VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

June 20, 2019

The Board of Commissioners met at 8:00 am on Thursday, June 20, 2019.  In attendance were Commissioners Kathy Koziell and Jay Buckley.  Also in attendance were Kelly Robitaille (hwy), Treasurer Dinah Reiss and Paula Doyle.  The meeting was filmed for Madison TV by Tim Hughes.                            

At 8:04 am Commissioner Kathy Koziell calls the meeting to order.   

1. Agenda

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

2. Highway Department Report 

Kelly Robitaille reports that the culverts at 22, 24 and 26 Middle Shore have been replaced. 

Kelly adds that the driveway culverts were positioned to maintain flow.  Not as deep as they should be placed but had to match the road culvert depths.  Kelly Robitaille outlines that one of the driveways had an underdrain from the house that was placed below the culvert.  This has been corrected as best as possible but will be watched.

Kelly Robitaille discusses requested driveway permits.  One permit request for Class VI East Bergamo has been received.  The road has not yet been developed, so Kelly cannot see the driveway markings to do an inspection.  Kelly outlines that the crew will have to plow the additional few feet as they cannot leave the snow in the middle of the road and there is no place to put snow in the area.  Jay Buckley will review the area. 

The float at Eidelweiss Beach needs a new ladder.  Kelly Robitaille reports that an aluminum ladder is $280.  Jay Buckley motion appropriate up to $300 for ladder.  Kathy Koziell seconds.  Motion passed 2-0.

Kelly Robitaille discusses upgrading the backpack leaf blower.  A stronger blower is available for $599 at Lucy Hardware.  Jay Buckley makes a motion to allocate $600 for the Stihl backpack leaf blower.  Kathy Koziell seconds.  Discussion on allocating to Parks & Rec is held. Motion passed 2-0.           

Discussion on the other driveway permits for construction is held.  These driveways are good to go. 

Kathy Koziell discusses updating the electronic information regarding road maintenance.  Documentation of work completed is outlined.  Kelly Robitaille outlines that most of the work that is simple routine maintenance does not fall into the categories of the boxes.  Tracking items that are high maintenance or need repair should be documented, not routine work.  The helpful historical information is repairs and projects.  Recording of driveway culvert cleaning is discussed.  Kelly Robitaille outlines that driveway culverts are not recorded.  Driveway culverts are cleaned when the flow will cause road degradation.  Jay Buckley outlines that the asset management plan was to identify problematic areas.  Kelly Robitaille outlines that problematic areas are being identified.  Jay Buckley outlines prior contracted culvert cleaning; this could be investigated to clean problem culverts.  Kelly Robitaille will work on the list.  Having documentation is outlined as important for VDOE records.  How Kelly will get information to the Board is discussed. Submission of information on completed work in a manner useful to the Commissioners is outlined.  Using the forms for entire road maintenance is discussed.  Kelly Robitaille states that when a complete road is done, that is the information needed for historical review.  Dinah discusses documenting work.  The report for spring grading has been completed and is reviewed.  Paula Doyle outlines that some people want to document day to day 8 hrs per day per person.  Paula highlights that the crew should report projects, not worry about documenting that they blew leaves from a culvert.  Discussion continues on reporting road projects with some discussion on tracking other time.  Kelly outlines that prior DPW were not empowered to do work as needed; they performed projects as informed by the Commissioners.  Jay Buckley highlights that the Board needs to meet with Kelly more regularly to stay informed on road projects.   

Discussion on creating a work order for warrant projects is held.  Getting these projects done is discussed.  Discussion on Thusis and Little Loop is held.  Kelly Robitaille outlines that Little Loop needs to be an entire road reconstruction.  Discussion on having the entire road engineered for a warrant article is held.  Discussion on 47 Eidelweiss Drive is held.  This property needs a new culvert set up.  The existing culverts will be cleaned.  Jay Buckley discusses meeting more frequently with the DPW.  A schedule will be set to make this happen.      

3. Water

4. Administration

MS 535 is reviewed.  Department of Revenue form outlining 2018 financials.  Kathy Koziell Makes a motion to sign the MS 535.  Jay Buckley seconds.  Motion passed 2-0

Payroll report is reviewed and discussed. Kathy Koziell makes a motion to approve payroll in the amount of $6,306.42.  Jay Buckley seconds.  Motion passed 2-0.     

Budget is reviewed. Discussion on Highway and Streets Repair line with Kelly Robitaille.  Kelly states that the F-550 will need additional repair this fall.  Two trucks need new tires.  The new truck will need snow tires this fall.  Discussion on possibility of replacing the International 7400 as next truck to be traded is outlined by Kathy Koziell.  Kelly Robitaille outlines 7400 still has good use, replacing the F-550 is needed.  Sand is reviewed.  Kelly Robitaille states there is sand in stock.  Purchasing sand at the lower summer rate is discussed.  Preparing these line items for 2020 at levels which are needed is discussed.  Jay Buckley discusses approval of warrant articles at the Annual Meeting.  This work has not yet been completed.  Thusis culvert is discussed.  This culvert leads to a culvert which is on private property.  Jay Buckley discusses running the culvert into the detention area at the Thusis Beach parking lot.  Placing a culvert under the road towards the beach that would empty into a culvert that would lead to the water.  Discussion on the location of the property lines is discussed.  Obtaining a drainage easement from the neighboring property owner to discharge the pipe at the edge of the beach area is discussed.  Using the sideline easement is outlined should it be on this deed.  This will be checked into.  Creating a final plan for obtaining the DES permits is discussed.  The engineered drawings on record could be altered to show the intended work.  The budget for this project is discussed.  Kelly Robitaille will put together a cost estimate.  Jay Buckley will check to see if the easement is on the property next to Thusis Beach.  The potholes at the entry of Eidelweiss Drive is discussed.  Kelly Robitaille will fill these holes next time the crew obtains asphalt.  This should be done next week.  Checking the other aprons to Rte 113 is discussed.  These will also be worked on.  Kelly Robitaille outlines that there is no update on the grader as of today.  Jay Buckley questions keeping up with potholes without the grader.  Kelly Robitaille outlines that the backhoe is being used to work the worst of the potholes.  Jay Buckley makes a motion to place a notice on website and newsletter to warn residents of potholes until grader repaired.  Kathy Koziell seconds.  Motion passed 2-0.

Kelly Robitaille requests additional gravel allocation.  Jay Buckley makes a motion to approve $5,000 for gravel.  Kathy Koziell seconds.  Motion passed 2-0.    

WO 1150 completion report is reviewed.  Ian Hayes report on the changing of the PRV in the Upper Lakeview/Rigi pit is reviewed.  Ian intends to put a datalogger at a residence on Upper Lakeview as the high point of the area if this can be arranged.  Jay Buckley’s house will be used as the low point in this zone.    

Water usage reports are reviewed and discussed.  The usage shows that there is a leak within the system.  Jay Buckley discusses leak detection being completed.  The water committee discussed this last night.  Work order is on the agenda for signature today. 

Motion log is reviewed and discussed.  WMS has been contacted to review Burgdorf.  Status of culvert placement at 34 Oak Ridge will be requested from Kelly Robitaille. 

Sending a document for 91-A compliance to all committee members is discussed.  Documentation outlining the law has been drafted and is reviewed.  Jay Buckley makes a motion the District send the correspondence to all members of all committees.  Kathy Koziell seconds.  Motion passed 2-0. 

