VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday May 14^th, 2020

The Board of Commissioners met at 9:04 am on Thursday, May 14th, 2020.  In attendance was Commissioners Jay Buckley, 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 7 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 2-1. Adam Leiser abstains.

2. Highway Department Report

Kelly reports that the new truck is coming tomorrow around 1:00pm.  Kelly Robitaille states that the dealership needs an official letter stating that whoever signs for the delivery of the new truck that they are official signing agent for the district.

Kathy Koziell makes a motion to allow Jay Buckley to create a letter to sign for the new truck as the authorized signing agent.  Jay Buckley seconds. Motion Passed 3-0.

Discussion purchase of the new truck- Dinah Reiss states she needs the Audit for the bank for the loan.  Kelly Robitaille states he has to get the new truck in order to outfit the truck.  Kelly Robitaille received an estimate from Albany Service Center of $44,705K.  Albany Service Center needs a deposit of 50% of the estimate.  Adam Leiser would like a clause to put in the Albany Service Center estimate for a finish date.  Jay Buckley asks if the 550 is going to be sold or traded in.  Kelly Robitaille that he has someone interested in buying the 550.  Kathy Koziell thinks the district should sell the 550 and Adam Leiser agrees.

Jay Buckley makes a motion to appropriate a deposit of $22,500k for outfitting the new truck for Albany Service Center.  Kathy Koziell seconds. Motion Passed 3-0.

Discussion that the DPW will be trucking the gravel in the next few days in order to take advantage of the savings from Coleman.  Kelly states he is waiting for a response from DES.  Jay Buckley thanks Kelly Robitaille getting the Outhouses cleaned and pumped out.  Adam Leiser has a suggestion for a warrant article every year for the Outhouses.  Jay Buckley states how the Outhouses were done in the past.

Adam Leiser makes a motion for a warrant article for $4K to clean out the Outhouses.

Kelly Robitaille states the Outhouses come under Parks & Rec budget line item.  He wanted to take over the Outhouses but was shut down.  Kathy Koziell wants to table discussion about the Outhouses.

Discussion on the speed bumps-Kelly Robitaille under the impression that the trucking will ruin the speed bumps.

Discussion of the beaches and parking-Kathy Koziell states to monitor and can always make adjustment as needed.  Jay Buckley agrees with Kathy Koziell and to wait for the Governor’s release.  Kathy Koziell the enforcement of policy will put a burden on the police.  Kathy Koziell would like to see how Memorial Day weekend goes and go from there.

Discussion of 18 Little Shore- Doug Prescott wants a 6-month extension of his driveway permit which is set to expire on May 23^rd.  He states his bond has to be renewed and he will renew it if given the extension.  Doug Prescott wants to modify design and to pave driveway with the DPW approval.  Kelly wants to meet with Doug Prescott and questions if new permit has to be filed for new design.  Jay Buckley and Adam Leiser agree with Kelly Robitaille.  Doug Prescott states the design is not major.  Jay Buckley wants to make sure the bond is extended to cover the district.  Adam Leiser wants clarification.  Jay Buckley asks Doug Prescott to meet with Kelly Robitaille for a walk through for clarification.  Kelly Robitaille will call Doug Prescott later to arrange a meeting.

Jay Buckley makes a motion to extend 18 Little Shore driveway construction permit to 11/14/2020 and for a letter to go out to Doug Prescott for bond company.  Kathy Koziell seconds. Motion Passed 3-0.

Discussion of 4 Grachen Drive-Jay Buckley states a letter will go out to the homeowner.

Discussion of 49 Eidelweiss Drive- Kathy Koziell states we are waiting for the certified letter to come back and if not signed for the post office will send it back to the district.  Adam Leiser states he will try to find out homeowners’ information from white pages and resend the letter.

Discussion on the Department of Labor report-Kathy Koziell asks Kelly Robitaille if the back-up alarm have been installed on the trucks.  Kelly Robitaille believes it was a recommendation.  Kathy Koziell will draft a letter back to the Department of Labor.

Discussion of Speed Bumps-Adam Leiser stated that the EPOA offered to buy a speed bump and he would like to gently remind the EPOA of that matter.  Dinah Reis stated she will speak to the EPOA. Kelly Robitaille stated that he would suggest putting the third speed bump at the curve of Little Shore Drive.  Kelly Robitaille will get the cost of the speed bump.

Adam Leiser makes a motion to put a third speed bump at the curve of Little Shore Drive.  Kathy Koziell seconds the motion.  Motion passed 3-0.

3. Administration

Kathy Koziell wants to put an ad in the newspaper for the part-time administrative position.

Adam Leiser makes a motion to allocate up to $100 for posting the part-time administrative position in the Conway Daily Sun.  Kathy Koziell seconds.  Motion passed 3-0.

Discussion on the late fee for the water bills – Jay Buckley and Kathy Koziell thinks that the late fees should waiver until May 1, 2020 due to COVID-19.  Adam Leiser disagreed. 

Kathy Koziell makes a motion to send out the water bills on 6/1/2020 with a new due date of 7/1/2020 for the late fee. Jay Buckley seconds the motion.  Motion passed 2-1.  Adam Leiser abstains due to homeowners are aware of the May 1, 2020 late fee.  

Discussion of the profit and loss statement – Kathy Koziell will update the profit and loss statement and send it into the office.

Discussion on kayak racks – Adam Leiser asked about the kayak racks being repaired.  Kathy Koziell stated she met with a contractor and the contractor will get back to her. 

Jay Buckley opens up the meeting to the public.  Ralph Lutjen asked the status of the audit.  Jay Buckley asked Kathy Koziell about the journal entries for the bills that came in-in 2020.  Kathy Koziell stated the journal entries are OK per Tamar Roberts and she is waiting for the management report.  Kathy Koziell thinks there is a $300 difference.  Jay Buckley will send the management report to Adam Leiser and Kathy Koziell for approval and then the management report will be sent to Tamar Roberts. 

Ralph Lutjen questions Mike Smith’s claim regarding Little Loop and what is the boards response.  Jay Buckley explained that the BOC is sending Mike Smith’s claim to the village districts attorney.  Ralph Lutjen stated Adam Leiser’s repeat of lying about the situation and then asks for Adam Leiser’s resignation. 

Jay Buckley explained that Kathy Koziell and himself will have a non-meeting in order to meet with the village districts attorney.

Adam Leiser stated his claim and is working on his error.  Adam Leiser stated he did not lie.  Adam Leiser stated he would like Ralph Lutjen to rescind his acquisition.  Kathy Koziell stated that she reached out to attorney Chris Boldt by herself to schedule a meeting.  Kathy Koziell would like administration to send an email to attorney Chris Boldt for Tuesday, 5/19/2020 for the non-meeting. 

Larry Leonard asked why the public cannot repair the kayak racks as a volunteer project.  Jay Buckley asked Kathy Koziell and Adam Leiser their opinion of the volunteer project.  Kathy Koziell stated she would like to hear back from the contractor first and then see if it could be a volunteer project.   

4.  Accounts Payable

Jay Buckley makes a motion to approve Manifest of ***** checks for a total of $24,204.58.  Jay Buckley questions the Ian Hayes Simply Water bill regarding the fulfilling of his contract.  Kathy Koziell will read Ian Hayes’ contract to confirm he is fulfilling his contracted duties. Jay Buckley stated he will draft a letter to Ian Hayes if there is an issue and the BOC will hold the check if the letter has to go out to Ian Hayes.  Jay Buckley makes a motion to approve the Manifest of $24,204.58 or if they have not heard back from Ian Hayes for $22, 359.58.  Kathy Koziell seconds.  Motion passed 3-0. 

Jay Buckley makes a motion to redo Simply Water check for $1,845.00.  Adam Leiser seconds the motion. Kathy Koziell makes a motion to amend Simply Water check and give Ian Hayes ten days to do his work orders.  Jay Buckley seconds.   Motion passed 3-0.

5. Commissioners Reports

Mark Graffam stated that according to the Attorney General the BOC meeting are being held illegally and has an issue of the meeting minutes not being posted on time.  Adam Leiser agrees with Mark Graffam about the minutes. 

Adam Leiser makes a motion for him to take the commissioner minutes.  No second.

Dinah Reiss stated she needs the 2019 audit to send to the bank for the truck loan application.  Dinah Reiss also stated she needs the final numbers to fill in the application for the truck.  Jay Buckley stated he will reach out to Tamar Roberts today. 

Dinah Reiss questions the 85K monies.  Kathy Koziell explained it to Dinah Reiss.

Dinah Reiss asked if Reinach Tank project can be put on the website.  Kathy Koziell stated she has put it up on the website and Adam Leiser has not access to the website to the website. 

Discussion on Adam Leiser’s email regarding the restrictions to the engineers and contractors of the Reinach Tank project. 

