discussion on engineering fees being added to the Water Ordinance.

KK mentions adding an option to the Driveway Ordinance about waiving the septic system design. Discussion that this would be a case-by-case scenario.

MS mentions if voters take to the floor, they could amend Water Ordinance to retro activate past application fees to January 1^st changing the amount from $8,000.00 to $10,000.00.

DPW

KR discusses DPW getting ready for snowstorm set to hit 2/3-2/4 stating we are set to get around 9”-17” of snow. New Klausen estimate a little lower than first one, still waiting on a third estimate.

Discussion on Dam boards and possibly changing the size of the boards. DR asks if a board was taken out this winter, KK responds yes. JB to check about notification to the public on taking a board during the winter season.

MS mentions wanting to schedule a Non-Public with Kelly and Ian from Simply Water.

Discussion on towing boat at Huttwil parking lot. Got pricing for truck rental from Home Depot $19.00, KR states boat can be towed after storm and moved to the DPW building 1. KR wondering what the policy is for a time limit of being park in the lot. To be looked into.

ADMIN

Discussion on audit and going forward in QuickBooks. Scott Eagan (auditor) recommends water hookup fees be put into the Water Extension CRF then be transferred to the Water Assessment Fund. DR going to check with the DRA on this.

Discussion on splitting QuickBooks into two separate files: one for operating and one for water. Going forward write two checks when splitting a bill between operating 85% and water 15%.

Discussion on when the water rate is set for 2022.

Discussion on having the attorney present at the Annual Meeting. KK on Separation Agreement Petitioned Warrant Article have him send in a written statement verse having him at the entire meeting. MS recommends having office send Driveway and Water Ordinances to attorney to get their blessing then approve it.

KK makes a motion to send the Driveway Ordinance and Water Ordinance changes to the attorney. JB 2nds, passes 3-0

KK makes a motion to send Petitioned Warrant Article #19 to Doug Mansfield for a response on his opinion on the Warrant Article to be available for the Annual Meeting. JB 2nds, passes 3-0

Discussion on engineering fees and who will do the work going forward.

Discussion on Petitioned Warrant Article received after hours. Conclusion article is not valid.

Discussion on Reinach Project and Invoice. JB to get pricing on the generator transfer switch that was already paid for. Discussion on road damage from the project. KR states Dawson is only responsible for 2 feet of paved road and 4 feet of gravel road. Damage of roads on Dawson, need to receive back charge for road damage that the VDOE DPW fixed. RL questions why switch was paid for it we have not yet received it. JB responds that the contract stated once substantial amount of work was complete payment in full was to be paid. RL states Dawson is obligated to return money or deliver switch regardless of contract. JB to follow up with Dawson on delivery of transfer switch. RL suggests get a price for transfer switch then deduct from retainage if Dawson doesn’t deliver. KR states possibly $8,000 was spent on road repairs. Dawson has three major items left on check list, Generator transfer switch, road repairs and planting grass seed. Pictures of road damage are on the cloud at the office. Discussion on road damage pictures.

Discussion on HB 1532 letter to Mark McConkey.

JB makes a motion to send letter with 1^st paragraph only and the word “to” added. KK 2nds, passes 2-1

Discussion on 2020 Audit draft approval.

JB makes a motion to sign 2020 Draft Audit. KK 2nds, passes 2-1

Discussion on Dam Action Plan. JB in process of filling it out and updating it.

Discussion on FEMA Fact sheet. Updated emergency contact list with sheriff’s department.

Discussion on January Water usage.

KK makes comment that the Public Budget Hearing went well.

DM questions when Warrant Articles need to be entered into the DRA portal. KK everything needs to be in the portal with a green check 14 clean days prior to the annual meeting. KK asks if Commissioners are to vote for or against Warrant Articles prior to submission.

MS makes a motion to weigh in before Warrant Articles are posted to vote for or against it. JB 2nds, passes 3-0

MS requesting conversation between JB and Steve Doyon. JB to send to office.

Discussion on Asset Management Meetings. MS requesting meeting minutes from past meetings and questions how often meetings are. JB states meetings are held once a month and that he will check with Horizons to get the meeting minutes. DR requests clarification on $20K/$20K matching grant as well as update to the 50K grant and whether it was awarded.