The connection to water hook-up for 7 Biasca is discussed.  Insufficient pressure is most likely current situation.  Discussion on obtaining a location for placement of a datalogger.  Jay Buckley makes a motion to send a letter to property owner highlighting eligibility for water hook up at correct pressure once Reinach tank replacement and installation of Reinach pressure zone.  Kathy Koziell seconds.  Motion passed 2-0. 

Environmental Committee mission statement will be accepted and posted to website. 

5.  Accounts Payable

Kathy Koziell makes a motion to approve the manifest of 19 checks in the total of $9,474.03.  Jay Buckley seconds.  Motion passed 2-0. 

6.  Minutes

Kathy Koziell makes a motion to approve the minutes of June 10.  Jay Buckley seconds.  Motion passed 2-0.   

7. Commissioners Reports

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

Jay Buckley has collected water samples for participation in the GMCG aquifer study.   

EPOA mowing for lots is discussed.  The EPOA has contacted the person who mowed last year to see if interested in doing all three lots this summer.  Board will be updated with additional information as it becomes available.    

8. Signature Items 

Kathy Koziell makes a motion to sign the Water Ordinance update as discussed at the Public Hearing June 1, 2019.  Jay Buckley seconds.  Motion passed 2-0. 

Kathy Koziell makes a motion sign PO 305 in the amount of $400 for White Mountain Surveying review Burgdorf design.  Jay Buckley seconds.  Motion passed 2-0.    

Kathy Koziell makes a motion to sign PO 306 in the amount of $800 for replacing culverts at 22, 24 and 26 Middle Shore.  Jay Buckley seconds.  Motion passed 2-0. 

Kathy Koziell makes a motion to sign PO 307 in the amount of $100 for line paint for the basketball court.  Jay Buckley seconds.  Motion passed 2-0. 

Kathy Koziell makes a motion to sign PO 308 in the amount of $700 for safety at the new dead ends of Burgdorf.  Jay Buckley seconds.  Motion passed 2-0. 

WO 1151 for leak detection is reviewed.  Kathy Koziell makes a motion to sign WO 1151.  Jay Buckley seconds.  Motion passed 2-0.   

Kathy Koziell makes a motion sign Graffam response to Burgdorf culvert questions.  Jay Buckley seconds.  Motion passed 2-0. 

Time off request for Nancy Cole is reviewed.  Kathy Koziell makes a motion to approve time off request.  Jay Buckley seconds.  Motion passed 2-0. 

Kathy Koziell makes a motion to sign Driveway permit for construction for 22 Bristenstock.  Jay Buckley seconds.  Motion passed 2-0. 

Kathy Koziell makes a motion to sign Driveway permit for construction for 14 Forclaz.  Jay Buckley seconds.  Motion passed 2-0. 

9. Correspondence

Granite State Analytical has sent the monthly testing results: negative bacteria, pH good. 

Boards will be put in dam tomorrow. 

E-mail from Kevin Ackert regarding Porridge Shore Beach.  Letter will be drafted outlining permit option for 2020 to add sand to the beaches. 

Kathy Koziell makes a motion to appoint Jane Gunn to Environmental Committee.  Jay Buckley seconds.  Motion passed 2-0. 

Discussion on request of Environmental Committee for pond cleanup of trash and debris.  Kathy Koziell makes a motion to send a letter to the EPOA outlining the request.  Jay Buckley seconds.  Motion passed 2-0. 

Commissioner Leiser has stated he can handle the weekly beach testing for this summer. 

Establishment of budgets for future years is discussed.    

10. Scheduled Appearances

Paula Doyle discusses the pond levels.  Nancy Cole states that John Cooley of the Loon Preservation Committee has stated that boards can be put into the dam tomorrow.   

Paula Doyle outlines weekly beach testing instructions have been received.  It is questioned if prior testing was being performed to standards.  Recommendation for weekly testing this summer is made with a review of results this fall to determine future testing needs. 

Env Com is recommended that the EPOA consider doing a pond sweep to remove trash that is in the ponds.  Canoes could be used to sweep across the ponds. 

Paula requests approval to attend Green Mountain Conservation Group meeting June 26.  Jay Buckley makes a motion to allow Paula Doyle attend GMCG seminar as representative of VDOE Environmental Committee.  Kathy Koziell seconds.  Motion passed 2-0.  Jay Buckley makes a motion post information on GMCG symposium.  Kathy Koziell seconds.  Motion passed 2-0. 

Discussion is held on contacting a NH dam expert that may be done by the Environmental Committee.  

11.  Public Comment    

12.  Other Business   

Discussion on creating a list to cross reference old VDOE lot numbers with the updated Town of Madison map and lot numbers. 

At 9:43 Kathy Koziell makes a motion to recess the meeting for 5 minutes.  Jay Buckley seconds.  Motion passed 2-0. 

At 9:47 am Kathy Koziell makes a motion to reconvene the session and enter non-public session pursuant to 91-A:3, II (a) employment matters.  Jay Buckley seconds.  Motion via roll call vote Kathy Koziell yea, Jay Buckley yea.  Motion passed 2-0. 

At 10:12 am Jay Buckley makes a motion to exit Non-Public session and resume public session.  Kathy Koziell seconds.  Motion passed 2-0.    

Jay Buckley makes a motion to hire Gina Murphy to clean the outhouses.  Kathy Koziell seconds.  Motion passed 2-0.      

At 10:38 am Jay Buckley 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 vote Jay Buckley yea, Kathy Koziell yea.  Motion passed 2-0.

At 11:36 am Kathy Koziell makes a motion to exit non-public session and return to public session.  Jay Buckley seconds.  Motion passed 2-0.

Jay Buckley makes a motion to seal non-public session.  Kathy Koziell seconds.  Motion passed 2-0. 

At 12:35 pm Kathy Koziell makes a motion to adjourn the meeting.  Jay Buckley seconds.  Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole

Administrator

AGENDA FOR June 20, 2019

1. Call to order 8:00 pm  

• Approval of the agenda                                             

     Review of Actions, Projects and Issues List    

• Administration:  CM061019, MS-535, payroll, budget, WO 1150 completion report, water usage May, pumphouse electric usage/cost May, water usage summary, DWSRF app submitted, motions log, water hook up 7 Biasca, grader post, Env Com mission statement,     

• Accounts payable: $9,474.03 – 14 checks

• Signature Items: MS – 535, Water Ordinance, Committee 91-A contact, PO 305 Burgdorf review $400, PO 306 culverts 22, 24, 26 Middle Shore $800, PO 307 line paint bball court $100, PO 308 safety barriers Burgdorf, WO 1155 leak detection, Graffam response Burgdorf culvert, time off request, D-way construct 14,18 Forclaz, D-way construct 22 Bristenstock  

• Commissioners Reports

• Correspondence:  GSA – clean, GSA  - pH good, Graffam-Burgdorf/Grison, Graffam culverts, GSRWA fee structure, LPC/DES dam operations memo, electric report $161 saved, NHMA Legislative bulletin, J Cooley water level, Cancelarich dam management, Ackert P Shore sand, Jane Gunn Env Comm,    

• Scheduled Appearances: Paula Doyle

• Public Comment:

1.  Other:  Committees and communication channels, Reinach tank, Canoe racks, pond    testing, boards in dam, June newsletter  

Non-Public Session pursuant to RSA 91-A:3, II (a) employment matters

                        Adjourn

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

June 10, 2019

The Board of Commissioners met at 9:00 am on Monday, June 10, 2019.  In attendance were Commissioners Adam Leiser and Kathy Koziell and Jay Buckley. 

