VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday August 27th, 2020

The Board of Commissioners met at 9:01 am on Thursday, August 27th, 2020.  In attendance was Commissioners Jay Buckley, Kathy Koziell (by Phone0, and Paula Doyle (by phone).  Also, in attendance was Kelly Robitaille DPW Foreman, Chris Albert engineer (by phone), and Donna MacKinnon taking minutes.  The meeting was not filmed but residents could call into meeting via conference call.  We had Dinah Reiss, treasurer call into the meeting.                            

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

1. Agenda

Jay Buckley makes a motion to approve the agenda.  Paula Doyle seconds. 

Jay Buckley adds to the agenda 5 Lakeview Driveway.  Kathy Koziell adds newsletter information, updated budget, and Kathy’s letter for 6 Little Loop.

Jay Buckley makes a motion to approve amended agenda.  Paula Doyle seconds.

Motion Passed 3-0.

2. Highway Department Report

Discussion of Big Loop Culvert-Kelly Robitaille states he has the right to protect the roads and has the authority to remove the beavers but wants the BOC approval to remove them.  The beavers need to be removed.  Kelly states that trapping is the way to go.  Paula Doyle will look into this matter.  Also, Kelly states there is damage to the Culvert due to a good size rock pushing down into the pipe.  Pipe is not in jeopardy but will need to be repaired and has to be put into the schedule at the end of the season.

Discussion of 47 Eidelweiss driveway application.

Discussion of 47-49 Eidelweiss culvert repair-Culvert cost would be the responsibility of the homeowners at $250.00 each and the District would pay for the basin at a cost of $600.00.  We have the homeowner’s permission of 49 Eidelweiss.

Jay Buckley makes a motion to appropriate the full amount up to $1,200.00 for the drainage infrastructure for 47-49 Eidelweiss Drive.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of 29 Eidelweiss Drive-Driveway has to be marked then Kelly Robitaille can do inspection report.  Office will contact homeowner.

Discussion of 19 Appenvel-Kelly Robitaille inspected property, the pipe is the original pipe, nothing new and cannot be removed.

Discussion of Thusis Culvert-Kelly Robitaille states that 9/1 or 9/2 the DPW will be working on the project and the road will be closed for 4 hours.  It will be closed at Thusis to Lugano.

Paula Doyle would like to wait until after Labor Day, Kelly Robitaille agreed with Paula but with the DPW schedule the project is scheduled for 9/1 or 9/2.  Kathy Koziell will send out an email blast.

Discussion of 5 Lakeview Driveway.

Discussion of water measuring stick-Office will order one.

Discussion of 4 Little Loop-Kelly Robitaille states the DPW will be removing hay bail next week.  Kelly Robitaille met with Chris Albert last week and commented that the project was done properly and was done with way over kill.  Kathy Koziell agrees DPW did a good job.  Jay Buckley asks if Adam Leiser contacted Chris Albert about the project and thinks Adam Leiser should be billed for Chris Alberts time.  Chris Albert was contacted by Adam Leiser but did not meet with him and commented that he could not comment on anything because he did not have anything to comment on because he did not see the before conditions. Project was done no different from approved plan.  Paula Doyle states Chris Albert would have to bill any homeowner directly for his services if there was any.  Chris Albert states he would never put himself in that position because he works for the District.

Discussion of grading the roads-Kelly Robitaille would like to wait until everything is wrapped up by Dawson.

Discussion curb stop of new waterline.

Discussion of Rock House Mountain spreading Calcium Chloride-Kelly Robitaille states he was contacted for a second treatment and will let the office know how much to bill Rock House.

3. Engineer Report

Chris Albert updates the BOC about the Water Project. The project is winding down.  The tank is 100% complete and is being filled today,

Discussion of DN Tank.

Discussion of starting of the electrical-Should be starting on Monday.

Discussion of Bryant Paving-shouting for the end of September.

Discussion of Dawson-Starting patch after pressure line and chlorination is tested.

Jay Buckley makes a motion to sign second DES disbursement forms out of session once Chris Albert sends in all requisitions to the office.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of building permit for the project.

Discussion of new water hook-ups and waterline for 32 Upper Lakeview Dr.

Jay Buckley makes a motion to approve Water Hook-Up applications for 11 Blinden and 34 Interlaken once Chris Alberts sends in the PSI results.  Kathy Koziell seconds.  Motion Passed 3-0.

4. Administration Report

Discussion of owed water bills & liens.

Discussion of annual meeting date-Move to Next’s week agenda.

Discussion of Madison TV for tapping of meetings.

Discussion of new hire-The BOC welcomes Lynne Baker!!

Discussion of cement trucks-Jay Buckley states there will be cements trucks coming in the District today for pouring of the sheriff’s tower at the summit.

5.  Accounts Payable

Jay Buckley makes a motion to approve the payroll of 8/8/2020 thru 8/21/2020 for $6,591.34.  Kathy Koziell seconds.  Motion Passed 3-0.

Jay Buckley makes a motion for approval of the Operating Budget Manifest of 8/26/2020 of 6 checks for $33,648.18.  Kathy Koziell seconds.  Motion Passed 3-0.

Jay Buckley makes a motion for approval of the Water Project Budget Manifest of 8/26/2020 of 3 checks for $193,423.50.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of 7 Biasca Water hook-up.

6.  Signature Items

Discussion of 6 Little Loop Letter.

Jay Buckley makes a motion to sign letter drafted by Kathy Koziell to Ms. Debbie Hewitt regarding 6 Little Loop.  Paula Doyle seconds.  Motion Passed 3-0.