Adam Leiser makes a motion as was stated in his email dated May 13, 2020 that all Commissioners are restricted from having any access to the engineer and any contractor for the Reinach Tank project without prior authorization from the BOC. Kathy Koziell seconds.  Jay Buckley votes no and questions who should be speaking to the engineer and contractors.  Adam Leiser calls to vote on the issue.  Kathy Koziell seconds. Motion passed 2-1. 

Discussion on 10 Barden Place water hookup – Jay Buckley did a drive by and site is ready to go.  Jay Buckley explained his discussion with Ian Hayes this morning to give applicant approval for water hook up.  Ian Hayes feels from data logging there will be sufficient pressure when connection the two lines together.  Kathy Koziell thinks there is enough money for connecting the two lines together.

Jay Buckley makes the motion to approve the water hook up for 10 Barden Place.  Kathy Koziell seconds.  Motion passed 3–0.

Adam Leiser questions Nick Seaggall’s involvement of Fluid Engineering.  Adam Leiser stated it should have gone through Jones & Beach. Adam Leiser questioned the water line extension CRF and to keep track for reimbursement from the state.  Adam Leiser questions the Water Tight Tank money for reimbursement from the state. 

Discussion on 9 Reinach Place it is a class VI road.  There is no waterline in front of property and will have to be put in.  Jay Buckley reads email from homeowner of 9 Reinach Place.  Adam Leiser states this should sent to the Water Committee and Ian (should not go out to the engineer).  Tell the homeowner to contact Dawson to extend waterline, the village is not responsible for extending waterline.  Adam Leiser states Reinach Place should become a class V road next year.  Kelly Robitaille asks who is paying for the upgrade and wants it done right.  Jay Buckley would like to send ordinance to homeowner.  Kathy Koziell would like Jay Buckley to draft a letter to the home owner summarizing how it impacts them.  The draft would be talked about at next meeting.

Discussion on the 19 homeowners about replacing waterlines. Certified letters should go out to the homeowners.

Adam Leiser make a motion to spend up to $130. For Ian to give us the 19 homes currently connected to the Reinach pressure zone.  Kathy Koziell seconds.  Jay Buckley votes no.  Motion Passed 2-1.

BOC will review Jay Buckley’s draft letter for discussion at next week’s meeting.

6. Signature Item

Jay Buckley makes motion to sign out of session the thank you letters.

Kathy Koziell and Adam Leiser want to see the letters first.

Discussion on 1 Aspen Drive-Jay Buckley states that he drove by it and it is groundwater table and is high.  Kelly Robitaille states it is a seasonal puddle and that he can put fill in it.  Adam Leiser states he would like to tell the homeowner that the issue is a groundwater problem.  Jay Buckley asks Adam Leiser to draft a letter to the homeowner.

Jay Buckley makes a motion to sign the DN Tank notice to proceed.  Kathy Koziell seconds.  Motion Passed 3-0.

Adam Leiser makes a motion to have Ian Hayes raise the curb stop valve at Andrew Hardtveldt house on Blinden.  Motion became null and void because it has been done.

Discussion of Mark Lucy email- Jay Buckley will respond to the email.

Discussion of the Boat Auction- Jay Buckley will hold the boat auction on May 30^th, it should be posted on the web site and bulletin boards.

Jay Buckley makes a motion to post Boat Auction on the bulletin boards, web site and an email blast.  Kathy Koziell seconds. Motion Passed 3-0.

Kelly Robitaille brings up the issue with the pipeline extension and curb stops.  Kelly states there was a study done in the past and now would be a great time to bring the study up to spec. Kelly Robitaille wants to talk Chris Albert.

Discussion about excavators driving up Appenval & Aspen- Jay Buckley took pictures of machines driving on the roads and will send them along.  The metal track on the machines will ruin District roads.  Adam Leiser will draft a letter to Chris Albert regarding issue.

Adam Leiser asks Jay Buckley about his comment on the DrummondWoodsum bill.  Adam Leiser would like to let everyone know that he spent hours on getting the bond and filling out the paper work so it was all done properly, and the BOC knew.

Adam Leiser makes a motion to adjourn the meeting at 12:26 pm.  Kathy Koziell seconds.  Motion Passed 3-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday May 7^th, 2020

The Board of Commissioners met at 9:04 am on Thursday, May 7th, 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 7 residents call into the meeting.                            

At 9:04 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

Kathy want to discuss the Chocorua and Summit Pump House projects.

2. Highway Department Report

Kelly reports that DPW was sweeping and will be laying down calcium chloride top keep the dust down. Discussion on the garage doors, Kelly will reach out to vendor for and invoice in order to send them a deposit. Discussion on Outhouses – Kelly states that 2 have been cleaned and 2 will be done by tomorrow. A big job and he will inspect Eidelweiss and Thusis outhouses. Kathy thanks Kelly. Discussion on ponding issue at Konstanz and Grison.

Kelly will sketch something to forward to property owner. Kelly states that there is a gravel sale at Coleman’s the $7.00/ton now $5.00 for a limited time. His gravel budget is $13K and can save $4160 by buying it now.  Kelly states we should expend the gravel budget now to get the most savings.  Kelly asks to get more gravel or savings.  Kathy Koziell wants to split the savings.  Jay Buckley wants to spend now for full savings.

Jay Buckley makes a motion to authorize to expend up to 10K on gravel DOT spec 3/4” mix.  To be paid from the budget gravel line item.  Kathy Koziell seconds. Motion Passed 2-0.

Discussion of the new truck- Kelly Robitaille negotiates truck price with Lee Auto for $47,177.00.  It was a $10K discount that can be put towards outfitting the truck once it is purchased.  Kelly asks for the process of moving forward for purchasing new truck. Jay Buckley asks Dinah Reiss.  Dinah Reiss states that she needs a couple of days for the documents to be signed for the full amount of truck warrant article of $108K.

Jay Buckley makes a motion to go ahead to process the loan that was approved at the annual meeting.  It will be a 5-year loan with 2 yearly payments at 2.2% for $108K.  The documents are to be signed out of session.  Kathy Koziell seconds.  Motion Passed 2-0.

Jay Buckley makes a motion that if a deposit is required to hold the truck, up to $500.00 from the Village’s debit card can be used to secure the truck.  Kathy Koziell seconds.  Motion Passed 2-0.

Discussion of the Burgdorf Culvert warrant.  Kelly Robitaille wants to start in order to take advantage of gravel deal.  Kathy Koziell wants to know absolutely that Kelly Robitaille has the authority to do the project without DES shutting down the project.  Kelly Robitaille will get DES information for the scope of work and exiting culvert for repair and replace.  Will make sure it is either in writing or email.

Discussion of 4 Grachen Dr ponding of driveway issue.  Kelly Robitaille states 2 culverts are needed for driveway. It is the homeowner’s responsibility to pay for the culverts and the DPW will install them.

Jay Buckley makes a motion to respond the residents request for the culverts to be purchased by the homeowner at 4 Grachen Dr and the DPW will install them on the north driveway a $250.00 per culvert quote will be given to the homeowner.  Kathy Koziell seconds.  Motion Passed 2-0.

Discussion on 31 Upper Lakeview Dr- Jay Buckley will draft a letter to homeowner to open up discussion to meet with the homeowner on site to review what the drainage fix will entail.  Kelly Robitaille just wants to install a culvert. Jay Buckley wants the meeting with the BOC and Kelly to answer any questions.

Discussion on 49 Eidelweiss Dr – Kathy Koziell stated that they are waiting for the second attempt letter to come back from the post office.

Discussion on 27 Diessbach – discussion of driveway permit.

Discussion on small Burgdorf ponding – Kelly Robitaille stated it is one on the spring ponding issues that he would like to correct when the Burgdorf project is being done.

Discussion on Thusis culvert – Kelly Robitaille will wait to do both projects until August 2020 when the excavator will be in the village.  Kelly Robitaille questions to lose beach area or property of homeowner.  Kelly Robitaille requested a picture of drawings of the property.  Kelly Robitaille stated homeowner should be part of the project.  Jay Buckley questions the property line with the drainage easement. 

Kathy Koziell makes a motion to let the homeowner know plan is to complete this project by the end of this summer once the plan is finalized and to meet with the homeowner.  Jay Buckley seconds.  Motion Passed 2-0.

Kelly Robitaille lets the BOC know that he will be taking time-off when he can.