Discussion on visual presentation with Horizon to update people on the progress Asset Management has made. Additional discussion on when to hold a public meeting with Asset Management.

MS makes a motion to adjourn at 10:57, JB 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday January 27th, 2022

The Board of Commissioners met at 9:00am on Thursday Jan 27^th, 2022.

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

At 8:45 am Commissioner JB calls the meeting to order

NON-PUBLIC MEETING

JB makes a motion at 8:45 AM to go into Non-Public for RSA 91-A:3, II (a).  MS seconded.  Motion Passed 3-0.

JB makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (a) and return to public meeting at 9:03 AM.  MS seconded.  Motion Passed 3-0.

PUBLIC MEETING

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

JB makes a motion to approve the minutes of 1/13/22, KK 2nds, passes 3-0

JB makes a motion to approve the minutes of 1/20/22, MS 2nds, passes 3-0

JB makes a motion to approve the minutes of 1/24/22, KK 2nds, passes 3-0

JB makes a motion to approve the payroll for $10,757.71, MS 2nds, passes 3-0

JB makes a motion to approve the Operating Accounts manifest of $9,910.92 (Includes Payroll), KK 2nds, passes 3-0

DPW

Discussion on road paving. KR discusses that Klausen Rd lower half is really bad. Recommends doing 1.5” overlay halfway down & a light shim on the rest. Only received one estimate so far for $92.00/Ton with 1450 Tons to cover 18’ x 8500’ road. KK asks if there is enough in the budget between the paving & asphalt budget to cover the cost. JB questions if we should do Eidelweiss Drive instead this year. KR says Klausen has to be done this year, concerned we cannot use the warrant article with the other $17,000 in asphalt budget to supplement. KK & JB don’t believe it will be an issue.

Discussion on Lugano Rd, rock jetting out needs to be removed. Remaining budget to go towards road paving on Lugano Rd. Estimate is 1.5” Overlay with 2 apron areas & 360’ of road at $15.00/Ton for 95 Tons.

No hot water again in DPW 1 Garage. KK going to contact plumber.

KR & DPW will be cleaning up roads before storm. KR mentions grater is out of service, having hard time getting parts for it. Backhoe going to also need parts soon, a lot of money has been going into repairing it. KR suggests trading in grater and backhoe together as a deal. JB questions if we sell two Volvo’s can we lease with option to buy. Backhoe is #1 priority at the moment. Discussion on splitting the $50K from the Highway Equipment CRF and putting $25K into the Equipment Repair CRF.

JB makes a motion to take the $50K from the Highway Equipment CRF and split it for $25K into the Highway Equipment CRF and $25K into the Equipment Repair CRF, making the Equipment Repair CRF $30K. MS 2nds, Passes 3-0

Change Warrant Article 6 & 7 to reflect motion passed.

DP makes public comment to KR and DPW to thank them for doing a great job on the roads this winter.

ADMIN

Discussion on updated energy agreement. Does not cost the District any money. JB to write a non-money warrant article to sign a 45-month energy agreement.

MS makes a motion to sign 9-month energy agreement. JB 2nds, Passes 3-0

DM clarification on water hook up money deposit. Should $16K be put into Water Line Extension Fund CRF vs. Water Assessment Fund to not get funds mixed. DR comments that any money going forward for water hook ups should be put into the Water Assessment Fund. JB asks if money is taken out of the Water Extension Fund CRF? DR & KK discuss & agree extra money will be put into the Water Extension Fund CRF for future water projects (i.e. water main break, extending water line)

Discussion on purchasing new computers for the office.

JB makes a motion to amend appropriated motion to take $4,500 from CRF office fund. MS 2nds, Passes 3-0.

AW questions getting Credit Card limit increased from $3,000 per 24-hour period to purchase computers. DR is going to call bank to get authorization for purchase.

Discussion on Water Systems Operations Agreement. MS suggests changing wording in agreement & JB suggests adding a section for the DPW as well as implement the work order system again. Going to table until the following week when Ian is here.

Discussion on Scott Eagan Audit. Office to follow up with them.

Discussion on boat at Huttwil parking lot need to be towed out. Office is to call a tow truck to get it towed to a DPW lot. Check with KR on where to put boat. Tabled till next week to get additional information.

