VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday August 6th, 2020

The Board of Commissioners met at 9:02 am on Thursday, August 6th, 2020.  In attendance was Commissioners Jay Buckley, Kathy Koziell (by phone) and Paula Doyle (by phone).  Also, in attendance was Highway Foreman Kelly Robitaille, Ian Hayes water operator, 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 amends the agenda with the Operating Budget Manifest.

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

2. Signature Items

Jay Buckley makes a motion to approve minutes as is 5/28/2020, 6/1/2020, 6/4/2020, 7/16/2020 with amended of Indeed.com and spelling of Schwyz Street, 07/25/2020, 7/30/2020 with amended of Bryant Paving to 1.5”.  Paula Doyle seconds.  Motion Passed 3-0.

Jay Buckley makes a motion to approve the Water Project Manifest of 8/5/2020 of 2 checks for $146,558.73.  Kathy Koziell seconds.  Motion Passed 3-0.

Jay Buckley makes a motion to the Operating Budget Manifest of 8/5/2020 of 8 checks for $14,022.55.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of the Budget- Kathy Koziell updated the spreadsheet and will post it on the website.

3. Highway Department Report

Discussion of Upper Lakeview Culvert- Kelly Robitaille states that the DPW will be finishing up today.

Discussion of Kelly Robitaille will be out next week.  Tony Eldridge will fill in as needed.

Discussion of Thusis culvert-Kelly Robitaille states they will wait until off season due to the District being busy at this time of year.

Discussion of Burgdorf Culvert-Kelly Robitaille has the right to go ahead with the project.  Kelly would like to do it this year.

Kelly Robitaille also mentions that he passed the culvert course today.

Jay Buckley makes a motion to open the Warrant for the Burgdorf Culvert Replacement.

Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of front tire for the Grader-Kelly Robitaille tells the BOC that the price is $1,750.00 for the front tire.  Kelly needs the BOC approval for that amount.

Jay Buckley makes a motion to amend the amount of $1,700.00 from 7/30/2020 meeting to $1,750.00.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of road shimming-Kelly Robitaille with being on light duty he will not be able to do the shimming.  Kelly asks the BOC if he can have Bryant Paving give him a quote.

Discussion of the roads after the storm- Bern and Little Shore at Middle Shore are still closed.

That the DPW took care of what they could.

Discussion of picnic table at the summit-DPW will get it and deliver it to the summit.

Discussion of Dept of Labor Inspection Report-Kathy Koziell would like to meet with Jeff DeMartino on Monday to go thru the DPW building to make sure everything was taken care of.

4. Water Report

Discussion of new Water Hook Up- Ian Hayes will give the office the information.

Discussion of 12 Interlaken-Homeowner will get back to the District.

Jay Buckley makes a motion for Jay Buckley to generate a letter to Homeowner of 12 Interlaken to replace curb stop to home by October 15,2020 according to the District’s ordinance.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of charge for Homeowner-If Ian Hayes, the water operator has to shut off water for homeowner side.

Discussion of North Conway Water Precinct Invoices.

Discussion of 7 Biasca water Hook Up-Ian Hayes has stated they ran into ledge and has gotten a ballpark estimate from Dawson of $10K-$12K.  The water ordinance states homeowner is responsible for blasting.  Jay Buckley asks if residing the water hook up approval or send a letter to the homeowner with the extra costs of hook up for waterline.  Kathy Koziell and Paula Doyle agree to send letter.  Ian will get figures for homeowner and Jay Buckley will draft a letter.

Discussion of July’s water usage.

Discussion of 9 Reinach water hook up.

Discussion of Jungfrau water outage.

Discussion of planned water outage for today-Ian Hayes the water should be running.

5. Engineer Report

Chris Albert states that Kelly Robitaille received his culvert certification today.

Discussion of a betterment type ordinance to tie into waterline.

Discussion of update of Water Project-Chris Albert states the erecting of the Tank went well.  The Tank will be sprayed August 20-21.  Carpenters will be here on Monday to frame the building.  Still looking at the middle of September for Tank completion.

Discussion of Disbursements- Chris Albert will have the second ready for next Thursday BOC meeting.

Discussion of PRV pit on Upper Lakeview.

Jay Buckley makes a motion to be given permission to sign Bryant Paving approved contract.  Paula Doyle seconds.  Motion passed 3-0.

Discussion of the Bond proceeds-Dinah Reiss will have everything ready for Paula Doyle to sign the wire transfer on Thursday August 13^th.

Discussion of RSA 62:40a abandoned vehicles-The camper at Huttwil parking can be towed.

Paula Doyle makes a motion to have Jay Buckley call the Madison Police to have the camper towed.  Jay Buckley seconds.  Motion Passed 3-0.

Discussion of Thank you letter to the Madison Police.

Jay Buckley makes a motion to sign the letter to police Chief King.  Paula Doyle seconds.  Motion Passed 3-0.

Discussion of RSA 91A.

6. Administration Report

Discussion of Department of Labor Inspection-Kathy Koziell will follow up with the Inspection Report.

Discussion of Avitar property assessments-Kathy Koziell spoke with Avitar and they are looking into Districts assessments.

Discussion of Madison TV.

Jay Buckley makes a motion to go into Non-Public RSA 91-A:3II (c & l) at 10:30 am.  Paula Doyle seconds.  Motion Passed 3-0.

At 10:36 am exit Non-Public minutes not to be sealed.

BOC come out of Non-Public not needed.

Discussion from Adam Leiser-Adam Leiser discusses letter from NHMA and pictures from 2 days ago.  Kathy Koziell states the water was diverted as it was supposed to do.  The District did not cause the low driveway.  Jay Buckley states 10’ of the boundary line establishes the easement and a 3’ swale was installed instead of taking 20’ as allow so as to leave his driveway with space.  Adam Leiser restates the letter from NHMA and restates his facts.  Paula Doyle would like to consult with the Districts Attorney with the letter from NHMA and Adam Leiser’s rational of not paying the Invoice.  Adam Leiser also stated he has other reasons.  Paula Doyle asks Adam Leiser to give the BOC for all his reasons so that they can take this all to the Attorney.  Adam Leiser just wants the NHMA letter to go to the Districts Attorney.  Adam Leiser states a phone call conversation to Natch Greyes at NHMA.  The BOC has no record of verbal conversation to NHMA.  Adam Leiser wants to know when the Invoice of $1069.11 will be rescinded and a public meeting stating there was no abuse of power or wrongdoing in this matter.

Discussion of Tree Removal by Shawn’s Tree Removal.

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

Kathy Koziell makes a motion to adjourn meeting at 11:29 am.  Paula Doyle seconds.  Motion Passed 3-0.