Discussion on 4 – 6 Little Loop – Mike Smith seeks reimbursement from Adam Leiser due to RSA 432 abuse of power.  Mike Smith stated the job of the BOC is to protect the village and questioned why the project was done.  Jay Buckley questioned if this a legal matter.  Kathy Koziell stated the scope of the project was part of the plan to correct the drainage problem.  Mike Smith asked was part of the culvert done or not done.  Mike Smith asked what was done was that submitted to the state.  Mike Smith stated that only the drainage of the road and not Adam Leiser’s driveway was part of the project.  Mike Smith then stated he will go ahead and pursue this matter and also let the Conway Daily Sun know.  Jay Buckley moves the meeting along and will go into non-public at the end of the meeting.  Mike Smith asks about the audit.  Kathy Koziell stated the journal entries have been made.  Kathy Koziell stated Tamar Roberts needs to fill out the MS 535 for the DRA.  Jay Buckley is writing the management report for the audit.  Kathy Koziell stated within the week it should be finalized.  Mike Smith stated the Little Loop project that was approved for $20k was overspent.  Kathy Koziell stated that only $15K has been spent on the Little Loop project.  Kelly Robitaille stated he is two weeks out for the project to begin and stated labor and equipment will be done by the DPW.  Mike Smith stated the money has to be charged somewhere.  Jay Buckley stated he will look into it.  Mike Smith requested an email after.

3. Administration

Donna MacKinnon thanked Jay Buckley for hiring Catherine Deyoe. Donna MacKinnon stated Catherine will be working with her on Tuesdays for training.

Discussion on water bills – Kathy Koziell brings up the outstanding water bills and suggested to put a lien on the overdue properties.

Kathy Koziell questions the posting of the part-time administrative assistant position. 

Kathy Koziell makes a motion to place an add in the Conway Daily Sun for the part-time person and to use the same add as posted prior.  Jay Buckley seconds.  Motion passed 2-0.

Dinah Reis asked about uploading the audio of the commissioner’s meetings to the website. Jay Buckley stated he will look into it.

Discussion on the water levels and the loons – Jane Gunn questions the water levels.  Kelly Robitaille stated he took out a 10-inch board due to the water fluctuation.  Jane asked who makes the discussion of taking out the boards.  Kelly Robitaille stated that he makes the discussion and the approximate level should be 4-inches below the cement, the fire chief was good with it.  Jane Gunn was disappointed the loons were not taken into consideration.  Jay Buckley stated at that the meeting on January 25, 2020 it was discussed the loon nest versus the fire suppression for the water levels.  Jay Buckley asked the office to forward Jane Gunn the fire chief’s email. 

Paula Doyle questioned the hiring of a new part-time employee.  Paula Doyle stated this time around there should be a discussion of the skills required to do the job. 

4. Signature Items

Discussion of the thank you letters. 

Jay Buckley makes a motion to sign the letter out of session.  Kathy Koziell seconds the motion.  Motion passed 2-0.

5.  Accounts Payable

Jay Buckley makes a motion to approve Manifest of ***** checks for a total of $886.34.  Kathy Koziell seconds.  Motion passed 2-0. 

Jay Buckley makes a motion to approve payroll of $6,069.39.  Kathy Koziell seconds the motion.  Motion passed 2-0.

6. Commissioners Reports

Discussion of beaches – Kathy Koziell questions the opening or closing of the beaches.  Jay Buckley stated he was on the call for the Madison Selectmen’s meeting, Madison closed the beaches.  Jay Buckley wants the District to mirror what the town of Madison is doing.  Kathy Koziell wants the beaches open but closed to non-resident parking.  Kathy Koziell will put an email blast out to the residents and on the website. 

Kathy Koziell makes a motion that the outhouses, playgrounds and racks will be closed to the public and no rafts or picnic tables will be allowed due to the COVID-19 protocol and signage will be put on the bulletin board, outhouses, playground and kayak racks.  Jay Buckley seconds the motion.  Motion passed 2-0

Kelly Robitaille questions the speed bumps.  Jay Buckley stated to hold off until the governors meeting on 6/2/2020. 

7. Signature Item

Jay Buckley makes a motion to sign SW Cole agreement for the drilling of the probes only one signature is required.  Kathy Koziell seconds.  Motion passed 2-0.

Kathy Koziell lets Jay Buckley sign the document.

Discussion on Rienach project - Kathy Koziell states the Rienach jobsite is a closed site to the public and the BOC due to safety and COVID-19 protocols.  Road closures start after 5 Rienach. 

Jay Buckley sent Chris Albert questions regarding updating existing water line systems.  Jay Buckley stated it is not mandatory for homeowners to update their water lines.  Jay Buckley stated the construction will begin 5/11/2020.  Jay Buckley will draft a letter to go out to the public. 

Discussion of 10 Barden Place – Jay Buckley stated we have not heard back from Fluet Engineering. 

Jay Buckley makes a motion to approve 10 Barden Place water hook-up approval letter out of session after the Fluet Engineering report comes in.  Kathy Koziell seconds.  Motion passed 2-0. 

Dinah asked about the Interlaken water hook-up and to make sure the money comes out of the water extension account and that it goes into the operating budget account when Ian Hayes invoice comes in. Jay Buckley mentions Ian Hayes is filling out his work orders for him to get paid. 

Kathy Koziell stated they are going forward Chocorua pump house. 

Jay Buckley opens the meeting to the public.  No discussion.

Jay Buckley brings up Adam Leiser’s email. 

Kathy Koziell makes a motion to go into non-public for legal advice RSA 91-A:3,II(e).  Jay Buckley seconds.  Motion passed 2-0.

12:20 PM, Kathy Koziell makes a motion to seal the non-public minutes and send an email to the Districts Attorney.  Jay Buckley seconds.  Motion passed 2-0.

Jay Buckley makes a motion to adjourn meeting at 12;20 PM. Kathy Koziell seconds.  Motion passed 2-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday April 30, 2020

The Board of Commissioners met at 9:02 am on Thursday, April 30, 2020.  In attendance was Commissioners Jay Buckley, Kathy Koziell (by phone) 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 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.

Adam Leiser would like to make an amendment to the agenda.

Adam Leiser makes a motion for him to sign any and all construction contracts and related documents for the Water Tank project. Jay Buckley seconds the motion for discussion.

Kathy Koziell and Jay Buckley agree for Adam Leiser to sign only the documents related to the Dawson contract.  Kathy Koziell and Jay Buckley agree to amend the motion for the Dawson contract to be signed by Adam Leiser.

Jay Buckley makes a motion to accept the amended motion for Adam Leiser to sign the amended Dawson contract sent in by Chris Albert. Kathy Koziell seconds the motion. Motion passed 3-0.

Dinah Reiss asked if there is a retainage amount for the water project. Dinah Reiss stated in the past the Village has had a one-year retainage amount for the protection of the Village.  Jay Buckley stated there is a performance bond with Dawson contractors.  Kathy Koziell stated she thinks it is a two percent bond.  Dinah Reiss stated she thinks this is being done sloppy and hopes the Village will be protected.

Adam Leiser makes a motion to attend the pre-construction meeting on Monday. 

Jay Buckley stated he would also like to listen in on the meeting and that it would then need to be posted as a BOC meeting. Adam Leiser stated he would now like to opt out of the meeting, so the project is not being micro managed.  Jay Buckley questions closing of the roads and coordination with the DPW for maintaining the District roads. Jay Buckley would like to understand the process and the schedule of the project.  Jay Buckley brings up what the voters had discussed at the annual meeting. Jay Buckley stated he wants to listen to the voters’ concerns and that the BOC is working for best interest of the Village.  Kathy Koziell respects Jay Buckley’s concerns and that Jay Buckley can listen in with the stipulation he asks limited questions.  Kathy Koziell stated Jay Buckley will then be able to summarize the meeting for the BOC.  Adam Leiser would like Chris Albert to approve the summary that Jay Buckley gives to the BOC. Jay Buckley agrees to it.  Kathy Koziell also stated Kelly Robitaille will be listening in on Monday’s meeting. 

Adam Leiser leaves the meeting at 9:21 AM.

2. Highway Department Report

Discussion on garage doors - Kelly Robitaille would like to go ahead with ordering the garage doors through Elite Door of New England.  Elite Door of New England would like a $3000 deposit to start the project. Kelly Robitaille stated the project has already been approved. The $3000 will be coming out of the building and grounds line item budget. 

Kelly Robitaille stated the ditching and grading of the road is going smoothly.  Tony Eldridge will be taking next week off.  The DPW will be cleaning the culverts next week. Kelly Robitaille stated he will be using his manpower as he sees fit for the DPW.

Discussion of the Dam – Kelly Robitaille stated he put in an 8-inch board in the dam, water was 8-inches below and he would like it to be at 4-inches. This is not any different from last year. The water should be between 4 and 6 inches below the top of the concrete.  Kelly Robitaille stated he has the same battle every year and concerns with the Loons.  Kelly Robitaille tells people to call the office if they have any concerns.

Discussions of the outhouses – Kelly Robitaille stated he has found somebody to look at the septic.  They will rake, fill with water, and pump out the septic.  There are four tanks and three are bad. The fourth is full of cans and bottles. The four tanks are holding liquid now and looks like not of them are leaking.  Kelly Robitaille got an estimate of $3000 to remove, clean, and pump the tanks out. Kelly Robitaille believes the port-a-potties would cost over $4000 yearly and the septic would be about $1000 yearly.  Jay Buckley to wait a week and Kelly Robitaille stated he thinks this should be done now because he is not sure if the person will be available if it is put on hold.  Kathy Koziell agrees with Kelly Robitaille. 

