Commissioners Meetings Documents

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VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

NOVEMBER 18TH, 2021-Draft

In attendance were commissioners, Mike Smith, and Jay Buckley. Also in attendance were Kelly Robitaille, Gloria Aspinall (who left the meeting early after dropping off a letter to be read), Dorothy Wondolowski, Dinah Reiss, and Ralph Lutjen. Carol from Madison TV was the videographer.

The meeting was call to order by Chairman Jay Buckley at 9:00am.

MOTION: JB makes a MOTION to approve the agenda, 2ND 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 2nd by MS. MOTION FAILED

Chairman JB asks DM to text KK and inform her that she is not being allowed to participate due to a lack of a 2nd to the MOTION and not to wait by the phone for the commissioners to call.

MOTION: JB makes a MOTION to approve the minutes of the 11/10/2021 commissioners meeting. MS 2nd but abstains from voting as he was absent from that entire meeting. MOTION FAILED

MOTION: JB makes a MOTION to approve the minutes of the Non-Public commissioners meeting of 11/10/2021. MS 2nd but abstains from voting as he was absent from the entire meeting. MOTION FAILED MS states that the minutes can be held off until KK returns to a meeting in person.

DPW REPORT:

Kelly states that the DPW crew is out cleaning ditches with the leaf blower. The trucks are being outfitted for winter with plows and sanders. 8 Eidelweiss Driveway entrance at Bern Drive is being finalized by DPW.

While KR is present JB reads a letter from Gloria Aspinall regarding the DAM operations.

Discussion ensues as to debris that has been photographed around DAM/Spillway. Large cut logs, branches and leaves are visible. DPW reports they tried to move one large log with backhoe but were unsuccessful.

MS states that the new policy pushed through one month earlier by JB and KK has failed. MS states that the water is the highest he has seen it other than one time when it crept up on Eidelweiss Drive. MS wants to have fall draw down and pull a board today.

MOTION: MS makes a MOTION to remove a board. NO 2nd ; MOTION FAILED.

JB reminds the audience of the Fish & Game regulation regarding draw down of water bodies must be done prior to October 15th.
MS states we own the DAM, and we can do whatever we want. MS states he wants to lower the water in the spring to accommodate the Loons. JB informs everyone that a fall draw down was discussed but the water level was just above the red line (4-inches below to top of the concrete) indicating the lowest level for proper operation of the dry hydrants.

KR is asked to comment on the process of removing the boards at the DAM. DW wants to emphasize that there is a safety issue when removing boards from the DAM. JB interjects stating that KR has the floor and can address that aspect. KR states that it is unlikely that anyone would be swept away during the process, but it can be difficult, and an operator is likely to get wet.

Another email is read from Shauna Kondrat regarding the buildup of a Beaver Dam at the foot of Big Pea Porridge Pond.

MOTION: MS makes a MOTION to have KR seek a beaver trapper to remove the beavers from the pond as the previously used trapper is no longer available. JB 2nd. MOTION PASSED.

MS discusses the two vehicles left in the Huttwil Parking lot.
MOTION: MS makes a MOTION to remove contact the owners of the vehicles to have them moved out of the lot for winter plowing. JB 2nds. MOTION PASSED. It is mentioned that one of the vehicles is owned by a former commissioner.

MOTION: MS makes a MOTION to have the vehicles towed at owners’ expense after 24 hours of notifying the owners if they are not moved. MOTION 2nd by JB. MOTION PASSED.

MS states that he wants to change the parking policy.

ADMINISTRATION REPORT

DM explains that she had a meeting with Treasurer Dinah Reiss, consultant Catherine Deyoe, and Scott Egan to go over the new process of separating the water budget from the operating budget. The 85%-15% split of expenses (ops-water) will be tabulated and expensed at the end of each month.

DM reports that corrections were made to MS434 and uploaded to the DRA portal.

DR brings up the need to change the name of the “water usage fund,” to “WATER FUND.”

MOTION: JB makes a MOTION to rename the water usage fund to “Water Fund” for clarification of our bookkeeping and auditing. MS 2nd. MOTION PASSED

DR makes a statement that the District has overspent its operating budget but has underspent the Water Budget.
Discussion ensues with no clear answer as KK would have been able to provide full clarity but was prohibited from participating in the meeting as MS would not second the MOTION made by JB to include her.

MOTION: JB makes a MOTION to hire Tricky Tree for $2500 to clear the trees that surround the LODGE at the top Oak Hill. MS 2nd. MOTION FAILED due to perceived lack of funds.

JB discusses the status of the Reinach project. The Punch list items are still open. Deliverables from Jones and Beach Engineering are not yet received.

MOTION: MS asks JB to sit with J&B Eng. To hash out what is still missing from contract and then to engage with Dawson Excavation to finish punch list items. NO SECOND. MOTION FAILED
JB has repeatedly asked for missing work items and is now calling on the BOC to decide how to fulfill contract requirements. MS claims he has not been a part of this project and knows little about it.

JB calls on Ralph Lutjen for input.
RL states to review the contract and if breached then engage legal counsel to help resolve.
JB discussed an email from Dubois & King on the status of the Upper Lakeview/Rigi Pressure Zone design solution. It is delayed due to staffing issues.

MOTION: MS makes a MOTION to have the office contact D&K an email asking for status and a date for completion of the new design. JB 2nd. MOTION PASSED.

MOTION: MS makes a MOTION to release Non-Public minutes involving employment negotiations with the most recent candidate. JB 2nd. MOTION PASSED.

PUBLIC APPEARANCE:

Dorothy Wondolowski reads a letter with her concerns regarding the proliferation of fire pits in Madison.

Ralph Lutjen asks for clarification on the perceived over expenditure of the operating budget with the Bond expenditures related to the Reinach project.
JB explains that KK has all the details but she was not allowed to participate.

MOTION: MS makes a MOTION to have the office reach out to KK for clarification on Reinach Bond issues. JB2nd. MOTION PASSED.

MS discusses not hiring the full time Administrator until the Employee Handbook mistakes are corrected. JB objects stating that Donna has her hands full and needs help now.

MOTION: MS makes a MOTION to go into non-public under 91A: II, B to discuss employee hiring. JB 2nd. MOTION PASSED.
MOTION: JB makes a MOTION to adjourn at 11:10am MS 2nd. MOTION PASSED.

Respectfully,

Jay Buckley, Commissioner

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VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Wednesday November 10th, 2021-Draft

The Board of Commissioners met at 9:00am on Wednesday November 11th, 2021.

In attendance for the public meeting are Commissioner Kathy Koziell (KK), Commissioner Jay Buckley (JB), Donna MacKinnon (DM)- Administrator, Diana Reiss (DR)-Treasurer, Meeting videotaped by Madison TV

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

KK asks if MS is attending, DM states that MS was in the office yesterday and will try and make it

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

JB makes a motion to approve the minutes from 11/4/2021, KK 2nds, JB wants to add “that Ian confirmed the possibility that the X-Country water main may be partially on private property”. KK 2nds amendment, passes 2-0, amended minutes passes 2-0

JB makes a motion to approve the non-public from 11/4/2021, KK 2nds passes 2-0

JB makes a motion to approve the manifest in amount of $10,437.31, KK 2nds, passes 2-0

DM contacted Sharon Monroe regarding books overflowing the Little Library

DM contracted Bob Boyd and he stated that the Class VI waiver stayed with the property and therefore the property owner does not need to file additional waiver when property changes hands.

DM states that at 23 Huttwil there was a new septic in 2020. Ian, at last week meeting, stated he had made a site visit and is concerned that there may still be a problem. Bob Boyd stated that DES should be contacted regarding septic issues. KK makes a motion to contact DES regarding condition of septic at 23 Huttwil, JB 2nds, will provide contact info to the office. Passes 2-0 DM confirmed that theDistrict will get past due water bill paid from the closing of 46 Huttwil. Discussion on the Dam OMR completed form is due12/31/21, Pond Level Policy Plan, and action item of clearing away brush from the DAM needs to be documented. JB will reach out to Tricky Tree to do clearing around the Dam.

Discussion on Eastern Analytical quote, JB will compare to Granite State’s pricing.

Discussion on Annual Meeting being held in the morning or the evening, Moderator Bob Ingraham stated the evening gets a better turn out. JB makes a motion to schedule the 2022 Annual meeting for March 5th, polls open 4pm-6pm and deliberative session 6pm-10pm. KK 2nds, passes 2-0

Discussion on the Reinach Project, just received correspondence from Dubois & King and they have yet to begin working on the pressure issues on Upper Lakeview for the installation of additional PRV pits. District submitted the contract 8 weeks ago. R Skarinka is back assisting DES and contacted the office for an update on the Reinach Project. JB let him know the contents of the communication that was sent to Jones & Beach regarding punch list items and lack of deliverables and lack of action by Dawsons.

