VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

September 19, 2019 DRAFT

The Board of Commissioners met at 9:00 am on Thursday, September 19, 2019.  In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley.  Also in attendance were Kelly Robitaille, Larry Leonard, Mike Dolan, Dianna Dolan, Dinah Reiss, Paula Doyle and Mark Graffam.  Meeting was taped for Madison TV by Tim Hughes.                                  

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

1. Agenda

Adam Leiser makes a motion to approve the agenda.  Kathy Koziell seconds.  Jay Buckley adds letter to Terri Cancelarich.  Motion passed 3-0.    

2. Highway Department Report 

Kelly Robitaille states new grader blade needed.  $295.00.  Jay Buckley makes a motion to approve up to $300 for purchase of a grader blade.  Adam Leiser seconds.  Motion passed 3-0. 

Roads are being graded.  Asphalt will be done next week; warmer weather is predicted. 

Roller has been rented for this work. 

Kelly Robitaille reports he has been asked to look at driveways.  26 Little Loop was checked, there is no culvert under this 30-foot driveway.  States can repair but should be included in a plan for the road.  Jay Buckley outlines having full road reviewed by engineer for full upgrades on this road.  Kathy Koziell states there should be funds available within this warrant article to cover the engineering costs.  Adam Leiser states putting a culvert at one driveway should not require an engineer.  States persons may be upset with additional engineering costs.  Doing it correctly and doing it once is outlined.  Kathy Koziell states one full plan for a project of this size would be beneficial.  Kelly Robitaille states that the road will have to be engineered.  To do this road correctly, the road needs a full review to bring to specifications.  Outlines that many driveways need work.  Throwing in culverts is not the answer.  Final determination will be held for current project to be completed. 

Kelly Robitaille outlines the fall plan for remaining available time.  Trucks will be outfitted for winter operations by Thanksgiving.  Once this occurs, road work as primary is completed for the season.  Grading is number 1 current priority.  Week before Thanksgiving is equipment outfitting.  Two weeks prior is leaf blowing and culvert cleaning.  Week before that is gravel road warrant and next week is asphalt.  Question from Kelly is what lowest priority in case of early snowfall would be.  Adam Leiser outlines Board response next week.  Kelly Robitaille will put together the list of projects to be reviewed.  Little Loop is not on the current list; Kelly Robitaille states would be last project.  Will be on the list next week.  That project is not required to be before leaves.  Adam Leiser questions timeline for outfitting.  Kelly Robitaille states generally one to two days for both crew members. 

Jay Buckley discusses anticipated increase for highway repair for next year; with age of F-550, a 25% increase to $30,000 is recommended.  Adam Leiser discusses budget still to be reviewed.  Intent is to not leave items unfunded. 

Kelly Robitaille discusses need for an inch and half overlay for Eidelweiss Drive.  Rough estimate for this project is $220,000 – 13,0000 feet at 24 feet wide.  Adam Leiser states could be funded by three-year bond and get project done; this would still fit within the budget which is projected.  Kelly Robitaille outlines need for work on all paved roads.  Every year a pro-active approach should be taken to preserve the asphalt roads.  Kelly outlines need to protect Oak Ridge going forward to have the pavement last as long as possible.  States that chip seal on Eidelweiss Drive is only reason road has survived.  This level of work is done by a contractor.  Adam Leiser outlines obtaining voter buy in as current approach of Board.  Estimated cost for seal coating is discussed; Winnigon would be $5,000. 

Kathy Koziell outlines discussion that no rocks are needed.  Adam Leiser makes a motion to allow him to thank the person who offered the rocks.  Kathy Koziell seconds.  Jay Buckley states Board should send thank you.  Motion passed 2-1 with Jay Buckley against not sending a letter. 

Kelly Robitaille questions beach plans.  Adam Leiser discusses closing the outhouses and using current base for placing port-a-potties next year.  Question on allowing filling in the current cement pits under DES regulations is made; this will be checked on.  Kelly Robitaille discusses need for access to remove the rafts, access to the water will need to be available. 

Kelly Robitaille states that a disgruntled resident has sent an email regarding grading of Eidelweiss Drive.  Adam Leiser agrees that response to every question on every project is not needed.  Kathy Koziell states that Eidelweiss Drive is in great condition and DPW did the work well.  Kelly Robitaille discusses pushing against this misinformation.  Adam Leiser states find alternative way to get people information.  Mike Dolan states positive reinforcement for the DPW.  Mark Graffam outlines potholes left last Thursday after road was graded.  Kelly Robitaille outlines first two dates were ditching and general road preparation.  Mark Graffam states road was graded and calcium chloride placed.  Kelly outlines day one was ditching right side, day two was left side.  Water was placed to control dust.  Next day a complete grading with calcium chloride and rolling was done.  Kelly reiterates that he is insulted by the Facebook pages and recommends persons stop posting on these sites.  Larry Leonard supports DPW and adds that Grachen and Winnigon came out great.  Larry adds that responding to postings on social media should not become a goal.  Kelly Robitaille outlines including information in the newsletter.  Information on insurance policy was out there without discussing – put in the newsletter to contact the office with any concerns on road work.  Kathy Koziell states information can be included in the newsletter.  Adam Leiser adds request to put together twice monthly newsletters and additional DPW information can be included.  Jay Buckley tells Kelly Robitaille that DPW crew did a great job. 

Adam Leiser questions new boards for the dam.  Boards need to be cut. 

Compensating Kelly for on call services is discussed.  Cost is $100 per month.  Double checking on funds to be approved will be done. 

Diessbach is discussed.  Adam Leiser states he contacted resident for establishing a meeting.  Wednesday of next week at 2:00 may be an option; this is not confirmed.  Kelly Robitaille states that issue is placing stone in ditch line.  Stone needs to be removed.  Anything further appears to not help the District but helps the homeowner only.  Adam Leiser questions if catch basin would work; Kelly Robitaille states this is not a road issue.  District needs drainage area cleaned, not a catch basin.  Larry Leonard outlines that this was done many years ago.  Property owner has permits to do his work.  Recommends not investigating this.  Clean the ditch line and be done.  Adam Leiser states sit down with property owner to come up with solution.  Kelly Robitaille outlines protecting drainage is point for VDOE.  Jay Buckley questions if drainage issue existed prior to this work; Kelly states no.  Kelly adds that the drawing supplied grades the road incorrectly and benefits the property owner only.  Kelly states end of workday would be best as he cannot interrupt asphalt work planned. 

Kelly Robitaille discusses Burgdorf.  Pipe has multiple breaks; not just the one.  Cannot repair this.  Questions what plan would be going forward – will be reviewed in January is stated by Adam Leiser.  Possible project for next summer.  Kelly states that a driveway will need to be used to turn around at these new dead ends.  Jay Buckley makes a motion to send letters to 5 and 2 Burgdorf to allow DPW to turn around in driveways.  Kathy Koziell seconds.  Adam Leiser states call the people and then follow up with a letter.  Adam Leiser moves to amend motion to contact by person first.  Jay Buckley seconds.  Jay Buckley adds office contact and follow up with letter.  Motion passed 3-0. 

Adam Leiser discusses washout along Appenvel above the playground; DPW will check.     

Jay has checked Thusis culvert.  Will clear area for pictures.  Mark Graffam states he will send pictures of this culvert.      

3. Water

Kathy Koziell outlines quotes received for updating the electrical for DPW and Summit.  Some parts are being updated for additional hazard classification.  One service with a subpanel is planned for the DPW.  No change on the SCADA quotes for Summit.  Kathy Koziell states updated detail from electrician has not yet been received.  Creating work orders is discussed.  Larry Leonard questions if requested update to include flow meters at Summit is in the quote. 

Larry Leonard questions monthly review with Ian Hayes - action list now states Board, not Water Committee.  Adam Leiser outlines Board decision based on public opinion and input was to have Ian meet with the Commissioners monthly.   

Adam Leiser makes a motion to meet with Ian Hayes on the first Thursday Commissioners meeting of the month.   Kathy Koziell seconds.  Discussion on committee input and need for committee to operate is outlined by Larry Leonard.  Adam states make recommendation to Board and Board will approve.  Larry states will kill the committee’s ability to function.  Adam Leiser outlines task water committee with a project and allow them to take actions as needed can be voted by Board.  Larry Leonard outlines questions from Committee – Adam states committee come to Board and Board will ask engineer.  Jay questions removal of Ian Hayes from committee.  Kathy Koziell states one meeting a month should be with Board of Commissioners.  Larry Leonard disagrees; states no impact to contract has been incurred.  He should be able to meet with Ian Hayes.  Larry questions why Adam Leiser has resigned; Adam states he cannot do anymore.  Meeting schedule is discussed.  Paula Doyle questions Reinach tank project oversight; Adam currently tasked with this project oversight.  Questions if committee is needed to work on project; not at current.  Adam Leiser states bid opening next Friday; specifications have not been reviewed.  Larry has technical questions on tank that he would like to get answered.  Approval by Board of engineer’s time is discussed.  Larry states current process will not benefit project.  Adam Leiser states should be received this week.  Larry Leonard states process not proper.  Jay Buckley outlines need for Board to review specifications.  Jay Buckley discusses delay bid opening until after bid package has been reviewed.  Adam will follow up on status of bid package.  Larry discusses application for grant funds; states water committee should have reviewed.  Holding of bid documents until after review by Board is outlined. 

22 Appenvel Way service line replacement is discussed.  Line was inspected by Ian Hayes.  Equivalent nature of ¾ inch connection to curb stop and confirmation that interior size is equivalent to 1” CTS line.  Mark Graffam states he has an issue with excavation at 22 Appenvel Way being done by Dawson; who works for and with water operator Ian Hayes.  Mark states that when the VDOE water operator is involved with a property owner; a conflict of interest may occur and has in the past.  Adam Leiser outlines that this should be discussed with Ian Hayes for documentation on the project.  Adam adds that VDOE was not involved in resident choosing his excavation company.  Sates due diligence was done.  Mark Graffam adds that Board needs to keep water operator out of private residences.  Mark Graffam questions documentation on Interlaken repair.  Larry Leonard questions if work order was produced for leak repair; it was not.  Mark Graffam outlines leak was not on the main; it was on the VDOE side of service connection.  Adam states information received stated unsure of exact location of leak as it was not picked up by the leak detection equipment.  Mark Graffam recommends excavation billing to come directly to the District.  States VDOE should dig.  Adam Leiser outlines specific ability of equipment to dig mains.  Mark Graffam states examine big picture of how this work gets done.  Adam Leiser makes a motion to have water committee establish paperwork flow. No second.  This is already done.  Mark Graffam states Water Committee should review pipe size diameters.  Discussion on inspection report not being received and no write up from Ian Hayes regarding leak repair is held.  Larry Leonard states documentation needs to exist.  Adam Leiser makes a motion to have water committee establish protocol for documentation.  Jay Buckley seconds.  Motion passed 3-0.

Establishing an exercise program for water valves is discussed.  Larry Leonard states plan should be created.  Mark Graffam outlines statements of movement of leaks when a repair is made.  Hammering of water mains when valves are turned creates hammering effect and create a leak; questions if possible hammering is occurring when valves are turned.  Jay Buckley outlines slow turn on as personal experience in turning valves by Ian.    