Discussion of 7 Biasca letter.

Jay Buckley makes a motion to sign amended letter to Mr. Dean Lambert regarding 7 Biasca.  Kathy Koziell Seconds.  Motion Passed 3-0.

Jay Buckley makes a motion to approve the minutes of 6/11/2020, 7/2/2020 and amended minutes of 8/20/2020.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of 12 Interlaken-Jay Buckley will draft letter to homeowner.

5. Commissioners Report

Jay Buckley discusses Oak Ridge Tower.

Discussion of fire extinguisher for DPW building.

Kathy Koziell makes a motion appropriate up to $250.00 for a Department of Labor approved fire extinguisher.  Paula Doyle seconds.  Motion Passed 3-0.

Discussion of metal switch plate in the office for Department of Labor Inspection-Jay Buckley will install.

6. Correspondence

Discussion of Jennifer Nolan email.

Discussion EPOA letter.

Discussion of Adam Leiser email.

Discussion of Corey Gregorie email.

7.  Public Comment

Dinah Reiss asks what is happening to the old electrical panel that is being replaced for the water project.

Paula Doyle asks who the Health Officer for the Town of Madison is.

Kathy Koziell asks BOC for any topics for this month newsletter.

Jay Buckley discusses ribbon cutting ceremony for water project.

Jay Buckley makes a motion to adjourn meeting at 11:11 am.  Paula Doyle seconds.  Motion Passed 3-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday August 20, 2020

The Board of Commissioners met at 9:02 am on Thursday, August 20, 2020.  In attendance was Commissioners Jay Buckley, Kathy Koziell (by phone) and Paula Doyle (by phone).  Also, in attendance was Highway Foreman Kelly Robitaille, and Jay Buckley was taking minutes as the administrator was on an approved absence.  The meeting was not filmed but residents could call into meeting via conference call.  We had Dinah Reiss, Treasurer, and Chris Albert Project engineer & 2 residents call into the meeting. Ralph Lutjen and Phil Barlow.

At 9:02 am Commissioner Jay Buckley calls the meeting to order.   

1. Agenda

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

2. DPW Report

Kelly Robitaille talked about the driveway application for paving the existing driveway at #47 Eidelweiss Drive. There seems to be some confusion over who will do the work regarding drainage infrastructure requirements as required by the application. Kelly will speak to the homeowner’s contractor to ensure that they are of the understanding and all parties are on the same page. A letter / invoice will also be generated for the property owner at #49 Eidelweiss Drive as this project solves drainage issues originating from both driveways impacting the district road.

Jay reported that the DPW crew painted white STOP lines throughout the District at a cost of $75 for paint. (this is an approximate savings of $225 over hiring a contractor in past years).

Work has begun on correcting erosion issues on Appenval Way at (Playground Hill). It was noted that the catch was improperly installed over a decade ago as it sits above the road grade.                           

MOTION: Jay makes a motion to purchase a “water Height Measuring Stick” for up to $50 for the purpose of installing at the dam at Boulder Beach. Kathy seconds, Motion PASSED 3-0

Phil Barlow is asked to speak as he scheduled a discussion with the commissioners.
Phil describes that he is planning on building upon a lot on Upper Lakeview a “dome like structure” that will be built upon a deck and will water, electricity, and a septic system. Phil was inquiring as to what is required from the VDOE in regard to building. Kathy explains the VDOE is the authority in regard to driveway and water hook ups and that Madison is the authority in issuing building permits. Jay explains that the driveway permit must be issued first before Madison will issue a building permit for a home.

Phil asks if the request to run a water service line over two VDOE owned consecutive lots adjacent to the lot that Phil wishes to build on was ever approved by the current land owner and Kathy notes that a decision was never made by the BOC and Jay states that such a decision would create easements of some kind on those two lots making them restricted.

Administrative: Kathy reports that CARBONITE has sent an email for contract renewal.
This will be addressed.

Jay reports that the VDOE has received a positive hit for Coliform in the water system in the Summit Zone. Samples were taken twice and confirmed by a lab. The drinking water is safe by a LEVEL 1 assessment is to be performed by our water operator.

Jay reports that the Madison PD has had several salvage companies come to the Huttwil lot to view the abandoned camper trailer there. No one wants to remove the trailer at a cost to them.
MOTION: Jay makes a motion to spend up to $500 to have the abandoned trailer removed from the parking lot. Paula seconds, Motion passes 3-0

Chris Albert joins the call and provides a status update on the Rienach tank project. The Shotcrete is complete around the outside of the tank. The tank will be painted next week. Doors and hatches on the tank are being installed. Jay notes that a building permit was never applied for by Dawson’s as requested at the onset of the project. Chris is to remind Dawson’s of request for the permit and to have Madison CEO take a look at the pump building before it gets closed up. Chris states he will include the Bryant Paving contract with the monthly bills to DES as this work was not considered during early negotiations and never included in the original BID specifications.

Chris asked that the Payment Disbursement be signed. Jay to review and sign out of session.

3. Water Report

Level 1 Assessment discussed earlier. Ian to conduct and provide report

4. Manifest, Payroll, Water Project.

No payments this week.

5. Signature Items:

Jay to review and sign payments and reimbursement documents.

6.  Accounts Payable

Jay Buckley makes a motion to approve the manifest.  Manifest from the operating budget of 9 checks for $2,473.86.  Kathy Koziell seconds.  Motion Passed 3-0.