Respectfully submitted,

Donna MacKinnon

Administrator

Village District of Eidelweiss

Commissioners Meeting

Minutes

June 22, 2020

The meeting was called to order at 8:10am at the location of 33 Upper Lakeview Drive.

Present were Mr. and Mrs. Taylor of 33 Upper Lakeview Drive, Kelly Robitaille, Kathy Koziell and Jay Buckley.

This meeting was requested by the Taylor’s after attempts to mitigate a drainage issue alongside the road failed based of one commissioners attempts to deal with the resident through a one-on-one basis opposed to having the resident meet with the board and the DPW foreman.

Kelly started by apologizing for the prior attempts and not being allowed to be personally  involved in those attempts.

Mr. Taylor points to a simplified map when what his previous correspondence email asked for was more detail.
Kelly explained the ponding problem and how ponding overflows and crosses the road causing erosion and an ice hazard in the winter.

The culvert location was explained to the property owner and the size of the culvert was also explained. The termination of the culvert will end approximately 10-feet from the water system bleeder valve and will have erosion stone to slow the water as it drops onto the Taylors property.

Concern was raised as to where the water will flow and Mr. Taylor did not want it to cross his property and onto the neighbors downhill from him.

All were in agreement to move forward with the project.
Jay asked if the Taylor’s wanted to be notified when the work was to be started in case they had plans on being there or having guests at the residence. No notification was necessary.
A letter will be drafted to send to the Taylor’s showing their willingness to allow the stormwater drainage to be deposited onto their property at 33 Upper Lakeview Road with a map showing the approximate location of the culvert pipe.

All parties left satisfied with the meeting.

Other Business:

Jay brought up a concern by Dinah Reiss, that the invoice from SW Cole, should be paid out of the newly created checking account for the Reinach project. Kathy stated that we still must find $85,000 worth of project related items to charge to the Water System Capital Reserve funds.

Jay makes a motion to spend up to $300 for Hand Sanitizer equipment and product for the opening of the outhouses. Kathy seconds the motion. Discussion ensues and Jay noticed that Home Depot had the hard to find hand sanitizer for sale. Jay mentioned that dispensers are back ordered by a few months Other solutions will be sought to offer sanitary solutions to those that wish to use the out houses at the beaches.
Motion passes 2-0.

Jay makes a motion to sign the letter addressed to Kuleska on Porridge Shore concerning the replacement of a failed metal culvert and the request for more fill.
Kathy seconds the motion. Discussion: letter was available at last week’s meeting, but Jay forgot to bring it up.
Motion passes 2-0.

Jay makes a motion to move forward and contact the Rock House Mountain Association regarding request to apply liquid calcium chloride solution to approximately 1.5 miles of the associations gravel roads to control erosion and dust concerns and the erosion flowing into the Pea Porridge Ponds.

Kelly feels that if we charge $1.25 per gallon that should cover the districts cost for the material and the labor time and use of the truck.  The product cost to Eidelweiss is $1.18 per gallon currently.

Kathy makes a motion to allow Jay to send Rock House Mountain Association a letter through email explaining the willingness to provide the application as soon a it is needed. Jay seconds the motion.
Motion passes 2-0.

Jay makes a motion to adjourn at 9:08am

Kathy seconds.

Motion passes 2-0

Respectfully submitted by Jay Buckley

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday June 9, 2020

The Board of Commissioners met at 9:03 am on Tuesday June 9, 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 1 resident call into the meeting.                            

At 9:03 am Commissioner Jay Buckley calls the meeting to order.   

1. Agenda

Jay Buckley states there is no agenda to approve.

Discussion of Admin job posting.

Jay Buckley makes a motion to run the Admin job Posting add again in the Conway Daily Sun.  Kathy Koziell seconds.  Motion Passed 2-0.

Discussion of Blasting today.  Kathy Koziell notified Homeowners through website and email blast.

Discussion of Kayak Portal.

Discussion of Water Project Invoices.

Discussion of Little Loop.  Kelly Robitaille states work is going forward.

Discussion of Department of Labor report.

Discussion of no internet for DPW.  Kathy Koziell or Jay Buckley will look into it.

Discussion of website update.

Discussion of Water Committee receiving Water Project Invoices.

Jay Buckley makes a motion to go into Non-Public for RSA 91A:3, II (e & l).

Kathy Koziell seconds.  Motion Passed 2-0.

Jay Buckley makes a motion to seal Non-Public meeting minutes. Kathy Koziell seconds.  Motion Pass 2-0.

Jay Buckley makes a motion to adjourn meeting at 10:02 am. Kathy Koziell seconds.  Motion passed 2-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday June 4th, 2020

The Board of Commissioners met at 9:03 am on Thursday, June 04, 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 Ian Hayes water operator; Chris Albert engineer & 4 residents call into the meeting.                            

At 9:03 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 2-0. 

2. Engineer Report

Discussion of Reinach Project status. Chris Albert calls into the meeting.  Chris Albert explains the first disbursement request.  The first request is for $276,529.50 which the district will get 24% reimbursed, $66,367.08. Jay Buckley asked if a retainage account has to be setup? Chris Albert verifies that a retainage account has to be setup.  Chris Albert recommends two separate interest-bearing accounts, 1. For Dawson and 2. For DN Tanks. 

Chris Albert states that DES goes into audit and all disbursements monies are put on hold from June 15,2020 until at least the end of July 2020.  No payments will be made during that time.

Chris Albert asks BOC to sign the disbursement form and email all invoices to him regarding the water project. Chris Albert will forward the disbursement form and invoice to DES for Rick Skarinka to process.  Jay Buckley would like to verify what is complete prior to signing the disbursement form. 

Jay Buckley makes a motion to sign the disbursement form out of session. Kathy Koziell seconds the motion.  Motion passes 2-0. 

Kathy Koziell is putting together a spread sheet for the water project for all reimbursement invoices and will forward it to Chris Albert.  Kathy Koziell asked Chris Albert if the waterline break at the DPW garage can be sent in for reimbursement.  Chris Albert asked if the invoices can be forwarded to him. 

Dinah Reiss asked if a formal motion can be made to open the two-retainage accounts.

Jay Buckley makes a motion to open two retainage accounts that are interest-bearing. 1. For Dawson and 2. For DN Tanks. Kathy Koziell seconds the motion. Motion passed 2-0.