4. Administration

Phone updates are being completed by Andrew Harteveldt.  Jay Buckley discusses possible effect to SCADA system.  Jay adds that volunteers should not be establishing protocols for systems when they are not the hired experienced persons who work with these systems.  Andrew having access to phones remotely is discussed.  Jay questions safety of systems.  Mark Graffam states Board should not have a resident responsible for or having access to the system.  Discussion on resident having access; this should not occur.  Jay Buckley outlines he was researching Verizon and Spectrum who both have municipal options.  States this was rushed by the Board.  Jay adds that his intent was to have system established through professional services.    

Adam Leiser makes a motion to approve water system disconnection notice.  Kathy Koziell seconds.  Motion passed 3-0.  Will be sent certified mail.   

5.  Accounts Payable

Adam Leiser makes a motion to approve 2 checks for a total of $3,260.00.  Jay Buckley seconds.  Checks and invoices are reviewed and discussed.  Motion passed 3-0.       

6.  Minutes

Adam Leiser would like to review minutes prior to approval. 

7. Commissioners Reports 

Jay Buckley discusses intent to clean pipe at Thusis to obtain pictures.  Mark Graffam states will send pictures he has.

Adam Leiser discusses possible replacement of this pipe to be included with beach redesign. 

Jay Buckley has distributed some financial information for Board to review. 

Kathy Koziell discusses note to NHMA legal inquiries last August.  Held for review of full Board.  Document is reviewed.  Input from NHMA outlines that the questions asked related to matters that are procedural, not 91-A compliance matters.  Confirmation that no commitment can be made by any individual commissioner but reaching out for information to be brought back to the Board is allowable.  Mark Graffam outlines procedure by Board should be done within context of a policy.  Vendor policy exists and committee member policies exist.  Having a policy is discussed; Adam Leiser states he does not believe Board needs one.  Larry Leonard outlines he felt he had permission, but now believes he may not based on email received.  Discussion on posting meetings is questioned.  Clarification of vendor policy is done.  Adam Leiser states prior meeting minutes that may question his actions should show that actions were proper.  Discussion on that statement being included within these minutes is held. 

Newsletter is discussed and reviewed.  Requesting floating nest from LPC will be scheduled for Feb 1 on action list.  EPOA list of fall projects is reviewed.  Thanks, EPOA! 

Information on meeting for Sept 28 will be placed front and center on website. 

Repair and condition of fence at the playground is discussed.  Mark Graffam outlines plowing of snow near the playground as factor in playground fence area status. 

Adam Leiser motion contact for stop bar painting now.  Kathy Koziell seconds.  Motion passed 3-0.

Discussion on notifying property owners for meeting next week. $900 was allocated.  Postcard will be sent by Click-2-Mail.  Paula Doyle states she supports communication but does not support idea currently as a citizen.  Will not be received in time for persons to take action to attend.  Adam Leiser makes a motion to rescind approval of $900 for post cards.  Jay Buckley seconds.  Motion passed 3-0.   

Kathy Koziell outlines that Communication Committee made a motion to ask Commissioners to refrain from responding and discussing VDOE business on social media.  Adam Leiser states he can put whatever he chooses on his Facebook page.  Kathy Koziell outlines discussion of VDOE business issues on Facebook; Communications Committee requests removal and advises not doing this again.  Jay Buckley outlines that he was attacked personally in this post and questions statement on Adam’s Facebook about community being a*s f**king backwards.  Long reach of statements such as these is outlined; the negative comments were passed around town and do not reflect well on the District.  Mark Graffam discusses missing film from Aug 8 meeting.  Mark highlights Jay Buckley statement during this meeting.  Mark recommends Board focus on being accountable; current establishment is negative.  Discussion continues on comment regarding Adam Leiser being “impulsive” that occurred as a result of a discussion between the late Jennifer Leiser and Jay Buckley. 

Mark discusses Board having information from the Highway Foreman.  Mark states that discussion between the highway foreman, water operator and Board needs to improve.  Mark states Commissioners are failing at acting as a Board and taking control of District.  Adam Leiser outlines that persons can be offensive and he is frustrated at recent actions.  Mark Graffam outlines make changes now.  Mark outlines to Adam Leiser that stepping down to focus on life is OK.  Evidence of impulsive decision making has occurred; it has been seen by members of the community.  Mark Graffam outlines Board not prioritizing properly.  Discussion continues on September 28 meeting.  Adam Leiser states he is victim; he stepped up when no one else had taken action.  Nancy Cole outlines that the presentation was requested so that others could give input but Adam chose to keep information to himself “until it was final”.  Paula Doyle summarizes that persons can post divisive information; criticism will occur and is allowed.  How Commissioners handle these things is outlined; the Board should raise above it.  Commissioners should not post negative and divisive statements on social media; act like mature adults.  Paula reiterates responsibility to District and to act respectfully to the VDOE.  Paula outlines Adam’s presentation can be divisive; congratulates Jay Buckley for not responding or continuing the insults.   

8. Signature Items 

MS 434 is reviewed.  Adam Leiser makes a motion to sign the MS 434.  Kathy Koziell seconds.  Motion passed 3-0.  Discussion on funds being appropriated for Reinach loan payment that will not be spent this year is held. 

Adam Leiser makes a motion to sign the driveway permit for construction for 5 Middle Shore.  Kathy Koziell seconds.  Confirmation that Kelly Robitaille has inspected the site is given.  Motion passed 3-0.   

Adam Leiser makes a motion to sign the driveway permit for construction for 22 Interlaken.  Jay Buckley seconds.  Confirmation that Kelly Robitaille has inspected the site is given. Motion passed 3-0. 

Adam Leiser makes a motion to sign the driveway permit for construction for 7 Chocorua View.  Jay Buckley seconds.  Confirmation that Kelly Robitaille has inspected the site is given. Motion passed 3-0. 

Little Shore PBN is reviewed. Adam Leiser makes a motion to have Jay Buckley sign PBN for Little Loop project.  Kathy Koziell seconds.  Motion passed 3-0.  

Dam management policy is reviewed.  Adam Leiser makes a motion to sign the dam management policy.  Kathy Koziell seconds.  Jay Buckley questions if this will affect the dry hydrants and recommends consultation with Madison Fire Chief.  Adam Leiser moves to amend motion to allow Jay Buckley to get Fire Dept review by Sept 28.  Jay Buckley seconds amendment.  Motion as amended passed 3-0.  

Letter to 47 Eidelweiss drive regarding drainage is reviewed.  Adam Leiser questions existing drainage structures.  States catch basin may not be at the low point.  Inviting resident to meeting will be added to the letter.  Adam Leiser makes a motion to modify the letter as discussed and sign out of session.  Jay Buckley seconds.  Motion passed 3-0.  

1 & 3 Little Loop response letters are reviewed.  Adam Leiser makes a motion to sign the letters to the property owners of 1 & 3 Little Loop.  Jay Buckley seconds.  Motion passed 3-0. 

Adam Leiser makes a motion to sign the water meter cost analysis.  Kathy Koziell seconds.  Motion passed 2-1 with Jay Buckley against.  Discussion on document ensues; water metering at house is not current priority.  Adam Leiser makes a motion to put on website.  Jay Buckley seconds.  Motion passed 3-0.      

9. Correspondence

Reviewed previously during signature items.   

10. Scheduled Appearances          

11.  Public Comment

Dinah Reiss questions seeing Kathy Koziell’s car at Jay Buckley’s residence.  Perception is that illegal meeting occurred.  This is reason for 91-A to exist.  She feels she needs to bring this violation to attention of Board.  Jay Buckley responds that some District information was discussed.  Talking about 91-A is not complying with 91-A.  Kathy Koziell states no decisions made; she may have improperly asked Jay about the person staying in the trailer in the parking lot.  Dinah states, subject doesn’t matter; the fact that it occurred is the issue.  Mark Graffam adds that Kathy’s car has also been seen at Adam’s house.  Dinah outlines seriousness of this issue and complying with the law.  Discussion continues on compliance and need for compliance.  Dinah cautions Board to not continue in this manner.  Dianna Dolan states Board members are friends, they can and will be seen together; not a violation.  Mark Graffam outlines importance of 91-A and status of court process for remedying 91-A violations.   

Larry Leonard discusses current action of Board is to push persons away.  Larry would like committees to be able to work with and assist the Board, but Adam seems to be taking things on his own.  Larry uses the tank as an example.  Paula states seems more logical to have Adam on water committee and Jay step down.  Paula outlines working together as a team.  Do not try to control persons or committees; states it feels like Adam trying to take control with the rules.  States this is not needed and why she is opposed to the recent committee documentations.  Paula outlines Communication Committee consideration for twice monthly newsletters was done and Communications Committee is against it.  Yet it was mentioned again today.  States accept recommendation or reject recommendation and move on.  Larry outlines that project management is not calling someone for a follow up.  Project management includes all details so that nothing gets missed.  Comparison to Madison project planning is discussed.  Energy committee members reported all information to Selectmen for review.  Larry states committee involvement needed and committees trying to help.  Adam outlines committee could have requested the information.  Outline that information was requested, Board voted to request from Chris Albert.  Larry outlines that this cannot be done without input.  Kathy Koziell makes a motion to allow water committee to contact Chris Albert once an outline is created for the plan.  Adam Leiser seconds.  Larry outlines what Chris sent not specific.  Kathy Koziell amends motion to grant one hour for water committee to use with Chris.  Jay Buckley seconds. Motion, as amended, passed 3-0.  Adam Leiser makes a motion to have Jay Buckley become coordinator with Chris Albert.  Kathy Koziell seconds.  Motion passed 3-0.               

12.  Other Business                                             

Monday at 9 am at lodge for next Commissioners meeting. 

Jay discusses review from Terri Cancelarich.  Would like to invite Terri to do a review.  Jay Buckley makes a motion to send letter to invite Terri to discuss what she may be able to offer.  Kathy Koziell second.  Motion passed 2-0-1 with Adam Leiser abstaining. 

At 12:54 pm Adam Leiser makes a motion to adjourn the meeting.  Kathy Koziell seconds.  Motion passed 3-0.   

Respectfully submitted,

Nancy E. Cole

Administrator  

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

September 17, 2019 DRAFT

The Board of Commissioners met at 8:00 am on Tuesday, September 17, 2019.  In attendance were Commissioners Adam Leiser and Kathy Koziell.                                  

At 8:00 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 2-0.

2. Highway Department Report 

3. Water

4. Administration

Discussion on establishment of this meeting.  Jay Buckley and Kelly Robitaille are not available.  Meeting was scheduled to allow full Board to meet with Kelly.     

Adam Leiser makes a motion to approve payroll.  Kathy Koziell seconds.  Motion passed 2-0. 

Discussion on phone system updates.  Andrew Harteveldt is working on this.    

Proposed dam policy is reviewed.   Follow up with Kelly Robitaille on status of obtaining varying size boards for the dam.  Statutes are to be reviewed for compliance.  Sending a letter to the LPC to request placement of a floating nest is discussed.  Adam Leiser makes a motion to approve the Pond Level Management Policy as updated during discussion.  Kathy Koziell seconds.  Discussion that this will be Dam Management Proposal.  Adam Leiser will change name.  Motion passed 2-0.

Water meter cost analysis is reviewed.  Adam Leiser states he is disappointed in lack of information from Jay Buckley.  Adam Leiser makes a motion to adopt the water meter analysis.  Kathy Koziell seconds.  Document is reviewed.  Statement regarding adoption of analysis is made, not a policy.  Motion passed 2-0.   

5.  Accounts Payable

Adam Leiser makes a motion to approve 18 checks for a total of $20,606.71.  Kathy Koziell seconds.  Checks and invoices are reviewed and discussed.  Motion passed 2-0.       

6.  Minutes

Adam Leiser would like to review minutes prior to approval. 