Jay Buckley makes a motion to approve the Payroll of $5,660.80.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of paying Jones & Beach, Dawson, DN Tanks and Retainage accounts next week.

7. Committee reports:

Jay asks BOC to review Andrew’s report.

8. Commissioners reports:

Jay discussed camper/trailer above.

Kathy discussed 10 vs 20# fire extinguisher $100 vs. $170 installed for DPW #2.

Paula noted that we need to follow up on correspondence with resident inquiries.

9.  Correspondence

Paula notes that we owe resident Debbie Hewitt a response to her inquiry as to why all of the trees and brush were cleared between the properties 4&6 Little Loop instead of just the marked trees.

Jennifer Nolan informed the commissioners that the smell from the outhouses at Eidelweiss Beach have been plaguing her home for years and wishes that the BOC do something about it.
She will be notified by the office to contact the Madison Health Officer concerning the issue.

MOTION: Paula Doyle makes a motion to go into Non-Public Session at 10:18 under RSA 91A:3 C legal matters; seconded by Jay Roll call 3-0.

MOTION: to seal non-public minutes of 08-20-20 until addressee receives letter made by JB, seconded by PD; 3-0.

Paula Doyle notes that all the public must be held to the same rules in regard to waiting till Public Comment before speaking. So, noted by the chair who will try to curtail open discussions.

MOTION: JB makes a motion to adjourn at 11:07am. Seconded by KK, MOTION Passes 3-0

Respectfully submitted,

Jay Buckley

Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday June 11th, 2020

The Board of Commissioners met at 9:06 am on Thursday, June 11, 2020.  In attendance was Commissioners Jay Buckley, Kathy Koziell (by phone).  Also, in attendance was Highway Foreman Kelly Robitaille, and Donna MacKinnon taking minutes.  The meeting was not filmed but residents could call into meeting via conference call.  We had Dinah Reiss Treasurer, Ian Hayes Water Operator, Chris Albert Engineer & 7 residents call into the meeting.                            

At 9:06 am Commissioner Jay Buckley calls the meeting to order.   

1. Agenda

Jay Buckley adds Camper parked at Huttwil parking lot to agenda.

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

Discussion on Driveway permit for 4 Lakeview Dr.  Nick Borelli called into meeting for waiver of performance bond for existing driveway.  No dwelling is being put on lot.

Jay Buckley makes a motion to waive performance bond with the Driveway permit for 4 Lakeview Dr.  Kathy Koziell seconds. Motion Passed 2-0.

2. Engineer Report

Discussion of Reinach Project status. Chris Albert calls into the meeting.  Chris Albert states project is ahead of schedule.  Chris Albert will be meeting with DN Tanks today still planning on a June 29^th, 2020 start date.

Discussion on distribution of payment.

Discussion on blasting.

Discussion of gate values.

Discussion of water project inspections.  Ian Hayes is checking in on project daily, no issues everything looks good.  Mike Smith asks who is overseeing project? Chris Albert is on site 2 a week and Ian Hayes is daily. Chris Albert states means and methods is being done.  Mike Smith would like someone to inspect job and Ian Hayes costs are too high not counter intuitive.  Jay Buckley is confident in Ian Hayes.

Discussion of BOC were not privy to contract.

Discussion of change orders for the project.

Discussion of Invoices for the Water Project and posting the documents on the website.

Mike Smith questions what percent of the contract is complete.

3. Water Report

Dinah Reiss asks Ian Hayes for itemized invoices for new water hook-ups.

Kathy Koziell asks Ian Hayes about Biasca water main.

Jay Buckley asks Ian Hayes about 22 Aspen the cost of bleeder to the end of property line.  Ian will check with Dawson.

Discussion of 10 Barden water hook-up.

3. Highway Department Report

Discussion of 4 Grachen-Kelly Robitaille wants to go ahead with culvert.  Kelly will by the pipe and the homeowner is responsible for the cost.

Discussion of Porridge Shore exposed culvert pipe-Kathy Koziell wants to send a letter to the homeowner that the cost of the culvert and the DPW will install it.

Jay Buckley makes a motion to send letter to homeowner of Porridge Shore for the replacement of the culvert that the homeowner is responsible for.  Kathy Koziell seconds.  Motion Passed.

Discussion of Little Loop Project-Kelly Robitaille states the DPW worked on it Monday Tuesday and Wednesday and will be finishing up with it.  Jay Buckley states the DPW did a great job on the project.  Kelly Robitaille questions of pulling the trees & stumps or wait for engineering.  Kathy Koziell states the stumps have to be removed.  Jay Buckley want to wait.  Kelly Robitaille questions liability of DPW that he does not want.

Discussion of the camper parked at Huttwil parking lot-Jay Buckley questions to notify the Madison Police.

Kathy Koziell makes a motion to notify the Madison Police of the camper parked at Huttwil parking lot.  Jay Buckley seconds.  Motion Passed.

Discussion of Dept of Labor Inspection Report-Back up alarms are being installed.

Discussion of 33 Upper Lakeview letter-Jay Buckley will draft letter back to homeowner.

4.  Administration Report

Discussion of Kayak Portal opening.  Kathy Koziell and Jay Buckley restates that the District will mirror the Town of Madison.

Discussion of 1 Aspen-Jay Buckley will send an email to the homeowner.

Discussion of job posting for part time Admin position-next week put advertisement into Conway Daily Sun.