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

1. Agenda

Extra meeting.  No agenda prepared

2. Highway Department Report 

3. Water

4. Administration

Water Ordinance update discussed.  Preparation for list in advance is outlined as rationale for application/scheduling appointment date.  Discussion on wording.  Adam Leiser motion approve updated wording as reviewed.  Kathy Koziell second.  Motion passed 3-0.

Adam Leiser motion certified letter with Ordinance to all seasonal turns in last 12 months.  Kathy Koziell seconds.  Discussion on accommodating new owners.  Adam recommends reaching out to persons being affected by certified mail.  Jay Buckley outlines that justification exists to send certified mail to all changes of an Ordinance to residents.  Jay outlines 12 persons being individually notified.  Public Hearings, update on website are proper notice.  Sending a select group certified mail questionable as someone may not get notified.  Discussion on going back up to 5 years as an option.  Motion passed 3-0.  Adam Leiser makes a motion Hold certified letter for second week of September.  Add to Action List.  Kathy Koziell seconds.  Motion passed 3-0.   

Communication to all committee members regarding compliance with 91-A is reviewed.  A signature line item for Committee members is discussed.  Adam states that committee notice should go one step further and include a statement of no contact unless directed by Committee or Commissioners.  Handling at committee level is outlined. Discussion on clearly stating communication only when authority granted by Committee is held.  Jay Buckley outlines potential detriment if committee members cannot contact someone for information.  Adam, allow research, but not direct contact with officials.  Jay outlines separating as a policy that all activities inside and outside a committee must be authorized by committee.  Keeping 91-A separate is outlined.  Kathy Koziell clarifies ongoing committee discussions as limitation with no limit on pro-active contact.  Adam states that each committee should determine if interested in going that direction prior to any contact.  Policy statement that no member should have direct contact with state officials or possible vendors is recommended by Adam.   Adam Leiser makes a motion to adopt with signature page proposed notice regarding compliance with 91-A.  Kathy Koziell seconds.  Jay Buckley will work on developing a policy for committee members that each committee could adopt.  Motion passed 3-0.

Discussion on Reinach tank is held.  Jay Buckley outlines survey has been completed and is included in Dubois & King documentation.  Dubois & King information also includes information on geotechnical data.  Savings from Jones & Beach proposal could be $9,200.  Jay Buckley states discussion with Ian Hayes regarding cylindrical tank.  Ian still in favor of chambered tanks.  Discussion on ability to inspect and clean the tanks is held.  Difficulty in taking tank offline is reviewed.  Listing out costs for all segments of the project is discussed.   

Adam Leiser call DN tank.  Jay Buckley second.  Motion passed 3-0.

Chris Hodgson of DN tank is contacted.  Discussion on chambering tank is held.  Ability to inspect and clean without taking offline is outlined by Jay Buckley.  Concrete is interior surface and prestressed with steel diaphragm.  Cleaning tank is discussed.  Chris Hodgson outlines the need to take tank offline for inspection and cleaning, cleaning during off peak time is outlined.  Option of a chamber within tank that would hold 50,000-gallons is outlined.  Extra piping and valving as well as wall construction are discussed.  Using a diver for cleaning and inspecting while taking tank offline for a day is outlined.  Chlorination after diver entering tank is discussed.  Chris outlines diver is disinfected prior to entering.  Tank should be tested and chlorinated prior to being put back online.  This would add another day with the system offline.  Checking with DES on taking system offline is recommended and would need to be done prior to choosing this tank. 

Adam Leiser makes a motion to call Rick Skarinka of NH DES.  Kathy Koziell second. Motion passed 3-0.  No answer.  Message left for Rick to contact Jay Buckley.  Adam Leiser makes a motion to allow Jay Buckley to discuss with Rick Skarinka.  Kathy Koziell seconds.  Motion passed 3-0.  Renting temporary storage could be done to keep system online. 

Adam Leiser makes a motion to contact Chris Albert.  Jay Buckley seconds.  Motion passed 3-0.  Chris Albert on phone.  Discussion on existence of geotechnical data and survey completed by Dubois & King.  Chris Albert states may not meet required specification for a DN pre-cast tank installation.  Strength of bedrock 5 feet into bedrock is needed for this tank.  Chris Albert outlines need to keep Class VI road open, survey specifics needed.  Chris Albert discusses option of SCUBA inspection and cleaning as an option for this tank.  Adam Leiser informs Chris Albert of discussion regarding ability to inspect and clean.  Chris will forward information on inspection services.  May not need to chlorinate tank after diver has inspected.  Chris Albert asked for cost should they be hired for project oversight.  Could be determined once contractor chosen.  Roughly estimates $10,000 for engineering oversight.  Engineering would handle the payment requisitions and schedule of values.  Jay Buckley outlines option of inclusion of piping to include option of temporary supply scenario.  Filling and abandoning the existing tanks are recommended as best option.  Chris Albert mentions June design recommendation for DN Tank.  Phone call ended.  Jay Buckley discusses getting information from DES prior to authorizing proposal.   

Adam Leiser makes a motion to sign the Jones & Beach proposal.  Kathy Koziell seconds.  Adam discusses positives for signing this proposal.  Discussion on marking document for possible reduction for information on hand and for adding engineering services for contract oversight. 

Adam Leiser makes a motion to call Chris Albert back.  Jay Buckley seconds.  Motion passed 3-0.  Chris Albert asked to update proposal to include reductions should survey be able to be used or if geotechnical data can be used.  Chris Albert would like to include these services with specifics for DN tank.  Chris will update to include engineering project management.  Chris will send updated document.  Adam Leiser makes a motion to sign the updated proposal out of session.  Kathy Koziell seconds.  Motion passed 3-0. 

5.  Accounts Payable

6.  Minutes

Adam Leiser makes a motion to approve minutes of June 6.  Kathy Koziell seconds.  Add statement of people on both sides upset, Board doing it right.  Some people state ponds are too low, some people state ponds too high.   Add legal matter to reason for non-public session.  Motion passed 3-0.   

7. Commissioners Reports

8. Signature Items 

A response to the Bureau’s is reviewed regarding an email thanking Terri & John Cancelarich for raking the beaches.  Adam Leiser makes a motion to sign the letter to the Bureau’s.  Kathy Koziell seconds.  Motion passed 3-0.  

9. Correspondence

10. Scheduled Appearances

11.  Public Comment    

12.  Other Business   

At 10:42 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             

June 6, 2019

The Board of Commissioners met at 8:00 pm on Thursday, June 6, 2019.  In attendance were Commissioners Adam Leiser and Kathy Koziell and Jay Buckley.  Also present were Mike Smith, Donna Smith, Jane Gunn, Dorothy Wondolowski, Gloria Aspinall, Ron Sandstrom, Lee Sandstrom, Paula Doyle and John Cooley of the LPC.  The meeting was filmed for Madison TV by Tim Hughes.                            

At 8:00 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 3-0.     

Scheduled Appearances are held first to allow persons present to speak. 