Jay Buckley makes a motion to appropriate up to $3000 for the four septic tanks to be cleaned, flushed, and pumped out. Kathy Koziell seconds the motion. Motion passed 2-0.

Discussion of the opening of the beaches – Kathy Koziell asked Jay Buckley what the town of Madison is doing.  Jay Buckley stated he thinks the beaches are closed and they will be having a meeting in May.  Jay Buckley want to follow suit with the town of Madison. 

Discussion of Kayak racks – Kathy Koziell has someone that can repair the racks.  Kelly Robitaille stated that the DPW has never had anything to do with the kayak racks and would like to keep it that way.  Kathy Koziell stated she will look into getting materials and a donation from the EPOA to repair the kayak racks.  Kathy Koziell stated she will do that today and get an estimate on labor and materials and get back to the BOC as soon as possible.

Discussion of New Truck- Kelly Robitaille is waiting to hear back from salesperson.

Discussion of speed bumps- Kelly states that we have usable ones.  Kelly is asked where he would put another one if we could get another one.  He would put it at Little Shore.

3. Administration

Discussion on water bills- Donna MacKinnon states that the bills are coming in.  There is a fee for processing QuickBooks payments that is being charged to the District. The water bills were switched to have the homeowners call into the office to pay their bills so that the processing fees can be added to the bill.  Dinah Reiss questions if the water usage account should be changed to a checking account and also stated that the BOC had the email from Rhonda Rosand from New Business what the fees were going to be for processing the online water bills.  Dinah Reiss questioned when the documents will be on the website.  Kathy Koziell will be putting them on the website.

Discussion on Kristin Johnson’s resignation email.  Jay Buckley would like to put a letter out to Kristin Johnson.

Discussion on the updated budget Kathy Koziell is working on cleaning up the accounts and will start posting it to the website on a monthly basis.

Discussion on the Dam Management Plan – make people aware of the plan.

Discussion on drainage – concerns from over the winter, 4 Grachen Dr., 31 Upper Lakeview Dr., 47-49 Eidelweiss Dr., and 27 Diessbach Dr.  Large culvert on Burgdorf Rd. Kathy Koziell would like classification of stream for the repair and replace of culvert.  Kelly Robitaille stated Chris Albert is the engineer and should sign off on it. 

Lost office conference call at 10:00 am and Jay Buckley calls in on cell phone.

Discussion on employee handbook.  Jay Buckley asked administration to send it out via email to the BOC so they can send in their comments.

Discussion on final audit. Jay Buckley stated he emailed questions to Tamar Roberts for the over and under expended amounts. Articles 5 and 6 was discussed, 85K was advanced on loan borrowed from the bank to pay Just Electric and EEI.  Jay Buckley will finalize numbers and get them out to the people.  Kathy Koziell thought there were missing article from 2018. 

Discussion on going forward after next week for basin project of Little Loop.  Kelly Robitaille had no survey for the trees on Little Loop.

Dinah Reiss can forward the amount in the unassigned funds. Dinah Reiss thinks the district should look into a new auditor and Tamar Roberts fees are going up, maybe a change is needed.

Discussion on newsletter Kathy Koziell has drafted and has included the funding of the Tank Project and Valley Pride Day.  Kathy Koziell wants BOC to review the draft to be put on the website.   Kathy Koziell has reached out to Isabel Pais to help with the website and is waiting to hear back.  Kathy Koziell has concerns about the kayak portal, Andrew Harteveldt would like to try out the portal.  Kathy Koziell and Jay Buckley will get bac to Andrew Harteveldt.

Jay Buckley open up the meeting for public comment.

Ralph Lujten questions the website, he would like to know when it will be updated and stated the website has not been handled appropriately.  Kathy Koziell stated she will be updating and posting as soon as possible.   

4. Signature Items

Signature for Driveway permit 8 Middle Shore Drive

Jay Buckley makes a motion to sign driveway permit for construction for 8 Middle Shore Drive. Kathy Koziell seconds the motion.  Motion passes 2-0.

5.  Accounts Payable

Jay Buckley makes a motion to approve Manifest of 4 checks for a total of $4,053.29.  Kathy Koziell seconds.  Motion passed 2-0.  

6. Commissioners Reports

Jay Buckley asks BOC if thank you letters should be sent to Patti Alventi, Paula Doyle, John Cancelarich, Terry Cancelarich, Erin LaPlante, and Andrew Harteveldt. 

Jay Buckley makes a motion to draft thank you letters. Kathy Koziell seconds the motion. Motion passed 2-0.

Discussion on water system. Jay Buckley mentions seasonal water turn-ons. Jay Buckley questions Ian Hayes contract.  Kathy Koziell thinks Ian Hayes contract consists of a monthly meeting and logs.  Kathy Koziell thinks it is in Ian Hayes’ contract for the first Thursday meeting of the month.  Kathy Koziell will check with Ian Hayes.  Como PRV water is coming online.

Dinah Reiss stated the new water project account should be opened.

Discussion water usage was up for the month of March.

Jay Buckley questions Adam Leiser’s email wanting to amend 11/14/2019 meeting minutes.  Kathy Koziell thinks there was confusion of the meeting with Rick Skarinka, Chris Albert, and Adam Leiser regarding the grant funding.  Jay Buckley states he can send in his amendment into the office.

Discussion of water hookups.  Donna MacKinnon needs clarification of procedure for sending out to the engineer.  Jay Buckley questions what does Fluet own/does not own. Kathy Koziell wants Jay Buckley to check with Chris Albert prior to sending out to Fluet engineering.  Jay Buckley states that Chris Albert has been asked and has not gotten back to the office and the homeowner has been waiting for the hookup.

Jay Buckley makes a motion to send water hookup for 10 Barden Place off to Fluet engineering.

Kathy Koziell seconds it.  Motion passes 2-0.

Jay Buckley opens the meeting up for public comment.  No discussion.

Jay Buckley makes a motion to adjourn meeting at 11:06 am. Kathy Koziell seconds.  Motion passed 2-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

                                                                      March 12, 2020                                                                     

The Board of Commissioners met at 9:00 am on Thursday, March 12, 2020.  In attendance were Commissioners Adam Leiser, Kathy Koziell, Jay Buckley Kelly Robitaille, and Donna MacKinnon taking minutes.  Also, in attendance was Treasurer Dinah Reiss, Ralph Lutjen, Mike Smith, Mike Dolan, Dianna Dolan, Dorothy Wondalowski, and Paula Doyle.  The meeting was filmed for Madison TV by Tim Hughes.

Tim Hughes leaves due to sickness, leaves the BOC in charge of filming.                             

At 9:10 am Commissioner Adam Leiser calls the meeting to order.   

1. Agenda

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

Jay Buckley is sworn in as Commissioner and Donna MacKinnon is sworn in as Clerk.

2. Highway Department Report 

Kelly Robitaille asks the Board of Commissioners to open the warrants that were passed at the annual meeting.

Adam Leiser makes a motion to open the tight tank warrant.  Jay Buckley seconds.

Motion Passes 3-0.

Jay Buckley makes a motion to open the new truck warrant.  Kathy Koziell seconds.

Motion Passes 3-0.

Mike Smith asks what to do with the old truck, trade it in or sell it?  Kelly would like to trade it in.

Kelly was asked to get a quote on a trade in value for old truck.

Adam Leiser makes a motion for Kathy Koziell to be new chairperson. No second.

Motion Failed.

Jay Buckley makes a motion to be new chairperson.  Kathy Koziell seconds.

Motion Passes 2-0.  Adam Leiser abstains.

Kelly Robitaille brings up the Burgdorf project that was approved.  He wants to get the project ready.  Jay Buckley questions stream classification.  Kelly had a phone call with Chris Albert, and it is between 1 ½ and 2 tier.  Adam Leiser doesn’t want to vote on it has some questions.  He doesn’t want the warrant opened.  Kathy Koziell would like more specifics on project.

Jay Buckley want questions put together from Adam and Kathy for next meeting.

Kelly is shooting for August to do the project.

Kelly is getting roads in order.  He put ¾ gravel down at mailboxes thinks this will help.

Kathy Koziell wants priority on Little Loop project to get done in the spring. 

Adam Leiser wants to know when it is going to be done.  Kelly Robitaille thinks maybe 1 month.  Kelly wants to the Roads done first.  Little Loop would be a 4 day project.  Kathy Koziell defers to Kelly’s best interest.

Kelly Robitaille asks about his review.  Jay Buckley states Kelly is owed a review.  Kathy Koziell wants to go into Non-Public at 11:00 am without Kelly regarding compensation.  Kelly Robitaille states that he should have had his review 2 months ago and that he needs final number.