7. Commissioners Reports 

Kathy Koziell reports that repricing is being done for the DPW electrical upgrades.  Electrician Justin Montelin is working on the needed upgrades based on location within the DPW. 

Adam Leiser makes a motion to have all water users over $1,000 filed against in small claims court.  Kathy Koziell seconds.  Discussion on bringing residents to court is held.  Motion passed 2-0.  Adam Leiser makes a motion to send letter for shut off in next 60 days on all overdue bills.  Kathy Koziell seconds.  Motion passed 2-0. 

Kathy Koziell has held a safety meeting. 

Having a review for Jeff DeMartino is discussed.  Having Jeff and Kelly complete an evaluation for Jeff is outlined.  This will be done. 

Review of Little Loop project is held.  Discussion on need for engineering the entire road for full drainage review.  Response to residents who have sent emails will be done for Thursday; funding for drainage review may exist after planned project completion.   

Adam Leiser discusses drainage at 26 Little Loop.  Placing a culvert is discussed to move water into grassy area.  Addressing this road is needed.  Repair for driveway at 26 Little Loop will be asked for the DPW to handle. 

Eidelweiss Drive is being graded today. 

Discussion on Diessbach Drive.  Kelly Robitaille has stated that a catch basin would not be proper for this location; culvert needs to be working properly.  Sending a letter thanking for design is discussed.  Establishing a meeting going forward is outlined.  Correcting drainage on this road is needed.  Adam Leiser makes a motion to allow him to call Joe Farnese to schedule a meeting.  Kathy Koziell seconds.  Motion passed 2-0.  

Kelly Robitaille will be asked for status of varying size of dam boards. 

Kelly Robitaille will be asked to look at area up slope from playground area for runoff. 

Discussion on possible need for a public hearing on Water Ordinance.  Ordinance checked; 1-inch CTS or equivalent is stated.  No public hearing is needed.  Inside diameter is same with the ¾ inch line installed at 22 Appenvel Way; water operator has confirmed equivalent. 

Adam Leiser makes a motion to allow Adam Leiser to apply for environmental grants as needed.  Kathy Koziell seconds.  Motion passed 2-0. 

Adam Leiser makes a motion to remove the 12-hour rule for information distribution to the Board prior to a meeting.  Kathy Koziell seconds.  Motion passed 2-0.    

Adam Leiser approve Driveway permit not sent due to timeline rule. Kathy Koziell seconds. Motion passed 2-0. 

Adam Leiser motion rescind Jay Buckley work on CIP for roads.  Motion failed for lack of a second. 

Adam Leiser discusses ability to have duplexes in VDOE.  Restricted to larger lots is outlined.  Potential benefits are outlined; potential detriments are outlined.   

Adam Leiser makes a motion to remove Ian Hayes from Water Committee.  Kathy Koziell seconds.  Motion passed 2-0.  

Adam Leiser states resigning from the Water Committee.  Giving specific direction to committee that committee is to offer recommendations to Board; not take authority themselves is discussed.  Jay Buckley will remain on Water Committee as Commissioner rep.  Adam Leiser makes a motion to notify Larry Leonard to not contact engineer or water operator for participation in meetings; Committee should send questions to Commissioners.  Kathy Koziell seconds.  Motion passed 2-0. 

Discussion on website updates that are needed.  Full review is to be done.  Video link to Madison TV will be checked on.  Nancy will obtain corrected link. 

Saturday meetings for first Saturday of month at 9 am at the library. 

Adam Leiser discusses promoting the strengths of each Board member as best manner to move forward.            

8. Signature Items 

Adam Leiser sign D&K letter and send with check.  Kathy Koziell seconds.  Motion passed 2-0. 

Adam Leiser makes a motion to sign PO 314 in the amount of $450 for a backhoe blade edge.  Kathy Koziell seconds.  Motion passed 2-0. 

MS 434 is reviewed and discussed.  Adam Leiser makes a motion to sign the MS 434.  Kathy Koziell seconds.  Motion passed 2-0.     

9. Correspondence

Granite State Analytical has sent the monthly water system test results; pH good and system clean.

Mark Graffam has sent photos of the Reinach tank face which is currently uncovered.  Adam Leiser makes a motion to have Ian Hayes work with Kelly Robitaille to cover Reinach tank face by November 1.  Kathy Koziell seconds.  Motion passed 2-0.

Pressure on Upper Lakeview is discussed.  A correction for this issue is being worked on in the long-term plan for the water system.  Adam Leiser makes a motion to send a letter regarding evaluation of water system and expect plan in place to repair water system at 2020 Annual Meeting.  Invite resident to participate at meeting.  Kathy Koziell seconds.  Motion passed 2-0. 

10. Scheduled Appearances          

11.  Public Comment

12.  Other Business 

Review of posting for meeting Sept 28.  Kathy Koziell recommends sending a postcard to all property owners.  9/28 10 am Lodge with 4 bullet points: water, roads, environmental, budgets.  Kathy Koziell makes a motion to appropriate up to $350 for mailing postcards.  Adam Leiser seconds.  Discussion on including all property owners.  Adam Leiser moves to amend appropriation to $900.  Kathy Koziell seconds amendment.  Discussion continues on advertising meeting.  Motion, as amended, passed 2-0. 

Upcoming meeting schedule is discussed.  Thursday mornings are discussed.  Discussion one evening meeting per month.  Kathy Koziell outlines stay with Saturday, but not Thursday night. 

Adam Leiser states how about one Thursday night and no Saturday meeting.         

Newsletter is discussed. Adam Leiser makes a motion to have Kathy Koziell finalize newsletter and send out in next 60 hours.  Kathy Koziell seconds.  Motion passed 2-0.    Discussion on content and meeting schedule is held. 

NHMA budget conference is discussed.  Discussion on who should attend and why is held.  Adam Leiser makes a motion to approve Nancy Cole and Kathy Koziell to attend.  Kathy Koziell seconds.  Motion passed 2-0.

Presentation for Sept 28 is reviewed.  Kathy Koziell states Chris and Ian could be a distraction if in attendance at this meeting.  Discussion ensues.  Chris and Ian will not be asked to attend.  Discussion on updates held.  Adam Leiser states that dialogue on Facebook shows that Parking Ordinance should be changed; Adam Leiser states Ordinance worked.  Review and discussion on numbers is held.  Discussion on other needs of VDOE continues.  Attempting to move away from bonds is outlined for long term plans.  Plan developed by Adam Leiser shows full cycle of truck purchase so extends to 2026.  A bond for pipe replacement is recommended in three-year cycles to replace the water pipes.  Funding for water infrastructure is proposed through taxes.  Options outlined as listed in plan. Needs are known and documented. 

Adding a visual for some sections is discussed.  Selling this plan to the residents and voters is discussed.  Presentation of needs is outlined and discussed; getting the information to persons is critical to passing the plan.        

At 11:47 am Adam Leiser makes a motion to adjourn the meeting.  Kathy Koziell seconds.  Motion passed 2-0.   

Respectfully submitted,

Nancy E. Cole

Administrator  

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

September 13, 2019 DRAFT

The Board of Commissioners met at 9:00 am on Friday, September 13, 2019.  In attendance were Commissioners Adam Leiser and Kathy Koziell.        

At 9:07 am Commissioner Adam Leiser calls the meeting to order.   

Adam Leiser makes a motion to call Jay Buckley.  Kathy Koziell seconds.  Motion passed 2-0.  Commissioner Jay Buckley joins the meeting by phone.    

The application for the Drinking Water/Groundwater Trust Fund is reviewed and discussed.  Adam asks Jay for feedback on the document.  Jay outlines public entity, not private as marked on the application.  Jay questions amount requested.  Adam outlines that amount requested is for approved amount plus the amount requested from the State.  Dollar amount requested is half of what VDOE raised.  Discussion on trust fund as offset to cost of tank, not addition to it.  Discussion on process of developing the numbers on the forms.  Jay Buckley discusses approved project at $870,000.  Other upgrades are separate; total of needed upgrades is more than amount listed.  Project information outlines Reinach tank.  Adam states in broad sense, loop feed loans could include other lines.  Jay Buckley states stay with amount approved.  Warrant article states authority to apply for $869,400.  Adam Leiser states disagrees; thinks amount can be changed to the $1,305,000 shown on application.  Nancy Cole states this is beyond authority approved if funds are for Reinach tank.  Adam Leiser outlines future approval by voters may or may not be gotten and does not want to risk funding.  Jay Buckley states stay with approved project.  Adam reiterates funds should be above and beyond Reinach tank, not as an offset.  Jay Buckley no longer on phone to allow for a call to engineer Chris Albert.  Adam Leiser makes a motion to call Chris Albert.  Kathy Koziell seconds.  Motion passed 2-0.  Chris states funds requested above and beyond current approval.  Chris reviews adding PRV’s, isolation valves and pipe replacement to project description.  Discussion on requesting a lower amount is held.  Adam Leiser outlines ability to take care of priorities for the water system; for $250,000 priorities 1 – 2 and 4 could be done.  Discussion on future funds and uncertainty of approval.  Task 3 is pipeline replacement.  This will need separate funding going forward.  Requesting $350,000 is discussed.  Adam questions if all or nothing or is there option for partial.  Chris outlines that Trust does not have an appeal provision.  Chris outlines $250,000 would be 25%; this is a good ratio for requesting grant funds.  Holding a special meeting for allowing expenditure of the funds is discussed.  Holding for Annual Meeting is discussed as proper procedure for obtaining authority to expend. 

Adam Leiser makes a motion to call Jay Buckley back.  Kathy Koziell seconds.  Motion passed 2-0.  Jay rejoins by phone.  Kathy summarizes show State we have the awarded funds and CRF funds, maximize ratio for showing skin in the game.  Lowering amount will increase chances of receiving award.  Project description will be increased to show other needs.  Adam states $250,000 is good amount to get other projects completed.  Jay outlines taking a chance for funding is good.  Adam recommends $295,000 for application amount.  Adam Leiser makes a motion to request $295,000.  Kathy Koziell seconds.  Motion passed 3-0.  Adam Leiser motion allow Chris Albert to submit for VDOE.  Kathy Koziell seconds.  Motion passed 3-0. 

Adam Leiser calls Chris Albert back.  Adam Leiser allowed talk to Chris.            

At 9:50 am Kathy Koziell makes a motion to adjourn the meeting.  Adam Leiser seconds.  Motion passed 2-0. 

Respectfully submitted,

Nancy E. Cole

Administrator  

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

September 9, 2019

The Board of Commissioners met at 7:30 am on Monday, September 9, 2019.  In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley.  Also in attendance was Kelly Robitaille.  The meeting was filmed for Madison TV.                                

At 7:30 am Commissioner Adam Leiser calls the meeting to order.   

1. Agenda

Meeting with Highway Foreman, no agenda presented. 