KK suggests we select a day for the Budget Hearing and add public hearing on ordinance changes to that date. Discussion that proposed Driveway ordinance amendment should be sent to attorney for review. KK will draft correspondence for the office. JB makes a motion to schedule the Budget Hearing on January 28th at 7pm, KK 2nds passes 2-0, JB reached out to Ron Briggs regarding status of work at the Lodge.

Surveyors from Horizon Engineering will be in the District on Nov 16th to begin GPS of the primary valves, PRVs and CSVs etc. Office will send an email blast that this will be taking place.

KK asks to schedule a budget work session, December 15th is selected, time TBD.

JB makes a motion to have Ian purchase 2 new dataloggers for the water system for up to $800 for 2. KK 2nds, passes 2-0.

Discussion on email from Ralph Lutjen, his concern is that a culvert is directing water on to a lot (26 St Moritz) that he is trying to sell, this makes it difficult to site a septic system. KK asks how long that culvert has been there, JB states it was part of the original layout of District roads and the water is an active stream. Discussion that this in not the Districts responsibility, JB will draft an email for the office.

Discussion on 32 Bristenstock, driveway being “flooded”, this is due to a culvert that was damaged by Dawson during water main installation, they believed it was non-functioning. Reply that we are aware of the problem scheduled for repair in the Spring.

KK discusses that she had Andrew Harteveldt at the office for 2 hours, he updated the SCADA interface with our internet phone to assist in calling out alarms, configured the new printer to have FAX capability, reviewed the NEST security camera recordings for proper settings, updated JAVA Script for access to Carroll Registry of Deeds. KK worked with Dave from Simply water and identified 33 CSV. Approximately 130 have been done.

Dr. Davit on Grachen Road Ext was concerned that the brush cutting for the X-County water main crossed on his property which was recently survey, his true concern was where the actual water main was located. JB walked the property with owner and stated Granite State Rural will be asked to identify the actual location of this water main.

There were 3 91-A requests this past week for a total of 30 mins of admin time.

Discussion with Dinah Reiss regarding the process of having the second check book for the water related bills and how to do the splits between operating and water budgets. DM states that she is having a conference call with the Auditor and Cats Booking Service to discuss the details of separating the funds.

DM states that she would like to be involved, DM will contact her.

JB makes a motion at 10:30am to enter non-public per RSA 91-A:3,II (b) – employee hiring, KK 2nds, passes 2-0

Re-enter Public session at 11:01am,

Discussion on update of the employee handbook, KK will draft language

JB makes a motion to adjourn at 11:05am, KK 2nds, passes 2-0

Respectfully submitted,

Kathy Koziell, Commissioner

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VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday November 4th, 2021-Amended

The Board of Commissioners met at 9:00am on Thursday November 4th, 2021.

In attendance for the public meeting are Commissioner Kathy Koziell (KK), Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS) joins at 9:35, Donna MacKinnon (DM)- Administrator, Kelly Robitaille (KR),DPW, Diana Reiss (DR)-Treasurer,  Meeting videotaped by Madison TV

Commissioner JB calls the meeting to order at 9:04am

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

DPW

KR DPW finished restoring the gravel roads that were involved in the Reinach Tank Project. 8 Eidelweiss Drive driveway was completed by contractor according to engineered plan. KK makes a motion to issue a Driveway Permit for Operation for 8 Eidelweiss Dr (located on Bern Dr). JB 2nds, passes 2-0

JB makes a motion to accept the water hook-up application for 5 Grandval Way, KK 2nds, to be scheduled for spring of 2022, passes 2-0

KR states that Little Library has expanded into the District bus stop building, JB makes a motion to have DM contact Sharon Monroe to have material removed from inside bus stop, KK 2nds passes 2-0, Motion passed 3-0. KR has the blue bike that was in the woods behind the mailboxes.

KR states that there is a leak in the new DPW toilet, KK will contact the contractor.

JB read draft letter to Jones & Beach regarding outstanding items in contract and deadlines. JB discusses the survey that began early in project but was not completed due to weather. KK makes a motion to send the letter to J&B, KK 2nds, passes 2-0,

JB makes a motion to a approve the minutes of 10/28, KK 2nds, passes 2-0

JB makes a motion to a approve the non-public minutes of 10/28, KK 2nds, passes 2-0

JB makes a motion to approve the payroll manifest of $5385.30, KK 2nds, passes 2-0

Conference call with Auditor Scott Eagan, Discussion on why the delay, had to separate all the water expenses and calculate beginning and ending balances for the water fund account, discussion on setting up a separate checking account for water expenses and a process to reimburse water expenses from the operating budget, like payroll. KK asks about preparing 2021 for audit to minimize additional hours for the audit, they will assist. Discussion on 30K warrant that was reported as passed when it had failed, discussion on accounting of the 1st years payment for Reinach and it is carry over to the 2021 budget. MS joins at 9:35 KK asks about the incremental cost for the Audit and Scott says we are looking at approx. $4,000.00 over contract price. KK asks about 2021 audit for 2022 budget and he will let us know. Draft audit has $313K in unassigned fund.

DM states that 56 Huttwil sale is pending and that we should get the $980 past due water bill payment.

Water hook up request for 3 Grimsel, prior owner had inquired in 2019 and there is no water main in front of that property, they do have a 2007 driveway permit for construction w/Class VI road waiver. DM asks is waiver stays with the property or with the owner, DM will ask Bob Boyd-Madison Building Inspector. Response to owner regarding water hook up that the main is on Klausen and that property owner is responsible for contracting the work with oversight by our water operator.

DM states that she accounted for the all the costs related to the 6 water hook-ups for reimbursement from the Water Line Extension Fund

JB makes a motion to transfer $13,349.76 from Water Line Ext Fund to Operating Budget for water hook up costs. KK 2nds, passes 3-0

Signatures needed for Pond Water Level Policy, KK had signed, JB signs, MS will not sign,

JB makes a motion to have the annual meeting on March 5th, KK 2nds, discussion on time of day, 8am-10am voting and deliberative session at 10am-noon or 4pm-6pm voting, 6pm-10pm deliberative. Table until next week.

Discussion on Emergency Action Plan for the Dam, draft is being worked on and will be sent to DES for review before additional work to be done, MS wants a copy of what is being sent to DES to review. Tricky Tree cleared Reinach and Rigi water main paths, JB will ask for a price to clear around the Lodge for 2022. $2,500.

MS asked for clarification of the J&B bills and the payments made. KK explains the spread sheets.

Discussion on the X-Country water main potentially being on private property, no as-builts of the Cross Country Main from Jungfrau. MS is concerned that JB made comments that the surveyor and the engineered plans were not accurate, JB states the original plan is not in question but that there may have been field changes during installation. Ian joins the meeting and confirms hearing that the location of the X-Country water main may be partially on private property. Granite State Water may be able to locate these water mains, Ian will contact them.

MS makes a motion to reach out to Dubois & King for details on the Cross Country water main, Jungfrau-Reinach, JB 2nds, passes 3-0

Ian: 3 new water hook-ups to be done this coming week. Plans to turn on bleeders and do some maintenance  where needed, $30-$50 for each bleeder worst case.

Ian knows of 10 or so CSV that need replacing, MS asks that we get as may done as possible. Discussion on Huttwil water shut-off, Ian would like Madison Health Officer to confirm that septic work had been done in the past few years to correct septic failure before shutting off the water. Ian is concerned about the possibility of contamination. JB will draft correspondence.

Ian will be meeting the Tom from EII to update any SCADA issues. JB will be avail for Fri am meeting w/ Horizons Engineering for Asset Management. Discussion on 5 Reinach water hookup. Discussion on water usage report, hard to determine what exactly occurs but seems to be tracking normally.

MS asks about the cost for a spare pump for the DPW well, $6800 not including freight. Ian discussed possibly having tanks drained and cleaned every 5 years. Chocorua tank is exposed but not a real concern – more cosmetic. MS makes a motion to purchase the $6800 well pump as a spare, KK 2nds, JB asks how long-ago the current pump was installed, Ian states end Dec 2018 so 3 years ago. JB asks about issue of warranty and leaving the pump on the shelf for years. Passes 3-0

Discussion on Oak Station, one of the pumps has failed as air gets inside causing damage. New pump approx. $3800, could try repair for $1500 but no guarantee that it will work. MS makes a motion to purchase a new pump for Oak Station, JB 2nds, passes 3-0

Ian is transferring water testing for his other customers to Eastern Analytical for chemical testing for “substantial savings.” Ian will send us the cost differences. Still use current vendor for bacteria. MS talks about the shutoff and isolation valves that he and Ian located back in 2015.