Mike Smith states that an employee review is not considered Non-Public unless the employee requests to go into Non-Public. Kelly Robitaille says the proposed offer is not going to work.  Kelly wants average compensation and he is way below.  Adam Leiser says reviews are always done in February in Non-Public and would like to know where the money is coming from since the new budget was shorted $60K.  Kelly Robitaille says that with new proposed budget he can’t take a hit for another year and there is no meeting next week, feels this is being done in spite.

Jay Buckley states that the Board of Commissioners need to work together as a board to review new budget.

Kathy Koziell makes a motion for Jay Buckley to be the one to provide the initial rework the budget for new budget.  Adam Leiser seconds. Jay Buckley votes no.  Motion Passes 2-0.

Mike Smith states the Board of Commissioners have to work as a team.

Dorothy Wondalowski is concerned that Kelly review not being addressed in a timely manner.

Kelly discusses review and compensation the public wants to see numbers so they can make decisions on how to view the Board of Commissioners.

Jay Buckley makes a motion to call NHMA regarding decision on compensation can be made during Public session.  Adam Leiser seconds. 

Motion Passes 3-0.

Adam calls NHMA left message with Natch Greyes for a call back.

Ralph Lutjen asks what the salary was.

Jay Buckley reads the Non-Public minutes for Kelly’s review to the public.

Kelly Robitaille wants the public to know that after looking at his W2 from last year that there would be no because he made $58K. Kelly wants the public to hear his review and that he takes this seriously.  Jay Buckley gets the message from the public about how serious Kelly’s employment is.

Adam Leiser would like a drawing from Kelly for 47-49 Eidelweiss. Kelly will have it next week.

Ralph Lutjen discusses hourly practices for a small staff.

Jay Buckley discussion on Kelly first few months owed health insurance.

Kathy Koziell can we divide the amount throughout the rest of the year. Kathy Koziell will work with Donna to figure amount that is to be taken out of Kelly’s check.

Jay Buckley realizes that the video camera has stopped working.  The SD card was full.

Kathy Koziell makes a motion to move the meeting to Administration so that everything is approved and signed. Jay Buckley seconds. Motion Passes 3-0.

Jay Buckley makes a motion to approve payroll for $7,014.06. Kathy Koziell seconds.

Motion Passes 3-0.

Jay Buckley makes a motion to approve manifest 10 checks for $6,564.84.  Kathy Koziell seconds.  Motion Passes 3-0.

Discussion on clarification on DrummondWoodsum.

Jay Buckley asks Dinah Reiss about separate account for water tank project. She needs to get signature cards filled out. Dinah Reiss asks if legal can get charged to the project.

10:09 Adam Leiser answers phone. NHMA Natch Greyes calls into meeting regarding Non-Public meeting rules. States following 91-A.

91-A:3 Nonpublic Sessions. –   II. Only the following matters shall be considered or acted upon in nonpublic session:    (a) The dismissal, promotion, or compensation of any public employee or the disciplining of such employee, or the investigation of any charges against him or her, unless the employee affected (2) requests that the meeting be open, in which case the request shall be granted.

Kathy Koziell states that the Board of Commissioners will go into Non-Public at 11:00 am.

Discussion on Ian Hayes’s Leak list. A map was created with prioritize of leaks.  Jay Buckley would like Ian Hayes to give monthly reports at Board of Commissioners meeting.  Adam Leiser would like Ian Hayes and Chris Albert to come to a Public meeting to give the public an overview on April 4^th.

Administration invite Ian & Chris.

Discussion on Water System Electric Costs.

Discussion on motion log. Kathy Koziell went through log. Kathy will get Chromebook paperwork and receipts.  Kathy mentions for next year a warrant will be needed for sander.

Adam Leiser makes a motion for Jay Buckley to revise letter to Eversource.  Jay Buckley seconds.  Motion Passes 3-0.

Discussion from Mike Smith about Asset Management Committee. Adam Leiser states it had to be added from an outside company.

Discussion when Warrant was posted.

Discussion on up to date water lines.

Discussion about how to move forward for the best interest of the district.

Administration to put plowing letter template for next meeting.

Discussion on the furnace.

Kathy Koziell discusses portal for Kayak Racks. Dinah Reiss questions having Andrew H. working on in house.

Discussion on Patti Aliventi resignation from Environmental Committee.  Mike Dolan wants the letter read to the public.

Jay Buckley makes a motion to approve minutes of 3/5/2020.  Kathy Koziell seconds.

Motion Passes 2-0. Adam Leiser abstains.

Jay Buckley makes a motion to sign letter for North Country.  Adam Leiser seconds.

Motion Passes 3-0.

Discussion of 22 Middle Shore Dr.

Adam Leiser makes a motion to sign letter for 22 Middle Shore Drive.  Kathy Koziell seconds.

Motion Passes 3-0.

Discussion Board of Commissioners cancel meeting for next week.

10:56 am. Jay Buckley makes a motion to go into Non-Public. Kathy Koziell seconds.

Motion Passes 3-0.

11:06 am. Public meeting resumes.

Board of Commissioners voted to give Kelly Robitaille a $500. Bonus for health insurance.

And final pay will be determined 3/26/2020

Administration to send Kelly Robitaille an email.

Adam Leiser makes a motion to dissolve Jay Buckley as DPW liaison.  Jay Buckley seconds.

Motion Passes 3-0.

 Discussion of DRA portal with form MS232.  Kathy Koziell will work with Donna.

11:30 Kathy Koziell makes a motion to adjourn.  Jay Buckley seconds.

Motion Passes 2-0.

Respectfully submitted,

Donna MacKinnon

Administrator

Village District of Eidelweiss Commissioners Meeting

April 17^th, 2020

Minutes

Due to COVID-19 the meeting was held electronically by phone via a conference call.

Attendees: Commissioners, Jay Buckley, Kathy Koziell, Adam Leiser. Chris Albert from Jones and Beach, Ian Hayes from Simply Water, Dan Gaudette, John Lynch, Larry Leonard, Larry Sadano, Ralph Lutjen, Paula Doyle,

The meeting was called to order at 3:04PM.

Chairperson Buckley stated that the agenda for the meeting would be to discuss the Bids and funding for the Rienach Replacement Tank and Pressure zone.

Chris Albert was given the floor to discuss the Bid Canvass that he created showing the apples to apples comparison

Chris pointed out that Dawsons Excavation was the lowest bidder at $671,776.50 for the Rienach Tank and Pressure Zone contract. (Not the “additive Alternates”)

Adam noted that this quote does not include the cost of the tank which is for $388,800.00 and is under contract with DN Tank.

Chris noted that this quote from Dawsons includes 4400 feet of new water line for the expanded Rienach pressure zone, various gate valves, blow off hydrants, 3 PRV pits at Upper Lakeview, Jungfrau, and the Rienach zone, trenching, and other work associated with the project.

Chris noted the J&B engineering estimate of $701,500.00 as a comparison and glad to see 2 of the 3 bids come under that figure.

Larry Leonard noted that the delta in cost between GW Brooks and Dawsons was approximately $15,000.00 and questioned if Dawsons had underestimated the price of the 4” water main at $45/foot. Chris stated that contractors have different methods for cost estimating and the numbers will not always match.

Jay had asked if anyone on the phone had a possible conflict of interest with any of the bidders.

Ian noted that he was asked to quote for work on this project for both GW Brooks and Dawsons.

Adam makes a motion to accept the bid from Dawsons Excavation for $671,776.50 for the Rienach Tank project pending approval by NH DES. Kathy seconds.

Discussion:

Larry Leonard asks if Dawsons can really be ready to start work on May 8^th. Chris and Adam answer “yes”. Jay asks if any of the Grant money ($295,000.00) can be used on the tank project or is it to be used on the Alternate Additives sighting the November 14^th minutes where Adam made a statement; “Adam met with Ian and Rick this morning.  The $295,000 can’t be used on the Reinach tank. “

Adam claimed he did not know what Jay was talking about. Adam states that the grant money can be used on anything within the water system.

Jay shares his experience of GW Brooks working on VDOE projects and notes the Lower Oak Ridge Project and the recently completed “Tight Tank” project. Jay was please with both project executions and points to the quality of the Lower Oak Ridge work after 5 year of wear and tear. Jay advocates for GW Brooks over Dawsons based on experiences and the low difference in their quotes. Ian notes that Dawsons excavation has been doing business in the district as a subcontractor to his business in repairing water main breaks, valve installations etc. for close to a decade. Chris Albert points out that since this is a government funded contract it will be difficult NOT to except the lowest bidder without some serious reason for disqualification. Larry Sadono agreed with Chris on that selection criteria for project with Government Funding. Adam stated that Jay Buckley had a conflict of interest as he knows someone high up at GW brooks (Amended/Added)
Paula Doyle wants to know how the already incurred expenditures such as the archaeological study, the ledge probe testing and other expenditures will be financed. It was explained that the cost of approximately $7000.00 for securing a BAN and Bond will come from the water line extension fund Water Budget (Amended/Changed)and that there is $85,000.00 in CRF funds that have been positioned for use in this project and that costs like those above excluding the lawyers fees will come from those CRF’s.
Jay went on to explain that a separate checking account is being established to manage the spending on this project so that it doesn’t get co-mingled with our other budgets.
Paula points out that tracking the projects expenditures concerns her and others as she is worried about over spending the budget as what happened in 2019.