2. Highway Department Report 

Kelly Robitaille reports backhoe service has been done.  Backhoe needs a new cutting edge.  $385.  Adam Leiser makes a motion to allocate up to $400.  Jay Buckley seconds.  Motion passed 3-0.  Kelly Robitaille states preliminary numbers for replacement of 7400 would be over $200,000.  Kelly’s recommendation is to replace F-550.  Adam Leiser states that he is now in agreement for replacement of the F-550.  Would still like to see a quote for replacing the 7400 for reference.  Replace F-550 on warrant for 2020.  Kelly asks how Board is going to operate; sates that requests from one commissioner should be done by a vote from the Board.  States best if meet weekly to get direction from Board, not just one Commissioner.  Adam asks if he has received requests from individual commissioners; Kelly states yes.  Kelly outlines discussions in public meetings that have reflected negatively on him.  The Board should be controlling this and not allow continued public discussions on employment matters; especially when he is not there.  Kathy Koziell states that Board should do better controlling these discussions.  Outlines some is reactionary from prior issues.  Kelly outlines establishment of the regulations from experience.  Outlines use of local shop for outfitting allows for repairs to be done locally.  Discussion on support from Board.  Adam states that he “had Kelly’s back” on Thursday night.  States not on Kelly, on Jay as liaison.  Kelly outlines has met 5 times since this Board was elected.  Jay apologizes for missing Thursday night.  Jay gives DPW report during Commissioners report, was not there to present the information last Thursday.  Adam outlines Jay could have sent an email.  Kelly outlines that emails without discussion and explanation does not work.  Discussion during meetings has come across very negative for the highway.  Highlights need for DPW to meet with Commissioners.  Kelly states has a full calendar until winter outfitting.  Was hoping for some sort of approval on the projects in order to be able to do the work this year.  There are 5 weeks of work for crew with the asphalt and gravel road articles.  Road grading is needed everywhere.  Needs a weekly meeting to keep everyone informed on the status of equipment and projects.  Jay Buckley recommends the Board meet with Kelly once per week.  Adam Leiser makes a motion to meet Tuesday morning at 8 am with the highway department.  Jay Buckley seconds.  Motion passed 3-0.  Adam Leiser makes a motion to ask Kelly to come up with a hard number for a replacement of F-550.  Jay Buckley seconds.  Kelly states November.  Agreed.  Motion passed 3-0.  Kathy Koziell states timeline inclusion is important for establishing expectations.  Kelly asks about third person.  Board states OK to use Tony as part time help.  As warrant articles are worked on, other roads in that area will be done.  Kelly discusses lack of time for ditching the roads.  Adam discusses allowing a Saturday.  Kelly states one road per day.  Discussion on ditching needs.  Adam Leiser makes a motion to have Kelly report next Tuesday for timeline to do the work.  Jay Buckley seconds.  Motion passed 3-0.  Adam Leiser makes a motion to take rafts out when time allows.  Jay Buckley seconds.  Motion passed 3-0.  Kelly discusses plan to do the asphalt work the week of 9/16.  Has roller rented for 9/16.  Anticipates two weeks use.  Kelly outlines renting blower for leaf cleaning on roads; will need for a week.  Kelly outlines available unit for $200 per day.  Would like Board to consider.  Discussion on renting blower.  Will have estimate for days for next week. 

Adam asks for expenses for rest of this year; that was already done.  Adam questions routine maintenance numbers and if Kelly would put together.  Kelly outlines ability to put this together; would take a lot of work and could not be relied on specifically.  Jay Buckley outlines cost review and then review with Kelly.  Kelly states would be better to do that way.  Kelly outlines variables that are included and inability to estimate those factors.  Adam continues review for next Tuesday and outline of presentation for Sept 28.  Kathy outlines meeting as preliminary review with residents.  Adam discusses whirl-a-way and requests physical demonstration of unit.  Kelly recommends using both pumps; the one that gets rented and the one that VDOE owns.  Kelly outlines whirl-a-way is used for a 100% jam.  Using on a partially blocked culvert doesn’t work as water comes back and does not remove debris.  Adam reiterates using the whirl-a-way only when 100% blocked; Kelly verifies that is correct.  Question on culvert at 47 Eidelweiss Drive; culvert was cleaned when highway did the work; whirl-a-way was not used. 

Jay Buckley outlines that the replacement of Bristenstock culvert as completed. 

Back yard DPW cleaned.  Metal returned.  DOL inspection last week. 

Jay discusses that Thusis culvert has not dried; may use pump to dry the area to get a view of the pipe. 

Crack sealing is getting done. 

Adam highlights that Jay’s report would have been helpful last Thursday. 

Pumping of puddle to view Thusis is discussed. 

Discussion on Bristenstock culvert not having a solid bottom when removed.  Probable that Thusis area culvert is in same condition.  Discussion on final project; placement of rip rap at outlet.  Discussion on beach and possibility of creating a perched beach at this location is held.  Adam outlines holding on this project and incorporating funds into beach upgrades via one comprehensive plan.  Jay outlines storm water management being handled separately.  Right now, the plan has erosion capture that will benefit the area; believes culvert under Eidelweiss Drive should be replaced.  Kelly outlines closure of Burgdorf due to water under the road from where the culvert is separated; could happen under Eidelweiss Drive.  Contacting homeowner for boundary line easement is discussed by Jay Buckley. Adam says one commissioner approach has worked; approach not working is outlined.  Written contact with property owner for benefit of VDOE is recommended.  Ability to schedule this project this year is discussed.  Jay Buckley makes a motion to write letter for use of boundary line ROW with discontinuation of existing pipe under driveway.  Kathy Koziell seconds.  Motion passed 2-1 with Adam Leiser against sending a letter. 

Jay Buckley makes a motion to allow him to work with Kelly on clearing the Thusis at culvert for ability to check bottom of culvert pipe.  Kathy Koziell seconds.  Motion passed 3-0.

47 and 49 Eidelweiss Drive are discussed.  Jay outlines water from the driveways and the erosion in the area.  Kelly recommends paving driveway at 47 with proper direction to enter existing drainage.  Will depend on how homeowner wants to repair driveway.  Current culvert goes under 47 and 49 driveways.  Kathy Koziell outlines water flow and rivulet that shows the manner in which water is flowing.  Kelly outlines basin and two culverts; but is not fixing road; fixing driveway drainage.  Probable cost of $2,000 is outlined by Kelly Robitaille.  Adam motion Kelly Robitaille right up proposal for material for next Tuesday.  Kathy Koziell second.  Motion passed 3-0. 

Adam discusses putting together a letter to the property owner of 47 Eidelweiss Drive outlining plan for possible solution and recommend property owners can discuss with Board.  Adam outlines placing a grate at 49 to stop water flow.  Kelly states will flow into basin.  If does not work, approach 49 for a possible grate at that time. 

Little Loop is discussed.  Adam Leiser recuses himself.  Kelly states trees have been marked.  Tree service needs to be engaged.  Updated drawing keeps crew from needing to enter private property and believes will rectify the situation of the drainage in the area.  Cost difference between modified proposal and engineered drawing shows approximate $2,000 savings.  Discussion on drainage on Little Loop.  Other areas on road also need to be addressed.  Adam Leiser questions difference on view of property line between drawings.  Kelly Robitaille states header will be at road and some rip rap.  Adam Leiser states support as property owner.  Need for a culvert at 26 Little Loop is discussed.  Grading of road is needed and can be done.  Adding a basin to catch water flow near #1 can be looked at going forward. 

Adam Leiser leaves meeting at 8:48 am.

Discussion on scheduling for the Little Loop project is outlined.  Encumbering funds to keep the monies committed to Little Loop is discussed; other roads may be a higher priority.  Engineering for establishing drainage on the entire road is discussed as needed. 

Jay Buckley makes a motion to move forward with the modified design for drainage at 3, 4 & 6 Little Loop with appropriating $150 for permit. Kathy Koziell seconds.  Motion passed 2-0. Kathy Koziell makes a motion to notify 4, 6 and 3 Little Loop property owners of project approval.  Jay Buckley seconds.  Motion passed 2-0.  Jay Buckley makes a motion to allow Kelly Robitaille to order materials for the Little Loop project and engage Barry’s Tree service for tree removal.  Kathy Koziell seconds.  Motion passed 2-0.

Jay Buckley discusses warrant articles and needs for VDOE roads going forward.  Eidelweiss Drive and option of placing an overlay is discussed.  Shim is intended for this year.  Next year would be ideal for an overlay.  Jay Buckley discusses permission for working with Kelly Robitaille on next year’s warrant articles. 

Jay Buckley makes a motion to allow him to update the road portion of CIP to make a better tool for use by VDOE.  Kathy Koziell seconds.  Motion passed 2-0.                                      

At 9:08 am Kathy Koziell makes a motion to adjourn the meeting.  Jay Buckley seconds.  Motion passed 2-0. 

Respectfully submitted,

Nancy E. Cole

Administrator  

 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

September 5, 2019

The Board of Commissioners met at 8:00 pm on Thursday, September 5, 2019.  In attendance were Commissioners Adam Leiser and Kathy Koziell.  Also in attendance were Paula Doyle, Mark Graffam, Joe Farnese, Mary Alice Lapoint, Beth Gagnon, Greyson Merrill and Jennifer Merrill.  The meeting was filmed for Madison TV.                                

At 8:05 pm Commissioner Adam Leiser calls the meeting to order.   

1. Agenda

Adam Leiser makes a motion to approve the agenda.  Kathy Koziell seconds.  Motion passed 2-0.   

Action list is reviewed and discussed.    

2. Highway Department Report 

3. Water

4. Administration

Payroll Adam Leiser Kathy Koziell 2-0.

Discussion on leak on Interlaken is held.  Leak is getting worse.  Adam outlines having at least $15,000 available for emergencies.  $3,000 - $4,000 to repair this leak.  $100,000 estimated to replace the line.  Greyson Merrill states fix the leak and not expend the extra funds to replace the lines at this time.  Discussion on water lines and replacing water pipes around the District.  Paula adds that less time is being spent on major capital expense than was spent on a flat tire.  Jennifer Merrill outlines getting things done and need to have a plan outlined.  Recommendation to look at roads and water together when possible.  Adam Leiser makes a motion to allocate up to $4,500 to repair the leak on Interlaken.  Kathy Koziell seconds.  Motion passed 2-0.    

MS 434 is reviewed.  Adam Leiser makes a motion to not allocate funds from UFB.  Kathy Koziell seconds.  Motion passed 2-0. 

Dan Crean road rights document was distributed.  Will be re-sent. 

Adam Leiser discusses port-o-potties at beaches option.  Carry-in carry-out policy at beaches is discussed.  Cleaning of current outhouses is discussed. 

Mary Alice states facilitate movement in meeting. 

Little Loop will be discussed Monday.  

Thusis will be discussed on Monday

Mary Alice discusses need for plan for roads and culverts.  Prior attempts to establish a capital improvement plan are outlined.  Recommendation to focus on major items moving forward in a big picture.  Discussion on need to create plan.  Adam outlines time that can be spent developing a plan and then not being able to fund the projects.  Discussion on funding continues.  Mary Alice sates put things in order and then work out some of the funding.  Discussion continues; plan and then work on funding.  Raising water rates is recommended by Joe Farnese.  Adam outlines meeting with Ian to outline plan for water system.  Paula questions Adam’s statement – clarifies working with Ian to identify needs.  Step one; start plan. 

Adam Leiser makes a motion to form a road committee.  Kathy Koziell seconds.  Motion passed 2-0.  Mary Alice and Joe Farnese will assist with committee. 

5.  Accounts Payable

Adam Leiser makes a motion to approve 10 checks for a total of $29,219.02.  Kathy Koziell seconds.  Checks and invoices are reviewed and discussed.  Motion passed 2-0.       

6.  Minutes

Minutes of Aug 24 will be reviewed at next meeting. 

7. Commissioners Reports

Kathy Koziell discusses electrical work warrant articles.  $13,137 is updated cost for DPW updates.  Kathy Koziell outlines upgrades.  SCADA updating is one portion.  Adam Leiser makes a motion to approve.  Kathy Koziell seconds.  Motion passed 2-0. 