Discussion from Mike Smith-Mike Smith questions contract of the Rienach Tank Project and why it was never run by the Districts Attorney.  All contracts were run by the Attorney in the past. Mike Smith asks for Kathy Koziell for not having contract run by Attorney. Discussion ensues. Jay Buckley states that Kathy Koziell, Kelly Robitaille, and himself were not included the contract discussions.

Discussion of how the engineer was picked for the contract.

Discussion of consideration of the roads as part of the Water Project.

Discussion of Mike Smith restates resignation.

Discussion of Jay Buckley reading through the contract-Kathy Koziell commends Jay Buckley for checking for completion of invoices of projects.  Jay Buckley had asked Chris Albert about completion updates.

Dinah Reiss has financial concerns accuracy and amounts to be dispersed.

Jay Buckley brings up empty BOC seat and should it be done Non-Public. Kathy Koziell does not think so but will send an email to NHMA for clarification.

 5.  Accounts Payable

Jay Buckley makes a motion to approve Manifest of 8 checks for a total of $29,409.33.  Kathy Koziell seconds.  Motion passed 2-0.  

6. Signature Items

Discussion of final Audit.

Jay Buckley makes a motion to sign the final Audit.  Kathy Koziell seconds.  Motion Passed 2-0.

7. Commissioners Reports

Kathy Koziell asks about water hook-up for 7 Biasca & 9 Reinach.

Discussion about costs of dead end to homeowner’s property.

Discussion of Liens.

Discussion of COVID-19 2.0 requirements.

Kathy Koziell asks Jay Buckley to send EPOA information to comply with regulations.

Discussion of using the Lodge.

8.  Correspondence

Discussion of Judith Taylor’s email.

Discussion of pond levels.

Discussion of Loons.

Discussion of 91A addressed.

Kathy Koziell asks Jay Buckley if he wants her to resign.  Jay Buckley says no.  Paula Doyle states Kathy Koziell has done a great job.

Discussion of interested candidates for BOC empty seat.  Paula Doyle and Ralph Lutjen are interested.

Jay Buckley makes a motion to go into Non-Public at 12:00 pm for RSA 91-A:3, II (e).

Non-Public Minutes were sealed.

Jay Buckley makes a motion to adjourn meeting at 12:14 pm. Kathy Koziell seconds.  Motion passed 2-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday July 2, 2020

The Board of Commissioners met at 9:05 am on Thursday, July 2, 2020.  In attendance was Commissioners Jay Buckley, Kathy Koziell (by phone) and Paula Doyle (by phone).  Also, in attendance was Highway Foreman Kelly Robitaille, and Donna MacKinnon taking minutes.  The meeting was not filmed but residents could call into meeting via conference call.  We had Dinah Reiss, Treasurer, Ian Water Operator & Chris Albert, Project engineer & 5 residents call into the meeting.                            

At 9:05 am Commissioner Jay Buckley calls the meeting to order.   

1. Agenda

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

2. Engineer Report

Discussion of Reinach Project status. Chris Albert calls into the meeting.  Chris Albert discusses the update of the project.  Chris Albert states that DN Tank is mobilized in the District, will be starting next Wednesday, and shooting for end of July to be done with their part of the project.  All the pipe is done at Aspen.  Chris Albert stated only 30 yards of blasting was done and saved the District money.  Chris Albert stated that Jake Dawson is filing with the Town of Madison for a building permit for the project.  Chris Albert states that the color need to be picked out for the tank.  Chris shows Jay Buckley the colors to be picked from.

Jay Buckley makes a motion to pick Navajo for the color of the new tank.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of Contract #6- Paula Doyle asks Chris Albert about the standard contract.  Chris Albert states it is a standard contract, but it was left out by accident and that was an oversite.   Jay Buckley thinks it is needed for asset management.  Chris Albert stated the project is moving faster then expected and he will be up in the District more than originally expected.  Kathy Koziell states the bills are rolling in and asks Chris Albert about contingency monies.  Chris Albert states that any contingencies can be put on the next disbursement invoice.  Jay Buckley asks Chris Albert about Contract #6 and the roads due to lack of information given to BOC because of the gag order.  Chris Albert does not think anything else was missed by him.

Jay Buckley makes a motion to approve Jones & Beach’s Contract #6 for M & O.  Kathy Koziell seconds. 

Paula Doyle asks if this contract will be covered in the contingency money.

Jay Buckley makes a motion to approve Jones & Beach’s Contract #6 with the additional $9K to come from contingency money.  Kathy Koziell seconds.  Motion Passed 3-0.

Chris Albert states he thinks there is money available without hitting the contingency money.  Chris Albert states he will send in an updated spreadsheet.

3. Water Report

Discussion of Water Project-Ian Hayes updates the project status.

Discussion of back billing Dawson.

Discussion of how the water operator was not included in the Bid-Ian Hayes states only subcontractor for the pump house. 

Paula Doyle states another cost not included in the bill.

Jay Buckley reads the specs of the bid to the public.  Chris Albert states Dawson is fixing problem but Ian Hayes has to oversee it as the water operator has to do for all repairs in the District.

Kelly Robitaille confused along with the public thinks the cost would not have happened if the break did not happen.  Ian Hayes states the gray area in the costs, his costs are paid by the District and the District can back bill Dawson.  Ian Hayes is concerned with back billing Dawson could be stirring up the pot and understands the BOC confusion with paying Ian’s bill.  Paula Doyle wants a legal opinion before going after back billing Dawson.

Jay Buckley makes a motion to pay Simply Water Invoice of $8770.00.  Paula Doyle seconds.  Motion Passed 3-0.