Discussion on HB 1532 YouTube video. MS suggests take a stand against new dam; video was not very factual. JB had sent text to Representative Mark McConkey to inform him we were on hold and needed more information as well as just spent $8,000 on EAP for existing dam. McConkey replied saying let him know when we have decided. Office is to draft a letter to McConkey concerning HB 1532 and the objection the Commissioners have to the bill as there are outstanding questions.

KK discussion on AW with using Mailchimp and the website.

KK to note changes made on slide 6 of the budget presentation to represent 2020 not 2021. Discussion continued on balance in the Unassigned Fund for 2021, all an estimate until the 2021 audit is completed.

KK brings up how to pay hourly employee that goes over 40 hours. BOC and employees agree to pay time and a half for overtime.

Discussion on EAP for dam. MS has issues with the plan, thinks the office should be the first contact then the DPW. JB has sent over some adjustments waiting to hear back but does not agree with MS. All agree there needs to be DPW involvement in the EAP going forward. Tabled till next week with updated information.

Discussion on JB email to NHMA about warrant article and continuing the public budget meeting after 2/1/2022. Decided that if someone comes in with a money warrant article after 1/28/2022 we will need to hold another meeting. Office to set up tentative meeting on 2/4/2022 at 7pm at the Madison Town Hall.

KR returns and makes comment about Klausen Rd being much shorter than prior documentation stated. It is 18’ x 2400’ NOT 18’ x 8500’. New Paving estimate is $44K from $75K also going from $92.00/Ton to $103.00/Ton. This changes the warrant article, Commissioners to change amount from $75K to $50K.

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

Respectfully submitted,

Alexis Wagoner, Administrator.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Monday January 24th, 2022

The Board of Commissioners met at 9:00am on Monday Jan 24^th, 2022.

In attendance for the public meeting are Commissioner Kathy Koziell (KK) by phone, Commissioner Jay Buckley (JB), Commissioner Smith (MS), Donna MacKinnon (DM)- Administrator, Alexis Wagoner (AW)-Administrator, Kelly Robitaille (KR)-DPW Foreman

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

Discussion and review of proposed 2022 budget for the Public Budget Hearing

DM has invoice from Wright & Pierce for Dam Emergency Plan – we can add $1887 to 2021 expenses

DM has invoice for Sand add $4072 to 2021 expenses, Jan invoice from Dec delivery.

Discussion on paving line item - Kelly calls in – if there is money in the budget there are always roads that need attention, possible rest of Aspen, Lugano. Regarding Klausen, he reached out to 3 contractors for pricing, looking at 3 times the area of Bristenstock/Aspen which was $37K, as it’s a lightly traveled road possibly a lighter coat to hold the road together.

JB makes a motion to approve $750 for the fabrication and installation of 8 stainless steel brackets and new seats for the outhouses. MS 2nds, passes 3-0

DM has invoice from Simply for December repairs add $6792 to 2021 expenses

MS makes a motion to fund the $15,000 for the mailbox expansion from the unassigned fund. JB 2nds, passes 2-1

Long continued discussion on Mailboxes.  Should we appropriate money if the Madison PO is required to provide as we are not a private neighborhood, table discussion until Thursday. Discussion on creating a CRF for Mailbox expansion therefore not required to spend within a given time.

Kelly calls back in and is getting prices for shimming of Klausen. 

Discussion on CRF for Office/Meeting Building should it be created this year or wait until 2023 after Lodge is sold. Discuss on Thursday

MS makes a motion to raise $5000 for any Lodge improvements needed for a sale. JB 2nds, Discussion that any cost to the District would come from the proceeds, MS disagrees. Vote 2-1

MS wants to send all Warrant Articles to the Attorney for review, no support. Will discuss on Thursday if a specific 1 or 2 need to be reviewed.

JB makes a motion to Approve minutes of 1/13/22 and 1/20/22. No second, will table until Thursday.

Discussion on Kelly’s review. Non-public to be held at 8:45am on the 27^th.

MS makes a motion to adjourn at 11:47am, JB 2nds, passes 3-0

Respectfully submitted,

Kathy Koziell, Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday January 20th, 2022

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

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

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

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

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

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

DPW

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

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

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

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

ADMIN

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

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

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

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

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

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

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

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

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

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

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

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

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

Discussion on bottles left at bus stop.