Ralph Lutjen questions the difference between the total funding of $1,249,400.00 and the low bid of $671.776.50 is a delta of $379k. Adam says “yes”.

Ralph questions the sources of funding for this project since it exceeds the voter approved warrant of $869,400.00.

Ralph questions how is this project is to proceed if the total costs are above the appropriation for the warrant article of $869,400.00? Kathy explains that the grant will fund the additional costs.

Jay points out that in Chris’s Bid Canvas spreadsheet, the funding is to come from the voter approved warrant article of $869,400.00, the DES Grant of $295,000.00 and $85,000.00 from Water System Capital Reserves. It was noted that a good portion of the engineering money of $39,700.00 has already been used by Jones and Beach.

Ralph questions availability of the Grant money and Chris pointed out that the Governor just signed the release last week.

Larry Sadano questions all of the resources to the funding and questions the “contingency” amount and it’s intended use. Adam states he wants to move on. Larry objects to being interrupted by Adam and shares his 25 years of experience in this field of construction management and that his questions are valid and feels satisfied that there is sufficient funding for the project to move forward.

Adam makes a motion to end discussion, Jay notes that there is an open motion on the floor to approve Dawsons Excavation to at the Base Cost of $671,776.50 for the Rienach Project. Jay states that Adam can reword his request to “call the motion to a vote”. Kathy agrees.

MOTION: to award the Rienach Tank project to Dawsons Excavation for $671,776.50 pending NH DES approval.   PASSED 3-0

Adam states that he must drop off the call.

Jay entertains any other questions from the tele-audience. Chris notes that the minutes must reflect the approval by the Board of Commissioners as noted in section “D” of the of the DES requirements letter sent from Chris to the VDOE on April 6^th.
Jay opens the call to any other comments or concerns. Hearing none; Jay thanks the callers and asks everyone to stay safe in this pandemic.

MOTION: Kathy make a motion to adjourn, seconded by Jay at 4:06pm.  PASSED 2-0
Meeting adjourned at 4:06PM.

Respectfully Submitted,

Jay Buckley

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday April 23, 2020

The Board of Commissioners met at 9:02 am on Thursday, April 23, 2020.  In attendance was Commissioners Jay Buckley, Kathy Koziell (by phone) 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 2-0. 

Kathy Koziell would like to add kayak’s and newsletter to the agenda. 

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

2. Highway Department Report

Kelly Robitaille stated seven roads were graded.  He ordered the calcium chloride which expended the $2,200 line item budget. 

Discussion of 31 Upper Lake View culvert and grading – Kathy Koziell thinks the BOC and DPW should meet with homeowner on their site.  Adam Leiser would like the BOC to call the homeowner to arrange the meeting.  Jay Buckley would like the homeowner to call into a commissioners meeting.

Jay Buckley makes a motion to call the homeowner to arrange a site visit with the BOC and DPW.  Kathy Koziell seconds the motion. Motion passed 2-0.

Kelly Robitaille still waiting on garage door estimates.

Kelly Robitaille will be out grading the roads today.

Kelly Robitaille stated there was no water in the DPW garage after the rain.

Signature item – 8 Middle Shore driveway application permit as per drawing.  Jay Buckley signs the permit and Kathy Koziell will come into the office to also sign.

Discussion of Burgdorf culvert – Kelly Robitaille stated this will be done first, culvert has always been a problem and that he was not involved in the first design of it.

Discussion of Little Loop project – Kelly Robitaille stated the project will take one week and is looking three weeks out to complete.  Kelly Robitaille stated he would like it done sooner than later.

Discussion of new truck – Kelly Robitaille is still unable to locate a new truck, no 2020’s is being made.  Kelly Robitaille stated everything is shut down due to the COVID-19 pandemic.

Jay Buckley commends Kelly Robitaille for saving the District money by rebuilding the DPW workspace himself.

Discussion of outhouses – Adam Leiser brings up the outhouses.  Jay Buckley called the town of Madison, NH and was told they are waiting for the governor’s protocol in reference to COVID-19. Jay Buckley has a feeling that the outhouses will not be in use this year.  Kathy Koziell asked Kelly Robitaille his plan for outhouses. 

Adam Leiser makes a motion to allocate up to $1000 for Kelly Robitaille to dismantle the outhouses to be done by June 15, 2020.  Kathy Koziell seconds the motion for discussion.

Jay Buckley and Kathy Koziell further discuss the opening/non-opening of the outhouses. Kelly Robitaille stated there would be no turning back once the outhouses have been dismantled and that the outhouses that are there now would look much better than port-a-potties. Kelly Robitaille was not involved in previous discussions and would like a week to see if there is an alternative to dismantling the outhouses. Jay Buckley agreed with Kelly Robitaille. Motion should be amended.

Adam makes a motion to allocate up to $1000 for Kelly Robitaille to dismantle the outhouses by June 15, 2020 if Kelly is unable to find an alternative resolution. Kathy Koziell seconds the motion.  Motion passed 2-1.  Jay Buckley votes no.

Administration Report

Discussion of water bills – Dinah Reiss thinks the Village is being charged for the transaction fees and asked Donna MacKinnon to check with Rhonda Rosand who is being charged the transaction fee.

Discussion of seasonal water turn-on – Donna MacKinnon asked when this will take place and was told water ordinance states the first Friday in May.  Adam Leiser would like to set a fee for water turn-on/offs of $130.  This change to the ordinance should be brought up at a future public hearing.

Discussion of 4 Grachen Dr - Correspondence received regarding homeowner being charged as a duplex for a single-family home.  Donna MacKinnon stated she confirmed with Madison Town Hall home is listed as a single-family and corrected the water bill.

Discussion on employee handbook – Jay Buckley is going through the handbook section by section in order to see the red lines.  Adam Leiser stated he already make comments on the document.  Jay Buckley would like the BOC to respond on a separate piece of paper with their comments.  Kathy Koziell stated she will also go through the handbook.

Discussion of audit report – Kathy Koziell stated Tamar Roberts is questioning if the minutes of the 2020 annual meeting should be amended.  Kathy Koziell asked the administration to reach out to Michelle Clark at the DRA to question if the minutes need to be amended.  Kathy Koziell asked Tamar Roberts about the management report and per Tamar Roberts most towns and villages do not do a management report.  Dinah Reiss stated the report has always been done by the Village.  Kathy Koziell asked Jay Buckley to draft the report.  Kathy Koziell spoke with Tamar Roberts in regard to the journal entries that need to be changed in quick books.  Adam Leiser stated the BOC has been telling wrong information to the public.  Jay Buckley stated he looked into the RSA’s and the Village has two budgets, 1. The operating budget and 2. The water budget. The DRA only looks at the operating budget.

Discussion of ledge probs – Jay Buckley asked about the probes. Adam Leiser stated he spoke to Chris Albert who in turn spoke to SW Cole.

Adam Leiser makes a motion to accept SW Cole’s contract per Chris Albert’s approval. Kathy Koziell seconds the motion.  Motion passed 3-0.

Jay Buckley makes a motion to approve the minutes of the 4/17/2020 meeting with Chris Albert.

Adam Leiser wants the minutes to reflect Jay Buckley’s conflict of interest and personal relationship with GW Brooks.  Jay Buckley asked Adam Leiser who and why.  Adam Leiser stated, “it does not smell right”. Jay Buckley stated he is not a personal friend of GW Brooks and that he was pleased with GW Brooks work on the Tight Tank project.

Adam Leiser makes a motion to reflect in the 4/17/2020 meeting minutes of Jay Buckley’s conflict of interest.  Kathy Koziell seconds the motion.  Motion passed 2-1.  Jay Buckley abstains with validation of conflict of interest.

Jay Buckley open the meeting for public comment.  No discussion.

3.  Accounts Payable

Jay Buckley makes a motion to approve Manifest of 4 checks for a total of $2,613.10.  Kathy Koziell seconds.  Motion passed 2-0.  

Jay Buckley makes a motion to approve payroll for $5,976.51. Kathy Koziell seconds the motion.  Motion passed 2-0.

4. Commissioners Reports

Kathy Koziell discusses the newsletter.  Kathy Koziell would like to do a newsletter specific from the BOC about the Reinach Tank and an update on the kayak racks. Adam Leiser stated he would like bullet points about the Reinach Tank. Kathy Koziell would like to give an overview of the project.  Jay Buckley would like the newsletter to announce the boat auction that will be held on May 30, 2020 at 8:00 AM at the DPW garage.