Discussion on the progress of the water project.  Chris Albert states the DN tanks will be starting on June 29, 2020, the ledge probes are done, and Dawson has been laying pipes.  Chris Albert states on Tuesday, June 9, 2020 there will be blasting being done for the winding tracks.  Kathy Koziell has an email blast going out to notify the homeowners.  Chris Albert sent into the office an overall project detail.  Chris Albert was unaware of the number of culverts and will be looking for them going forward.  Chris Albert thinks there is around 33 culverts.  Jay Buckley asks to have a meeting with Chris Albert and Kelly Robitaille in regard to the culverts.  Kelly Robitaille mentioned there was one metal culvert that was rotted out and after speaking with the contractor, the contractor was able to rap it with fabric.  Kelly Robitaille asked if a contingency plan for culvert replacement has been factored in or will it come out of the budget for all the culverts that need to be replaced.  Jay Buckley asked Chris Albert about calling into the sheriff’s department regarding the road closures.  Chris Albert stated that Jake from Dawson is calling in everyday to the sheriff’s office with the information.  Kelly Robitaille asked Chris Albert about replacement of the culvert before buttoning up the road.  Kelly Robitaille would like to know sooner rather than later and does not think the roads should be opened up twice.  Kelly Robitaille states the culvert on Salins Rd. needs to be replaced.  Kelly Robitaille has a lot of frustration regarding the project and thinks he should have been included prior to the job starting.  Kelly Robitaille mentions the rocks that are being removed should not be left in the woods that needs to be addressed. Jay Buckley stated the ditch line on Bristenstock has to be addressed so the roads do not get ruined.  Chris Albert states he will look at the erosion control.  Jay Buckley asked Chris Albert if a trench box is being used.  Chris Albert states curved pipe is being used which will minimize labor and time in the ditch, it is OSHA compliant and it is on the contractor if there any problems.  Chris Albert states he will be out on Tuesday and he will be out at least once a week during the project. 

Jay Buckley askes Chris Albert if there is a possibility of changes to the plan of Upper Lake View.  Chris Albert states he will speak to Ian Hayes and bring their ideas to the BOC, questioning the size of the pressure zone. The PRV pit is still being done.

Chris Albert speaks on what the plan is for 9 Rienach. Chris Albert states they will be putting in a four by two T-gate valve with a two-inch line to go by 9 Rienach.  Jay Buckley states the owner is responsible for payment and still has to submit an application and get approval from the BOC.  Kathy Koziell mentioned a water hookup for 7 Biasca which is not guaranteed.  An application will have to be submitted. Ian Hayes thinks it will be required to get engineering approval.  Ian Hayes stated if the water line needs to be extended it will be at the home owners expense.  Ian Hayes states there is a whole new ball game up there for the old mapping. 

Kelly Robitaille askes Ian Hayes about the water leak on Aspen.  Ian Hayes stated Dawson will have time on Monday to do that, it is under the pavement and Ian Hayes is questioning were the leak is because it is under the pavement.  Ian Hayes will be sending an email to the office for cutting into the pavement for fixing.  Ian Hayes stated this leak is off the Jungfrau main and not part of the new project.  Ian Hayes asked the BOC if they want to wait to find out where the leak is. 

Jay Buckley brings up the water usage for last month and stated it is up 60,000 from last year.  Ian Hayes states that is in reach for what is now going on in the district. 

Jay Buckley thanks Chris Albert for calling into the meeting.

Kathy Koziell states the BOC approved $1,000 for digging pits on Barden for finding the water line.  Ian Hayes does not think this amount will cover the cost for finding the dead end.  Ian Hayes has no idea how much is between the dead ends.  Ian Hayes states it could take up to four days to find and probably would cost up to $6,000.  Jay Buckley wants to put off the project due to budget concerns.  Ian Hayes would like to have more conversation with the BOC before doing anything. 

3. Highway Department Report

Jay Buckley asked Kelly Robitaille for the estimate of Little Loop.  Kelly Robitaille measuring of the driveway and easement was 20 feet.  Kelly Robitaille would not have put ¾ inch gravel in the easement and the gravel will need to come out. Kelly Robitaille’s measurements would be 10 feet for the driveway and 10 feet for the easement to be fair to cut in half.  Kathy Koziell questions if we should go into non-public for this matter.  Jay Buckley agreed for discussion purposes. 

Kelly Robitaille states the DPW is still doing ditch and culvert cleaning, the roads are in great shape and will hopefully start the Little Loop project next week. 

Jay Buckley states there was correspondence from a homeowner from Porridge Shore that there was a bolder in front of the culvert which looks damaged and asked for extra dirt or sand if available.  Kelly Robitaille states he will take a look at the giant rock and a form has to be filled out at the office for fill requests. 

Kelly Robitaille states the new truck outfitting deposit was forwarded to the office.  Jay Buckley mentioned that Primex will be notified for the purchase of the new truck.

Correspondence from a homeowner at One Aspen regarding drainage. 

Jay Buckley makes a motion to contact the homeowner to meet on site with the DPW.  Kathy Koziell seconds the motion.  Motion passed 2-0.

Administration Report

Jay Buckley asked if there was any response for the administration position that was posted in the Conway Sun.  Donna MacKinnon stated there was no response and will be reaching out to Cathy Deyoe.

Jay Buckley asked about the timeframe for uploading the audio portion of the commissions meeting to the website.  Kathy Koziell stated she is working on it.

Donna MacKinnon stated the phone system was down last week due to overage of usage minutes.  Andrew Harteveldt upped the minutes to one thousand from five hundred which will cost $12.95 per month going forward. 

Discussion on BOC meeting minutes.

Jay Buckley makes a motion to approve the draft minutes as they are, and they can be amended after.  Kathy Koziell seconds.  Motion Passed 2-0.

Discussion on Truck Loan-Dinah Reiss states all the forms were filed to BNH.

Discussion VLAP program.

Discussion of Kayak Racks.

3.  Accounts Payable

Jay Buckley makes a motion to approve Manifest of 8 checks for a total of $3,796.20.  Kathy Koziell seconds.  Motion passed 2-0.  

Jay Buckley makes a motion to approve payroll for $5,537.55. Kathy Koziell seconds the motion.  Motion passed 2-0.

4. Commissioners Reports

Discussion of Boat Auction.  Jay Buckley states 15 people showed up for the Auction and $670.00 was received.

Discussion of Audit.

Discussion of the DRA. Jay Buckley will reach out to Michelle Clark.

Discussion of Blasting. Kathy Koziell will send out an email blast.

Discussion of Water Outages and Road closures.

Discussion of Kayak Racks.

Jay Buckley makes a motion to open Kayak Rack Portal for registration on June 12^th, 2020.  Kathy Koziell seconds.  Motion Passed 2-0.

Kathy Koziell will work with Andrew Harteveldt to update dates and opening of Kayak Portal.

Discussion of Outhouses.

Discussion of trash in the District.

5.  Correspondence

Jay Buckley reads letter from Gloria Aspinall.

Discussion of 4 Grachen Drive culvert. Kelly Robitaille has to get the cost of the culvert for the homeowner then can go ahead with the project.