Adam Leiser makes a motion sign Summit electrical quote from EII for $5,553. Kathy Koziell seconds.  Motion passed 2-0.

Kathy Koziell states lightening protection at Chocorua to be looked at. 

Additional discussion on water system protection. 

Adam Leiser unseal non-pub Aug 8.  Kathy Koziell  2-0. 

Adam Leiser remove speed bumps after Columbus Day.  Kathy Koziell 2-0. 

Adam Leiser motion all meetings at lodge after next Monday.  Kathy Koziell 2-0.

Adam Leiser motion Update finances on website for Tuesday.  Kathy Koziell 2-0.

Adam Leiser motion fill out form  Nancy & Donna separate.  Kathy Koziell 2-0.

Adam Leiser states he was wrong regarding email issue with Jay Buckley regarding lack of repercussions.  Was discussed. 

Discussion on beach testing is held. 

Adam Leiser questions D & K bill.  Update was received yesterday; late notice with interest. 

Discussion ensues on bill and original questions sent to the engineers.  Sending a letter with the Adam Leiser motion pay the bill minus interest and send with letter outlining that interest should not be added as this is the first response from a letter dated May 5.  .  Kathy Koziell seconds.  Motion 2-0. 

Adam Leiser makes a motion to invite Chris Albert and Ian Hayes to the meeting Sept 28.  Kathy Koziell seconds.  Motion passed 2-0.   

Adam Leiser makes a motion sign letter to EPOA out of session.  Kathy Koziell seconds.  Motion passed 2-0.     

Adam reads committee agreement to remaining 4 persons present for additional input.  Jennifer Merrill outlines compliance with 91-A agreement; remaining persons agreed.   Discussion on documents continue. 

Adam Leiser discusses replacing the F-550 next year instead of the 7400.  States that what he has developed will be reviewed by rest of Board and he hopes for approval.  Discussion on funding and needs of the District is held.      

8. Signature Items 

Adam Leiser makes a motion sign letter to Terri Warren.  Kathy Koziell seconds.  Discussion ensues on two options for the letter having been proposed.  Adam Leiser states Kathy Koziell may choose which version is signed.  Kathy Koziell chooses Option B as prepared by Administrator Nancy Cole.  Motion passed 2-0. 

Adam Leiser makes a motion to sign the updated committee member agreement with repercussion statements.  Kathy Koziell seconds.  Paula outlines negativity and Boards lack of establishing priorities for work.  Discussion on review of documents and spending of time on rules and regulations that aren’t the most important.  Negative impacts of asking committee members to sign these things.  Adam outlines persons not showing up for meetings and occasional cancelation of meetings due to lack of a quorum as rationale for document.  Motion passed 2-0.     

Adam Leiser approve time off requests.  Kathy Koziell seconds.  Motion passed 2-0.

Adam Leiser makes a motion to sign the EPOA request for lodge use.  Kathy Koziell seconds.  Motion passed 2-0.       

9. Correspondence

The July VLAP testing results have been received and distributed. 

Notification of a tree limb in the wires for Muddy Beach pump house was received.  Eversource has been notified. 

Terri Warren has sent a statement regarding pond levels questioning status of the dam boards.  This has been discussed.

Beach testing information has been sent to the Environmental Committee. 

10. Scheduled Appearances

Mark Graffam states he is concerned about roads and the water system.  Mark has looked at the roads and outlines room for improvement in meeting with the highway foreman.  Discusses Old Town Road at Upper Lakeview Drive and outlines road is in worse shape now than when truck went off road last winter in this area.  Discussion on getting information from highway foreman.  Adam outlines Jay Buckley as liaison is not working.  Adam Leiser makes a motion to have Kathy Koziell become DPW liaison.  Kathy Koziell seconds.  Adam outlines no record of any discussion with DPW from Jay.  Kathy Koziell states Jay is better choice.  Kathy Koziell states will accept if it continues, determine after Monday meeting with DPW. Adam continues discussing lack of correspondence from Jay.  Mark Graffam discusses if liaison is not working, it is the Board’s fault.  Mark Graffam states Board is issue.  Board needs to meet with Kelly.  Meeting with Kelly is needed.  Paula outlines that she agrees that decision should held, Board needs to meet with Kelly.  Joe Farnese states that one person being accountable is needed.  Jennifer Merrill states that is DPW is not doing job, make a change.  Mark Graffam states that DPW is not being held accountable.  Joe Farnese states reporting from Kelly is needed and information should be known.  Condition of roads overall is outlined, need for grader is stated.  Motion failed 1-1 with Kathy Koziell against.  Mark Graffam cautions Kathy on being pushed into a position where she will be in the middle of the other two Commissioners.  Mark Graffam discusses the DPW meter installation occurring in August when meter failed in February.  States Board of Commissioners are in charge and need to take control of the water system.  Board is spending time doing other crazy stuff on social activities and the dam when the focus needs to be roads and water system.  Mark Graffam states that he will document this information.  Outlines math error on page 5 of the audit and openness on financing.  Outlines GASB compliant set up and work that went into that.  Would like to review all finances openly.  Questions committee on financing; requests purchase of scanner for allowance of invoices to be scanned.  Kathy Koziell questions how this is not open; Mark asks for all information in electronic format.  Mark continues with the need for the Board to review all information closely.  Adam Leiser responds that Board is doing a lot of work but does not know for certain that everything is being covered.  Mark reiterates that Board is failing.  Mark questions job of Administrative Assistant.  Questions budget for paying this person.  Adam states he is questioning level of knowledge of new person.  Mark outlines 10 hours per week; person shadowing at this time.  Suggests purchase of scanner and make all the information electronic; use second person in office to handle this as a project.  Adam Leiser responds that the position is to learn the office procedures, not scan documents.  Mark Graffam discusses $42,000 from water system in 2017 and request is to verify his beliefs of possible errors.  Mary Alice Lapoint questions openness; it is required by law.  Mark outlines vendors sending everything electronic.  Paula outlines that everyone should work together and that group should make all information as transparent for everyone.  Adam outlines budget shortfalls that were inherited from the prior Board.  Adam states not spend at this time, but work on appropriate levels for budget and then work on digitizing all information.  Effort is supported.  Mary Alice Lapoint states good idea and look into.  Adam Leiser makes a motion to have all vendors send invoices in electronic format.  Kathy Koziell seconds.  Motion passed 2-0.  Mark outlines maintenance and damage that occurs when drainage is overwhelmed.  Will show how roads are not being properly maintained.  Mark uses whirl-a-way pump as example.  States DPW foreman stated as trash pump – defines trash pump for Board.  Pump is not a trash pump; it is actually a high-pressure pump.  Culverts must be jetted to clean.  Mark adds that he does not want to play Adam’s game, his is not interested in private conversations.  Discussions should occur at Board of Commissioners meetings.    

Joe Farnese discusses prior Board issue with culvert. States he had oil showing on property.  A catch basin with a sump would be best option for cleaning.  No dirty water would then be allowed to pass onto the wetlands area.  States he added gravel to road at this own expense.  Outlined Kelly informed him of need to remove rip rap stone in culvert inlet.  Joe Farnese states he is willing to purchase the needed catch basin.  Outlines change in culvert from years ago.  Adam states that permit should be on file.  Adam Leiser makes a motion to have office pull all information on 23 and 26 Diessbach regarding culvert change.  Kathy Koziell seconds.  Motion passed 2-0.  Joe Farnese asks for a commitment to work Diessbach Drive for next year.  Joe requests gravel and proper grading.  Adam outlines need for increases in budget that will be needed to do correct maintenance.  Joe continues with outline of better workflow.  Joe will send in a drawing of what he believes should occur.  Adam solicits assistance for upcoming Annual Meeting from Joe Farnese on establishing budgets. 

Beth Gagnon discusses Porridge Shore Beach.  Outlines that sand was added in 2012.  States runoff from Porridge Shore Drive is entering beach area and pond.  Discussion on perching the beaches and protecting the ponds.  Adam Leiser makes a motion to task Environmental Committee to review all beaches.  Kathy Koziell seconds.  Beth Gagnon discusses review of beaches that would be needed.  There is one perched beach on Big Pea Porridge Pond that is visible from Big Loop Road should persons want to see what a perched beach looks like.   Motion passed 2-0.  Adam Leiser makes a motion to accept available boulders and store at Eidelweiss Beach parking lot.  Kathy Koziell seconds.  Discussion on amount of stones.  Mark Graffam states storing rocks in Eidelweiss Beach parking lot may cause difficulty with plowing and winter overflow parking.  Adam Leiser moves to amend the motion to give Kelly Robitaille discretion for location to store the rocks.  Kathy Koziell seconds.  Amendment passed.  Motion, as amended passed 2-0.    

11.  Public Comment

No other comments were received. 

12.  Other Business   

At 10:41 pm Adam Leiser makes a motion to enter non-public session pursuant to RSA 91-A:3, II (a) employment matters.  Kathy Koziell seconds.  Adam Leiser yea, Kathy Koziell yea and motion passed 2-0.

At 12:15 am Adam Leiser makes a motion to exit non-public session and resume public session.  Kathy Koziell seconds.  Motion passed 2-0. 

Adam Leiser makes a motion to have Jeff DeMartino attend Monday morning’s meeting.  Kathy Koziell seconds.  Motion passed 2-0. 

At 12:18 am Adam Leiser makes a motion to adjourn the meeting.  Kathy Koziell seconds.  Motion passed 2-0.  

Respectfully submitted,

Nancy E. Cole

Administrator

Agenda for September 5, 2019

1. Call to order 8:00 pm  

• Approval of the agenda

     Review of Actions, Projects and Issues List    

• Administration:  CM082419, payroll, Water main replacement at Interlaken ($85/ft,1,000 feet), MS 434, VDOE Road Rights and Board procedure recommendation, outhouses, metal recycling hwy, Madison burn permit, Little Loop, phone system, Thusis review, memorial placement   

• Accounts payable: $29,219.02 – 10 checks

• Signature Items: 26 Diessbach, 47 Eidelweiss Dr, 18 Little Shore, Terri Warren (2 options), Committee member agreement update

• Commissioners Reports:

• Correspondence: VLAP July results, MB tree branch in power line, Terri Warren pond level, Environmental Committee beach testing info, Leiser emails

• Scheduled Appearances:  Mark Graffam

• Public Comment:

1.  Other:  Sept 28 meeting – 2020 projects and future funding for VDOE capital needs, upcoming meeting schedule

Non-Public session RSA 91-A:3, II (a) employment matters Adjourn 

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

August 24, 2019

The Board of Commissioners met at 9:00 am on Saturday, August 24, 2019.  In attendance were Commissioners Adam Leiser and Jay Buckley.  Commissioner Kathy Koziell joined the meeting by phone.  Also in attendance were Donna MacKinnon, Theresa Hill, Paula Doyle, John Cancelarich, Terri Cancelarich, Mark Graffam, Treasurer Dinah Reiss, Larry Sodano and Andrew Harteveldt.  The meeting was filmed for Madison TV by Tim Hughes.                              

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

1. Agenda

Adam Leiser makes a motion to approve the agenda.  Jay Buckley seconds.  Jay Buckley makes a motion to amend the agenda to delay the scheduled appearance.  No second.  Amendment fails.  Motion passed 2-0. 

Adam Leiser makes a motion to call Kathy Koziell.  Jay Buckley seconds.  Motion passed 2-0.  Kathy Koziell joins the meeting by phone.      

Action list is reviewed and discussed.    