10. Scheduled Appearances

Jane Gunn outlines that every northern state has some sort of Loon protection.  Loons are actively protected in Maine, Vermont, Michigan, Montana and other states.  Mike Smith discusses sending a letter to the office in April to handle the water level of Little Pea for protection of the loons that was approved.  Is upset that the Board gave Adam permission to deal with the water level without receiving notice.   Mike states that the Board has no experience with this issue and do not have enough experience to do this.  Mike discusses NH Fish & Game intervening to keep the water level as it was for protection of the loon nests.  Adam outlines that the Board is following the guidelines of the experts.  Trying to find a long-term plan that will guide future Boards and the District in maintaining water levels for protection of the loons.  Mike continues and restates that the Board does not know what they are doing.  Ron Sandstrom suggests that the District should keep the level low until after the loons have nested.  Ron states his house is on Big Pea, water level goes down and up, naturally finds a stasis.  Ron recommends the District support the loons and conservation efforts.  Adam Leiser states that if another board was removed, the channel between Big Pea and Middle Pea would be dry.  Adam outlines that the year the beaver dam was removed was the wettest year and the level in Big Pea was low.  Kathy Koziell outlines that the Board sought the guidance of the experts throughout this process.  Paula Doyle states that she has witnessed all of the meetings.  A very vocal resident on Big Pea has complained about the water level.  Paula outlines the need for the Board to have input from all the involved experts.  The input has been good.  Paula adds that the Commissioners could have advised Mike of what was going on.  Gloria Aspinall outlines that the first egg was laid while the nest was at water level.  John Cooley states that the water level management has proceeded as normal.  Case by case reviews and close management are needed for management of a loon nest.  Gloria states that keeping a close eye on the water levels until the eggs have hatched.  Gloria adds that the ponds are spring fed, wait until the eggs have hatched and then put the boards in.  John Cooley adds that the pair on Little Pea nested in the third week of May the last few years.  Jay Buckley adds that there is conflicting wishes; high pond levels, stream flow at the outlet.  Jay apologizes to Mike for not informing him; Adam Leiser agrees.  Mike Smith outlines that the outlet is a by-product of the ponds, there is no regulation that the outlet stream flow is maintained.  Jane Gunn highlights that the low water level allows people to clean their beaches and is beneficial, not harmful.  People could be pointing at the dam and the loons when it may not be their fault.  Question on why persons are complaining.  Paula Doyle highlights that those residents believe that the lower level could damage the ponds.  Adam highlights the need for the study that NH Department of Environmental Services will be completing regarding the relationship between the dam and Big Pea.  Ron Sandstrom states that Big Pea has a natural low-level limit.  Does not believe that the pond is being damaged by management of the dam.  A question on property turn-over is held.  Average turn-over is stated to be 4 years.  Dorothy Wondolowski states that persons illegally clearing up to the edge of the pond are the things that can damage the ponds most.  Gloria highlights that if the VDOE follows the laws, everything should be OK.  Ron states not a complex issue, check the nest site and lower the level until it is exposed.  Paula states that the issue is two-sided.  This is not an easy subject.  Mike Smith states that loons have nested in the same area for 43 years.  Paula adds that the same residents stated that they came to the prior board and felt they were ignored.  Ron Sandstrom outlines that the lake level has been set for the loons for over 40 years.  Adam sates at this time, following Fish & Game guidance will be done until the loon eggs have hatched.  Jay Buckley makes a motion that the District control the water level of the dam for best management protection of the loons in Little and Middle Pea ponds.  Adam Leiser seconds.  Discussion on holding until DES report is received.  Kathy states do the right thing now and determine after DES study is completed.  Currently, the loons have eggs and protecting the nest is required by law.  Discussion on actions of prior boards and addressing the concerns of the residents is outlined.  Mike states that the current Board is to blame for this issue.  Motion failed 0-3.  Jane Gunn asks what agency is doing the report.  DES is doing a hydrologic and hydraulic report on the flow of water through the dam and the effect on the Middle and Big ponds.  Discussion continues; including an option to change the size of the boards for better regulation. Adam Leiser comments that the Commissioners must be doing it right because both sides are unhappy; those that feel the level is too low and those that feel the loons are highest priority.    Dorothy Wondolowski confirms that the water level will be set for protecting the nest; it will be until chicks are in the water.  John Cooley summarizes that the nest will be monitored by the Loon Preservation Committee.  Mr. Cooley will continue to work with Fish & Game and NH DES as needed.                      

2. Highway Department Report 

3. Water

4. Administration

Reinach tank proposal from Jones & Beach Engineering is reviewed.  Updating to include phase 1 and phase 2 to allow for initial review by contractors is discussed.  Adam Leiser makes a motion to request a two-part contract and provided there is no cost change, sign agreement out of session.  Kathy Koziell seconds.  Discussion ensues on benefits of verifying contractor interest prior to incurring cost for a final design.  Motion passed 3-0. 

Adam states that water committee has asked Adam to be contact with Chris Albert regarding the engineering.  Adam states that there should be no concern with freezing of these tanks.  Discussion on concern with ice formation on the walls without complete freezing of the tank which can still be a concern.  Ice can cause stagnant water caught against the walls, allowing bacteria into system.  VDOE does not want to need to chlorinate at any point in the future.  Adam discusses that other local systems have stated no maintenance needed on the D&N tanks. 

Audit is discussed.  Adam Leiser makes a motion to sign the audit representation letter.  Kathy Koziell seconds.  Motion passed 3-0.  

Payroll report is reviewed and discussed.  Adam Leiser makes a motion to approve payroll in the amount of $6,906.42.  Kathy Koziell seconds.  Motion passed 3-0. 

Discussion on the SRF pre-application is held.  Update to show $20,000 engineering and $870,000 for construction is recommended.  Adam Leiser makes a motion to give verification approval to Kathy Koziell.  Kathy Koziell seconds.  Motion passed 3-0.

Discussion on water hook up request received.  Nancy outlines should send to engineer.  Adam outlines prior discussion for possible change to ordinance to remove need to engineer each request.  Adam Leiser makes a motion to send to Dubois & King.  Kathy Koziell seconds.   Jay Buckley discusses not sending to Dubois & King as the lot will most likely have insufficient pressure.  Jay Buckley moves to table for one additional week.  Motion tabled 3-0.    

Meeting with the DPW crew is discussed.  Regular meeting with crew is critical.  Changing meeting times is outlined as one option.  Meeting time change to 8 am for June 20^th. 

Proposed update to Water Ordinance is reviewed.  Adam Leiser proposes informing seasonal turn valve changes by certified mail to property owners.  Jay Buckley discusses people should be informed when they call to schedule. Discussion on clarity of wording is held.  Water Ordinance wording will be updated prior to signing.  Highway & Streets Ordinance update is reviewed. 

Discussion on proposed contact to committee members regarding compliance with 91-A is held.  Jay Buckley outlines that draft clearly states obligation of all committee members regarding 91-A.  Jay outlines representation from Board of Commissioners to committee members should be on record.  This will be discussed again next meeting. 

5.  Accounts Payable

Adam Leiser makes a motion to approve 19 checks for a total of $24,915.02.  Kathy Koziell seconds.  Motion passed 3-0.

6.  Minutes

Adam Leiser makes a motion to approve minutes of June 1.  Kathy Koziell seconds.  Paula Doyle comments moving discussions to where they set as the minutes do not follow chronology.  Jay Buckley makes a motion that June 1 minutes move paragraph on scheduled appearances to first discussion topic.  Adam Leiser seconds.  Motion passed 3-0.  Adam Leiser makes a motion to approve the minutes of June 1 as amended. Jay Buckley seconds.  Motion passed 3-0. 

Adam Leiser makes a motion to approve the minutes of the Public Hearing June 1.  Kathy Koziell seconds.  Motion passed 3-0.   

7. Commissioners Reports

Kathy Koziell states that she has registered the DPW for a fire safety webinar on June 20 at 10 am.  DPW will attend webinar as the June safety meeting.   