Discussion of 47-49 Eidelweiss Dr. Need approval in writing from 49 Eidelweiss Dr. and Driveway permit application from 47 Eidelweiss Dr homeowner.

Discussion of 116 Eidelweiss Dr Thusis culvert.  Kelly Robitaille wants to meet on site with the BOC.

Discussion of 91A requests.

Discussion of EPOA BBQ request.

Discussion of cutting trees from Stan Lewis homeowner.

There will be a BOC meeting June 9^th, 2020 @ 9:00am and will go into Non-Public right after.

Jay Buckley makes a motion to adjourn meeting at 11:18 am. Kathy Koziell seconds.  Motion passed 2-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Monday June 1st, 2020

The Board of Commissioners met at 9:00 am on Monday, June 1st, 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 Chris Albert and 5 residents call into the meeting.                            

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

1. Agenda

Jay Buckley makes a motion to accept Adam Leiser’s resignation letter.  Kathy Koziell seconds. Motion Passed 2-0.

Discussion on rescinding motion-

Jay Buckley makes a motion to allow the Board of Commissioners to reach out to the project contractors and water engineer.  Kathy Koziell seconds.  Motion Passed 2-0.

Kathy Koziell states frustration from the commissioners meeting from last Thursday.  Project needs to be streamlined making sure the District knows what is going.  Kathy Koziell reaches out to Chris Albert.  Chris Albert stated that Dawson dropped the ball, but they are ahead of the project.  Chris Albert states he and Jake Dawson are always available.  The residents should go through the BOC for any questions.  Chris Albert states that he will only go thru emails no texting for transparency purposes.  Kelly Robitaille states the project is lacking someone on site to deal with day to day issues, mentions the clerk of the works.  Chris Albert states there is not enough money in the project for that.  Kelly questions the blasting and culverts.  Chris Albert stated will try to coordinate culverts with Kelly Robitaille.  Kelly Robitaille stated he feels he is getting in at the 4^th quarter and is too late now trying to find money.  Kelly re states his concerns of who is watching if things are going in correct.

Jay Buckley wants to bring back to vote on rescinding motion.  Kathy Koziell re states everything should go through Chris Albert.  Jay Buckley agrees that Chris Albert is the project manager.

Jay Buckley makes a motion any communication going forward should go through Chris Albert regarding the Reinach project and have the office copied on it.  Kathy Koziell seconds.  Motion Passed 2-0.

Discussion on contract #5 amended contract with S W Cole.

All fall under the original contract sign, and email back to Chris Albert.

Discussion of dust control.

Discussion by Jay Buckley that Kelly Robitaille was never part of project design.  Chris will meet with Kelly Robitaille to look at culverts.

Discussion of how they are laying pipes and culverts.

Discussion on blasting.

Discussion of Truck Routes for the project-No posting of Route.  Chris Albert will address this matter.

Discussion of work site hours- Chris Albert states 7am to 5pm.

Discussion of Blasting Notification for the District.

Discussion of Engineer meeting with the BOC.

Jay Buckley makes a motion to put Chris Albert, the project engineer on the Agenda for Thursdays at 9:00am Board of Commissioners meetings for project updates.  Kathy Koziell seconds.  Motion Passed 2-0.

Discussion about project invoices.

Discussion of project- Site is being cleared, Dawson will complete about 200’ of pipe each week. DN Tank shouting foe shooting for a start date of June 29^th.

Discussion on Building Permit. Chris Albert states that DN Tank has to file for one.

Discussion on recorded drawings when project is complete.

Discussion SCADA with the project.  Larry Leonard is questions design.  Chris Albert states black box is coming from Ian Hayes and Tom from EEI not changing.  Kathy Koziell will reach out to Ian Hayes about telemetry and SCADA.

Ron Sandstrom states small point for all correspondence should go thru the office. 

Discussion on 91-A

Discussion of loading the Audio of the meetings to the website.

Jay Buckley makes a motion to adjourn the meeting at 10:14 am.  Kathy Koziell seconds.  Motion Passed 2-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday July 21, 2020

The Board of Commissioners met at 9:00 am on Tuesday 21, 2020.  In attendance was Commissioners Kathy Koziell in the office and Paula Doyle (by phone).  Also, in attendance Donna MacKinnon taking minutes.  The meeting was not filmed but residents could call into meeting via conference call.  We had Dinah Reiss, treasurer, Greg Im and Heidi from DrummondWoodsum call into the meeting.                            

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

1. Agenda

No Agenda for the meeting this is a Due Diligence meeting with Greg Im from DrummondWoodsum for the Water Project Bond.

Discussion of Questionnaire form Greg Im.

Greg Im states $734,600.00 is the face value of the bond.  The true interest rate is 1.35% on $734,600.00 not $869,400.00 but will be receiving $869,400.00.  Greg Im goes the questionnaire line by line.

The Bond document will be delivered by Fed-Ex today to the office. Needs to be signed and sent back by 7/28/2020 to keep on schedule and no notary is needed.

Discussion on explanations of tax rates that by answering yes to Section D there will be a 3-year grace period.

Greg Im states to spend all the bond money in three years for tax purpose.

If not let Greg Im know and then it cannot be in an FDIC account.

August 12^th bond money will be wired. August 13^th payment is due to Newberry principle and interest.  Dinah Reiss asks for contact info.  Greg Im will send Dinah information.

Greg Im states that no advertisement can be put on the Tank.

Greg Im states to record all expenditures of the bond procedures and

interest earned of proceeds.

Greg Im Stipulates three important rules

1. Keep good accounting records $869,400.00 in separate account
2. Spend all the $869,400.00 within the 3 years.
3. Absolutely no private business advertisement put on Tank.

Discussion from Dinah Reiss about figures that was sent to Mark Graffam were different from what Greg Im sent into the office.  Greg Im will check into that.

Kathy Koziell states she will be away Aug 6^th & 13^th and may not be able to call into meetings.

Kathy Koziell makes a motion to adjourn meeting at 9:58 am.  Paula Doyle seconds.  Motion Passed 2-0.

Respectfully submitted,

Donna MacKinnon, Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday July 16, 2020

The Board of Commissioners met at 9:00 am on Thursday, July 16, 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, Chris Albert, engineer & 4 residents 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

Kelly updates that the roads held up with the massive rain storms and there were no major wash outs.

Discussion on the culvert repair on Sawyze Road.

Discussion of paving at Bristenstock and Aspen Drive after Reinach Project.  Will be meeting with Bryant Paving to receive an estimate to give Chris Albert to be use as part of the contingency monies.  Jay Buckley states that if money is not available it would possibly be a warrant article for next year.  Kelly Robitaille states he would be disappointed due to his saving the District monies on this project.