Discussion on the racks – Kathy Koziell stated homeowners are putting kayaks/canoes on the racks and if there are any remaining kayaks/canoes on the racks as of 5/15/2020 they should be confiscated.  Kathy Koziell asked Kelly Robitaille to check on the racks.  Kathy Koziell would like to get an estimate to fix the racks.  Kelly Robitaille asked if the racks should be replaced or shored up. 

Discussion of website – Kathy Koziell will reach out to Isabel Pais to help with the website.

Jay Buckley discussed Valley Pride clean-up and the bags are available at his home for pick-up.

Jay Buckley discussed the water system – Jay Buckley believes Ian Hayes, as part of his contract, should produce a monthly report and a monthly visit to a commissioners meeting.  Adam Leiser thinks it was discussed in a January commissioners meeting and the minutes should reflect that.  Jay Buckley will send an email to Ian Hayes.

Discussion of water hook-up of 10 Barden Pl. – question of engineering cost.

Kathy Koziell would like to know the next time Ian Hayes is in the District for him to fill out a form. 

Paula Doyle brings up the subject of paying Ian Hayes if he is not fulfilling his contract.  Kathy Koziell stated have to watch our vendors better.

5.  Correspondence

Ralph Lutjen discusses his concern regarding $379K excess of appropriation. Ralph Lutjen believes Adam Leiser has increased the appropriations by $379K.  Ralph Lutjen stated $869K was approved at the annual meeting but has now been expanded by $295K and $85K that was not approved at the annual meeting.  Jay Buckley stated there is a lot of confusion.

Discussion of David Maudsley’s email – Kathy Koziell stated there are two points to clarify.

1. The water hook-up account. The Village has the possession of the account, but it needs to be kept in a trust fund per DRA clarifications.
2. The auditor’s clarifications on separate line items. 

Jay Buckley opens the meeting up for public comment.  No discussion.

Jay Buckley makes a motion to go into non-public RSA 91-A:3II(b) The hiring of any person as a public employee.

Jay Buckley makes a motion to adjourn meeting at 11:50 am. Kathy Koziell seconds.  Motion passed 2-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday April 16, 2020

The Board of Commissioners met at 9:05 am on Thursday, April 16, 2020.  In attendance was Commissioners Jay Buckley, Kathy Koziell (by phone) 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 4 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. 

Adam Leiser requests a public apologize from Jay Buckley to Andrew Harteveldt. Donna MacKinnon stated she had spoken with Andrew and apologized to him personally. Jay Buckley stated he will also talk to Andrew Harteveldt.

2. Highway Department Report 

Kelly Robitaille stated that the village road bans are lifted as of today and he notified the office.

Kelly Robitaille stated he is grading the roads starting with Eidelweiss Dr. and will work backwards.

Discussion of 47 Eidelweiss Dr. - Kelly Robitaille has not seen a driveway permit from homeowner. Jay Buckley stated they have still not received a response from 49 Eidelweiss Dr.

Jay Buckley spoke with Kelly Robitaille about the original letter that was found in the office not signed by the BOC.  Kelly Robitaille stated he has a copy of the signed letter from the homeowner’s contractor. Adam Leiser stated he cannot find anything in the minutes that the letter had been signed. Paula Doyle stated the November 14, 2019 minutes stated that the letter was going to be signed out of session.  Kathy Koziell stated a mistake was made and suggested that Kelly Robitaille work with the paving company to let them know the district will do the labor. Kelly Robitaille stated the contractor hired by the homeowner would be paid by the district. Kelly Robitaille stopped the contractor and the BOC will need to work this out the homeowner. Jay Buckley stated the driveway permit for 47 Eidelweiss Dr. has to be approved before going forward.  The BOC will need to stipulate that the DPW will provide the labor in the conditions of the permit.  Adam Leiser would like to know who wrote the letter. Kelly Robitaille brings reality to the BOC that the village is only responsible for roads and water, this takes the liability off the village.

Discussion of 4 Grachen Dr. – Jay Buckley asked Kelly Robitaille about drainage at 4 Grachen Dr. Kelly Robitaille looked at the property and stated it is one of the homes that has a seasonal puddle after mud season if the puddle is still there the driveway will need a culvert which the homeowner will be responsible for.  Jay Buckley stated he will write a letter to the homeowner.

Jay Buckley makes a motion to communicate to the homeowner of 4 Grachen Dr. for a driveway culvert to mitigate the permit.  The culvert is to be purchased by the homeowner and the district will install. Kathy seconds the motion. Motion passed 3-0.

Discussion of Tamar Roberts email for annual meeting minutes to be amended to clarify the Warrant of Article 2. Adam Leiser would like to call Tamar for the correct working of the minutes.  Jay Buckley and Kathy Koziell did not feel the meeting minutes needed to be amended.

Jay Buckley makes a motion to reach out to Tamar Roberts about the amending of the minutes.  Kathy Koziell seconds the motion.  Motion passed 3-0.

Adam requested the financing of the truck figured out now and for Dinah Reiss to get other rates for financing the truck.

Jay Buckley makes a motion for Dinah Reiss to get two other loan options for Article 2, for the truck. Kathy Koziell seconds the motion.  Motion passed 2-1. Adam Leiser wants to give more direction with the financing.

Jay Buckley states that Article 2 was approved as presented by Paula Doyle at the annual meeting.

Discussion of the outhouses – Adam Leiser requested a price for filling in the outhouses.

Discussion of Ledge Probs – Jay Buckley asked Adam Leiser about the Ledge Probs.  Adam stated the cost for the Ledge Probs would be about $5K.

Adam Leiser makes a motion to allocate $5K for Ledge Probs to be paid from the Water System Capital Reserve Fund. Jay Buckley seconds the motion. Motion Passed 3-0.

Kathy Koziell thinks there is $80K in the Water System Capital Reserve Funds. Jay Buckley questions where the reimbursement will be coming from. Kathy Koziell states there is $40K in the Pipeline CRF, $61K in the Water Tank CRF, $45K in the Water System CRF and $10K in the Pipeline Extension CRF.

Discussion of the garage doors – Jay Buckley stated there is $15K in the budget line item for buildings and grounds.  Kelly Robitaille stated let us fix the garage doors now, he would not want to be blamed if the is an incident.

Adam Leiser makes a motion to allocate up to $6,800 to repair three garage doors that are up to the department of labor safety recommendations. Jay Buckley seconds the motion. Motion passed 3-0.

Discussion of Tight Tank, DES requires a number - Adam Leiser discusses the tank size and the price of pumping.  Jay Buckley stated the size is in Chris Alberts design with pump out once a year.  Kelly Robitaille would like to figure out how other communities in the area are doing it. Adam asked if there are pictures of the project. Jay Buckley stated the design gives the specs. Adam requested pictures of any projects going forward.  Kelly Robitaille stated that there are no requirements to have pictures. Jay Buckley stated he happened to have taken pictures and will send them into the office.

Kelly Robitaille requested a policy to put into effect about picture requirements for projects going forward.

Jay Buckley opens the meeting up to the public for questions at this time. No questions were asked.

3.  Accounts Payable

Jay Buckley makes a motion to approve Manifest of 8 checks for a total of $8,975.20.  Kathy Koziell seconds.  Motion passed 3-0.   

4. Commissioners Reports

Discussion of the Bond – Jay Buckley questions the spelling error of Eidelweiss on the document. Adam Leiser checked with Greg Im and said there was no problem what so ever.

Discussion of Water Committee Meeting – Jay Buckley reads the minutes.

Jay Buckley makes a motion to invite Larry Leonard and Larry Sardarno to the May 17,2020 meeting.  Kathy Koziell seconds the motion.  Motion passed 2-1. Adam Leiser does not feel the need for them to be invited.

Discussion of the 30 day wait period for the Water Tank project to start.  Thirty days would be May 11, 2020 to start the project.

Jay Buckley has questions from Larry Leonard and Larry Sardarno from the last water committee meeting. Jay Buckley asks about phase two completion clarification.  Kathy Koziell states waterline and service connections can be put off to next year for the 19 houses after the tank has been installed.  Adam Leiser states meeting with Rick Skarinka and Chris Albert will be pushed off until October.  Jay Buckley questions if we should delay the taking of the BAN.  Adam stated no, the BAN cannot be delayed.  Kathy Koziell asked if Chris Albert is sending bids into the office today for the meeting scheduled for tomorrow.  The water committee asked if there is a checklist for the project and if the contractors are vetted in some way. Adam stated that it is a non-issue.

Adam Leiser discusses the wiring of the money for the BAN note and asked if Dinah Reiss would give the account information to Greg Im.

Kathy Koziell states the DPW service line is installed and the Chocorua pumphouse will be starting. Kathy Koziell also stated that $30,700 from the 2019 warrant was set aside for the project.