KK discusses the problem with the Employee handbook and the way vacation time is calculated. This was a know problem, the applicant for the Admin position inquired about it. Lengthy discussion on what the intent was and how to clarify.

JB makes a motion to adopt the new language regarding vacation time. “after 90 days, the employee will accrue .5 day per calendar month for the remainder of that calendar year with no personal days. On January 1st after the 90days, the employee receives:

1st year 1 week and 1 personal day,

2nd year 1 week and 2 personal days,

3rd year 2 weeks and 3 personal days,

4th year 2 weeks and 4 personal days,

5th year 2 weeks and 5 personal days,

6th year 3 weeks and 6 personal days,

There is an accumulation of an additional personal day per year of service to a maximum of 10 personal days.

KK 2nds, passes 3-0

JB makes a motion at 12:45pm to enter non-public per RSA 91-A:3,II (b) – employee hiring, KK 2nds, passes 3-0

Re-enter Public session at 1:18pm, JB makes a motion to adjourn at 1:20pm, KK 2nds, passes 3-0

Respectfully submitted,

Kathy Koziell, Commissioner

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VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday October 28th, 2021

The Board of Commissioners met at 9:00am on Thursday October 28th, 2021.

In attendance for the public meeting are Commissioners Kathy Koziell (KK), Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Donna Mackinnon (DM)- Administrator, Kelly Robitaille (KR) DPW, Diana Reiss (DR)-Treasurer, Mark Graffam (MG), Dorothy Wondolowski (DW), Meeting videotaped by Madison TV

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

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

DPW

Driveway Permit for Construction submitted for 32 Upper Lakeview, JB states he would like to have been able to walk the property first, as well as review the septic placement.  MS states that we are only to approve the driveway permit and not the building issues, JB states that he is signing the permit and that the plan submitted should be reviewed. JB makes a motion to approve the Driveway permit for construction for 32 Upper Lakeview with conditions listed by KR, KK 2nds, passes 3-0

Driveway permit for construction submitted for 5 Grandval Way, noted the proximity to the wetlands, JB makes a motion to approve the Driveway Permit for Construction with conditions listed by KR, MS 2nds, passes 3-0

Discussion on 8 Eidelweiss Dr, contractor has culverts at the site.

Discussion on the increase of the road salt, KK makes a motion to approve the contract for Eastern Minerals at 73.90/ton, MS 2nds, This is the municipal price, Passes 3-0, MS makes a motion to approve up to $5000 for salt purchase, KK 2nds, passes 3-0

Discussion of Rocks on Bristenstock, property owner has hired equipment to move some of them off the road.

JB makes a motion to sign the letter to 47 Eidelweiss Drive regarding the need for completion of conditions of their Driveway permit application. KK 2nds, passes 3-0

Discussion on Reinach project punch list, JB will contact Brad Jones of J&B to get dates on completion of deliverables and explanation of overage on Contract #6, as well as discussion on Dawsons ability to complete punch list items by 12/1.

KR states that Sunday Paving is complete and can be paid.

Admin

JB makes a motion to approve the minutes of 10/7/2021, KK 2nds, passes 3-0

JB makes a motion to approve the non-public minutes of 10/21/2021, KK 2nds, passes 3-0

JB makes a motion to approve the non-public minutes of 10/5/2021, KK 2nds, passes 3-0

JB makes a motion to approve the minutes of 10/25, KK makes a motion to amend increase the $100 to $120 for annual Google Nest subscription. JB 2nds, passes 3-0

Discussion on public hearing date of Dec 11th, MS is not available, discussion having the public hearing on the same date as the budget hearing, all agree.

Scheduled conference call the Scott Eagan of Plodznik & Sanderson (auditor), technical difficulty with phones and service in the building, postponed until next week.

DM states that the MS535 has been completed as well as the Draft of Governmental Funds,

JB makes a motion to approve the manifest for $37,678.99, MS 2nds, JB asks about the detail of the Simply Water invoice, passes 3-0

DR confirms the balance of the DN Tanks retainage account  for the check

Discussion on Dam Management Policy, KK asks MS when and why did the District start a Spring drawdown, MS states that the spring runoff could cause possible road flooding, KK states that since this is an emergency it would be covered in the proposed plan. JB makes a motion to approve the current Pond Level Management Plan, KK 2nds, Discussion by DW about suggestion to gather more information about the impact of changing water levels, MS states that we should get more data, KK asks what historical data they are looking for and that it could take years, MS states he in not against keeping the water high except for fall draw down, spring draw done and Loon nesting season. KK suggests removing point #7 which is redundant to #4, JB 2nds that amendment, passes 3-0, vote on amended policy, 2-1-0 JB makes a motion to sign policy out of session, KK 2nds, passes 2-1

JB makes a motion to sign the DN tank retainage check in the amount of $7776.99, KK 2nds, passes 3-0

KR states that there is no heat in DPW1, KK states that the propane hook-up was not done and she should have followed up. DM will contact Amerigas

Municipal Bond Bank needs current financials, Tricky Tree will start on Monday to clear the water main paths, JB marked the area.

MS asks about the total amount paid to J&B, DM will send him the spreadsheet with Contract 1,2,3,5,6 details.

Discussion on proposed ordinance updates for driveway and water hook-ups, MS states that changes should be a warrant article.

Madison Town meeting is March 12th, discussion on VDOE for March 5th, DM will reach out to school for gym availability.

JB reviews letter from Madison police chief regarding the additional antenna on the tower that is located on District property, this will assist local DPW, Fire and Police.

MS is concerned that he reads this as meaning that the District DPW will be maintaining the access to the tower. JB reads the full letter and states that it doesn’t say that. MS wants letter amended to state that VDOE will not be involved in maintenance. Chief King walks by and JB asks him to explain the letter. JB makes a motion to sign the letter as submitted, KK 2nds, passes 3-0

KK states that Ian Hayes is switching to a new water testing company that will save his customers money, DM to asks for the costs to we can compare to our current testing company.  

There will be a Water Committee meeting Monday 9AM with Horizon Engineering to start the data transfer.

Mike leaves meeting at 11:10

Discussion the how to handle funds for the DRA/Auditor going forward, cannot co-mingle funds.

JB makes a motion to enter non-public RA 91-A:3 II (b) at 11:15, roll call, 2-0

Reconvene public session at 11:47am

Non-public minutes are sealed

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

Respectfully submitted,

Kathy Koziell, Commissioner

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VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Monday October 25th, 2021

The Board of Commissioners met at 9:00am on Thursday October 25th, 2021.

In attendance for the public meeting are Commissioners Kathy Koziell (KK), Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), (DM) Donna Mackinnon- Administrator

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

JB makes a motion to enter non-public per RSA 91-A:3,II (b) – employee hiring KK 2nds, passes 3-0

Public Meeting re-convenes at 11:21AM

JM makes a motion to add the Google Nest security video subscription up to $100/annual. KK 2nds, passes 3-0

Kk discusses Audit and how she believes that the DRA wants to keep the operating funds and water funds separate – no-comingling of funds

Discussion on having a conference call with Scott Eagan regarding the audit, DM will arrange for Thursday meeting

Discussion on public hearing on December 11th, MS may not  be available but will let us know on Thursday

JB makes a motion to adjourn at 11:50am, KK 2nds passes 3-0

Respectfully submitted,

Kathy Koziell, Commissioner

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VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday October 7th, 2021

The Board of Commissioners met at 9:00am on Thursday October 7th, 2021.

In attendance for the public meeting are Commissioners Kathy Koziell (KK), Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Administrator Carrieanne Haight (CH), Kelly Robitaille (KR), Treasurer Dinah Reiss (DR), Ralph Lutjen (RL), Gloria Aspinal (GA), John Cancelarich(JC) The meeting was recorded 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 enter non-public per RSA 91-A:3,II (a) – employee review, KK 2nds, passes 3-0

Public Meeting re-convenes at 9:14

DPW Report

Discussion on Reinach project punch list, Dawsons agrees to 5 year warranty on 9 Reinach water hook up but 1year on all others. MS asks when the 1 year begins, JB states that new hook-ups became operational in June of 2021. Dawsons was non-committal on what to do with the roads. JB to reach out to Dawsons thru Jones & Beach to get a decision by Tuesday October 13th on how we are going to get the roads back to preconstruction condition as well as completion date for other punch list items. DR asked about other items on punch list and JB states that these were addressed. Jake Dawson will dress up the area, get rid of silt fence. Clean up debris etc.