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

Public Comment

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

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

Respectfully submitted,

Kathy Koziell, Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday January 13th, 2022

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

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

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

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

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

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

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

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

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

3-0

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

ADMIN

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Respectfully submitted,

Kathy Koziell, Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday January 6th, 2022

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

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

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

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

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

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

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

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

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

Will get clarification on 2^nd invoice.

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

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

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

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

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

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

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

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

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

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

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

Ian Hayes arrives at 9:30

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

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

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

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

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

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

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

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

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

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

MS mentions his petitioned warrant articles.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Respectfully submitted,

Kathy Koziell, Commissioner

The Board of Commissioners met at 9:00am on Thursday Dec 16^th, 2021.

In attendance for the public meeting are Commissioner Kathy Koziell (KK), Commissioner Jay Buckley (JB), Mike Smith (MS), Donna MacKinnon (DM)- Administrator, Diana Reiss (DR)-Treasurer, Gloria Aspinall (GA), Mark Graffam (MG) attends after 10:45,  Meeting videotaped by Madison TV

Commissioner JB calls the meeting to order at 9:01am

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

JB makes a motion to approve the minutes from 11/10/2021, KK 2nds, Passes 2-0-1

JB makes a motion to approve the non-public from 11/10/2021, KK 2nds passes 2-0-1

JB makes a motion to approve the minutes from 11/18/2021, MS 2nds, MS makes a motion to amend the minutes toDelete crept on to flooded across. After Mike Smith states we own the Dam – Delete “and we can do what we want” add “notify Fish and Game that we need to remove a board due to recent rain”. Add in comment from Shauna’s email “and high water on Big Pea”. Delete the “remove” from motion to contact owners. Add “JB threatens to remove D Wondolowsky from the meeting” passes 2-0-1

JB makes a motion to approve the minutes from 12/2/2021, MS  2nds, MS makes a motion to amend discussion on Appenvalregarding cornerlots   change the word “can to could” Passes 2-0-1. Bottom of 2^nd page add “MS suggests getting a price to complete GPS of CSV’s”. Bottom of page 3 last sentence, Strike out “this idea did not get much support”.  4^th page Gravel JB and MS confirm that ultimately the cost will be taken from retainage. Passes 2-0-1

JB makes a motion to approve the minutes from 12/6/2021, KK 2nds, Passes 3-0

DPW

KR Discussion on Driveway application for 70 Appenval, property owner wants to use Thusis for access. KR states this would actually be better for the District roads. This could be an issue with house numbering for 911. JB makes a motion to approve the Driveway application if abutting lot is owned by VDOE. (this way they could change legal address to Thusis). KK 2nds. Discussion on how much work is required on the Class VI Rd by property owner. Permit conditional on installation of road culvert and a Class VI road waiver. Passes 3-0

Discussion on paving of Eidelweiss Dr, may be better to repave sooner rather than waiting for compete road reclaim. Discussion on roadside clearing,

KR has quotes coming from GW Brooks as they purchased a new roadside mower that Tony could run.

JB makes a motion to encumber the funds from 2021  Warrant Article #5 in amount of $7000 for roadside brush and tree cutting, MS 2nds, passes 3-0

JB makes a motion to encumber the funds from 2021 Warrant Article #6 in amount of $6000 for revisions to Lodge property lines MS 2nds, passes 3-0

KR will contact Beaver Trapper in the spring as animals are hibernating

JB makes a motion to approve the manifest in the amount of $7366.06 MS 2nds, passes 3-0

MS makes a motion to approve the payroll manifest in the amount of $5684.83, JB 2nds, passes 3-0

Audit draft received yesterday (12/15/2021) at 6:30 pm

Habitat for Humanity has a request for a driveway permit using a letter of credit for guarantee. This is acceptable according to the ordinance.

DM will move forward with the Driveway Permit application process.

DES comments on the OMR for the DAM

 KR confirms with Madison that abutting lots on Thusis are VDOE owned – new address will be 13 Thusis.

JB makes a motion to pull a board in Dam, MS 2nds, passes 3-0

JB makes a motion to have KR cut the10” board into 2-5” boards, MS 2^nd, passes 3-0

Official Reinach Grant extension thru Dec 2022 received from DES

MS makes a motion reimburse Doug Prescott for $43.68 for Water Committee expenses, JB 2nds, passes 3-0

Granite State Analytical report – all tests passed

91A request for all emails between office and commissioners, DM to ask for a date range.