Jay Buckley makes a motion to authorize Ian Hayes to start the Chocorua pumphouse project.  Kathy Koziell seconds the motion.  Motion passed 3-0.

Discussion on Tamar Roberts – Kathy Koziell will update the 2019 budget from Tamar Roberts and will have it for next week.  Jay Buckley asked if it is possible to get a draw down of the 2020 budget. Kathy Koziell will have it after the updates have been fixed. 

Jay Buckley opens the meeting to the public.  Ralph Lutjen asked how the $750,000 is achieved.  Ralph Lutjen stated, “Adam needs a pat on the back without seeing bids yet”.  Kathy Koziell gives an overview of the Water Tank project. 

 At 10:50 AM, Jay Buckley makes a motion to go into non-public RSA 91-A:3, II(b) The hiring of any person as a public employee.  Kathy Koziell seconds the motion.  The motion passed 3-0.

At 11:29 Non-Public meeting was recessed.

Jay Buckley makes a motion to adjourn meeting at 11:30 am. Kathy Koziell seconds.  Motion passed 3-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday April 9, 2020

The Board of Commissioners met at 9:00 am on Thursday, April 9, 2020.  In attendance was Commissioners Jay Buckley, Kathy Koziell (by phone) and Adam Leiser (by phone).  Also, in attendance was Highway Foreman Kelly Robitaille, Treasurer, Dinah Reiss, 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 9:03 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. Highway Department Report 

Discussion on the new truck. Kelly Robitaille states there are no 2020 trucks available.

Kelly Robitaille stating DPW is practicing safe protocol due to Covid-19.  The shop is being put back into order now that the Tight Tank has been installed.

Discussion on 47-49 Eidelweiss Dr. it was priced out at $3800.00 47 Eidelweiss Dr owner has been told.  Jay Buckley states the owner of 47 Eidelweiss Dr still has to file a driveway permit with the district and has to work with the owner of 49 Eidelweiss Dr property.  Adam Leiser and Kathy Koziell wants to see a copy of the letter that was sent to 47 Eidelweiss Dr and the drawings.  The certified letter that was sent out to 49 Eidelweiss was sent out 4/7/2020 and has 30 days to respond.

Kelly Robitaille states the culvert will be around $250.00 which the homeowner will be responsible for payment and the DPW is responsible for the basin.

BOC requested administration to draft a letter notifying 47 Eidelweiss Dr. to submit a driveway permit and to clarify that the labor would be performed by the DPW.  Also, that the district is waiting on the response from 49 Eidelweiss Dr.

Discussion on Reinach pump house building Kelly Robitaille explained that they trenched around the building and it took 4 days for the pump to stop working.

Discussion Tight Tank- Tight Tank was installed and completed with an add on to the bill.  GW Brooks waived the labor portion of the bill. Jack hammer and excavator will be the extra expense.  GW Brooks worked well with the DPW.  Still do not have water to the building.  Waiting on Ian Hayes, he should be here today.  Dinah Reiss asks who is paying for what?

Kelly Robitaille made-a-decision to come off the family plan for health insurance.  He cannot afford it with his wife out of work due to COVID-19.  He requested to go back to a two-person plan.  Adam Leiser questions how Kelly Robitaille is going to pay back owed amounts for Jan and Feb.  Kathy Koziell states she will work with Donna to figure out the amount.

Discussion on dam pond levels-Pond level changed by 2” due to spill water.  Adam Leiser said a board was pulled and put back in.  Kelly Robitaille took offense to that statement and stated that did not happen.  Adam Leiser states the DES Dam Management Policy is 4” to 6”.  Kelly Robitaille clarified that it should be on a deep water draw down.

Discussion of the Loons- Mike Smith has been in contact with LPC John Cooley and he wants to do things just as they were done last year. John Cooley wants to work with Fire Chief Clark and does have a working relationship with him.  Jay Buckley states that Fire Chief Clark wants no lower than 4” of spillway and would like Mike Smith to report back to the district on the Loons.

Mike Smith takes offense to Adam Leiser’s statement that Mike Smith is making the loons into a problem that does not need to be.  Jay Buckley thanks Mike Smith. Jay Buckley wants admin to send letter to LPC and include the Fire Chiefs opinion.

Discussion on the DPW garage doors- Jay Buckley asks Kelly Robitaille can they wait on the doors until November, so the district has a better handle on the operating budget.  Kelly felt that they could wait.  Kathy Koziell states that Building & Grounds line item is $15K.  The doors create a safety issue and wants them fixed sooner than later.

Jay Buckley discusses Auditor Tamar Roberts final report that states the operating budget and water budget were over spent.

Jay Buckley states the water bills were stuffed and mailed out. Thanks Donna MacKinnon and Terri Hill for stuffing the envelopes.

Jay Buckley discusses with Adam Leiser about financing of the ledge probs could cost about $2k a day to do.  Adam wants to take $5K from CRF, it could take two days to do. SW Cole would be doing the job. District should wait a week to get the estimate from Chris Albert.

Jay Buckley asks Dinah Reiss about new bank account for water project. She says signature cards should be coming next week. Discussion on TAN note amount.  Adam Leiser ask Dinah Reiss how much the TAN note should be. Dinah suggested $220K

Jay Buckley makes a motion to approve a TAN note for $220K.  Kathy Koziell seconds.

Motion Passed 3-0.

Jay Buckley states that Mike Smith would like the water bill late fee of $50 waived at this time. Jay is for it.  Kathy Koziell wants to wait until May 1^st to decide.

Kathy Koziell wants to jump to the bridge loan note. Discussion about the BAN bridge loan for the Bond.

Adam Leiser makes the motion Resolution to Authorize $869,400.00 Bond Bank Loan Agreement, Issuance of Bonds and Notes, and related Documentation to Finance a Water Tank Replacement Project.  Kathy Koziell seconds. Motion Passed 2-0. Jay Buckley votes no.

Dinah Reiss wants to know what she is signing.  Adam Leiser stated he does not know but papers are coming today and will let her know.  Jay Buckley questions if the districts legal counsel needs to go over it.  Kathy Koziell states it is the paperwork to take the bridge loan.

Adam Leiser makes a motion to sign document.  Kathy Koziell seconds.

Motion Passed 2-0. Jay Buckley abstains for lack of information.

Discussion of the office – Jay Buckley states Donna is at her wits end of how the office is being run, with Kristin being out due to Covid-19 and with Donna exceeding her limited work hours. Jay Buckley wants to get help for Donna. Jay knows of someone in Madison that he can contact. Adam Leiser wants to go into Non-Public, Jay Buckley does not feel it necessary to go into Non-Public because we are a municipality and it is public knowledge. Jay Buckley thanks Kathy Koziell for all her help in the office but does not think the commissions should be doing the office work. Kathy Koziell asks Jay Buckley to have the person send in a letter and resume.

Discussion of David Maudsley’s email – Kathy Koziell is comfortable that Tamar Roberts report will address his email.

Jay Buckley states weeknight and weekend meetings will be on pause until the Covid-19 pandemic is over.

Jay Buckley makes a motion any checks, letter or and documents be signed out of secession because of Covid-19. Adam Leiser seconds. Motion Passed 3-0.

 3.  Accounts Payable

BOC decide to hold the Crest invoice of $475.77 until office clarifies the invoice.

Jay Buckley makes a motion to approve Manifest of 12 checks for a total of $9,711.57.  Kathy Koziell seconds.  Motion passed 3-0.   

Jay Buckley makes a motion to approve Payroll for $6207.02.  Kathy Koziell seconds. Motion Passed 2-0. 

4. Commissioners Reports

Kelly Robitaille requests approval for Tony Eldridge to be on-call for projects as needed. BOC agrees.

Adam Leiser states bids will be opening for the Water Tank project on Wednesday and will be discussed at next Thursday’s meeting.  Adam Leiser stated Friday May 17^th at 3 PM teleconference call for discussion of the project by Ian Hayes and Chris Albert, should be good to go and has DES approval. May 11^th shovel in the ground for project start.  Jay Buckley wants to invite Larry Sardarno and Larry Leonard in on the meeting. Adam Leiser and Kathy Koziell does not feel that is necessary.

Kathy Koziell makes a motion to sign the driveway for construction permit for Norman Le Gault at 51 Bern Dr.  Jay Buckley seconds. Motion Passed 3-0.

Discussion on Monadnock invoice.

Kathy Koziell makes a motion to pay Monadnock invoice from the Water Tank Capital Reserve Fund for $1,230.00. Adam Leiser seconds. Motion passed 3-0.

Kathy Koziell give a financial update at this time.

Jay Buckley makes a motion to adjourn meeting at 11:00 am.  When teleconference meeting ends.  Kathy Koziell seconds.  Motion passed 3-0.

Respectfully submitted,

Donna MacKinnon

Administrator