2. Highway Department Report 

3. Water

4. Administration

Discussion on water line replacement option on Interlaken.  Cost has been estimated at $85 per foot for up to 1,000 feet.  Kathy Koziell outlines request for information from Ian Hayes.  Adam Leiser discusses option to replace this line.  Discussion on funding options.  Pipe Replacement and Water System CRF could be used.  Dinah Reiss verifies funding availability.  Kathy Koziell discusses depletion of the funds should an emergency occur.  This will be discussed again.  Paula Doyle outlines spending of up to $100,000 without going to the voters seems excessive.  Adam Leiser outlines multiple small leaks in one section with may surface should just small repair be done.  Water usage for July is reviewed, a large increase in usage shows.  Verification that the leaks are in this area is outlined.  Adam Leiser makes a motion to allow him to contact Ian Hayes as necessary to get answers to questions.  Kathy Koziell seconds.  Jay Buckley outlines sending questions through the office as a proper public document.  Adam Leiser outlines he will summarize in an email.  Dinah Reiss outlines need to meet with Ian as a Board.  Sending questions to Nancy will be done.  Andrew recommends swapping next two meetings to make Thursday Sept 5 be a morning meeting.  Jay Buckley outlines requesting a meeting this past week that was not able to happen.  Jay Buckley outlines needs for transparency.  Kathy Koziell states she does not see an issue with a single commissioner asking questions and bringing to Board.  Vote 2-1 with Jay Buckley against as proper process would be questions through the office.   

Motion Log is reviewed.

Review of financial summary 2019 to date.  Adam Leiser outlines need to replace the culverts on Middle Shore; this was done through Capital Reserve.  Adam discusses review of what true operating budget should look like.  Adam discusses current budget levels.  Budget underfunding in 2019 is outlined and discussed. 

Cash flow report is reviewed and discussed.  TAN proceeds will probably not be needed until November.  Adam Leiser questions what number unassigned balance would need to be to not take a TAN loan.  This will be worked on by Dinah Reiss and Nancy Cole. 

Water daily usage and pump house electric reports are reviewed and discussed.  Increases from norm are outlined. 

Porridge Shore Beach is discussed.  Adam Leiser outlines review by Environmental Committee.  Request for landscape designer has been responded to by Jay Buckley.  Adam thanks Jay.  Two dead trees will be removed from neighboring property by the neighbor. 

Working on beaches going forward is outlined and discussed.              

5.  Accounts Payable

Jay Buckley makes a motion to approve 4 checks for a total of $17,829.04 and sign out of session.   Adam Leiser seconds. Checks and invoices are reviewed.  Motion passed 3-0.     

6.  Minutes

Adam Leiser motion approve minutes of Aug 15.  Jay Buckley seconds.  Motion passed 2-0-1 with Kathy Koziell abstaining as she was not in attendance.    

7. Commissioners Reports      

8. Signature Items 

Review of correspondence to 47 Eidelweiss Drive is held.  Water flow in the area is damaging edge of road and bottom of driveways. Some of the damaging flow is coming from the two driveways at 47 and 49 Eidelweiss Drive.  Letter is reviewed.  Jay Buckley outlines review of area with Kelly Robitaille.  Question of a culvert on the lot on Appenvel Way for road drainage was made, this water is not adding to the water coming down the driveways.  Adam Leiser states he would like additional discussion in Non-Public session. 

Adam Leiser makes a motion to sign response to Mark Graffam.  Jay Buckley seconds.  Motion passed 3-0.    Mark Graffam questions if truck has been received.  Mark Graffam discusses lack of itemized numbers on invoice that authorized down payment to garage.  Mark questions if any updates to the invoice have been received.  No updates.  Mark outlines breaking in truck and not allowing truck to sit at the shop.  Contact will be made Monday with shop.  Confirmation of date and confirmation of cost are outlined.  Adam Leiser makes a motion to allow him to contact Albany Service.  Jay Buckley seconds and amends he make contact.  Kathy Koziell seconds amendment.  Motion, as amended, passed 3-0.   Mark Graffam outlines that future vehicles should be properly outfitted at an outfitting company like HP Fairfield, Messer or Viking.  Discussion ensues on details of buying the truck and expense being incurred.  Learning experience is outlined by Mark Graffam.  Mark outlines personal involvement of Commissioners in large ticket items. 

Jay Buckley makes a motion to approve lodge use request by Art Babineau.  Adam Leiser seconds.  Motion passed 3-0. 

Adam Leiser makes a motion to approve the CRF withdrawal from the Road Construction Capital Reserve fund that includes highway labor.  Jay Buckley seconds.  Motion passed 3-0.  Adam Leiser makes a motion to sign the Road Construction CRF withdrawal for replacement of the Bristenstock culvert in the amount of $1,343.44.  Jay Buckley seconds.  Motion passed 3-0. 

Adam Leiser makes a motion to sign the Road Construction CRF withdrawal for replacement of the driveway culverts on Middle Shore in the amount of $1,706.52.  Jay Buckley seconds.  Motion passed 3-0. 

Adam Leiser makes a motion to sign the Office Equipment CRF withdrawal for installation of the updates to QuickBooks in the amount of $987.49.  Jay Buckley seconds.  Motion passed 3-0. 

9. Correspondence

Granite State Analytical has sent the monthly water system test results; pH good, system clean.

Adam Leiser makes a motion to accept the donation of the Little Library.  Kathy Koziell seconds.  Jay Buckley outlines memorial plaque on library box.  Prior declines to place memorial plaques is discussed, Jay Buckley makes a motion to have plaque remain for one month and then be removed.  Kathy Koziell seconds.  Andrew Harteveldt outlines that Jen Leiser had volunteered to be custodian of the library and since she has passed, he thinks it is appropriate.  Adam Leiser outlines private donation.  John Cancelarich states table for now.  Jay Buckley amends motion to table for one month.  Kathy Koziell states create policy if this path is followed.  Kathy Koziell seconds amendment.  Motion passed 3-0.

Big Pea Porridge Pond Association meeting is discussed.   

Tower rent check has been received.        

10. Scheduled Appearances

Adam Leiser makes a motion to allow Andrew Harteveldt to work with Nancy Cole to correct phone issues.  Kathy Koziell seconds.  Jay Buckley would like to be able to review recommendations from Andrew prior to implementing.  Discussion ensues on lack of experience of the Board in this matter.  Andrew states he will involve Board as progress continues.  Jay Buckley requests approval to work with this as well.  Kathy Koziell agrees. Adam Leiser moves to amend motion to include deadline of Sept 5.  Motion passed 2-0-1 with Jay Buckley abstaining.  Adam Leiser makes a motion to approve up to $550 to get this done.  Kathy Koziell seconds.  Motion passed 2-1 with Jay Buckley against expending funds on this item at this time.  Line item will be office equipment.  

11.  Public Comment

12.  Other Business   

Adam Leiser makes a motion to publicize state of municipality at 10 am Sept 28 meeting on Info board, Facebook page, Next-door Eidelweiss, newsletter and VDOE website.  Jay Buckley seconds.  Discussion on outlining message to be publicized.  Adam Leiser outlines proposed agenda including 2019 and 2020 budgets, changes in 2019, highway equipment, VDOE capital needs and 2020 proposed warrants.

Discussion on future funding, need to review all upcoming capital needs and impact on tax rate or water rate.  Terri Cancelarich discusses impact and cash flows forecasts.  Outline of situation in VDOE and need for capital improvements is reviewed. 

Discussion on the presentation for Sept 28 is held.  Jay Buckley discusses including roads and costs for upcoming road needs as necessary for presentation.  Adam states he will send review when he is ready.  Jay asks for Kathy input.  Kathy Koziell states that should be ready for upcoming Sept meeting for discussion by Board prior to scheduled presentation. 

Scheduling a work session is outlined.   

Committee exchanges for information is outlined.  Jay discusses sent email and that Adam’s response was wrong.  Jay put document together and responded to a question from a Committee Chair.  Jay adds that no discussion for repercussions of not signing have been held.  Adam states that Jay responded outside approval of Board on something that Board has not discussed.  States incorrect information.  Jay questions statement of incorrect information and Adam agrees that no implications have been discussed by Board.  Kathy Koziell outlines Board should have had conversation but agrees.  Paula Doyle states that document is to follow the law as a member of committee.  Document states abide by law.  Paula outlines workflow as responsibility of Board, not one Commissioner.  Adam states both should have been received at same time, but both documents were not available.  Paula outlines getting work done and not worrying about employee manuals, timecards and committee documents – stop messing with processing stuff as she is getting tired of the nonsense. 

Jay Buckley outlines cost difference review for two options on Little Loop that was requested to be available for this meeting.  Difference is over $2,000 plus an additional day of labor for the larger project.               

At 10:41 am Adam Leiser makes a motion to adjourn the meeting.  Jay Buckley seconds.  Motion passed 3-0.   

Respectfully submitted,

Nancy E. Cole

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

August 15, 2019                                                           

The Board of Commissioners met at 7:00 pm on Thursday, August 15, 2019.  In attendance were Commissioners Adam Leiser, and Jay Buckley.  Commissioner Kathy Koziell joined the meeting by phone.  Also in attendance were Gloria Aspinall, Mike Dolan, Dianna Dolan, Andrew Harteveldt and Treasurer Dinah Reiss.  The meeting was filmed for Madison TV by Tim Hughes.                              

At 7:05 pm Commissioner Adam Leiser calls the meeting to order.   

1. Agenda

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

Adam Leiser makes a motion to call Kathy Koziell.  Jay Buckley seconds.  Motion passed 2-0.  No answer.  Kathy Koziell contacts at 7:18 pm. 

Action list is reviewed and discussed.    

2. Highway Department Report 

Review of heavy equipment.  Backhoe update has been quoted at $85,000. 

Bristenstock culvert was replaced today. 

Thusis will be reviewed tomorrow by Jay Buckley.

Snowplow policy will be looked at this fall. 

Discussion Eidelweiss Dr. 

Adam Leiser makes a motion to send a letter to Saint Moritz property owner stating initial work has been done.  Jay Buckley seconds.  Motion failed 0-2.  No need to send letter until final work done. 

3. Water

Review of leak detected at 31 Interlaken.  Email from Ian Hayes is reviewed.  Repair estimate $2,000 to $4,000 dollars.  Ian outlines in the email that no large leak has been discovered with leak detection.  Additional leak detection to be completed this fall.  Jay Buckley outlines that road is wet which will cause issues come winter.  Discussion on small leaks being located.  Adam Leiser outlines needs for plan to replace water main in this area.   

Adam Leiser makes a motion to call Ian Hayes.  Jay Buckley seconds.  Motion passed 2-0.  No answer.  Discussion continues.  Adam Leiser makes a motion to allow him to contact Ian Hayes and summarize discussion in an email.  Kathy Koziell seconds.  Discussion ensues.  Kathy Koziell states she can call and request a plan of action.  Jay Buckley outlines need to have area be dry before winter.  Kathy Koziell moves to amend the motion to Kathy Koziell in lieu of Adam Leiser for contact.  Jay Buckley seconds amendment.  Amendment passed 3-0.    Discussion on replacing lines in this area from the Pipe Replacement CRF.  Discussion on cost for replacing lines in this area is held.  Discussion on cost for connecting houses in this section as additional charges.  Discussion spending money on new line and not chasing the small leaks. Motion, as amended, passed 3-0. 

Discussion electrical work at DPW garage.  Combining the two electrical systems into one new meter is outlined and discussed.  Adding a sub meter is discussed.  Keeping finances separate between water and highway is discussed.  Andrew Harteveldt outlines available gadgets that can show the kwh usage on any given electric line.  Andrew will send information.    