Discussion on meeting schedule, next meeting Jan 6^th, 13^th, 20^th, 27^th, and the 28^th   Budget hearing

JB makes a motion to approve a Meeting Policy.

“To have any currently elected commissioner(s) not physically present at a public meeting held by the board of commissioners to be contacted immediately after the meeting is called to order which allows them to participate remotely per RSA 91A:III.” MS 2nds, KK states that absent commissioner should notify office 24hous prior to the meeting that they are available to participate”.  Final language

                                                               Meeting Policy

To have any currently elected commissioner(s) not physically present at a public meeting held by the board of commissioners to be contacted immediately after the meeting is called to order, if that commissioner has given 24 hour notice of availability, which allows them to participate remotely per RSA 91A:III.  

Passes 3-0

MS asks that the Jan 6^th meeting with Horizon Engineering be cancelled, JB will contact.

MS makes a motion to enter non-public at 10:23 91A:3 II (c) JB 2nds, passes 3-0

Reconvene Public meeting at 10:32 Minutes of non-public are sealed

MS leaves the meeting

Discussion on Jones&Beach invoice of $1295, was for meeting with Ian and tour of the pump house

JB makes a motion to approve the J&B invoice, KK 2nds This is for Contract #6 passes 2-0

Discussion on transfer switch for pump house –

Wright & Pierce invoice for Dam breach analysis for $2000

Nick Skeggell needs usage at Chocorua and Summit to assist with Upper Lakeview PRV

Mark Graffam questions valve that was originally designed to be at Lugano. JB states that once the area was evaluated it was determined by Ian Hayes that a change in location would achieve a better result.

Mark Graffam questions the budget reports, KK explains that the office is taking the full P&L and creating 2 separate budget reports (operations and water) and we are now creating a 3^rd report to capture the Warrant Article expenses to take them off the operating budget.

DR clarifies that the Treasurer is not responsible for the budgets.

Discussion on water hook-up fees and the new process for separating the water funds from the operating funds.

DR asks if Simply Water invoice for work on Asset management project can be filled to the project. JB states that yes it can

JB discusses voting booths for annual meeting

Discussion of District entering into a 3-year contract with 3^rd party energy co-op. DM will reach out to DRA

JB makes a motion to have Tricky Tree clear brush from around the lodge not to exceed $2500, KK 2nds, passes 2-0

Discussion on 2022 Warrant Articles, Tank Pumping, Insurance, Hwy Equipment, Equipment Repair

JB makes a motion to adjourn at 11:48, KK 2nds, passes 2-0

Respectfully submitted,

Kathy Koziell, Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

DECEMBER 2^ND, 2021-Draft

In attendance were commissioners, Mike Smith, (MS) and Jay Buckley (JB). Also in attendance were Kelly Robitaille, (KR) Doug Prescott, (DP) John Conolly, Carol from Madison TV was the videographer. Ian Hayes, (Water Operator) Cathy Conway and Josh Davis from Horizons Engineering appeared at 9:30 am for a monthly status update.

The meeting was call to order by Chairman Jay Buckley at 9:01am.

MOTION: JB makes a MOTION to approve the agenda, 2^ND MS; MOTION PASSED

MOTION: JB makes a MOTION to call commissioner Kathy Koziell who is traveling out of state to participate in the meeting by phone. NO 2^nd by MS.     MOTION FAILED

When asked by chairperson JB as to why he would not allow Kathy Koziell to participate in our weekly meeting MS refused to provide an answer.

MOTION: JB makes a motion to approve the minutes of 11/18/21, MS 2^nd’s.

MS claims that a lot of changes are needed. JB states he went through the entire video to accurately capture and correct the minutes. JB asks MS to review the video, find the discrepancies, and record the times. MS refused to do that or to provide any detail. MOTION FAILED

DPW REPORT:

KR reports that he has 3 driveway applications for review.
MOTION: MS makes a motion to approve the driveway application for #12 Klausen Drive, JB 2nds. MOTION PASSED.

MOTION: MS makes a motion to approve the driveway application for #9 Blinden Drive, JB 2nds. MOTION PASSED.