Kelly Robitaille states that that was a good conversation with a good outcome.

4. DPW Report

Kelly Robitaille states that the DPW spent most of the week on repairs.  He is looking for the budget to see where he stands with the DPW budget.  Kathy Koziell that she will forward budget to Kelly.

Discussion of Nicholas Small class VI road for a driveway permit.

Jay Buckley makes a motion to approve Nick Small Driveway Permit for Construction.  Paula Doyle seconds.  Motion Passed 3-0.

Discussion of opening the Outhouses.  Kathy Koziell will make initial purchase of cleaning supplies and will do the first cleaning to make sure they are cleaned out.  Donna MacKinnon offers to help Kathy with the cleaning.

Jay Buckley makes a motion to open the Outhouses after they are cleaned out.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion from Kelly Robitaille of how the contingency money from the Water Project can go to either the asphalt or road budget.  Kelly will work with the contractors and keep track of costs and decide whether it is worth it to back charge. 

5. Administration Report

Discussion of job posting.

Discussion of Kayak Portal.

Discussion of beach raking.

Discussion of Audio files- Jay Buckley states that public can bring in thumb drive to get a copy if wanted.

Discussion of Non-Meeting.

Discussion of 91A.-Mark Graffam 91A transparency is primary and wants to know what size thumb drive to bring into the office.

6.  Accounts Payable

Jay Buckley makes a motion to approve the manifest.  Manifest from the operating budget of 9 checks for $2,473.86.  Kathy Koziell seconds.  Motion Passed 3-0.

Jay Buckley makes a motion to approve the Payroll of $5,660.80.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of paying Jones & Beach, Dawson, DN Tanks and Retainage accounts next week.

7. Signature Items

Discussion of Roberts & Green contract.

Discussion of Truck loan.  Will be signed out of session.

Jay Buckley makes a motion to sign new truck loan out of session.  Paula Doyle seconds.  Motion Passed 3-0.

Dinah Reiss states that Jay Buckley & Kathy Koziell are the signatures needed on the loan.

9.  Correspondence

Discussion of Neighbor Energy-Jay Buckley wants to hold off until next week.

Discussion of Water Shut off and liens for outstanding water bills.

Discussion of CCR report.

Discussion of 1 Aspen-fixed today.

Discussion of Robert Nelson email. Jay Buckley asks Paula Doyle to draft a letter to Robert Nelson.

Discussion of Mr. Taylor Letter.

Discussion from John Rocharz EPOA for access the Playground.  John can clean up playground but the DPW will fix the fence.

Discussion for Paula Doyle regarding BOC meetings.

Kathy Koziell makes a motion to adjourn meeting at 11:53 am.  Jay Buckley seconds.  Motion Passed 3-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday July 30, 2020

The Board of Commissioners met at 9:02 am on Thursday, July 30, 2020.  In attendance was Commissioners Jay Buckley, Kathy Koziell (by phone) and Paula Doyle (by phone).  Also, in attendance was Highway Foreman Kelly Robitaille, Chris Albert engineer, and Donna MacKinnon taking minutes.  The meeting was not filmed but residents could call into meeting via conference call.  We had Dinah Reiss, treasurer & 4 residents call into the meeting.                            

At 9:02 am Commissioner Jay Buckley calls the meeting to order.   

1. Agenda

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

2. Highway Department Report

Discussion of Lakeview Dr.- Kelly Robitaille would like to extend road for plowing purposes.

Discussion of West Bergamo- Kelly Robitaille would like to bring in a rental mini excavator for ledge.  He will get a price for the rental of the excavator for the BOC to approve.

Discussion of Upper Lakeview & Thusis culverts.

Discussion of Grader tire-Kelly Robitaille states the front tire has a gash and needs to be replace before there is an issue.  A spare did not come with the grader when purchased.  He got a price for replacement of $1650.00, he will require a purchase order for tire purchase.

Jay Buckley makes a motion to approve up to $1700.00 to purchase a front tire for the grader.  Paula Doyle seconds.  Motion Passed 3-0.

Discussion of street signs.

Discussion of Calcium Chloride for Rock House.

Discussion of white stop lines-Kelly Robitaille states that the DPW can paint them. BOC agrees.  Jay Buckley commends the DPW for a great job that they are doing.

Discussion of Gravel Roads-Kelly Robitaille is meeting with Chris Albert for finalizing of gravel roads it will be basically a road reconstruction and how to proceed.

Discussion of Culverts at Salins and Aspen- They were already done by Dawson without the approval of the BOC.  Dawson used the Districts culverts without Kelly Robitaille’s knowledge.

Discussion of the DPW garage roads- Kelly Robitaille states that the doors are done just waiting for the remotes to come in for the project to be finish.

Kelly Robitaille tells the BOC that he has to have thumb surgery.

Discussion of Shawn’s Tree Removal-Still waiting to hear back from them.

Discussion of 47-49 Eidelweiss Dr.-Still waiting for homeowner of 47 Eidelweiss file a Driveway permit application.

Discussion of the office phone system-Andrew Harteveldt called into the meeting. Cost analysis was done by Andrew when phone system was first put in and 500-600 minutes were on the average.  The office is going over that mostly due to conference calling.  Andrew thinks the office can use Microsoft office 365 for the conference calling that can also be recorded.  Jay Buckley inquires about an answering service for the district.  Andrew Harteveldt had concerns when putting in the phone system.  Jay Buckley purposes a committee to look into the office phone system and updating the office equipment to hash out a usable solution.  Paula Doyle agrees.  Jay Buckley has spoken to Ron Sandstrom and asked Andrew Harteveldt if he would be part of the committee, Andrew agrees.