Discussion of Rock House Mountain spreading of Calcium Chloride.

Discussion of the camper parked at Huttwil parking lot.  Kathy Koziell made up a note to be put on the camper that they have until 7/23/2020 to remove it.  Jay Buckley will reach out to the Madison Police.

Discussion of the picnic table at Presidential View-Kelly Robitaille stated it was never the DPW responsibility.  John Rocharz from the EPOA would like to replace it with a donation from the EPOA.  District will buy it then get reimbursement from the EPOA.  John Rocharz agrees to that.  Jay Buckley will respond back to homeowner that wanted to repair the old picnic table.

John Rocharz asks that the water be turned on at the entrance if Eidelweiss.  Jay Buckley states that Ian Hayes will be called to turn the water on.

Discussion on EPOA having a BBQ at the beach.  Jay Buckley states that they have to follow the NH state guidelines.

Kathy Koziell asks Kelly Robitaille about the DPW garage doors.  Kelly states they will be here today or tomorrow.

3. Administration Report

Discussion of Madison Police Detail last Saturday night after complaints from July 4^th weekend.

Discussion of the water levels of the ponds.  They are back to correct levels.

Discussion of Admin job posting.  Paula Doyle states that Monster.com is not cost effective.

Indeed, is free and will post job opening.  Jay Buckley will check into the unemployment office to post the job posting. 

Discussion of the Kayak Portal.

Discussion that Madison tax check was received.

Discussion of The Neighbor Energy contract.

Jay Buckley makes a motion to go ahead and reach out with The Neighbor Energy to for new lower rate.  Paula Doyle seconds. Motion Passed 3-0.

Discussion of the Outhouses- Kathy Koziell discusses the toilet seats.

Discussion of security of the office.

Jay Buckley makes a motion to spend up $500.00 to purchase a security system for the office and garage.  Payment will come from Buildings & Grounds line item.  Paula Doyle seconds.  Motion passed 3-0.

4. Signature Items

Discussion of 28 Bern Drive Letter.

Jay Buckley makes a motion to sign the letter to 28 Bern Drive property owner.  Kathy Koziell seconds. Motion passed 3-0.

Discussion of 116 Eidelweiss Letter.

Jay Buckley makes a motion to sign the letter to the property owner of 116 Eidelweiss Drive.  Kathy Koziell seconds. 

Discussion of wording of the letter to 116 Eidelweiss Dr.

Paula Doyle makes a motion to amend to revise the letter to 116 Eidelweiss Drive stating to install the new culvert when weather permits.  Jay Buckley seconds.  Motion Passed 3-0.

Discussion on the Letter to Shawn’s Tree. Jay Buckley reads the letter.

Jay Buckley makes an amendment to the letter to Shawn’s Tree Removal letter.

Kathy Koziell seconds.  Motion Passed 3-0.

Jay Buckley makes a motion to sign the amended Letter to Shawn’s Tree Removal.  Kathy Koziell seconds. Motion Passed 3-0.

Discussion of Payroll

Jay Buckley makes a motion to approved Payroll of 7/14/2020 for $5269.01.  Kathy Koziell seconds. Motion Passed 3-0.

Discussion of the Manifest.

Jay Buckley makes a motion to approve the Manifest of 7/15/2020 of 5 checks for $2870.01.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of the Bond questioning the date.

Discussion of the letter for new waterline service to property owners. 

Paula Doyle states the letter needs to be more direct that this will be done at the homeowner’s expense and it is between the homeowner and the contractor.

Jay Buckley approves the New Waterline Service Letter as amended.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of Greg Im’s email that just came into the office.

Jay Buckley makes a motion to schedule a BOC meeting for Tuesday July 21, 2020.

Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of water leak on Aspen Drive.  It has been fixed.

Discussion of liens of outstanding water bills.

Discussion of Water Usage Spreadsheet.

5. Engineer Report

10:30am Chris Albert calls into the meeting.

Discussion of the Salins & Bristenstock culverts sizes.  Chris Albert designed for 36” price was high but with all things he is comfortable. Will be checking with Rick Skarinka to see if it can go through eligibility.  Kelly Robitaille asks if increase in diameter is critical.  The District already has on hand 24” pre cast material and 40’ of pipe.  Chris will revise with 24” and get back to the BOC.

Discussion of the work change order.

Discussion of Bryant’s paving estimate.  Kelly Robitaille will fill in Chris Albert on it.

Discussion of the calculation on waterflow.

Charis Albert will be up Friday and Tuesday for the pour.

Discussion about the Retainage.

Discussion of Approval of 7/9/2020 minutes.

Jay Buckley makes a motion to amend the minutes of 7/9/2020 to include the letter from Mr. Taylor.

Paula Doyle does not feel need in detail is necessary just discuss.  Kathy Koziell seconds.  Motion Pass 3-0.

Jay Buckley makes a motion to approve the amended minutes of 7/9/2020.  Kathy Koziell seconds.  Motion Passed 3-0.

6.  Correspondence

Discussion of Letter form Terri Cancelarich.

Discussion of Mark Graffam email.

Discussion of DRA.

Discussion of Sally Hassey email.

Jay Buckley makes a motion to go into Non-Public at 11:08 am.  Kathy Koziell seconds.  Motion Passed 3-0.

At 11:42 am exit Non-Public

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

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

Jay Buckley makes a motion to adjourn meeting at 11:29 am.  Kathy Koziell seconds.  Motion Passed 3-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday July 9, 2020

The Board of Commissioners met at 9:04 am on Thursday, July 9, 2020.  In attendance was Commissioners Jay Buckley, Kathy Koziell 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 Chris Albert, engineer & 2 residents call into the meeting.                            

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

1. Agenda

Jay Buckley amended the agenda manifest amounts of $285,723.00 and $7,317.29.

Jay Buckley makes a motion to approve the amended agenda.  Paula Doyle seconds.  Motion passed 3-0. 

2. Engineer Report

Discussion of Reinach Project status. Chris Albert calls into the meeting.  Chris Albert discusses the updated spreadsheet of the project that he sent into the office.  He sent in the second pay requisition from Dawson.  Discussion of the PRV pit at Upper Lakeview- Chris Albert met with Ian Hayes regarding PRV pit will send in report next week for BOC to review.

Discussion on paving-Chris Albert & Kelly Robitaille will meet next Friday.  Chris Albert discusses culvert at Bristenstock & Salins states he is checking on size for replacement and Aspen culvert was also discussed.  Chris Albert states DN Tank is shooting for first week in August for completion.  Jay Buckley asks Chris Albert if the BOC should have been at the meeting at Summit.  Chris Albert states no he was just in the district for his weekly visit.