Reinach pressure zone is discussed.  Discussion on Larry Leonard sending emails to the engineers.  Adam Leiser makes a motion to allow him to contact Chris.  Kathy Koziell seconds.  Motion passed 3-0.  

22 Appenvel way will be followed up on next meeting.    

Question on recent water outages; due to lightening.  SCADA system was off-line.  Kathy Koziell should have numbers next week with a first week of November for target installation.  Meter at DPW well is now online and connected to SCADA.   

4. Administration

Discussion on newsletters.  Adam Leiser questions twice monthly newsletters.  Adam Leiser outlines need to get information to the public.  Adam recommends more frequent meetings.  Discussion continues on communication.  Andrew outlines some information could be sent out more frequently with weekly blasts of maybe 3 or so topics instead of longer newsletters once per month.  Communication Committee will discuss. 

Discussion on awareness of committees so that all information from each committee be included in newsletter.  Adam Leiser makes a motion to have committee chairs be informed to send info for suggested public communication to office for distribution.  No second. 

Andrew Harteveldt discusses call forwarding as a way to get calls sent to the Highway Department.  Jay Buckley motion Andrew review PBX with Nancy.  Adam Leiser seconds.  Motion passed 3-0.  Adam Leiser makes a motion to allocate up to $150 per month for phone system corrections.  No second.  Andrew will send three options to the Board. 

Adam Leiser makes a motion to allocate extra $50 to Kelly Robitaille for being on call for August.  Kathy Koziell seconds.  Motion passed 3-0.      

Little Loop is discussed.  Adam Leiser discusses using design already approved instead of the modifications.  Adam discusses cost of project and savings potential.  Discussion on possible liability for VDOE by changing design.  Cost estimates can be compared to determine if savings would warrant the changes.  Discussion continues.  Removal of large pine at edge of existing driveway is discussed; area will have riprap added to prevent erosion.   

Thusis culvert will be reviewed when dry. 

Pump house security is discussed.  Securing pump houses is needed.    

Payroll report is presented.  Timecards are reviewed and discussed.  Adam Leiser makes a motion to approve payroll in the amount of $6,946.42.  Jay Buckley seconds.  Motion passed 2-0. 

Finance options for Reinach loan is reviewed.  Longer financing costs versus shorter loan costs are reviewed.  A 20-year loan versus 10-year loan term is discussed.  Andrew Harteveldt outlines other needs of the VDOE and funding that will be needed.  Paying off as soon as possible is discussed.  Dinah Reiss outlines longer term based on impact to tax rate. 

Third party electric will be reviewed in September. 

Grader repair is discussed.  Kelly Robitaille is pursuing Chadwick Ba-Ross.  Kelly looking into options to get a grader here.   

5.  Accounts Payable

Adam Leiser makes a motion to approve 19 checks for a total of $31,886.46.  Jay Buckley seconds.  Motion passed 2-0.    

6.  Minutes

Adam Leiser motion approve minutes of Aug 8.  Jay Buckley seconds.  Add walkie-talkie info.  Motion passed 2-0. 

7. Commissioners Reports

Kathy Koziell outlines electric at DPW II has been updated. 

Adam discusses establishing a water committee meeting.  This will be done.

Discussion on committees and member agreement. 

Discussion on sharing email list with EPOA is held. 

Discussion on meeting Sept 28.  Caution for any person invited having a benefit of new information is made.  Adam will work on list of potential persons to invite.

Adam Leiser discusses the website.  Notice 1 and 3 to be removed; remove duplicate See Something Say Something posting. 

Adam Leiser motion remove 10-inch board and place 8-inch board in.  Jay Buckley seconds.  Discussion on reason for removing is held.  Motion passed 2-0. 

Discussion on management of the dam is held.   

8. Signature Items 

Adam Leiser makes a motion to sign committee member agreement.  Jay Buckley seconds.  Motion passed 2-0. 

Review of DES appeal letter.  Adam discusses adding bullet points of criteria.  Adam Leiser makes a motion to update letter and sign out of session.  Jay Buckley seconds.  Motion passed 2-0. 

9. Correspondence

DES SRF formal notice of no funding for Reinach tank project.  

Place Reinach drainage on next agenda.

Thusis culvert pictures have been received from Mark Graffam.

Big Pea Porridge Pond communication is happening.   

10. Scheduled Appearances

11.  Public Comment

Gloria Aspinall discusses monitoring of beaches and would like to see a beach test completed to have on record for safety.  Discussion on algae blooms being noted in some ponds in NH.  Some algae are hazardous to animals and/or people.  Discussion on testing ponds; this is not a requirement.  Adam Leiser outlines intent to place a warrant article on next year’s Warrant to allow voters to determine if testing will be done. 

Mike Dolan still needs a volunteer for Labor Day weekend. 

Adam thanks Mike Dolan for coordinating the beach raking volunteers.

Andrew advises the Board to take the time needed to review information; this is a marathon, not a sprint.  Keep going without becoming overwhelmed, even if things happen slower than desired. 

Andrew questions persons who have spaces reserved on canoe racks and no watercraft is currently present.  Future discussion will be held on this.              

12.  Other Business   

Letter signed out of session are placed in the public record. 

At 9:09 pm Jay Buckley makes a motion to adjourn the meeting.  Adam Leiser seconds.  Motion passed 2-0.   

Respectfully submitted,

Nancy E. Cole

Administrator

 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

August 8, 2019

The Board of Commissioners met at 9:00 am on Thursday, August 8, 2019.  In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley.  Also in attendance was Mark Graffam.  The meeting was filmed for Madison TV by Tim Hughes.                              

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. 

Action list is reviewed and discussed.    

2. Highway Department Report 

3. Water

4. Administration

Grader lease has been reviewed.  No pre-payment penalty exists.  Current payoff is $111,000.   

Water meter analysis.  Adam Leiser discusses that the costs of the system are fixed costs.  Adam Leiser makes a motion to approve the water meter analysis.  Kathy Koziell seconds.  Discussion on time frame and review to be done by Jay Buckley.  Jay Buckley outlines that all the information needs to be reviewed prior to a discussion.  Confirmation that water meter analysis is public document.  Jay Buckley outlines that review is in process.  Adam Leiser states taking too long, this needs to be completed and done with.  Adam adds that meters should not be added in the VDOE.  Discussion on devisive issue, finalize and move forward.  Jay Buckley discusses contact with Rick Skarinka.  This contact was not authorized by the Board.  Adam Leiser outlines no decision; Administrator clarifies that decision to contact State officials is a decision.  Jay Buckley discusses that there are other ways to bill; other communities have handled this and input should be reviewed.  Jay Buckley outlines meters can be beneficial to help with leak detection and usage.  Jay Buckley wants to review the information; adds Adam is wasting time discussing this now.  Adam responds do not continue with this.  Adam adds that the money that would be spent to install meters would be better used to replace old water pipes thus reducing leaks.  Jay outlines need to take time to review; not a priority.  Motion failed 1-2 with Jay Buckley and Kathy Koziell against approving now prior to review of the additional information.   

No dogs on signs beach have been priced at $17 - $20 per sign.  Discussion on need for visible signage as outlined by Madison Police.  Kathy Koziell discusses updating the signs.  Waiting for next spring to order is discussed for budgetary reasons. 

Beach testing results are discussed.  Adam Leiser asks Mark Graffam about this topic.  Mark Graffam outlines that manner of stopping the testing was his issue; this was not advertised in advance.  Issue is not notifying public in advance that the testing would not be done.  Notice was in July newsletter; one month too late.  Adam Leiser makes a motion to ask Communication Committee to do newsletter twice per month.  Kathy Koziell seconds.    Adam states that he is frustrated stuff is not getting done.  Adam discusses too slow; website has not been done yet; feels stuff is not getting done.  Motion tabled.  Kathy will reach out to Chairman of Committee.  Adam reads Mission Statement of Communication Committee.  Adam questions if committee is doing that.  Jay Buckley outlines they are doing this; newsletter has been well done.  Notices could have been placed by VDOE or email blast could have been done to notify the public that the beach testing would not be done this year.  Adam makes recommendation that the Communication Committee meet every other week to evaluate and recommend action.  Jay accepts responsibility for the Board that notice was not given.  Adam discusses website update and motion to make updates.  Discussion that Communication Committee has not given any recommendations for updates.  Adam reiterates that things are not getting done fast enough.  Mark adds that primary point was not notifying the public.  Outlines detail that in prior years process allowed for retesting Wednesday to get results Friday.  Discussion on testing being handled by EPOA and not by the Board.  Discussion on positive test results received.  Adam outlines lack of funds to pay for this testing this summer.  Mark outlines including all factual information in any discussion with voters.  Details need to be included.  Going forward with a warrant article will be done.  Jay outlines that if article were to pass, a plan for testing could then be established.  Discussion on having plan to relay to voters when presenting the article is held.  Adam Leiser makes a motion to have Environmental committee create formal proposal on how testing will be done.  Kathy Koziell seconds.  Adam outlines that this should be part of plan that will be given to the voters.  Discussion on funding for all testing and allowance for retesting within the warrant article is held.  Motion passed 3-0.   

Adam Leiser delivers the drafted response to Mark Graffam.    

Enforcing Ordinances question from Highway is discussed.  Adam Leiser motion instruct DPW to contact law enforcement if violation seen.  Kathy Koziell seconds.  Jay Buckley discusses DPW not taking time to contact law enforcement with.  Motion passed 2-1 with Jay Buckley against DPW taking time. 

5.  Accounts Payable

6.  Minutes

Adam Leiser makes a motion to approve the minutes of July 27.  Kathy Koziell seconds.  Motion passed 3-0.   

Adam Leiser makes a motion to amend the August 1 minutes to include the dollar amount of the manifest as $51,962.62 and approve as amended.  Jay Buckley seconds.  Motion passed 3-0. 

7. Commissioners Reports

Jay Buckley discusses input from neighbor regarding financial guidance on spending.  Information will be sent for distribution. 

Jay Buckley attended Planning Board meeting last night regarding replacement of Sheriff’s Tower on Oak Hill.  New structure will be 110 feet.  Discussion on existence of ledge and ability to pin to the rock was held.  Fall zone was discussed, could hit cabana, could hit Summit pump house and Coleman Tower as well as private property.  Discussion on insurance and coverage would exist.  Discussion on payment to VDOE from the Sherriff’s Department or from Conway is held.  Mark Graffam outlines Sherriff’s Department and wear and tear on road and use of cabana building that could be compensated for.  Adam Leiser makes a motion to add review of contract for possible addition of a charge as a low priority for 2021 review.  Kathy Koziell seconds.  Motion passed 3-0. 

Discussion on phone system is held.  Belief the issue is fixed is stated.  Adam requests clarity on calling 911 for emergency situations. 

Jay Buckley recommends having only one cell phone for DPW.  Phone could be exchanged based on who is on call.  Adam discusses having walkie-talkies instead of cell phones as an option.  Options will still be looked into.  Jay outlines trying to resolve the on-call situation.  Discussion ensues on compensating Kelly an additional $100 per month for being primary on-call person.  Looking into solutions is being done.  Discussing with Kelly will be held.  Adam asks Jay if he has had the approved discussion with Josh Jennings.  Jay states that he has not.  Adam continues to show frustration at not having documentation and information.  Adam states Jay should do more work and should complete projects or determine if he should remain on Board.  Jay will take under advisement. 

Jay discusses need to raise funds for highway work for part time help for planned workload; $4,000 is target. 