3. Engineer Report

Chris Alberts comes into the meeting.

Discussion of the Tank Walls- Chris Albert states the crane is on site and the walls are being put up today.

Discussion of DN Tanks Invoice.

Discussion of checking with DES disbursements.

Discussion of Aspen & Salins Culverts-Chris Albert states that Jake Dawson apologized for going ahead without BOC approval. The Aspen culvert was plugged and had to be fixed but they did the Salins culvert also. 

Discussion of Roads and Grading-Kelly Robitaille wants to know what Jake Dawson is doing for the gravel roads. Jake Dawson, Chris Albert & Kelly Robitaille will be meeting today to discuss this.

Jay Buckley makes a motion to go ahead and give Bryant Paving contract for shimming and 1-inch ( amended to 1-1/2” on 8/6/2020) overlay on Bristenstock & Aspen using contingency monies or project monies. Kathy Koziell seconds. Motion Passed 3-0.

Chris Albert will reach out to Rick Skarinka to see if it can be part of grant disbursement.

Discussion comes back to Aspen & Salins Culverts- Jake Dawson will come back to the BOC with changes.

Discussion of Tie in at Reinach on Thursday – They will be shutting down the water.  Chris Albert will let the office by Monday to confirm water outage.

Discussion of Retainage amounts - Chris Albert goes over amounts.

Discussion of Ribbon Cutting-Chris Albert shooting for September, BOC agrees.

4. Administration Report

Discussion of 91A requests.

Discussion of Mailchimp-Kathy Koziell fixed it.

Discussion of job posting.

Discussion of Water Service Line to homeowners.

5. Signature Items

Jay Buckley makes a motion to approve the Manifest of 7/29/2020 of 3 checks for $7,105.86.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of Total Cost of new water hook ups.

Discussion of Simply Water Invoice.

Jay Buckley makes a motion to approve Payroll of $7,197.80.  Kathy Koziell seconds.

Motion Passed 3-0.

Discussion of bank signature cards to add Paula Doyle to accounts.

Discussion of Water Bill liens.

Discussion of camper parked in Huttwil parking lot.

Discussion of Pond Levels.

Discussion of balance sheet for the Water Project.

6.  Correspondence

Discussion of Trash Removal.

Discussion of Jane Gunn email.

Discussion on Parking at the Beach Parking lots.

Discussion of the Water Tax Assessment-Kathy Koziell will call Avitar.

Discussion of Larry Leonard email.

Discussion of Bill Mosher email.

Discussion of Jessica Bean.

Discussion of Greg Im email.

7. Public Comment

Dinah Reiss asks about water outage from the weekend.

Jay Buckley makes a motion to go into Non-Public RSA 91-A:3, II (b) at 11:05 am.  Paula Doyle seconds.  Motion Passed 3-0.

At 11:30 am exit Non-Public.

Jay Buckley makes a motion to seal the Non-Public Meeting Minutes.  Paula Doyle seconds.  Motion Passed 3-0.

Jay Buckley makes a motion to go into Non-Public RSA 91-A:3, II (c & l) at 11:37 am.  Paula Doyle seconds.  Motion Passed 3-0.

At 120:00 pm ex it Non-Public

Jay Buckley make a motion to seal the Non-Public Minutes.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of 7 Biasca Water Hook Up-Ian Hayes calls Jay Buckley. Ian Hayes hit ledge at 7 Biasca and asks Jay Buckley what the BOC wants to do. It would be around $1,800.00 which would come out of the $8,000.00 hook up fee.  The BOC agrees with Ian Hayes to have

Dawson hammer away ledge to establish service line and set the pipe properly 5-6’ depth.

Kathy Koziell makes a motion to adjourn meeting at 12:10 pm.  Paula Doyle seconds.  Motion Passed 3-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday July 23, 2020

The Board of Commissioners met at 9:00 am on Thursday, July 23, 2020.  In attendance was Commissioners Jay Buckley, Kathy Koziell (by phone) and Paula Doyle (by phone).  Also, in attendance was Highway Foreman Kelly Robitaille, Chris Albert engineer, and Donna MacKinnon taking minutes.  The meeting was not filmed but residents could call into meeting via conference call.  We had Dinah Reiss; treasurer & 1 resident call into the meeting.                            

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

1. Agenda

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

2. Highway Department Report

Discussion of Schwyz Road Culvert.

Discussion of the International Truck-Kelly Robitaille states the truck has a break and overheating issue. The element to the radiator has to be replaced, part will $1,500 plus labor.

Discussion of Bryant Paving estimate of $37,240.  Bryant Paving has a 6-8-week lead time.  Jay Buckley asks about reimbursement will come from for the paving.  Kathy Koziell explains after talking to Greg Im the District can legally use the Water System CRF account to pave the road.  Jay Buckley would like to know who the BOC can contact to see if the roads can be included as part of the Water project.  Jay Buckley agrees with Kathy Koziell to use the Water System CRF.

Discussion of changing culverts as part of the Water Project.  Kelly Robitaille thinks this should all be part of the Water Project.

Discussion of spending the full $869K.

Discussion of Upper Lakeview to be part of the Water Project.  Kath Koziell explains the $869K can only be used for the Reinach Tank project but the $295K can be used for any upgrades to the water system.