Discussion on 9 Jungfrau Driveway permit for construction application, negative grade to road, KR has no issue with it.

JB makes a motion to approve application for Driveway permit for construction, KK 2nds, MS asks if for construction JB states yes, passes

Discussion on 8 Eidelweiss Drive, received the revised driveway permit for construction application, there is an estimate of $1080 for our DPW to upgrade Bern Dr to facilitate the work on their driveway and the district is gaining a better road. Cost to be agreed by and paid by contractor, Mr. Nyman.

KK makes a motion to approve the 8 Eidelweiss Dr revised driveway application for construction (driveway on Bern Dr),  MS 2nds passes 3-0

KR concerned about project getting completed this year.

KK discussion on kayak removal from racks, email asking for veterans Nov 13th so update website for Nov 15th

Discussion on amount required for 3 bids, KK thought $35K down to 25K, JB thought it went from $10 to $25. CH states that in 2017 it was $35K adopted on Jan 30th. JB states that Madison is $20K or $25K. MS asks what this is about. JB explains that projects over a certain amount need to be put out to bid. DR asks that it be put on the website. JB asks that the voicemail with former admin Nancy voice be changed. KR asks what happens when you can’t get multiple bids. KK suggests that we at least document the 3 contractors that were contacted.

Email asking about a wedding ceremony 5/28/2022 (Sunday) on at Summit Overlook outdoors, asking for an additional picnic table, KK states not our responsibility, party can provide their own table. MS makes a motion to allow for Wedding on 5/22/2022 JB 2nds, passes 3-0

JB asks KR if he saw video of individual relieving himself on a private driveway. Can we provide identification – no one could.

Discussion on Rocks on Bristenstock. Letter just received from Officer Hayford. Officer Hayford is still trying to reach Mr. Sanborn. Sanborn has admitted that they are his responsibility. Discussion on town roads vs VDOE roads that are actually deeded to VDOE. KK asks if there is a hazard if they are they left over the winter, KR states no impact on plowing.

MS states that if we don’t do something we are setting the table to let others do whatever they want. KK asks MS what his solution is, if no response by Wednesday, then we start by removing the rocks, KK asks who would be doing this, KR states that DPW should not get involved, JB estimated that 7 truckloads could cost $10,000. Then we have to store and protect Sanborn property. MS states we can recoup cost by billing him. MS believes this is GE Browns responsibility as he dumped the rocks there and should have known not to. KK asks MS if he wants to call GE Brown, MS states this is a Police issue, MS makes a motion to contact police asking for an answer from Sanborn by October 13th so we can act. JB 2nds passes 3-0 KR suggests that we add that the VDOE road is actually District property.

Email from resident thanking the District for the good job on paving of Chocorua View Dr.

Residents asked the office about the status of the Audit, email from Scott Eagan stating that the MS 535 is still not completed, expecting sometime today. JB states that Madison is still waiting on their audit as well. MS can’t recall the audit ever being this late, MS makes a motion to contact Plodzik and Sanderson to find out the status of the audit and what’s going on. KK states that Donna has emailed and called which is part of the job and we don’t need a motion for that. Suggestion that one of the Commissioners call the Audit Firm and complain. KK asks MS if he would like to do that, he is too busy. JB states he will call. DR states that without the audit how do we know what the unassigned fund is, would be nice to know before creating warrant articles and that we cannot apply for a TAN loan without the 2020 audit

JB asks about process for payment to Horizons Engineering for the asset management water mapping project. KK states that we can’t take the money from the CRF prior to getting billed, we submit the invoices with approval minutes to the Trustees of Trust Funds for release of funds. We could pay the bills from the operating budget then reimburse with CRF, JB expresses concern that our cash flow is getting low. RL asks what the open items are from the audit and that we should ask them for the competed audit. DR asks when the audit was supposed to be completed, JB thinks it was June, KK states anticipated in June. MS asks about the cost of the audit and that the cheapest isn’t always the best. JB states that there are very few firms that do municipalities and that the firm Madison uses hasn’t gotten their audit done either. KK states that we hired a new auditor as we had been using the same firm for several years and need to have a new set of eyes on the finances

JB states that DRA portal still has uncorrected minutes from the May 2021 annual meeting (warrant article 13 to reclassify a section of Adelboden had lot number transposed). CH will take care of that.

JB makes a motion to approve the minutes from 9/20/2021 KK 2nds passes 3-0

Discussion on Dam Management Policy, MS states that JB should recuse himself as he is on Volunteer Fire dept and that the policy should not include any reference to fire hydrants. MS has a copy of a 91A request from the Fire Chief of Madison that MS states requires 12” of water over the hydrant intake where we have 18”-24”. JB asks for the document and reads that “in general 12” is adequate but that at Boulder Beach 3’-6’ is recommended”. MS questions why that amount, JB states that the amount was on the PBN (permit by notification) submitted to DES. MS asks about that drawing and JB states should be at office. KK asks why we would not want to keep the water high to insure the functioning of the hydrant for the protection of properties. MS states that even if the rating code went from a 9 to 10 you could still get insurance.

GA asks when all the board are in what is the height of the water to (inaudible) JB states that all boards are in now, and from the Mark to the pipe is 18” and from the Mark to the top of the concrete is 4” so a total of 22” above the pipe. JC discussed the issue with ice over the water and possible impact. JB states that a few years ago that as a result of a fire a on Middle Shore and the use of the dry hydrant created an obvious depression that was left in the ice.MS asks if the residents on Big Pea were more interested in water clarity. JC explains that at a meeting of the Triple Pea group whose concern is the runoff going into the ponds. KK states that this is getting off track and lets move back to the meeting.

MS states that JB should recuse himself from voting on the Dam Mngt policy as he is a Volunteer firefighter and that he does get paid. MS states that the policy is more geared to the fire dept. JB asks where you would put that policy of keeping the water at a level to insure hydrant operation. MS states again that JB should recuse himself. KK suggests reaching out to NHMA for clarification, JB did print off info from NHMA website regarding conflict of interest and reads the interpretation. Lengthy discussion between JB and MS on conflict of interest, and who possibly benefits from Dam policy. RL asks about the spring draw down which impacts the loon nesting,

and there is no data on the effects of a spring draw down, RL believes that if the loons leave it would be a major detriment to the community. Suggest that we obtain sufficient information which we don’t currently have, should have a specialist create a report on the impact and we should not change the policy until we have that information. GA states that the loons are nesting from 4/15 to 7/1. JB states that with the Dam yardstick we can monitor effects of rain and drought on the ponds and that this will be part of the Emergency Action Plan for the Dam that is being created. KR asks who is going to be monitoring the levels that regularly. JB states not the DPW maybe a volunteer or hire someone. GA states that DES wants water flowing to minimize mosquitos. RL suggests we reconsider spring draw down and to not make a decision without all the data. KK states biologist at the public hearing was credible. JC states biologist had grown up here and isn’t looking at a point in time. RL states that boards are not being taken in out numerous times MS agrees. KR mentions the Big Loop Hydrant and is it even working, JB says yes, it’s functioning. Discussion on fall drawdowns throughout the state.

Discussion on Eben Farm property (1/2 acre Adelboden/Eidelweiss lot merged with 105 acre Madison Lot). Town Madison has allocated 10% of the tax value to Edelweiss.

MS asks how that can be if we don’t own 10% of the property, KK and JB explain that the Eidelweiss lot has a higher value per acre than the Madison property. MS is concerned that owner could potentially put a 6” water main up Adelboden and sell water to 50 homes on that property. KK and JB explain that property outside of Eidelweiss has no right to connect to our water system. RL states that maybe for clarification that we amend the water ordinance to “no water hook-ups outside of Eidelweiss Zone”.

JC asks about the Adelboden lot becoming an access point to numerous properties. JB states that Driveway Ordinance is for a driveway not a road. JC questions accepting the taxes from 49 Adelboden and if that creates a problem. DR states that JB should recuse himself from decision on this as he owns property across from 49 Adelboden JB states not across and not abutting but near. KK asks MS to get clarification on the letter regarding the “10%”. MS states that we should have the lawyer involved, KK states that there is nothing to present to the lawyer other than hypotheticals. MS states we should be protecting the District. KR asks about the reason for the lot merger back in 2009 must have had a plan to access thru Eidelweiss, KR is concerned about the roads. JB recalls that D Marks (prior owner) wanted to use Eidelweiss as access for logging and was denied so when he saw the Adelboden lot available he purchased. JC states concern about shared driveway. MS again states that attorney should be involved to protect the district. MS states that JB was involved in the merger as he was on the planning board back in 2009, JB explains that the Chairman of the Planning board approves the merger and other members of the planning board have no say.