Kathy Koziell states that the building interior electric work has been completed; the hot water heater is now working as are the motion lights.  Exterior lights at DPW II still need to be repaired.   

Kathy Koziell completed a pump house tour for review of electrical work Larry Leonard and Ian Hayes.

Kathy Koziell has created map and lot number labels for relabeling property files in the office.

Jay Buckley outlines that he has three volunteer projects he would like to propose.  The bulletin board area would need a $500 allocation. 

White lines for basketball court at Eidelweiss Beach are discussed.  Jay Buckley makes a motion to approve up to $100 for paint and have volunteers paint the court lines.  Adam Leiser seconds.  Motion passed 3-0. 

Jay Buckley discusses line striping down Eidelweiss Drive.  States ok to do single line.  Question on double line and side edge fog lines. 

Adam Leiser states that an Environmental Committee meeting was held Sunday night.  The Environmental Committee has recommended to Commissioners request the EPOA be asked to pay for pond testing.  Adam Leiser makes a motion to ask the EPOA pay for lab testing portion for bi-weekly pond testing; weekly if a beach takes a hit.  Kathy Koziell seconds.  Motion passed 3-0.

Adam Leiser makes a motion to post a job for beach raking for Mon to Fri.  Jay Buckley seconds.  Motion passed 3-0.  

8. Signature Items 

Adam Leiser makes a motion to have Adam Leiser sign Eversource agreements for use of their land to access the DPW yard.  Kathy Koziell seconds.  Motion passed 3-0.   

Adam Leiser makes a motion to have Adam Leiser sign the second Eversource land use agreement for storing equipment in the yard for another 3 months.  Jay Buckley seconds.  Motion passed 3-0.

Maudsley response as updated at last meeting is reviewed.   Adam Leiser makes a motion to sign the letter to David Maudsley.  Jay Buckley seconds.  Motion passed 3-0.   

Way response reviewed.  Adam Leiser makes a motion to sign the letter to Derek Way.  Kathy Koziell seconds.  Motion passed 3-0.    

Audit representation letter is reviewed.  Adam Leiser makes a motion to sign the audit representation letter.  Jay Buckley seconds.  Motion passed 3-0.    

EPOA lodge use request is reviewed.  Adam Leiser makes a motion to approve EPOA use of the lodge Sat June 8.  Kathy Koziell seconds.  Motion passed 3-0.    

WO 2019 for culvert replacements at 22, 24 and 26 Middle shore is reviewed.  Adam Leiser makes a motion to sign WO 2019.  Kathy Koziell seconds.  Motion passed 3-0.  Property owners will be informed. 

Adam Leiser makes a motion to sign Water Ordinance as updated at Public Hearing 6-1.  KK seconds.  Discussion on wording being unclear.  Will be updated prior to signing.    

Adam Leiser makes a motion to sign the Highway & Parking Ordinance as updated at the Public Hearing June 1.  Jay Buckley seconds.  Motion passed 3-0.   

9. Correspondence

11.  Public Comment    

Paula Doyle requests updating of signs at the beaches to agree with Ordinance wording.  Recommended wording has been completed by the Communication Committee and will be sent to office.  Paula states that the Communication Committee recommends the VDOE not start a Facebook page. Paula adds that the Communication Committee recommends the Board not respond to official business on social media.  Adam Leiser makes a motion to accept the recommendations of the Communication Committee.  Kathy Koziell seconds.  Motion passed 3-0. 

12.  Other Business   

At 11:03 pm Adam Leiser makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (a) employment matters and (e) legal matters.  Kathy Koziell seconds.  Motion by roll call vote Adam Leiser yea, Kathy Koziell yea, Jay Buckley yea and the motion passed 3-0. 

At 11:35 pm Adam Leiser makes a motion to exit Non-Public session and resume the public session.  Kathy Koziell seconds.  Motion passed 3-0.    

Kathy Koziell will cover the office tomorrow afternoon so Nancy can take the afternoon off. 

The status of the Sherriff’s tower update with the Madison Planning Board is discussed.  Adam Leiser makes a motion to have Jay Buckley act as VDOE BOC representative on Sherriff’s tower.  Kathy Koziell seconds.  Jay Buckley outlines VDOE as landlord; not project proposer or developer.  Notice for Madison Public Hearing will be published in VDOE newsletter and posted.  Motion passed 3-0.    

At 11:47 pm Adam Leiser makes a motion to adjourn the meeting.  Kathy Koziell seconds.  Motion passed 3-0.   

Respectfully submitted,

Nancy E. Cole

Administrator

AGENDA FOR June 6, 2019

1. Call to order 8:00 pm  

• Approval of the agenda                                             

     Review of Actions, Projects and Issues List    

• Administration:  CM060119, PH060119, Reinach tank proposal, Audit, MS-535, payroll, SRF pre-app,   

• Accounts payable: $24,915.02 - 19 checks

• Signature Items: Eversource land use agreements, Way response, Audit rep letter, audit  solicitation,

• Commissioners Reports

• Correspondence:   

• Scheduled Appearances: Mike Smith, Jane Gunn  

• Public Comment:

1.  Other:  Committees and communication channels  

Non-Public Session pursuant to RSA 91-A:3, II (a) employee matters and (e) legal  

                        Adjourn

 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

June 1, 2019

The Board of Commissioners met following the Public Hearing on Saturday, June 1, 2019.  In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley.  Also present were Treasurer Dinah Reiss, Mark Graffam, Mike Dolan, Dianna Dolan, Angela Carini, Larry Leonard, Paula Doyle, Terri Cancelarich, Randy Knowlton and John Cooley of the Loon Preservation Committee.  The meeting was filmed for Madison TV by Tim Hughes.                            

At 9:25 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 3-0.     

Scheduled Appearances is held first to allow persons present to speak. 

10. Scheduled Appearances

Many emails have been sent regarding the level of the ponds.  Letter from Fish & Game has been received.  Kathy Koziell reads letter.  Letter states that VDOE should not place a board at this time based on the location of the loon’s nest.   Placing a board that could flood the nest would be a violation of RSA 212-A.  Outline of report that will be completed by DES giving additional information on the relationship between the ponds and the dam on Little Pea is highlighted in the letter.  Adam Leiser outlines statement by DES to wait until we heard from Fish & Game before adding a board.  Study will be done to create a long-term plan for the ponds.  Mike Dolan outlines that a floating nest exists on Big Pea; nest is not used.  A floating nest for Little Pea may be an option.  Placing a dam at Big Pea is discussed as a possible option.  This would be a one to two-year process.  Terri Cancelarich discusses a pre-emptive draw down of the ponds prior to the nesting of the loons as her point of contention with the Board.   Adam states that a better investigation of this process has been worked on in the last three and a half weeks than has been done in years.  Adam adds that currently there is one additional board in the dam than prior years.  The process on file with DES has been followed.  Terri states process not followed.  Kathy Koziell outlines intent to cut down some boards for future regulation of pond levels with less impact to the ponds. Judy Taylor outlines that some decent information has been received and that Board has gone above and beyond for this issue. Mark Graffam questions a highway department report and if reports are received weekly.  Mark Graffam questions if the DPW reported that they were looking at the Big Loop culvert.  Debris has built up at the culvert.  This debris is keeping Big Pea 2 inches higher than it would be naturally.  Cleaning the culvert inlet is discussed.  Adam Leiser makes a motion to have the DPW clean debris at the Big Loop culvert.  Jay Buckley seconds.  Question on ability to clean culverts; does not apply to this structure.  Jay Buckley adds that the culvert is not a dam.  Motion passed 3-0.  Terri Cancelarich questions the larger culvert that was installed when the old culvert failed and was replaced.  Mark Graffam stated that this was mandated by the State.  Terri Cancelarich makes a remark on the loons as a threatened species in NH only; loons are not protected in VT or MA.  Terri continues with a comment on LPC failing in their mission since loons are still threatened after 30 years and then remarks on the financial status of the LPC.  Terri Cancelarich leaves the meeting. 