Discussion of Mark Graffam’s email about road erosion.

Discussion of garage doors.

Discussion of solar speed sign-$1,500. minimum cost Jay Buckley thinks it should be considered for a warrant article for next year.  Paula Doyle and Kathy Koziell agree.

3. Engineer Report

Chris Albert joins the meeting at 9:40 am. 

Discussion of the Water Project-Chris Albert gives an update- Tank will be constructed next Tues the 28^th. Bristenstock PRV installed. DN Tank shooting for finishing 3^rd week in August.

Jay Buckley states the crane will be putting up the Tank on Tuesday and asks if the public can view it outside the work zone, Kathy Koziell and Paula Doyle agree with Jay Buckley.

Kathy Koziell asks Chris Albert if there will be a ribbon cutting ceremony, he states when the project is complete.

Discussion of the Water Project contingency money.

Jay Buckley asks Chris Albert about the cost of Bryant Paving, Chris Albert states he will ask Rick Skarinka from DES if they can be processed as part of the project.  Chris Albert will let the office know when he talks to Rick Skarinka. 

Discussion of DPW costs regarding the Water Project-Kelly Robitaille will meet with Chris Albert next week.

4. Administration Report

Discussion of Lead Copper draws for water samples.

Discussion of new water hookups connecting to the new waterline-Letters will go out to the homeowners that could be affected.

Discussion of interest payment of the Bond.

Discussion of Admin Job Posting on Indeed.com.

Discussion of a private email from Mark Graffam to Jay Buckley.

Discussion of waiving Isabel Pais water bill late fee.

Discussion of $100.00 August 1^st Water bills to go out.  The BOC agrees that they will be sent out.  Kathy Koziell also will work with Donna MacKinnon on outstanding owed water bills for liens.

5. Signature Items

Jay Buckley makes a motion to approve the Operating Budget Manifest of 7/22/2020 of 5 checks for $48,792.02.  Kathy Koziell seconds.  Motion Passed 3-0.

Jay Buckley makes a motion to approve the Water Project Budget Manifest of 7/22/2020 of 3 checks for $149,501.98.  Paula Doyle seconds.  Motion Passed 3-0.

Discussion of Dawson check.

Discussion of Water Project Budget.

Discussion of Neighborhood Energy Contract.

Jay Buckley makes a motion to sign the contract with Neighborhood Energy.  Paula Doyle seconds.  Motion Passed 3-0.

Discussion of email from Terri Cancelarich.

Jay Buckley makes a motion to sign letter to Terri Cancelarich.  Kathy Koziell seconds.  Motion Passed 3-0.

6. Commissioners Report

Kathy Koziell asks Paula Doyle to take over the communication committee.  Paula Doyle would like to disband committee.  Jay Buckley thinks the BOC is doing a good job and does not think there is a need for the committee.

Discussion of the July Newsletter.

Discussion of the Town of Madison assessment letters.

Discussion of the camper parked at Huttwil parking lot.

6.  Correspondence

Discussion of email from Madison TV Noreen Downs.

Discussion of email from Robert Corazzini.

Discussion of Restriction of beach parking.

Discussion of email from John Rocharz.

Discussion of Granite State Analytical-All samples passed.

Discussion of NHDES grant webinar.

7. Public Comment

Ralph Lutjen questions legal expenses incurred to the District for Adam Leiser Little Loop Project.  Ralph Lutjen discusses Budget vs Actual not being discussed at the BOC meetings to let the public know.  Dinah Reiss told the BOC in the past the BOC use to have the second Thursday on the month to go over the budget.

8. Signature Items

Discussion of signature needed for the Bond

Jay Buckley makes a motion to sign the Bond out of session for $734,600.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of Bond Bank customer wiring secure loan for $734,600. 15-year loan at 1.35%

Jay Buckley makes a motion to sign Bond Bank.  Kathy Koziell seconds.  Motion Passed 3-0.

Paula Doyle makes a motion to go into Non-Public RSA 91-A:3 II (l) at 11:27 am.  Jay Buckley seconds.  Motion Passed 3-0.

At 11:36 am exit Non-Public

Jay Buckley makes a motion to seal the minutes.  Kathy Koziell seconds.  Motion Passed 3-0.

Jay Buckley makes a motion to go into Non-Public RSA 91-A:3 II (b) at 11:38 am.

At 12:02 pm exit Non-Public Minutes are not sealed.

Jay Buckley make a motion for Paula Doyle to prescreen candidates by phone as well as future applicants.  Kathy Koziell seconds.  Motion Passed 3-0.

Jay Buckley makes a motion to adjourn meeting at 12:05 pm.  Kathy Koziell seconds.  Motion Passed 3-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Wednesday August 5th, 2020

The Board of Commissioners met at 9:02 am on Wednesday August 5th, 2020.

In attendance was Commissioners Jay Buckley, Kathy Koziell, Paula Doyle, and Donna MacKinnon taking minutes.  The meeting was not filmed but residents could call into meeting via conference call.                              

At 9:15 am Commissioner Jay Buckley calls the meeting to order.   

1. Agenda

No agenda meeting intent is to go into Non-Public RSA 91-A:3(b) for hiring a part-time office administrator.

Jay Buckley makes a motion to go into Non-Public at 9:18 am.  Kathy Koziell seconds.  Motion Passed 3-0.

At 12:12 pm exit Non-Public. Minutes not sealed.

BOC asks Donna MacKinnon to reach out to Adam Leiser for a Non-Public meeting for Thursday August 6^th, 2020 at 10:30am.