KR discusses a driveway application for #70 Appenval Way. Owner wants driveway entrance to come from Thusis Drive class VI. KR points out that there is a steep access to lot from Appenval. KR states that a road culvert will be required beneath Thusis if access is from Thusis. MS states that people who own corner lots can choose what street they are registered on. E-911 requires that driveway access be from the legal street residence of record. JB/KR discuss having a dual driveway or circular to comply with E-911 and suffice the property owners desire for access of Thusis Drive. DM is told to contact the property owner to have the issue resolved with E-911 through town hall. This property owner also has a water hook-up application in with $8k check. DM states she wants have applicant hold off on application and check until spring as no installation will be done till then. JB states that the $8K is used to evaluate a water main and pressure and that should be done now in case it is denied a hook-up. Also; the cost of the hook-up application currently is $8K and could go higher as was discussed at the August 14^th public hearing on the water system ordinance. The voters will decide on ordinance changes. MOTION: JB makes a motion to process the water application for #70 Appenval Way. MS does not 2^nd. MS states that the driveway application always comes first. JB asks MS to provide that evidence in writing. MS says “NO.” MOTION FAILED

John Conolly is present to discuss his driveway access to his lot located at #5 Bristenstock. This is a corner lot and has presence on Reinach Place. Mr. Conolly would prefer having access from Reinach Place as it is less steep. KR agrees that this would also be better for the District. JB and KR reviewed the site. JB spoke with Madison town hall over the issue of E-911 and how to possibly renumber this address for E-911. In this instance with this lot, it is possible to give this property a new address of either 1 or 3 Reinach Place as those addresses do not exist due to a previous lot merger next to this property.
MOTION: MS makes a motion to accept the driveway application for the property owned by Mr. John Conolly and that is be changed to Reinach Place. JB2nds. MOTION PASSED.
MOTION: MS makes a motion to sign out of session once Mr. Conolly receives a number from the town of Madison on Reinach Place. JB 2nds, PASSED.

Ian Hayes (water Operator) joins the meeting at 9:38am. MS speaks to Ian on the repair status of curb stop valves and asks why no work has been done on that issue. Ian explains that he has spent time with Horizons Engineering on the Asset Management Project and that when scheduling time to work with KR, that both parties have often had other priorities. JB discusses understanding first the scope of the work by identifying those valves that are damaged, prioritizing the list and then obtaining a cost before just jumping into an unknown.

Ian provides some cost estimates with using the DPW to excavate these valves. MOTION: JB makes a motion to spend up to $5,000 for Ian and Kelly to repair known damaged CSV’s weather permitting. MS 2nds. MOTION PASSED.

Cathy Furtek-Conway and Josh Davis from Horizons Engineering are in to discuss the status of the Asset Management Project.

JB discusses activity to date. Cathy discusses the priority of spending time/money on GPS surveying of every asset that we have. Cathy describes that the priority is the Hydro-model for the District.

Discussion ensues and MS tries to find other monies to get the CSV’s that have been re-identified by volunteers done this season. It is noted that there is already snow on the ground and that the valves are being covered. As more snow falls it will be harder to find costing even more money/time. Only 70 additional valves remain to be GPS’d but there still remains approximately 350 CSV’s that would still need to be surveyed. Ian, Cathy and JB try to explain to MS that obtaining an additional 70 out of 350 surveyed CSV’s makes no sense at this point in the project. Much time is spent explaining the project so that MS is up to speed.

The priority will be to have Horizons Engineering focus on getting the Hydro Map completed with the critical infrastructure items on the map. JB explains that we have sufficient data on the CSV data sheets and they will be linked to the map until accurate GPS surveying can be done.

It is agreed that we will refocus away from GPS-ing the CSV’s and focus on the infrastructure and Hydro-model. Critical Gate Valves, Pump Houses, etc.

Cathy explains that the plan should be to create a new priority (Master Plan) for what needs to be done next so that taxpayers can anticipate a well-balanced plan of improvements with a stable water fee to fund these improvements in order to achieve the desired level of service.
MS continued to ask that the 70 out of ~350 CSV’s get GPS’d. The idea did not get much support from those in the room.
JB recommends a meeting with the public in the Jan-Feb time frame for AM updates and education.