John Cooley of the NH Loon Preservation Committee (LPC) has joined the meeting to review the status of the loon’s nest.  Placement of a floating nest on Little Pea is discussed.  John thanks persons for their involvement for protection of the loons.  Nest is vulnerable to flooding or stranding if water level increases or decreases.  It is the obligation of the stake holders to protect this nest and the eggs.  Two eggs are in the nest.  John discusses holding level at dam in attempt to keep Big Pea higher.  However, this cannot be done now that the loons have nested.  DES is preparing the study to attempt to answer the questions on the relationship of the pond levels.  Adam informs John that the Commissioners are not making any change at this time.  Possibly keeping water at a higher level at the dam in spring; maybe 6 – 8 inches, could be done going forward.  Dam management solely for protection of a loon’s nest is for the four weeks the birds are on the nest.  June 20^th is around the time that the loons should leave the nest.  John Cooley outlines that a floating nest could be a reasonable option in future years if necessary.  If the loons have a natural site available that will always be the first preference.  John would like to see the report that DES will complete to review the relationship between the dam and Big Pea.  LPC will be glad to review all options once the study is complete.  Effect of dam on the level of Big Pea is discussed.  Mark Graffam outlines that the level of Big Pea is a function of source and rainfall and not specifically limited to the dam at Little Pea.   

John is aware of one floating nest raft on Big Pea; LPC was not involved with this.  The practice of persons placing their own rafts is discouraged but does occur.  LPC follows specific protocol when placing rafts.  Mark Graffam outlines sloping waterfront property and the nature of persons who lose property at the high-level mark and concern of others on same lake stating very low water level.  This is due to the fluctuating slopes on persons property.  Objective information is needed to offset some of the emotional responses persons have regarding their property.  Mark Graffam outlines knowing the high-water level for all VDOE properties would be a beneficial benchmark.  The high-water mark on the dam should be a guide.  Study is needed.  Kathy Koziell questions if loons will seek a different location if nesting site is not available for whatever reason.  John Cooley outlines less success at any other nest site on Little Pea.  This pair of loons has been successful for many years; there are only a few pairs of loons with this success rate.  John Cooley states that he has not seen erosion at this site.  Paula Doyle asks John Cooley if he knows why loons are protected in NH and not in other states; summarizing Terri Cancelarich’s strong negative comments regarding the LPC.  John states loon population increase since LPC formed.  Threatened status of loons reflects the intensive management of loon nesting sites that is needed.  Remain on list because the sites require a large amount of management and conservation efforts in order to have successful nests.  Lead sinkers used by fishermen still have large negative impact on the loons.  Mr. Cooley does not think LPC has been unsuccessful but it is still a work in progress.

2. Highway Department Report 

3. Water

Discussion on having additional information from Ian Hayes on a regular basis is outlined. 

Monthly billing as outline of daily activities is discussed.   

4. Administration

Tire damage incurred by resident Derek Way is discussed.  The metal piece hit was 6 -7 feet off the side of the road on Sarnen and sticking out about 4 inches.  RSA 230:91 is discussed.  Municipal liability does not occur unless the hazard was known.  Adam Leiser makes a motion to decline request for reimbursement to Derek Way.  Kathy Koziell seconds.  Jay Buckley states that removal of old signpost should have been done when the new sign was installed.  Jay Buckley adds that he is inclined to recommend paying for this.  Adam discusses the location off the side of the road and not in the roadway.  Discussion continues outlining other areas near that spot that could have been used to turn around.  Discussion on VDOE liability.  Law is clear that municipal liability does not exist if hazard is unknown.  Jay Buckley disagrees; stating prior DPW should have removed the old post when placing a new post.  Motion passed 2-1 with Jay Buckley against declining request.  Adam will draft a letter. 

Discussion on communication.  Adam Leiser discusses drafting of a policy.  Balancing the law and getting people information is outlined as a challenge.  Developing a Facebook page is outlined as something to look into.  Communication Committee will discuss at this week’s meeting; Tuesday at 5 pm at the lodge.  Posting will be updated to show location change.  Jay Buckley discusses use of social media to release information to the public.  He hasn’t publicly posted on the info-board due to potential appearance that communication is from the Board.  Allowing the Communications Committee to update website and using the Communications Committee newsletters which are approved by this Board as official means of communication is outlined and discussed.  Jay warns against use of social media.  Discussion that it does take time to get information out due to the approval process occurring during posted public meetings is held   

Review of Administrator’s memo about compliance with RSA 91-A, the NH Right-to Know Law, is outlined. 

Closing of the outhouses will be looked into by the Environmental Committee.  Outhouses will be used this year.       

Reinach tank proposal questions are reviewed and discussed.  Jay Buckley discusses creating an outline that could be reviewed by contractors for a preliminary design to obtain a feel for contractor interest.  If review shows that significant savings can be obtained, move into full proposal and design at that time.  Adam outlines that he is 90% certain this tank will cost less.  Jay states that delay can be mitigated if engineer releases initial first phase design.  Jay recommends preliminary numbers for protection of the District.  Paula Doyle outlines project management for this timeline.  Jay outlines need for regular meetings of water committee to oversee this and stay on point for meeting any timeline established.  Outline for obtaining a preliminary cost estimate is discussed.  Protection for the VDOE taxpayer is recommended; obtaining additional information is advisable.  Mark Graffam outlines review of historical information; tanks timeline is concerning.  Lift time pressure and do it right; full review of all information needed.  Recommendation to discuss projects with project owners and not the supplier is made by Mark Graffam.  Jay Buckley will look into obtaining additional information.    

State Revolving Loan Fund application will be pulled for review by the Board for next Thursday. 

Discussion on audit status, the auditor and possible changing of the auditor is held.  Review of bidding process for audit services will be done. 

Adam Leiser makes a motion to contact White Mountain Survey for estimate of engineering costs to remove Burgdorf culvert.  Kathy Koziell seconds.  Motion passed 3-0.  Discussion on closing Burgdorf permanently as two dead ends is discussed.  Randy Knowlton states he has no interest in allowing a turn-around on his property.  Adam Leiser outlines obtaining the lot for green space.  Road would still be Class V.  Discussion on trails, persons who walk dogs on the road and joggers is held.  Mr. Knowlton will consider use of the land for future additional discussion.  Discussion continues on creation of estimates.  Adam discusses sending design to White Mountain Surveying.  Mark Graffam recommends having review of designed plan done by more than one engineer.  Adam Leiser makes a motion allocate up to $400 for WMS to review design for Burgdorf.  Kathy Koziell seconds.  Motion passed 3-0.  Adam Leiser makes a motion to obtain a number for designing update to plans for more affordable solution.  Jay Buckley seconds.  Motion passed 3-0.  Adam Leiser makes a motion to remove Mary Alice Lapointe and Maryann Jackson from Environmental Committee as neither committed to being on the committee.  Kathy Koziell seconds.  Motion passed 3-0.   

Adam Leiser makes a request to have Kelly Robitaille review possibility to create a one-way road for Little Loop.  Jay Buckley discusses additional information/consultation from police and fire prior to any action on this request. 