3. Highway Department Report

Kelly Robitaille states the roads are in good condition after the storms.  DPW fixed the broken ladder at Boulder Beach.  Kelly Robitaille askes if can go ahead with Upper Lakeview culvert project.  Jay Buckley states the office received t

Mr. Taylor signed agreement letter and that Kelly can go ahead with project.  Discussion of Calcium Chloride for Rock House.  Kelly Robitaille states he used about 720 gallons and that they would like it done 2 more times.  Kelly Robitaille wants to refill Calcium Chloride Tank with the great deal with Rock House but will be over budget line item, but he needs the BOC approval.

Jay Buckley makes a motion to have Kelly Robitaille purchase Calcium Chloride with the appropriation of $2,500. coming from what is left in the dust control line item and the remaining coming from the gravel line item.  Kathy Koziell seconds. Motion Passed 3-0.

Discussion on the Thusis Culvert- Kelly Robitaille states the DPW did an exploratory dig.  Kelly stated that the old steel buts up to plastic not connected.  He recommends remove and replace with correct fix.  Kelly Robitaille states that no approval is needed from anyone even the homeowner.  Paula Doyle questions if there was a warrant article for Thusis.  Kelly Robitaille stated that materials were bought last year but they are oversized and cannot be used on this project but will be used somewhere else in the district.  Jay Buckley states the money were never expended to this year.  Kelly Robitaille figures it would cost around $600. and is ready to go.  Jay Buckley asks Kathy Koziell and Paula Doyle if the BOC should let the homeowner know about the changes.  Kathy Koziell states they should let the homeowner know.  Kelly has told the homeowner how the project was going to go it was existing drainage 30 years old and it need to be replaced.  Jay Buckley will draft a letter to the homeowner.

Discussion of One Little Loop homeowner about driveway drainage issue-Kelly Robitaille stated a request for fill was requested by homeowner but the fill that would have been given to the homeowner was reclaimed fill from the district and the homeowner made note about how 4 Little Loop was taken care of.  Kelly Robitaille stated the BOC will have straighten this out with the homeowner.  Kathy Koziell knows the property and Paula Doyle will go by and check it out.  Kathy Koziell asks Kelly if a driveway culvert purchased by the homeowner would work.  Kelly Robitaille states a culvert would not work and fix the problem.  Paula Doyle asks how long the people owned the property and to tell the homeowner to come in front of the BOC regarding the fill.

Kelly Robitaille that the stumps on Little Loop will have to be removed due to plowing in the winter which would ruin the blades if they got hit.  BOC agrees with Kelly Robitaille to remove the stumps.  Jay Buckley will reach out to the logger to question why the stumps were left that way.  Jay Buckley will draft a letter to Shawn’s Tree Service.

Jay Buckley will draft a letter to homeowner from Barden Place at Bern Drive about raking debris into the cleaned-out culvert ditch in order to have the drainage flow properly.

Driveway permits:

Discussion of driveway permits approval for construction for 9 Reinach Place and 34 Interlaken Circle.  9 Reinach Place is a class VI road and needs to have recorded Notice of Restriction with the Registry of Deeds Carrol County in Ossippee. Was filled out by homeowner and sent to Registry of Deeds by the office.

Jay Buckley makes a motion to approve and sign Driveway Permit for Construction for 9 Reinach Place.  Kathy Koziell seconds. Motion Passed 3-0.

Jay Buckley makes a motion to approve and sign Driveway Permit for Construction for 34 Interlaken Circle.  Paula Doyle seconds.  Motion Passed 3-0.

Discussion of Beach Raking- Paula Doyle asks about the beach raking and would like the DPW to do it.  Jay Buckley does not feel the need.  Kathy Koziell feels once a year or a spring clean up should be done.  Dinah Reiss asks if the Outhouse cleaner can do it.  Jay Buckley says no because trash pick up has to be done right.

4. Administration Report

Discussion about phone call from a resident regarding the Huttwil parking lot with the camper and car that has been there awhile.

Discussion of all the phone calls into the office about the trash that was left around the district from the weekend.  Kathy Koziell questions the non-resident trash situation. Jay Buckley states they can dispose of trash @ $5.00 a bag.  Kathy Koziell will send out an email blast.

Discussion of waiving the water bill late fee.  The BOC all agree not to waive the late fee was already waived from May to July homeowners know when the water bill is due yearly.

Jay Buckley makes a motion to approve the commissioner meeting minutes of May 14, 21 & 28^th 2020.

Ralph Lutjen asks for amendment for May 21 minutes from his statement from pathetic to pathological.  Paula Doyle states going forward to follow the 91A regulations.  Ralph Lutjen asks if the minutes can be done backwards until caught up.  The BOC takes that under advisement.

Jay Buckley makes a motion to approve the commissioner meeting minutes of May 14, 21 & 28^th 2020 with amendment to May 21^st minutes.  Kathy Koziell seconds. Motion Passed 2-1 Paula Doyle abstains.

5.  Accounts Payable

Jay Buckley makes a motion to approve the two manifests.  First manifest from the water project of 5 checks for $285,723.00.  Second manifest from the operating budget of 11 checks for $7317.29.  Kathy Koziell seconds.  Motion Passed 3-0.

6. Commissioners Reports

Kathy Koziell states she will work with Donna MacKinnon on putting liens on overdue water bill customers.

Jay Buckley makes a motion to sign the letter to Robert Nelson regarding 21 Upper Lakeview.  Kathy Koziell seconds.  Motion Passed 3-0.

Discussion of past Holiday weekend- Jay Buckley states that Kelly Robitaille stated there was damage to the ladder at Boulder Beach at a cost of $286.00 and that the DPW collected at least 20 bags of discarded trash through out the district.  An email came into the office from Adam Leiser requesting the board to pay for a detail for fireworks.  Jay Buckley stated he thinks this should be a warrant article for a paid detail for next years annual meeting.  Kathy Koziell asks if the EPOA could pay for detail.  Dinah Reiss says no it has to be done by the BOC.  Paula Doyle states people should call the homeowner, the real estate company, or the police when there is a problem.  Jay Buckley this should be put on the list of ordinances for the homeowners to approve at a public hearing.

Kathy Koziell states she updated the spreadsheet for the water project.  She will add a running balance for CRF funds- need to show that they were billed.

Jay Buckley discusses playing phone tag with Michelle Clark from the DRA, he will reach out again.

7.  Correspondence

Ralph Lutjen sent an email that he would like to take care of the garden.  BOC agree for Ralph Lutjen to take care of the garden.

John Rocharz took care of the playground and fixed the fence.

Andy Elliot can go ahead with his irrigation system.