JB asks Cathy if the VDOE Can delay payments until 2022 calendar year. Cathy states “Yes.” DM states this will be cleaner for our bookkeeping.
There is one invoice that has been received from Horizons as they bill monthly. DM advises that the $20k was never pulled/requested form the CRF for the water system back in the spring when the commissioners approved to do so and hopes that the trustees can release the monies this month. Ian reports that there are some 2021 expenses due soon for Pumps and equipment. DM asks Ian to submit all remaining water connection costs before years end.

Question as to turning off water to 24 Huttwil Drive. The septic system is confirmed as being replaced. Ian still feels there is a risk. Water bill is 2 years overdue. Certified mail keeps coming back as undeliverable. JB states that he will take a bill to the homeowner so that they can pay the bill before having their water turned off.

DM shows a list of homes in Eidelweiss that are not on the water billing list and are not part of the list of 18 well owners in the District. These homes may never had been charged for water.
Ian/JB to investigate list of homes.

Ian is OK with work done on Reinach Tank/Pump house project. Says that wiring should be “cleaned up” in Pump Station and should be addressed by the engineer.
JB reports transfer switch for generator and grass seed are not yet done.

MOTION: JB makes a motion to approve $26,297.71 for the operating budget. MS 2nds, MOTION PASSED.

MOTION: JB makes a motion to approve $4877.80 for the payroll budget. MS 2nds, MOTION PASSED.

MOTION: JB makes a motion to approve $4994.95 from the Water Project Budget for the purchase of road gravel to restore roads to their original condition. MS 2nds, MOTION PASSED.
Much discussion on where money should come from. MS feels it should come from retainage.
DM to get total bill for gravel and labor from DPW.

MOTION: JB makes a motion to transfer $8000 from Operating budget to Water Line Ext CRF. MS 2nds, MOTION PASSED.

MOTION: JB makes a motion to reimburse Doug Prescott for $45 for his paid application to the NH DES Asset Management workshop in December. MS 2nds. MOTION PASSED.

ADMINISTRATION REPORT:

DM brings up correspondence from Habitat for Humanity asking the VODE to accept a $4000 line of credit/passbook instead of a BOND for their driveway application.
MS states they should secure a bond like everyone else. JB states they have the cash that will be held by the bank in the VDOE name. It is the same thing and has been done with the VDOE before.
MS refuses to accept request and cannot remember when they did it before. JB asks DM to pull records for 5 Burgdorf (Habitat property) to see how it was handled before. If done before, JB has no problem with doing it this way.

DM has application to transfer $20,000 from Water System CRF for

MOTION: JB makes a motion to transfer $20,000 from the Water System CRF in accordance with the Feb 25, 2021 minutes. MS 2nds. MOTION PASSED.

MOTION: JB makes a motion to amend a previous motion made on November 18^th to create a new fund named; “WATER FUND” to rename it “WATER ASSESSMENT FUND”. MS 2nds. MOTION PASSED.

COMMISSIONERS REPORT:

JB apologizes to Dorothy Wondolowski for the tone he used in addressing her in the previous week’s meeting. JB wants this apology to be recorded in these minutes.

JB states that the driveway grate has been installed at #47 Eidelweiss Drive and he should inspect it for “Driveway for Operation” permit. Kelly to inspect and issue Permit for operation.

MOTION: MS makes a motion to ask Paula Doyle to vet the candidates for the Administrator position. JB 2nds. MOTION PASSED.

MOTION: MS makes a motion to send Doug Prescott a thank you letter for clearing debris from the dam but not to do it again. JB 2nds. MOTION PASSED.
MS questions the operating budget draw down amount and how that gets calculated. DM explains. DM states that there is approximately $101,774.89 under spent.

JB states that claims were made by people in the audience and MS that the operating budget was overspent. JB explains that the Kathy Koziell had the answers, but MS does not want her to participate in the meetings electronically.
MS claims that KK and JB are “acting as a team throughout this whole thing.” MS defends his choice in not calling Kathy Koziell to participate in the meetings.

MS states that he is ending the meeting and gathers his articles and begins to walk out.
DM asks how to respond to a homeowner on Reinach Place as to possible land sales in the future. DM is told the VDOE is not in the real estate business.
MS starts to walk out and JB asks for a motion to adjourn. MS refuses to make the motion and leaves the building.
JB thanks folks for watching and attending and ends the meeting as there is no longer a quorum.

Respectfully submitted,

Jay Buckley