Adam Leiser makes a motion to approve up to $800 for culvert replacement at 22, 24 and 26 Middle Shore Drive.  Jay Buckley seconds.  Motion passed 3-0.  Adam Leiser makes a motion to have work completed by July 1.  Kathy Koziell seconds.  Motion passed 3-0. Adam Leiser moves to amend completion date to June 28. Kathy Koziell seconds.  Motion passed 3-0.                

Adam Leiser makes a motion to have Adam Leiser contact Jim Lyons to inform him the Saint Moritz project is on hold due to grader being in shop.  Jay Buckley seconds.  Motion passed 3-0.   

Jay Buckley makes a motion to advertise for cleaning of outhouses.  Adam Leiser seconds.    Discussion on posting the position on the bulletin board.  Adam Leiser discusses moving on; allow Gina to keep position.   Paula Doyle outlines adding time weekly for beach testing.  Motion passed 2-1 with Adam Leiser against posting position due to a qualified, experienced applicant who has her own cleaning business, history of difficulties in filling this position and not spending additional time on this matter.      

5.  Accounts Payable

Adam Leiser makes a motion to approve 1 check for a total of $42,000.  Kathy Koziell seconds.  Motion passed 3-0. 

6.  Minutes

Adam Leiser makes a motion to approve the minutes of 5/23/19.  Kathy Koziell seconds.  Motion passed 3-0.   

Adam Leiser outlines correcting minutes of 3/12.  This will be discussed at next meeting for any correction of the minutes. 

7. Commissioners Reports

Jay recommends set schedule for water committee meetings.  This will be worked on. 

Adam Leiser questions responses to emails when information sent by Facebook to the office.  Mark Graffam outlines forwarding information to the office when it should be sent.  Mark Graffam outlines placing documents on the website and simply referring to the location of the document.  Mark Graffam discusses a memo received by a prior VDOE Attorney advising caution while using social media for public officials and possibility of first amendment violations as recommended by Attorney Dan Crean.  Not commenting on public sites is general recommendation.  Paula Doyle outlines that newsletter can include additional specifics but is for all persons.  Some people may not be interested in details such as engineered drawings.    

8. Signature Items  

Eversource property usage letters – hold for next meeting.   

Response to Tommy Gunn is reviewed.  Adam Leiser makes a motion to sign the letter.  Kathy Koziell seconds.  Motion passed 3-0.              

Response to Rob Galante is reviewed.  Adam Leiser makes a motion to sign the letter.  Jay Buckley seconds.  Motion passed 3-0.   

Response to David Maudsley is reviewed.  Email received stating response of May 24 was not appropriate.  Response is read.  Jay Buckley makes a motion to update letter and sign out of session.  Kathy Koziell seconds.  Motion passed 3-0.    

Thank you to volunteers is reviewed and discussed.  Jay Buckley proposes that all volunteers be invited to an end of season appreciation event.  Adam Leiser makes a motion to approve $300 from Parks & Recreation for a volunteer appreciation day. Motion fails for lack of a second.  Jay Buckley states that he will fund this event. 

9. Correspondence

Correspondence regarding pond levels have been discussed. 

11.  Public Comment    

12.  Other Business   

Document on website regarding Bergdorf culvert replacement in the amount of $175,000 is discussed.  No quote was received for this amount.  The quote received was for $300,000-$350,000.  Adam Leiser makes a motion to remove the document from website.  Jay Buckley seconds.  Discussion on official website; www.vdoe-nh.org is held.  EPOA as separate entity is outlined and discussed.  Yahoo info board and Facebook sites being run by residents and not the VDOE is outlined.  Motion passed 3-0. 

The water rate projection calculation on the website is discussed.  Calculation was reviewed and the number shown is incorrect.  Projection used was $50,231; actual is $66,000.  Rate projected is incorrect due to this error.  Discussion continues on old documents on the website and best way to keep the information current. 

At 12:24 pm Adam Leiser makes a motion to enter Non-Public session pursuant to RSA 91-A:3, II (c) reputation.  Jay Buckley seconds.  Motion via roll call vote Adam Leiser yea, Kathy Koziell yea, Jay Buckley yea and the motion passed 3-0. 

At 12:35 pm Adam Leiser makes a motion to exit Non-Public session and resume the public session.  Jay Buckley seconds.  Motion via roll call vote Adam Leiser yea, Kathy Koziell yea, Jay Buckley yea and the motion passed 3-0. 

Adam Leiser makes a motion to have Jay Buckley update process for committee member training.  Jay Buckley 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 12:36 pm Adam Leiser makes a motion to adjourn the meeting.  Kathy Koziell seconds.  Motion passed 3-0.    

Respectfully submitted,

Nancy E. Cole

Administrator

The Board of Commissioners held a Public Hearing at 9:00 am on Saturday, June 1, 2019.  Present were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley.   6 persons were present.  The meeting was taped for Madison TV by videographer Tim Hughes. 

 At 9:00 am the Public Hearing is called to order by Chairman Adam Leiser.     

Water Ordinance proposed changes are reviewed by Commissioner Kathy Koziell.   

Update to Ordinance is to charge all homeowners $50 per turn on and turn off if done on the Saturday listed.  A $100 fine will be incurred if no one is present at scheduled time and the valve turn will not be done.   

Contact will be made with the property owners who request valve turns.  Jay Buckley outlines that scheduling work on a Sat is not acceptable to water operator Ian Hayes.   Jay Buckley makes a motion to alter the date to the first Monday in May and the first Monday in November.  Jay outlines that Monday may be easier for residents.  Dianna Doyle recommends scheduling turn on for first Friday of May; turn off for the first Monday in November.  Adam Leiser makes a motion to update the dates to the first Friday in May and the first Monday in November.  Jay Buckley seconds.  Motion passed 3-0.    Jay Buckley makes a motion to eliminate $100 fine.  Motion failed for lack of a second.  Jay Buckley discusses billing.  Currently homeowners are billed following VDOE receipt of charges from the Water Operator. 

Adding “if work is completed” behind $50 is outlined for clarity. 

Jay Buckley discusses emergency turn offs.  Current procedure is that no charge to homeowner is incurred for up to 2 hours of water operator time.  Ordinance states actual bill to property owner with minimum of $65.  This is not proposed to change and will be complied with. 

Highway and Parking Ordinance proposed change is reviewed by Commissioner Kathy Koziell. 

Proposed update to Ordinance is to limit overnight parking to Eidelweiss Beach.  Judy Taylor questions definition of temporary; addressed in another section.  Resident outlines suspicious activity at Eidelweiss Beach and allowing parking would allow additional illicit activity in this area.  Discussion on placing a light at this parking lot is outlined.  AL remove Eidelweiss Beach for now.  Adding a street light to the parking lot area could be done.  Adam Leiser makes a motion to remove Eidelweiss Beach for overflow parking.  Kathy Koziell seconds.  Discussion is held outlining that winter overflow parking is still allowed.  Motion passed 3-0.  Discussion on notifying police of any change.  This will be done. 

At 9:24 Adam Leiser makes a motion to close the Public Hearing.  Kathy Koziell seconds.  Motion passed 3-0.      