MS asks if we have a water engineer of record, JB states we don’t, Dubois &King had been on record. MS makes a motion to start exploring the avenue for an engineer of record, JB 2nds. Let’s wait and see how Horizon performs their work, MS suggests we get 4-5 names and see which fits our needs. And then hire one. KK states that we have D&K does water and we should have the right to choose who we want based on the project. Does DES require an engineer of record? JB states that they don’t.

JB states next Thursday is kick-off meeting for Asset Management at noon at Library, CH to send email blast and update website. MS doesn’t want to withdraw motion, KK states that motion needs “someone to get 4-5 names” who is going to do that. MS agrees to present options for District engineer of record. MS states that everything should go thru the office. KK asks if the Reinach project punch list walkthrough should have been done with office staff, MS agrees that should have been a commissioner which is our point that there are numerous times that information goes thru the office but Commissioners need to execute.

MS asks about the new computers that were appropriated several months ago, JB explains that there is very little available for what we decided on and are on backorder, chips are scarce causing the backlog. JB will check with Dell. MS asks if we should get on a list. JB states we might get it piecemeal, we should wait for newest technology. Andrew H is keeping his eyes open as he wants us to get the best products.

MS asks about the sheriff tower and that JB asked for the Contract. MS asks why, and there was an inquiry by T-Mobile requesting access. JB states that was for the Cell tower owned by Coleman. MS says no room on Coleman tower. KK states nothing to do with us. JB wants language updated as to approved use and access to Sheriff tower. If T-Mobile does get access to Coleman Cell tower the District will get an increase in lease fee.

MS leaves the meeting at 11:15

JB makes a motion to approve the payroll manifest in the amount of $6895.80 KK 2nds, passes 2-0

JB makes a motion to approve the operating manifest in the amount of $4916.9 KK 2nds, passes 2-0

JB discusses kickoff meeting for Asset Management next Thursday at Library

KK states the DPWI bathroom 99% complete, Electrician to install heat in office tomorrow, desks need to be moved.

KK will take checks to Dinah for signature. KK states that we got a lot done recently for DPWI, garage doors repaired and upgraded, new heating system, accumulating water on floor taken care of, computer, printer, and Wi-Fi.

JB reviews Madison ZBA request for variance for Donga, Jay states he knew him 20 years ago, discussion on wetlands and septic tank. No reason to oppose

12 Bern asking for set-back variance from wetlands, no reason to oppose. JB discussed power line ROW easements which are directly over their house.

JB makes a motion to sign a thank-you letter to Yuri C for cleaning up graffiti on playground. KK 2nds, passes 2-0

JB makes a motion to sign a thank-you letter to Andrew H for assisting with the computer proposal. KK 2nds, passes 2-0

91A request for the 2020 voter check list, took them ½ hour for resident to scan.

JB asked for the new water hookups, some of the newer ones were not in the binder. Need to get info from Ian. JB states we need all this for Asset Management.

New hook-ups that needed dataloggers, meters did work and need calibration/repair.

KK states that having JB reach out to NHMA regarding his conflict of interest would be a conflict of interest and that she would take care of it.

KK asks about driveway permit application for 49 Adelboden Rd. JB believes that there is no active permit application. JB describes the condition of Eben Farm Rd. being unpassable. ROW thru Aspen onto upper part of Eben Farm Rd much easier access. ROW declared as a 25’ access, not a road and access for property owner only.

Water usage report looks good, makes sense based on number of people in district, no evidence of leaks.

JB makes a motion to adjourn at 11:45, KK 2nds passed 2-0

Respectfully submitted,

Kathy Koziell, Commissioner

•

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday October 14th, 2021

The Board of Commissioners met at 9:00am on Thursday October 14th, 2021.

In attendance for the public meeting are Commissioners Kathy Koziell (KK), Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Administrator Donna MacKinnon (DM), Kelly Robitaille (KR), Treasurer Dinah Reiss (DR). The meeting was not recorded 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 enter non-public per RSA 91-A:3,II (a) – employee review, KK 2nds, passes 3-0

Public Meeting re-convenes at 9:24

JB states that a motion was made in non-public to terminate Carrieanne Haight due to excessive absences.

JB makes a motion to approve the 9/23/2021 minutes, KK 2nds, passes 3-0

JB makes a motion to approve the 9/30/2021 minutes, KK 2nds, passes 3-0

Discussion on sending MS commissioner emails to his personal email account, MS says he will 91-A the emails as he looks at his personal email everyday but not his Commissioner emails in Outlook.

JB makes a motion to approve the amended minutes from the 8/14/21 public hearing, KK 2nds, passes 3-0

KK will type of the minutes from 10/7/2021 that were taken by Carrieanne Haight

JB makes a motion to approve the manifest of $7753.37, MS 2nds, pass 3/0

DPW

8 Eidelweiss Dr, contractor has yet to accept the DPW quote for road upgrade to assist with driveway modification. DM will reach out to his Bond Co.

Reinach Project Road issue, Dawsons claims that as we had paid for the waterline install in full that we accepted the roads as being completed. JB states that on page 154 of contract that contractor must “repair damage to private and public property at no additional cost” and on page 88, inspection of existing site conditions prior to beginning the project to be done by J&B. With pictures to be taken prior to construction amended by Mike Smith 10/21/21 BOC meeting.  JB states that large soccer ball size rocks ended up in the roads from the excavated trenches.

MS suggests that we should contact a construction attorney to start the ball rolling. MS states that he was in big time construction. KR states that to bring the roads back to pre-construction condition that 6 inches of ¾” gravel over Bristenstock, Aspen and Reinach would be needed to restore roads to pre-construction condition.

JB makes a motion to appropriate to $8,000 from the Reinach contingency fund for the purchase of ¾” gravel for restoration of the road within the Reinach project.MS 2nds, passes 3-0 Discussion on possibly using the retainage to cover the costs.

MS states that a 3” valve was to be installed at the intersection of Eidelweiss drive and Lugano. KR states that no Reinach work was done on Eidelweiss Dr. JB reviews the drawing and states that it is the intersection of Appenval (as noted on the plan) and Lugano not Eidelweiss.

JB states that Officer Hayford received a call from the property owner on Bristenstock that he is actively seeking equipment to get the rocks removed from the District Class VI road that he had dumped there. Hoping to have them removed within 2 weeks.

ADMN

Discussion on unleashed dogs, this is a Town of Madison enforcement issue – the District had no authority over this.

Discussion on Chocorua View Paving, Byrant paving wasn’t satisfied with a particular area, so they replaced that section with no cost to the District.

Discussion on Audit – no communication from the Audit Firm. MS535 not filed as of this am.

MS asks if we paid them in full, KK states it’s on your budget drawdown document.  KK adds that the contract is for $5800 and we paid them to date $4250.

DM has JB sign an amended DES grant extension form- a change of date of completion moved out to Dec 2022

MS makes a motion to contact DRA regarding signing a 3-year energy contract and can it be a Warrant Article. JB 2nds, passes 3-0

Health Trust Insurance went down appx 8%, Discussion on Jones & Beach email regarding release of retainage for DN Tank.

KK makes a motion to give JB authority to execute the retainage release documents for DN Tank. JB 2nds, passes 3-0

KK makes a motion to increase the electrical work quote by $430 for C Johnson Electric. JB 2nds, additional work was done in DPW garage/bathroom/office. Passes 3-0

MS makes motion to withhold $200 until the baseboard heat in installed in the office bathroom. KK 2nds, passes 2-0  JB was out of the room.

MS leaves the meeting.

KK sent and inquiry to NHMA regarding MS statement the JB had a conflict of interest regarding the Dam Management Policy as he was a firefighter – no response yet.

Discussion with DR on mismanagement of Reinach project, she had a doc from DES stating that the District was late with payments to contractors and late in submitting Grant Disbursements. JB and DM explain that the 1st Dawson payment was late as the office didn’t recognize the document as a payment request, other than that the holdup was Jones & Beach getting the pay recs and disbursement docs to the office. 

JB makes a motion to adjourn at 11:30 KK 2nds, passes 2-0

Respectfully submitted,

Kathy Koziell, Commissioner

•

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting-Amended by Jay Buckley

Tuesday September 14th, 2021

The Board of Commissioners met at 9:04am on Tuesday September 14th, 2021.

In attendance for the public meeting are Commissioners Jay Buckley (JB), Commissioner Mike Smith (MS), Administrator Carrieanne Haight (CH), Dinah Reiss (DR), Kelly Robitaille (KR), The meeting was recorded by Madison TV                              

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

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

JB makes a motion to approve the minutes of 8/26/2021, MS 2nds, passes 2-0. Minutes of the public hearing of 8/14/21 will be tabled for when Kathy K. returns with her inputs.