Discussion of trash-Jay Buckley will draft a letter to go to the Madison Police.

Jay Buckley makes a motion to adjourn meeting at 12:15 pm.  Paula Doyle seconds.  Motion Passed 3-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday August 13th, 2020

The Board of Commissioners met at 9:01 am on Thursday, August 13th, 2020.  In attendance was Commissioners Jay Buckley and Paula Doyle (by phone).  Also, in attendance was Chris Albert engineer (by phone), and Donna MacKinnon taking minutes.  The meeting was not filmed but residents could call into meeting via conference call.  We had Dinah Reiss, treasurer call into the meeting.                            

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

1. Agenda

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

2. Highway Department Report

Discussion of painted stop lines.

Discussion of broken raft ladder-It was repaired.

3. Administration Report

Discussion of DPW building fire extinguisher-Office will reach out for clarification.

Discussion of billed new water hook-ups homeowners.

Discussion of billed shut off/on for homeowners.

Discussion of wire transfer -Paula will sign it today and get copy of the transaction for the office.  There will be a $25.00 service fee for the wire transfer.

Discussion of minutes.

Jay Buckley makes a motion to approve minutes of 8/5/2020 Public, 8/52020 Non-Public, 8/6/2020 Non-Public, 8/11/2020 Public, and 8/6/2020 Public with the amended minutes of Jay Buckley’s statement on page 3 sentence 4 regarding driveway.  Paula Doyle seconds.  Motion Passed 2-0.

Jay Buckley makes a motion to approve the payroll of 7/25/2020 thru 8/7/2020 for $6,283.03.  Paula Doyle seconds.  Motion Passed 2-0.

Jay Buckley makes a motion to the Operating Budget Manifest of 8/12/2020 of 12 checks for $9,613.49.  Paula Doyle seconds.  Motion Passed 2-0.

4. Engineer Report

Chris Albert updates the Reinach Water Project.  DN Tank started the wire winding should be done Tuesday.  Chris Albert will be in the District on Monday.  Water will be in the Tank next week.

Discussion of the Jungfrau Pressure Zone-There will be a water outage on Monday August 17^th, 2020. 

Discussion of PRV pit on Upper Lakeview-Chris Albert stated that any changes to the PRV pit, Rick Skarinka from DES, wants to be apprised of any changes.

Discussion of Dawson’s 3^rd pay requisition.

Discussion of framing the building up at Reinach.

Discussion of Tank sanitization.

Discussion of extra ledge blasting.

Discussion of security of the Tank-Jay Buckley suggests using the leftover boulders.  Chris Albert agrees.

Discussion of Homeowners of 9 Reinach water and 7 Biasca water hook up regarding ledge.

Discussion of Tom from EEI-Chris Albert would like a meeting with Jay Buckley, Larry Leonard & Larry Sardarno to go over operations of pumphouse.

Discussion of JBE Contract #6 of $9K.

Jay Buckley makes a motion to be given authorization to sign Jones & Beach Engineering contract #6 for $9K.  Paula Doyle seconds.  Motion passed 2-0.

5. Commissioners Report

Paula Doyle has nothing for Public.

Jay Buckley discusses camper parked at the Huttwil parking lot, camper that was up at Reinach that has been moved, the chair that was left at the bottom of Oak Ridge and Trash Dumpsters for homeowners for household trash.  Jay Buckley would like to add this to a Public Hearing list for next year’s ordinances.

Discussion of Water usage electric costs.

6. Correspondence

Discussion of the Loons.

Discussion of Roberts & Greene next year’s Contract-Jay Buckley, Paula Doyle & Dinah Reiss will reach out to find other Auditors.

Jay Buckley makes a motion to go into Non-Public RSA 91-A:3, II (b) at 10:20 am.  Paula Doyle seconds.  Motion Pass 2-0.

At 10:46 am exit Non-Public minutes to be sealed.

Jay Buckley makes a motion to adjourn meeting at 10:47 am.  Paula Doyle seconds.  Motion Passed 2-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday August 11th, 2020

The Board of Commissioners met at 9:02 am on Tuesday August 11th, 2020.

In attendance was Commissioners Jay Buckley, Kathy Koziell, Paula Doyle (by phone), and Donna MacKinnon taking minutes.  The meeting was not filmed but residents could call into meeting via conference call.                              

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

1. Agenda

No agenda meeting intent is to go into Non-Public RSA 91-A:3(b) for hiring a part-time office administrator.

Discussion of Camper at Huttwil parking lot.

Discussion of updated Water Project spreadsheet-Kathy Koziell would like the other commissioners to review the spreadsheet so she can post it to the website.

Discussion of Chocorua Pump House.

Discussion of the Bond.

Jay Buckley makes a motion to go into Non-Public RSA 91-A:3 II (b) at 9:06 am.  Kathy Koziell seconds.  Motion Passed 3-0.

At 9:29 am exit Non-Public. Minutes sealed.

Jay Buckley makes a motion to go into Non-Public RSA 91-A:3 II (l) at 9:30 am.  Kathy Koziell seconds.  Motion Passed 3-0.

At 9:45 am exit Non-Public. Minutes sealed.

Draft letter to Adam Leiser to keep Invoice of $1,069.11 in place to reimburse the District for improvements to his driveway.

Jay Buckley makes a motion to adjourn meeting at 9:42 am.  Paula Doyle seconds.  Motion Passed 3-0.

Respectfully submitted,

Donna MacKinnon

Administrator