Dinah Reiss states for next Thursday’s meeting she will have signature cards for Paula Doyle to sign.

Jay Buckley makes a motion to go into Non-Public at 10:50 am.  Kathy Koziell seconds.  Motion Passed 3-0.

At 11:42 am exit Non-Public

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

Paula Doyle makes a motion to adjourn meeting at 11:43 am.  Kathy Koziell seconds.  Motion Passed 3-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday May 28, 2020

The Board of Commissioners met at 9:03 am on Thursday, May 28, 2020.  In attendance was Commissioners Jay Buckley in the office, Kathy Koziell and Adam Leiser (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 6 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. Kathy Koziell calls Point of order to change to correct date on the agenda.  Motion Passed 3-0.  

2. Highway Department

Kelly Robitaille reports that the DPW has been doing culvert cleaning, ditch work and treating the roads with Calcium Chloride. A 4” board was moved for correct water levels at the Dam but was as cautious as possible for the Loons.  Kelly Robitaille states that the Water Project truck route is not being follow by the trucks going to the project site.  Trucks are going on Appenval Kelly asks who he should contact.  Jay Buckley states that the previous vote taken on not to contact anyone Kelly can not contact anyone.  Kathy Koziell thinks Kelly Robitaille can contact Chris Albert for something like this.  Adam Leiser states that Chris Albert is the manager on the project.  Kelly Robitaille states he thinks Chris Albert is only on site twice a month.  Jay Buckley mentions there has been two water outages and that he had to notify the sheriff for road closures due to the project.  Kelly Robitaille stated he has been stopped by homeowners asking where to park because of the road closures.  Jay Buckley is concerned about letting the homeowners know about water outages and will speak with Ian Hayes.  Kathy Koziell asked the water outages were planned.  Jay Buckley states one was, and one was not.

Kathy Koziell makes a motion for Ian Hayes to contact Kathy Koziell if Donna MacKinnon is not in the office.  Adam Leiser seconds. 

Adam Leiser states he thinks an email should go out on any water outages to let the public know.

Jay Buckley states that there were not supposed to be any road closures as stated at the pre-construction meeting and that he is concerned going forward.  Adam Leiser, Kathy Koziell and Jay Buckley go back and forward as to whether Ian Hayes should phone or email when a water outage occur.  Kathy Koziell amends motion.

Kathy Koziell amends motion to notify Ian Hayes that he needs to confirm contact regarding water outage either by email or phone.  Jay Buckley seconds.  Motion Passed 3-0.

Adam Leiser will write up something to put on the website.

Kelly Robitaille states he thinks the contractor should contact Chris Albert regarding road closures.  Chris Albert should have known that the roads were going to be closed so that we can let the public know.  Also, to put up a truck route for the project.  Kelly Robitaille wants to have someone contact Chris Albert to take care of road signage.  Jay Buckley states he is concerned about the District roads being ruined.  Jay Buckley also asks what happens to the culverts at Salins & Bristenstock, will it be removed and who will be on site on site to see if they are properly put back.  Kathy Koziell would like to have a conference call with Chris Albert to voice the BOC concerns. 

Discussion ensues about who is responsible for dust control of the roads. Adam Leiser states people should expect issues with such a big project that is being done in the District.

The BOC schedule a commissioner meeting for Monday June 1^st, 2020 at 9:00 am for a conference call with Chris Albert regarding the boards concerns of road closures and dust control.

Kelly Robitaille states there should be project manager on site.  In the past there was a clerk of the works on site that would solve any problems.

Donna MacKinnon leaves the meeting at this point.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday May 21, 2020

The Board of Commissioners met at 9:02 am on Thursday, May 21, 2020.  In attendance was Commissioners Jay Buckley in the office, Kathy Koziell and Adam Leiser (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 5 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.  Add signature item Bond signature to agenda.

Jay Buckley states that the BOC will respond to Mike Smith from last week meeting.

Jay Buckley states the new truck 5500 Dodge came in 5/20/2020 and has been brought to Albany Service Center for outfitting.

Jay Buckley thanks Kelly Robitaille and DPW for perfect timing of putting down the calcium chloride to keep the dust down and cleaning out the culverts.

Jay Buckley reads the revised letter of 4 Grachen Drive to the public.

Jay Buckley makes a motion to sign the letter for 4 Grachen Drive as corrected.  Kathy Koziell seconds.  Motion passed 2-1.  Adam Leiser abstains because he was not part of the discussion.

Discussion of 49 Eidelweiss Drive letter- Jay Buckley spoke with Mr. Drew’s brother that was at the property over the weekend.  Brother will pass on that the BOC would like to speak with homeowner.  Adam Leiser asks the office to see if the water bill was paid on the property.

Discussion of the Burgdorf Culvert- BOC would like written confirmation from DES before starting the project.

Discussion on the Department of Labor Report- Kathy Koziell the backup alarms were a requirement not a recommendation.  Must be done on all trucks and to make sure the new truck is done.  Kathy Koziell spoke with Ian Hayes for the DPW2 building for his part of report.

Discussion on the Loons- There are 2 eggs now in our natural nest.

2. Administration

Discussion of how to handle the 91A requests, NHRS and getting the video on to the website.

Kathy Koziell will put up minutes as draft documents onto the website.

Adam Leiser makes a motion to change the draft minutes of 3/24/2020, incorrect reimbursement was stated as 76% when it is actually 24%.  Jay Buckley seconds.  Motion Passed 3-0.

Adam Leiser makes a motion to approve the minutes of Friday May 15,2020 signing of the Dawson Contract.  Jay Buckley seconds.  Motion Passed 3-0.

Jay Buckley will send them in as amended.

Discussion on the signed loan documents- Jay Buckley asks what the interest rate is.  Adam Leiser states it is an estimate and thinks it will be around 2%.

Jay Buckley makes a motion to approve and sign bond agreement.  Kathy Koziell seconds.  Motion Passed 3-0.

Dinah Reiss asks if the loan can be paid in 2 payments.  Dinah has set up separate account # and will call Greg Im with the information.

Jay Buckley asks about the office staffing.  Kathy Koziell states she put an ad in the Conway Daily Sun for May 21, 22 & 23 for the position and would like reimbursement for the ad.

Dinah questions the training of a new person and to take that into consideration.

Jay Buckley discusses webinar he listened to and brings up reimbursement for fees due to COVID-19.  Kathy Koziell asks that maybe Rhonda Rosand fees could be covered.  Adam Leiser disagrees because the water bill fees was already in processes.  Adam Leiser asks about budget sheet and CRF funds.  Kathy Koziell states she will update budget sheet.