JB makes a motion to approve the Non-Public minutes of 8/26/2021, MS 2nds, passes

2-0

DPW Report

Discussed Thank you email to KR from Doug Prescott was read in meeting by CH regarding the Huttwill lot being graded with potholes filled in.

JB makes a motion to turn off 6 curb stop valves (water) to 6 customers (names are read) who are delinquent on their water billing. MS notes letter from the attorney handling the Rollins estate guarantees payment after the property is sold. JB notes that the letter states “every effort will be maid to see that the final amount owed to the District will be paid”. JB explains that language is not a guarantee and the property could be sold any day.

MS makes a motion turn off water at the 5 outstanding locations except Ronald Rollins (Estate). MS makes a motion to send the attorney for the Rollins estate a letter asking for a written guarantee to be received in 14 days or the water will be turned off. JB seconds. Motion passes 2-0. Send a letter to Richard Verrochi letting him know the water will be turned off soon. JB 2nds, passes 2-0

Discussed was email from Brian Randall with concerns about pipe sticking out of ground, ongoing issue. KR has put a cone over the Curbstop valve repairs as temporary fix

JB makes motion to approve operations manifest MS 2nds, passes 2-0

JB makes motion to approve payroll manifest, MS 2nds, passes 2-0

JB makes motion to transfer $8000 to Capital Reserve Fund for water hook MS 2nds, passes 2-0

JB makes motion to sign the letter approving the increase for Jeff DeMartino’s pay MS 2nds

Discussion on Driveway Inspection Reports: MS makes a motion to approve 39 Interlaken and 8 Eidelweiss Mike Smith JB 2nds, passes 2-0

Discussion of 21 Little Loop Driveway Inspection: MS makes motion to sign contract, no second. JB discusses location as likely being wetlands. MS notes that the Districts Driveway Ordinance does not have require delineation of wetlands therefore; the commissioners have to approve the driveway application. MS makes a motion to contact lawyer over no access to Wetlands, what liability does VDOE have not signing over, No 2nd.

21 Little Loop Driveway Inspection: JB makes motion to call NHMA MS 2nds, passes 2-0

Discussion of Disposal Agreement for 3 Little Loop: JB makes motion to sign MS 2nds, passes 2-0

Discussion of 42 Bristenstock Rocks: JB makes motion to have police pursue the Contractor, Brown. Office to verbally call chief of police then send a formal letter to chief. Mike Smith 2nds, passes 2-0

MS makes motion to contact lawyer for Lot 49 to Protect VDOE, could end up being a turnpike for houses being built, water system concerns, Aspen area Jay Buckley 2nds for discussion.

Zoning to protect previously discussed by JB & KK, MS motions to go to lawyer, No 2nd

MS questioned the Lodge and Briggs contractor, Boundary line adjustment (Warrant Article) When voted on? Do we need a contract? If quote exists, we have the job. MS makes motion to have Briggs do work in fall to locate septic and boundary line adjustment JB 2nds, and states that Ron Briggs already stated months ago his availability as being in the fall. passes 2-0

KR discussed they ran into an issue with paving on Chocorua. MS makes motion to hold the check until KR says it can be releases for payment JB 2nds, passes 2-0

KR discusses brush cutting to be done in October, warrant article released? JB motions to release $7k, Mike Smith 2nds, passes 2-0

KR discusses the crack in the raft at Boulder beach, water leaked from another location MS makes motion to get rid of raft JB 2nds. MS makes motion to get a new raft JB 2nds, passes 2-0

KR discusses the Flag at half-staff (flag was lowered by someone else in Eidelweiss) Is this a state or federal mandate to lower flags? MS makes motion for Office to research and find out who mandates flag lowering & work with KR JB 2nds, passes 2-0

MS makes motion to have KR get new lock and key and install on flag JB 2nds, passes 2-0

Discussion of Birch Tree issue at 22 Bern Dr, this is not an issue for KR or Village, it’s the homeowners issue. The District has access to the ROW (right of way) for infrastructure needs but does not maintain vegetation in ROW.

DPW Repeater discussion, waiting on letter from Town Hall, Tower on Oak Hill-letter of understanding with Sheriff’s Dept. for new antenna. MS makes motion to have JB work with Sherriff and Office on Tower on Oak Hill JB 2nds, passes 2-0. MS wants to see a drawing of antennae additions and to insure that there is no radio interference for District.

JB discusses Randall Souza Water project and Grant extension emails, the commissioners are asking that the grant has been extended to March 2022. JB would like to add 91A requests to agenda (how much time spent and who is requesting)

Discussion of Gretchen Rd Extension issue with trash and personal property and belongings in road, what belongs to the neighbor? KK has pictures of items JB makes motion to request for Madison Police to address issue and remove items. MS 2nds, passes 2-0. KK has pictures that will be used along with a drawing of the District’s road that will be sent to the Madison Police.

Public Appearance: Dave Oxford 16 Grison Rd would like to hook up his water this year Jay Buckley reads letter from the Oxfords regarding pursuing this year. JB makes motion the extend and will make attempt this year to get done, but will need to fill out the application and submit a check for $8000 MS 2nds, passes 2-0

MS makes motion to have next meetings Thursday Sept 23 & Sept 30 @9am at the Town Hall and a formal request to have Ian Hayes at the next meeting (9/23) to discuss locks on the electrical switch panel at Reinach and why electrical circuit breaker are not locked

JB makes a motion to adjourn at 11:00am Mike Smith 2nds, passes 2-0

Respectfully submitted,

Carrieanne Haight - Administrator

•

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday August 26th, 2021

The Board of Commissioners met at 8:30am on Thursday August 26th, 2021.

In attendance for the public meeting are Commissioners Kathy Koziell (KK), Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Administrator Donna MacKinnon (DM), Dinah  Reiss (DR), Kelly Robitaille (KR), Carrieanne Haight (CH) The meeting was recorded by Madison TV                              

At 8:30am Commissioner JB calls the meeting to order.

JB makes a motion to enter non-public per RSA 91-A:3,II (a) – employee review, KK 2nds, passes 3-0

Public Meeting re-convenes at 8:50

JB makes a motion to enter non-public per RSA 91-A:3, II (L) – legal, KK 2nds, passes 3-0

Public meeting re-convenes at 9:14am

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

Motion made in non-public to increase Jeff DeMartino’ s pay by 5%

JB makes a motion to approve the minutes of 8/12/2021, typo to change the date from Tuesday to Thursday, KK 2nds, passes 3-0

Discussion on minutes of 8/14/21 public hearing – tabled until next meeting.

JB makes a motion to approve the minutes of 8/19/2021, KK 2nds, passes 3-0

DPW Report

Bryant paving to start Chocorua View week of August 30, notice to be sent out thru MailChimp and website.

Discussion on 18 Bristenstock driveway permit. KK makes a motion to approve the 18 Bristenstock Driveway permit, JB 2nds concerned about the septic being close to the road and possibly water main. Driveway permit is not conditional on septic plan. Passes 3-0. JB had discussion withRob Tardiff (ss) of DES regarding approval of septic designs that are possibly too close to the water mains. MS makes a motion to contact RT asking him to notify the VDOE of any septic applications and to copy the office with the plan. JB 2nds, passes 3-0. Discussion on whether septic design should be part of driveway permit or water hook-up.

Discussion on 8 Eidelweiss, engineered design for driveway runoff is acceptable to KR, the plan requires work to be done on Bern drive to accommodate the property, this was agreed upon during the site visit. KR to provide an estimate of the District work and have the contractor accept and sign that he will be liable for the cost. JB makes a motion to have estimate of work to be done on Bern Drive by DPW sent to J Nyman for signature and acceptance. KK 2nds, passes 3-0

KR discusses the yellow raft at Boulder beach, he pulled to the shore and posted “out of service”, full of water and was sinking. KR to drill a hole to drain.

KR discusses that the water is 4” over the Dam, MS makes a motion to pull a board, no 2nd.

Admin

Property owner asks for waiver of late fee as his mail was not forwarded, JB makes a motion to not waive the late fee for 10 Interlaken, KK 2nds, passes 3-0.

Discussion on NHMA virtual workshops, MS makes a motion of approve $70 for DM and CH to attend virtual Budget workshop. JB 2nds, passes 3-0. JB makes a motion to approve $55 for DM and CH to attend the virtual 91-A workshop., MS 2nds, passes 3-0

DM asks about the office computer upgrades, JB discussed with Ron Sandstrom but he is unavailable he did suggest larger memory backup, Andrew Harteveldt agreed to assist with transferring files and connecting new hardware. JB will finalize the list of products and get them ordered. Motion was made early August to purchase using CRF.