Adam questions using Road Construction CRF for salary of part time employees as this is directly related to road construction.  Adam Leiser makes a motion take funds for paying Rhonda from Office Equipment CRF.  Kathy Koziell seconds.  Discussion ensues on verbiage used in outlining savings.  Motion passed 3-0. 

Adam Leiser makes a motion to move Middle Shore driveway culverts and salaries for this project to Road Construction CRF.  Kathy Koziell seconds.  Discussion on using CRF funds in this manner is held.  Motion passed 3-0.    

Discussion on electrical review of DPW II.  Lights will be looked at with electrician this afternoon. 

Adam discusses negotiating with employees.  Would like to discuss in non-public session.  States discussion is compensation.  Kathy Koziell states go into non-public session and determine.  Review of 91-A wording is held.  Mark Graffam outlines that this should be public, not reviewing performance – review of scheduling should be done in public as it relates to tax-payer funds.  Discussion on non-public session and right of employees to be present during discussion is held.  Adam reviews email from NHMA.  Mark outlines that not enough information is at hand to determine if proposed discussion should be public. 

Canceling the review of Burgdorf is discussed.  Adam Leiser makes motion to cancel the work requested for budget savings.  Kathy Koziell seconds.  Motion failed 0-3. 

Adam Leiser makes a motion to have White Mountain Survey complete work in first two weeks of January for receipt prior to annual meeting.  Kathy Koziell seconds.  Motion passed 3-0. 

Adam Leiser makes a motion renters guidance letter to Select Real Estate and other rental places requesting document be distributed to renters.  Kathy Koziell seconds.  Jay questions authority and language to be used in distribution.  Motion passed 2-1 with Jay Buckley against as not within VDOE rights. 

Adam mentions inviting Rick Skarinka, Chris Albert, Chris Hodgson and Ian Hayes to the meeting on September 28.  Discussion on others that may be appropriate to invite is held.  This will be discussed again going forward for finalizing list.   

Email from Ken Thomas regarding financing of the water tanks is discussed.  Discussion on payment of interest rate for tank loan in 2019 is outlined.  Taking money in 2019 is discussed. 

Allocating remaining funds on interest raised 2019 payment to 2020 payment is outlined as an option.  Having bidders’ numbers is discussed.  Adam requests written confirmation bank can turn around loan if application is finalized in early December.  Adam will send comparison information on a 10 year vs 20 year loan; could be up to $250,000.    

Adam Leiser makes a motion to send a thank you letter Charlie Krautmann.  Kathy Koziell seconds.  Motion passed 3-0.  Adam Leiser makes a motion to have draft prepared and allow Commissioners to sign out of session.  Jay Buckley seconds.  Motion passed 3-0.

Discussion on forwarding alarms from SCADA is held; this cannot be done.  Discussion on recent water outage on Reinach side is held.  SCADA alarms did not go off that morning to alert the water operator.  Tom Therrien is scheduled to be here tomorrow for SCADA updates needed. 

Little Loop project being done by the DPW off hours is held; doing this during normal work hours is outlined.  Freeing up hours for part time employee Tony Eldridge will be done by charging this work to the Warrant Article. 

Adding Reinach information to website is discussed.  Adam Leiser makes a motion to add the Reinach tank documents to Water Committee page.  Jay Buckley seconds.  Motion passed 3-0. 

Discussion on signing 91-A document by the committee members is held.  Adam Leiser makes a motion to distribute to Board of Commissioners for signing by committee members.  Kathy Koziell seconds.  Motion passed 3-0. 

Adam Leiser discusses emails from Larry Leonard.  Committee guidelines will be sent. 

Discussion on updating employee rights within employee handbook is held.    

8. Signature Items 

26 Diessbach contact is presented.  Adam discusses opening dialogue with persons and working together.  Would like to reach out and shake the persons hand.  Discussion on enforcement of legal violation of VDOE right of way.  This could be done as a Board.  Jay outlines that the Board should contact in writing.  Mark Graffam outlines that there does not appear to be agreement amongst Board.  Kathy Koziell makes a motion to allow Adam to contact 26 Diessbach to address issue.  Adam Leiser seconds.  Motion passed 2-1 with Jay Buckley against as this should be in writing.   

Bob D’Ambra response is reviewed.  Adam Leiser makes a motion to sign this letter.  Kathy Koziell seconds.  Kathy outlines that she saw this person on the beach with his dog.  Resident did not like Muddy Beach area.  Kathy Koziell informed Mr. D’Ambra of the vote of the Board to have the Environmental Committee evaluate the area for better access.  Adam questions authority for this discussion; Board did not grant authority.  Statement that discussion was passing on information already voted by Board that exists as a public document.  No authority would be needed.  Motion failed 0-3 as it is unnecessary to send this letter.   

Work Order 1156 is presented.  Adam Leiser makes a motion to sign WO 1156 for disconnection of the leaking scenic overlook water hookup.  Kathy Koziell seconds.  Motion passed 3-0. 

Graffam response has already been reviewed. 

9. Correspondence

47 Eidelweiss Drive has requested an update on the culverts at the end of the driveway.  Adam Leiser discusses inviting residents in for discussion. States that VDOE should repair prior to requesting driveway repairs.  Adam Leiser motion letter 47 & 49 Eidelweiss Drive stating that work will be done upon return of grader to correct drainage that will be signed out of session.  Kathy Koziell seconds.  Motion passed 3-0.   

Meta Stahlberg has requested to be included in any discussion on Porridge Shore Beach.  Adam discusses meeting at Porridge Shore Beach with Nordel Gagnon and Kevin Ackert.  Others were in attendance.  Discussion on support for concept of updating the beaches to correct runoff.  Adam outlines grading of road on Porridge Shore to keep runoff from entering the pond.  Statement that Nordel Gagnon will remove two trees and limb a third tree as well as may be willing to grant an easement for storm water runoff is made by Adam Leiser.  Mr Gagnon will complete the tree work in September and will contact his Attorney for drafting of a storm-water runoff easement.  Landscape design is needed to move forward with permits from DES.  Mark Graffam discusses a perched beach.  This holds back all sand from entering the pond.  All options will be looked into.  Locating a landscape designer is outlined.  Adam Leiser makes a motion to ask Mark to look for a designer to assist Environmental Committee in design for Porridge Shore Beach.  Kathy Koziell seconds.  Jay Buckley moves to amend to place on VDOE website to locate volunteer designer to work with Environmental Committee and Board of Commissioners to work on design for Porridge Shore Beach.  Adam Leiser seconds.  Motion passed 3-0. 

Discussion on water at 31 Interlaken.  Ian Hayes has stated that the leak is not at this location but is surfacing there.  May be the service line.  Jay Buckley makes a motion to contact Ian Hayes today for update on leak and steps of action.  Steps to be distributed to Board of Commissioners.  Kathy Koziell seconds.  Discussion on water surfacing on VDOE property at mouth of driveway.  Adam discusses having DPW dig random spots to locate leaks.  Use of outside excavation with experience digging near water lines is outlined as process; not DPW.  Motion passed 3-0. 

10. Scheduled Appearances

11.  Public Comment

12.  Other Business   

The trees on Reinach Place have been removed secondary to discussion with property owner by Adam Leiser.   

Committee member agreement is reviewed.  Kathy Koziell outlines 91-A document.  Can be phrased into a mission statement.  Adam Leiser makes a motion to sign the document.  Kathy Koziell seconds.  Review of document is held.  Jay Buckley asks what problem is being solved.  Adam Leiser outlines that Jay was to have this completed and it was not done.  Jay outlines that 91-A document was developed and agreed to.  Jay states that the 91-A document is the guidance to the committee members.  Adam responds that two documents were clearly identified on June 10 meeting minutes and this has not been done.  Adam outlines issue is committee member violated law by contacting engineer and scheduling a meeting without authority.  Adam states should not have happened.  Motion passed 2-1 with Jay Buckley against stating that any violation would be of 91-A and that there is no repercussion of violation of this additional document.     

Thusis culvert is discussed.  Jay Buckley outlines marked up drawing has been completed.  Adam outlines not received 12 hours in advance.  Jay outlines that meeting between Adam and Mark was not permissible as this meeting was outside the vote of Board to have Jay handle.  Water level still needs to go down to see bottom of pipe.  Adam outlines confirming that project needs to be done should be done prior to spending tax-payer dollars prior to this confirmation.  Concerned that request for release of funds for project not yet confirmed as necessary.  Adam discusses getting a camera placed in culvert for confirmation of need.  Mark Graffam outlines spotlight available and DPW can look inside culvert.  Stating misinformation on bottom of culvert being rotted when this is not actually known is outlined by Mark Graffam.  Let the area dry and look inside pipe to evaluate the physical pipe and slope of the pipe.  Pipe is flowing.  Discussion on drawing; rip rap does exist at outlet of proposed pipe.  Kathy Koziell states not part of plan.  Jay Buckley outlines this drawing is not final, this was a review for input by Kelly Robitaille.  Discussion on obtaining permits from DES is held.  Identifying that problem exists is outlined as first step.  Establishing that this is a priority is questioned by Mark Graffam.  Adam Leiser states that he agreed at Annual Meeting to work with Mark Graffam on necessity of this project.  Kathy Koziell outlines stated to wait until August for review so it could be looked at.  Adam is looking for confirmation of necessity.  Adam would like to see design marked out prior to voting yes on any project. 

Culvert will be checked when dry.  Jay will work with Kelly for this information. 

Mark Graffam questions movement seen by Jay Buckley when Kelly Robitaille had shovel on pipe; Jay was able to move culvert easily.  Separation a few feet in seems to exist.              

Little Loop is discussed.  Adam Leiser discusses drainage in the area and funds for this article could handle additional work on Little Loop.  Design has not been finalized.  Adam Leiser states he feels he is doing other persons work as well as his own and he is tired of doing this.  Jay Buckley outlines he has met with Kelly Robitaille on this and is updating the drawings for submission to DES.  Concerns on completing this project are held.  Copy of draft drawing will be sent electronically to Kathy Koziell for review.  This can be done

Adam Leiser makes a motion to allow Kathy Koziell to discuss Little Loop project as she feels necessary.  Kathy Koziell seconds.  Discussion on ability of Kathy to request answers from persons she chooses.  Motion passed 2-0-1 with Adam Leiser abstaining as it is his property. 

Adam Leiser shows a document on his computer for confirmation of a non-public issue to Commissioner Kathy Koziell and Commissioner Jay Buckley.  This direct violation of NH RSA 91-A to garner input from the Board for a document that is not available to be seen by others present or anyone watching the video is outlined by Administrator Nancy Cole and resident Mark Graffam.  It is also pointed out that the taking of a secret ballot during a public session is also a violation of NH RSA 91-A.  Adam Leiser states that he will drop this issue and not discuss during non-public session.    

At 1:12 pm Adam Leiser makes a motion to enter non-public session pursuant to RSA 91-A:3, II (a) employment matters.  Kathy Koziell seconds.  Motion by roll call Adam Leiser yea, Kathy Koziell yea, Jay Buckley yea.  Motion passed 3-0.   

At 1:23 pm Adam Leiser makes a motion to exit non -public session. Kathy Koziell seconds.  Motion passed 3-0. 

Adam Leiser makes a motion to seal the minutes of the non-public session.  Jay Buckley seconds.  Motion passed 3-0.   

At 1:24 pm Adam Leiser makes a motion to adjourn.  Jay Buckley seconds.  Motion passed 3-0. 

Respectfully submitted,

Nancy E. Cole

Administrator