Discussion of Mike Smith request- Jay Buckley states that the BOC will verify with Kelly Robitaille of the matter and then address Mike Smiths request.  Jay Buckley states that Kathy Koziell and Adam Leiser were seen together at Kathy Koziell’s home after non-meeting.  Adam Leiser stated he was visiting with Kevin Flynn catching up with him and was there prior to Kathy Koziell arriving home.  Kathy Koziell states when she got home Adam Leiser was there and she asked him to leave.  Kathy Koziell stated she felt uneasy that Adam Leiser was there.  Adam Leiser stated he left when Kathy Koziell asked him to.  Adam Leiser stated he would like to know when he will be notified about this matter.

Jay Buckley opens meeting up to the public.

Ralph Lutjen would like the draft meeting minutes and the hand written are fine with him.  Ralph Lutjen asks about the Audit.  Ralph questions Mike Smith’s claim and the issue of Adam Leiser’s character.  At this time Ralph Lutjen would like to amend his statement from last meeting of being a liar to a pathetic liar.  Discussion ensues of unsuitable behavior of a commissioner.

Dinah Reiss would like the Audio of meetings posted to the web site and it help with the transparency the BOC.  Jay Buckley will look into the matter.  Kathy Koziell also states she will try to put in on the web site but will have to figure it out she is trying her best with the web site.

Discussion of the email from a homeowner about trees removed by Eversource.

3.  Accounts Payable

Jay Buckley makes a motion to approve Manifest of 6 checks for a total of $53,829.04.    Kathy Koziell seconds.  Motion passed 3-0. 

Adam Leiser asks about the difference of regular routine from non-routine of maintenance of the Districts vehicles and where in the budget is it coming from.  Jay Buckley asks Kelly Robitaille to verify maintenance of the vehicles.

Dinah Reiss questions the DrummondWoodsum bill.

Jay Buckley makes a motion to approve payroll of $6,198.05.  Kathy Koziell seconds.  Motion Pass 3-0.

4. Signature Items

Jay Buckley makes a motion to sign Thank you letters.  Kathy Koziell seconds.  Motion Passed 2-1.  Adam Leiser defers.

5. Commissioners Reports

Discussion on 10 Barden Place-Jay Buckley states he talked to Ian Hayes about the water hook up at 10 Barden Place, Ian brought up that the waterline is not completely all the way through and questions when putting in water hook up should he try to find and connect the dead ends.  Ian does not know the length of waterline for the connection, he mentioned the freezing lines.  Jay Buckley states he remembers that the waterline froze before and that the District was liable and had to put people up in a motel.  Adam Leiser states he thinks this could be part of the reimbursement as part of the alternatives to the project.  Kathy Koziell states she does not think is part of the project.  Jay Buckley asks if he can ask Ian Hayes for the footage and cost.

Adam Leiser makes a motion to allocate up to $1000. For Ian Hayes to find out the length of the waterline on Barden Place.  Kathy Koziell seconds.  Motion Passed 3-0.

Kathy Koziell asks where the $1000. will come from? Kathy states there is $37K in budget line or the CRF fund.  Jay Buckley will draft a letter to Ian Hayes for Ian to go thru the office to meet the 1^st Thursday of every month.

Jay Buckley makes a motion to sign 10 Barden Place Water Hook Up.  Kathy Koziell seconds.  Motion Passed 3-0.

Dinah Reiss asks if the costs of the water hoop ups are being process to the correct accounts.

Jay Buckley mentions that 22 Interlaken is complete.

Jay Buckley asks about the water shut offs for non-payment of bills should the District put a lien on property.  This was tabled until next week. Adam Leiser suggests turn offs should be changed until spring.

Discussion on Como PRV- Jay Buckley states that Ian Hayes has fixed it, it was part of his list.  Kathy Koziell drafted email to Ian Hayes asking if the water flushing is today or on May 28^th.

Discussion on Letter to the 19 residents up at Reinach project area.  Jay Buckley to draft letter, Kathy Koziell agrees.  Adam Leiser states he thinks the letter should have a plan to be proactive.  Kathy Koziell asks who the 19 customers are?  Adam Leiser states he thinks Jay Buckley can find out who the 19 homeowners are.

Kathy Koziell makes a motion to call Chris Albert to discuss 9 Reinach Place and the 19 curb-stop valves.  Adam Leiser seconds.  Motion Passed 3-0.

Kathy Koziell makes a motion to call the property owner at 9 Reinach Place to find out about access.  Adam Leiser seconds.  Motion Passed 3-0.

Discussion on management report for the Audit- Jay Buckley question journal entries and he has not gotten any response back from Tamar Roberts.  Kathy Koziell has reviewed report and there is more information in it than last year.  Kathy Koziell asks about the unassigned amounts.

Dinah Reiss states the new truck loan is being held up because there is no Audit.  Kathy Koziell will reach out to Tamar Roberts to see if we can get a draft of the Audit for the bank.  Dinah Reiss gave a tentative date for June on the truck loan.

Discussion of Boat Auction- Jay Buckley states it will be held Sat. May 30^th.

Discussion on 1 Aspen Drive-Adam Leiser states he thinks the BOC owe the homeowner a visit with the DPW.  Jay Buckley will call the homeowner, Kathy Koziell and Adam Leiser agree to set up a date.

Discussion on Canoe/Kayak Rack Repairs-Kathy Koziell states that she still does not have a price from the contractor.

Discussion on the Transfer Station coupons-Jay Buckley states at Tuesdays Madison Board of Selectman meeting coupons have been suspended.  Kathy Koziell states she thinks this will impact Eidelweiss and should be posted on the website, email blast and bulletin boards.

Dinah Reiss states to the BOC get the Audit done.

6. Correspondence

Mark Graffam email regarding how meetings are being held. Jay Buckley reached out to NHMA and read email response from NHMA.

Jay Buckley makes a motion to forward email from NHMA to Mark Graffam.  Adam Leiser seconds.  Motion Passed 3-0.

Alistair Hewitt email-Jay Buckley reads email regarding Little Loop project.  Jay Buckley states he would like to wait for Kelly Robitaille to respond. Kathy Koziell agrees.

Doug Prescott email- Jay Buckley reads email, Jay would like to wait for Kelly who is taking a few days off.  Send Mr. Prescott an email to let him know.

Robert Nelson email Driveway permit

Mike Smith email about sending office information on LLPC.

Sharon Rocharz email on the kayak portal- Kathy Koziell will check with Andrew Hardtveldt.

Michael Wronski email regarding opening of beaches- Jay Buckley states beaches are not closed waiting on the 6/2/2020 Madison Selectmen’s meeting to go from there.

Jay Buckley makes a motion to adjourn the meeting at 11:20 am.  Kathy Koziell seconds.  Motion Passed 3-0.

Respectfully submitted,

Donna MacKinnon

Administrator