Discussion on outhouses in need of repair, bracket holding the seats are all rusted. JB makes a motion to close the Boulder beach outhouse, KK 2nds, passes 3-0.

KK will look for replacement bases to completely re-do the bases.

JB makes a motion to send letter to Town of Madison asking for clarification on that status of 49 Adelboden Way. Kk 2nds. Lot was merged with 105 acre lot outside of the Eidelweiss District. Discussion on impact to Eidelweiss, JB asks Mike Brooks to appear from Town of Madison to clarify, MB states that this is something that should be addressed by Linda Shackford – Town Administrator.  MS makes a motion to contact the District attorney regarding this issue, No 2nd.  Motion passes 2-1-0

JB makes a motion to approve payroll in the amount of $7757.96, KK 2nds, passes 3-0

JB discusses the quote from Tricky Tree regarding clearing of brush over the water mains on Rigi and Reinach Cross Country and summit on Oak Hill. JB makes a motion to accept the quote and spend up to $3500 for the clearing of brush at the summit, Rigi water main and the Reinach cross county main. KK 2nds, MS questions the comments from last week stating that a portion of the cross county water main was on private property located at 9 Reinach. DR located a binder with documentation from the original project. JB states that it was Dawson’s Construction’s surveyor that determined where the water main was while siting the placement of the Reinach pump house. JB will look for the as builds within the binder. Motion passes 3-0

MS makes a motion to send letters to the applicants for the Administrator position – thank them. JB 2nds, passes 3-0

MS discusses a document he found online from NHMA describing the duties of commissioners and states that a single commissioner cannot make calls without prior approval. JB askes that he send the document to the office.

MS states he will not attend Thursday meetings, MS makes a motion to change the next meetings to 8/31 and 9/14, JB 2nd, JB can attend on 9/14 but not 8/31. JB amends motion to change the schedule for next meeting to 9/14. KK 2nds, passes 3-0 Amended motion passes 3-0.

MS leaved the meeting at 11:04

JB discusses the damage to the cabana building roof – KR will take a look and repair if possible. JB discusses the Upper Lakeview PRV pits and the letter from DES stating that proposed work is still within scope for the project and that we can contract directly with Dubois and King. JB makes a motion to withdraw Contract #7 with J&B in the amount of $3800. KK 2nds, passes 2-0. JB makes a motion to approve the contract with D&K in amount of $7670 for the Upper Lakeview PRV’s, KK 2nds, passes 2-0

JB discusses RFP for the asset management grant and the engineering/consulting firms from the DES website that have done asset management. There are 5 choices that have done work in the area and with towns of similar size. JB considers sending this out to public bid, KK states that there are more than enough pre-qualified contractors on the list. JB makes a motion to send the RFP for the Asset Management project to 5 of the contractors selected by JB, KK 2nds, passes 2-0. JB asks about the 91-A request from A Leiser, DM states that it is overdue and will do her best with her limited hours and training of new an employee to fulfill this coming week. JB discusses email from Doug Prescott regarding public memorials, office to respond thanking him for this input but at this time we will not be pursuing a public memorial policy.

KK asks about heat for the office, JB will drop off baseboard units, KK will contact electrician Chip Johnston to provide quote for DPW bathroom heat, electrical outlet for new heater and installation of office heat.

JB makes a motion to approve a manifest check for Dawsons in amount of $67,528.30 and check for Health Trust both to be signed out of session. KK 2nds, passes 2-0.

JB discusses that Chris Bolt, our attorney, is representing the Madison ZBA and he reached out asking if the BOC felt this was a conflict. We felt there was none.

JB makes a motion to adjourn at 11:36, KK 2nds, passes 2-0

Respectfully submitted,

Kathy Koziell, Commissioner

•

VILLAGE DISTRICT OF EIDELWEISS

Public Hearing DAM Policy, Water Ordinance  Public Memorial Policy

Saturday August 14, 2021

The Board of Commissioners met at 7:00 pm on Saturday August 14, 2021.  In attendance was Commissioners Jay Buckley, Kathy Koziell & Mike Smith.  Also, in attendance was Highway Foreman Kelly Robitaille and Donna MacKinnon taking minutes.  There were 26 people in attendance. The meeting was filmed by Tim Hughes, Madison TV.                            

At 7:02 pm Commissioner Jay Buckley calls the meeting to order.   

Jay Buckley makes a motion to approve to open the Public Hearing for the DAM Policy.  Kathy Koziell seconds. Motion Passed 2-0.

Hearing #1 Pond Level Policy

Discussion of the current DAM Policy and the proposed changes to the proposed DAM policy.

Jay Buckley reads the old DAM policy to the public.  Jay Buckley opens discussion to the public for public comment.

Ralph Lutjen asks what the standard for the Dry Hydrant are. Jay Buckley states it was tested in 2019 at Boulder Beach and was determined that 4 inches below the concrete was the safe level for the Dry Hydrant. Ralph Lutjen asks if the Dry Hydrant was ever used.  Jay Buckley states yes.

6:10 Ralph Lutjen asks what the standards are. Has the dry hydrant at Boulder Beach been used? Jay Buckley “yes” Ralph Lutjen has the dry hydrant ever saved any homes? Ralph Lutjen states that he’s heard that all homes that have caught fire in Eidelweiss have burned completely.

7:36 Mike Smith states he is one of the original residents in Eidelweiss and he can’t remember the Madison Fire Department ever saving a home from burning down completely. Mike goes on to explain how much time it takes for the Madison Fire Department Eidelweiss fires and that’s why homes burn to the ground.

8:25 Mike Smith states that the Madison FD is too far from Eidelweiss

9:20 Ralph Lutjen disputes that the Madison Fire Department saved any houses in Eidelweiss from burning completely. Jay Buckley asks that if the District removes dry hydrants what happens to our homeowner’s insurance. Terri Cancelrich states that our insurance rating could go from a 9 to a 10. Jay Buckley explains that would cost each homeowner high premiums and possibly being cancelled by your insurance carrier.

Discussion of house fires ensues.  Jay Buckley states the District fire rating is 9 and if the rating goes down to a 10 then Insurance Companies considers a rating of 10 is non insurable.  Paula Doyle states fire protection is most important.

Discussion of testing of dry hydrant ensues.  Shauna Kondrat asks who owns the DAM? Jay Buckley says that Eidelweiss owns the DAM.  Mike Smith questions why not dig out the pipe answer was DES told the District not to touch the bottom of the pond.

10:56 Joanne Flanagan How often are thew dry hydrants tested. Jay Buckley states at least once each year.

13:00 Mike Smith asks why the MFD doesn’t dig out underneath the dry hydrant pipe in the pond to lower it more. Kathy Koziell explains that was investigated and DES discouraged the idea.

13:31 Mike Smith said that another problem exists with the pipe in the pond will eventually fail due to a “GALVONIC” reaction which will plug the pipe. Jay Buckley explains that the pipe is 6-inch PVC and not galvanized metal so no problem exists.

14:38 Gloria Aspinall would like to see a steady flow of 2-inches water over the top of the boards. Jay Buckley states that in a draught you could eventually empty the ponds significantly. The existing policy contradicts itself with keeping water flowing over the dam with the assumption that water is always flowing into the ponds.

14:40 Jay Buckley informs the audience that any structure fire automatically has three towns responding and Conway FD is the closest and always a manned station.

Gloria Aspinall states she is happy with the new proposed #4. 

Discussion of the flooding of property ensues. 

Discussion of the boards ensues.

Discussion of the adopted DAM Policy ensues.  Jay Buckley says the adopted policy has led to controversy.  Kathy Koziell states in theory it seemed like a good idea but it was not practical.

Jay Buckley reads to the public the proposed new DAM Policy.

18:00 Jay Buckley reads the new proposed policy

Gloria Aspinall asks the commissioners if she gets flooded out who should she call?

18:00 Gloria asks when I get flooded who do I call or when she is concerned with the water level especially off hours. Jay Buckley says to call the BOC chairperson and an emergency meeting can be held if a true emergency.

Jay Buckley states to call the office or if it happens over the weekend to call the BOC chairperson.

Discussion of habitat of the lake takes place. Lindsay Jordan from the New England Aquarium explains. 

18:10 Lindsey Jordan from the New England Aquarium talks about the vulnerability of the shoreline and manmade fluctuation to the wildlife that habitat in the shoreline

23:00 The McNiven’s talk about 7 years of noticeable changes to the ponds water levels and the negative effects

23:28 A woman on Diesbach Drive mentioned that she had a fire 12 years ago and complimented the Madison Fire Department for saving her family and their house.

23:50 Peter Kondrat asks Gloria what is meant by the statement; my property is flooded out. Gloria stated that the water was as close as 10 feet to her house once. Jay Buckley asks Gloria is any structure was flooded. Gloria answers “no”

Maureen Flanagan 9 Diessbach states the notice of the change in the eco system.

Discussion of remediation takes place between Gloria Aspinall and Terri Cancelarich.

Jay Buckley reads the email from Larry Leonard but does not have the correct email.

26:00 Jay Buckley reads an email from Larry Leonard who could not attend the meeting.

Paula Doyle asks the public from Big Pea if they are in favor of the proposed DAM Policy, they answer yes.

26:47 Paula Doyle asks if the residents on Big Pea Porridge Pond support the new proposed policy. Many say yes. No one objects.

John Cancelerich gives Jay Buckley Larry Leonard’s email.  Jay Buckley reads the email to the public.

27:32 Jay Buckley reads a letter from Larry Leonard who lives down stream of the ponds on Banfield Brook. Larry supports a floating nest for the loons and to leave the water high.

Lindsay Jordan discusses the importance of the Loons and the burrowing of the animals.  Mike Smith discusses the relationship the District and the LPC have.

28:00 Kathy Koziell states the BOC has asked the LPC for a floating nest.

Mike Smith brings up a letter from 7/30/2019 from DES to the Cancelerich’s to build a DAM. Discussion ensues.

Jay Buckley brings the room back to discussing the proposed Dam Policy.

37:55 Questions were asked as to why a board was pulled from the Dam when Gloria complained. Mike Smith said that Jay Buckley and Mike Smith voted in favor of pulling the board that day. Mike Smith was corrected in that no vote was ever taken and that the current policy allowed the DPW to decide. Kelly Robitaille stated that he did not want to be responsible for water levels.

39:48 Mike Smith reads a letter from NHDES to the Cancelerich’s regarding pond levels and the process of installing a dam at Big Pea Porridge Pond. Mike asks why they haven’t initiated that effort. Terri Cancelerich stated that the former commissioner Adam Leiser insured him that the new policy would solve that problem. Yelling ensues between Mike Smith and members of the audience. Kathy Koziell asks Mike Smith to calm down. Mike Smith states he is acting sociable but can be an ass if he wants to be. Jay Buckley moves the meeting forward.

Kathy Hurley asks about the emergency powers.

43:30 One resident asks, what is an emergency?

Bruce Jordan from Big Pea comments last 2 years the change of bullfrogs and tadpoles no longer being seen.  Things have changed and not for the better.

Ralph Lutjen read his recommendations to the proposed DAM Policy.

A 31-year resident has expressed that the eco-system health of the ponds has been getting worse.

46:00 Ralph Lutjen proposes some changes to the proposed policy with the addition of accommodations for the nesting loons. Ralph hands the board his comments in writing

Kerry McNiven speaks against the new DAM Policy.  John Cancelarich discusses the dried out plants.  Terri Cancelarich shows pictures. Nordel Gagnon states there is a swamp in front of his house and it is nice.  Maureen Flanagan asks for history of pulling the boards.  Mike Smith states that he works with the LPC and once the Loons nest the District can’t flood the nest.

John Cancelarich passes out lake level operating range handout from DES to the public and discussion ensues.  Jay Buckley discusses that the District is in the process of completing the DAM Emergency Plan that is required by DES.  Dorothy Wondolowski discusses the change of the District with all the development of the land and that sand is being brought in by private residents and the flora is being destroyed.  Ralph Lutjen agrees with Dorothy Wondolowski.

47:30 Mr. McNiven recommends against Ralph’s addition of accommodations for the loons as it may cause the ponds to be lowered harming other wildlife in the ponds.

Discussion of water testing related to both ponds.  The water quality has declined over the years.

50:30 Conway resident Nordell Gagnon notes the degradation of the pond’s health over the past 35 years.

52:20 Terri Cancelerich asks if there is record keeping of when boards are pulled or added. Jay Buckley says no

55:00 John Cancelerich states that he is against dropping the pond level before the loon’s nest. Leave the water levels where nature leaves them and let the loons adapt

Kathy Koziell asks if a small opening can be put into the boards to keep small amount of water flowing.  Kelly Robitaille states it can’t be done it would cause to much water loss.

Mike Smith discusses flooding of Eidelweiss Dr & Geneva Beach.

Kelly Robitaille discusses that he only pulls the boards 3 time a year.  He came to the BOC to get approval to pull the board.  Kelly Robitaille tells the public the how the DPW controls the DAM boards and that they are not constantly removing and replacing the boards.  Kelly Robitaille states he works with the District but works for the BOC.

1:07:30 Kathy Koziell asks Kelly Robitaille if we can keep the pond levels high and still provide a sufficient flow of water into the brook through the leaks between the boards? Kelly Robitaille states that the leaks would not provide enough water to the brook in a drought.

1:13:20 Kelly Robitaille states that the current policy is impossible to maintain as it contradicts itself. The current policy placed the responsibility on him which he did not ask for or want. Kelly Robitaille usually has adjusted the boards on more than 3 times in a year. One year was 4 times. This is not a common practice.

Kelly Robitaille states that most ponds are drawn down in the fall or winters accumulation of snow and ice. Kelly Robitaille states he will take direction from the commissioners but works for the district.

1.20.05 Terri Cancelerich reminds the BOC that the last day to draw down the ponds is October 15th of each year

1:22:00 Hearing is closed

Jay Buckley makes a motion to close #1 Public Hearing of the Dam Policy.  Mike Smith seconds.  Motion Passed 3-0.

Jay Buckley makes a motion to open #2 Public Hearing of the Water Ordinance.  Kathy Koziell seconds.  Motion Passed 3-0.

1:27:00 Jay Buckley opens the hearing and reads teach proposed change

Discussion of the current Water Ordinance and raising the hookup fees from $8,000.00 to $10,000.00. Jay Buckley mentions raising the water hookup fees from $8k to $10k. Section 3.1.3 Mike Smith states that it is up to the voters at an annual meeting. Kathy Koziell disagrees that it “HAS TO BE" at the annual meeting as the fee is now part of the ordinance but agrees to have the voters decide.  Mike Smith states that the voters should vote on this at the Annual Meeting.  Kathy Koziell agrees with Mike Smith.  Dorothy Wondolowski agrees also.

1:30:00 JB reads 3.1.4.5 application deadline of August 1st to be moved to September 1st. No objections.

1:33:11 Jay Buckley states that all service lines that need replacement must be sleeved as well as all new construction.

1:35:00 Confusion overextending water mains to the end of the subject property.

Jay Buckley reads the proposed amendments to the Water Ordinance.  Discussion of the Proposed changes to the Water Ordinance takes place.  Dinah Reiss asks the commissioner about the 3.1.3 return fees when a hookup is denied and when the District has to pay the operator fees and engineer fees.  Discussion of refund amount should be determined by the voters takes place.

1:45:12 Treasurer Dinah Reiss asks that the engineering costs be extracted from the $8000 if returned to applicant. Jay Buckley asks what should be charged for that cost? Applicant will/should know up front.

1:46:00 Donna MacKinnon supports taking the engineering costs out of the $8000 application fee.

1:48:00 Peter K feels that the District should know where its water lines are so that builders can locate septic systems appropriately

1:49:00 Hearing Closed

Jay Buckley makes a motion to close #2 Public Hearing of the Water Ordinance.  Kathy Koziell seconds.  Motion Passed 3-0.

Jay Buckley makes a motion to open the #3 Public Hearing on Public Memorials.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of creating a Public Memorial Policy.

Ralph Lutjen states it is appropriate one.

Jay Buckley states that there is no written policy regarding public memorial but there is an understanding that no public memorials are allowed in the District.  Mike Smith agrees.

Dinah Reiss states that the public was never notified when the public memorial was put up at the Huttwil Parking lot.  Mike Smith that there is an unwritten policy that no memorials are allowed.  Dorothy Wondolowski wants the memorial taken down.  Dinah Reiss states what was done is wrong and the commissioners should listen to the publics feedback.

Jay Buckley makes a motion to close the #3 Public Hearing on Public Memorials.  Mike Smith seconds. Motion Passed 3-0.

Jay Buckley makes a motion to adjourn the meeting at 9:06 pm.  Mike Smith seconds.  Motion Passed 3-0.

Respectfully submitted,

Donna MacKinnon

Administrator

 Sign in attendance sheet in office