AGENDA FOR June 1, 2019

1. Call to order at conclusion of Public Hearing

• Approval of the agenda                                             

     Review of Actions, Projects and Issues List    

• Administration:  CM052319, Way tire damage,  Reinach tank proposal question review, Admin memo to Board, communication channels;  

• Accounts payable: $42,000.00 - 1 check

• Signature Items: Eversource land use agreements, Maudsley response, Galante response, volunteer appreciation note,

• Commissioners Reports

• Correspondence:  pond levels and dam management

• Scheduled Appearances: Terri Cancelarich

• Public Comment:

1.  Other:  Incorrect water rate calculation spreadsheet and other old documents on website  

Non-Public Session pursuant to RSA 91-A:3, II (c) reputation

                        Adjourn

 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

May 23, 2019

The Board of Commissioners met at 8:00 pm on Thursday, May 23, 2019.  In attendance were Commissioners Adam Leiser and Kathy Koziell.  Also present were Derek Way, Larry Leonard, Paula Doyle, Mike Dolan, Diana Dolan, Terri Cancelarich and John Cancelarich. The meeting was filmed for Madison TV by Tim Hughes.                            

At 8:02 pm Commissioner Adam Leiser calls the meeting to order. 

Adam Leiser makes a motion to call Commissioner Jay Buckley.  Kathy Koziell seconds.  Motion passed 2-0.      

Commissioner Buckley joins the meeting by phone. 

1. Agenda

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

2. Highway Department Report 

3. Water

4. Administration

Payroll report reviewed and discussed.  Adam Leiser makes a motion to approve payroll in the amount of $6631.42.  Jay Buckley seconds.  Motion passed 3-0 by roll call vote.    

Cash flow report is reviewed and discussed.  Making the approved deposits to the capital reserve funds as voted at the 2019 Annual Meeting is discussed.  Adam Leiser makes a motion to move the $42,000 to the water system CRF as approved at the Annual Meeting.  Kathy Koziell seconds.  Motion passed 3-0 by roll call vote.  Check will be included for the next meeting.   

Update to the lodge use form is discussed.  Adam Leiser makes a motion to continue using the old form until access to TULIP information is available.  Kathy Koziell seconds.  Motion passed 3-0 by roll call vote.   

Posting of monthly water reports on the website is discussed.  Adam Leiser makes a motion to post monthly water system testing.  Kathy Koziell seconds.  Motion passed 3-0 by roll call vote.   

Discussion on possible contact with a resident who has left a vehicle on a lot for a very long time. Adam Leiser outlines including information on where or how this vehicle could be removed. This will be deferred until next meeting. 

Discussion on police report obtained for leaving logs along Reinach Place.  Jay Buckley will draft a letter to the property owner for review on June 1.     

Admin Assistant position is reviewed for potential posting.  $1,000 has been allocated for the position.  Posting is reviewed.  Adding to newsletter will be done.

Adam Leiser makes a motion to post the Administrative Assistant position.  Kathy Koziell seconds.  Motion passed 2-0.   

Road grader brake failure is discussed.  Adam Leiser makes a motion to approve repairs in the amount of $14,171.60 plus towing to be paid by the Highway Equipment CRF.  Kathy Koziell seconds.  Motion passed 2-0.   

5.  Accounts Payable

Adam Leiser makes a motion to approve 7 checks for a total of $ 1,671.22.  Kathy Koziell seconds.  Motion passed 2-0. 

6.  Minutes

Adam Leiser makes a motion to approve the minutes of May 16.  Kathy Koziell seconds.  Motion passed 3-0.   

7. Commissioners Reports

Jay Buckley reports that he has spoken with Kelly Robitaille and Jeff DeMartino regarding drainage on Little Loop.  The crew will be able to handle the work needed on Little Loop.  Jay will put together additional information on costs for the culverts and catch basins.  This project can be done for less cost than originally proposed. 

Jay discusses the culvert at Thusis.  The culvert under Eidelweiss Drive shows significant rust at the bottom.  Discussion on culverts being located on private property.  Adam outlines that this culvert is intended to be reviewed again in July.  Jay discusses taking a culvert under Edelweiss Drive and terminate in the cul-de-sac for Thusis Beach parking.  An additional culvert would be placed from the cul-de-sac to the blue brute culverts along the beach.    

Kathy Koziell has contacted Bob Nelson to be put creation of an estimate for the Little Loop project on hold.   

Adam Leiser states there is a tree on Thusis Beach that needs to be removed. DPW will be informed.    

Adam Leiser makes a motion to allocate an additional $500 for electrical work.  Kathy Koziell seconds.  Motion passed 2-0. 

Port-O-lets will not be pursued for the beaches as they are cost prohibitive.  

Discussion on Fire permits is held. This will be looked into.    

Adam will continue to work on the Employee Handbook. 

Discussion on posting meetings.  Sending postings to all committee members when a meeting is posted is outlined.  Including Tim Hughes of Madison TV on postings will be done.   

Adam Leiser makes a motion to allow Jay Buckley to be in charge of next volunteer project which will be for the bulletin boards next to the mailboxes.  Kathy Koziell seconds.  Motion passed 2-0.  Discussion on volunteers within the District is held.   

8. Signature Items  

Eversource property usage letters will be held for next meeting.   

Adam Leiser makes a motion to sign the Driveway Permit Renewal for Prescott.  Kathy Koziell seconds.  Motion passed 2-0.    

Gunn response reviewed.  Adam Leiser makes a motion to sign the letter to Tommy Gunn.  Kathy Koziell seconds.  Motion passed 2-0.  Discussion on continuing to search for a company to clean the outhouses.  Nancy will contact Tommy Gunn for contact info on Mr. Ed Wright.  Outhouses will be open and stocked with toilet paper.  Adam Leiser makes a motion to posting will be done for $15 per hour for a restroom cleaner. Kathy Koziell seconds.  Motion passed 2-0.  Adam Leiser makes a motion to allow up to 3 hours per week.  Kathy Koziell seconds.  Motion passed 2-0. 

Letter to the Bureau’s of 3 Lakeview Drive regarding the curb stop valve at the property is reviewed.  Adam Leiser makes a motion to sign the letter.  Kathy Koziell seconds.  Motion passed 2-0.    

Work Order 1152 for changing of the csv at 3 Lakeview Drive is reviewed.  Adam Leiser makes a motion to sign WO 1152.  Kathy Koziell seconds.  Motion passed 2-0.   

Work order 1153 for replacement of the curb stop valve box at 29 Upper Lakeview is reviewed.  Adam Leiser makes a motion to sign WO 1153.  Kathy Koziell seconds.  Motion passed 2-0.   

Work order 1154 for SCADA review in the pump houses is reviewed.  Adam Leiser makes a motion to sign WO 1154.  Kathy Koziell seconds.  Motion passed 2-0. 

Discussion on creation of a work order for leak detection is held. 

Ginsberg letter for tax abatement is reviewed.  Discussion on the recent tax bill being 50% of the 2018 bill is held.  Review of letter is done. Adam Leiser makes a motion to sign the letter.  Kathy Koziell seconds.  Motion passed 2-0. 

Time off requests are presented.  Adam Leiser makes a motion to approve Nancy Cole’s request.  Kathy Koziell seconds.  Motion passed 2-0.  Adam Leiser makes a motion to approve Kelly Robitaille’s request.  Kathy Koziell seconds.  Motion passed 2-0.    

Adam Leiser makes a motion to have the DPW complete all canoe rack repairs by tomorrow.  Kathy Koziell seconds.  Motion passed 2-0. 

Registration assignments will be sent tomorrow for canoe/kayak placing. 

Response to Dorothy Wondolowski regarding pond levels and management of the dam is reviewed.  Adam Leiser makes a motion to sign the letter.  Kathy Koziell seconds.  Motion passed 2-0. 

Response to Kerry McNiven regarding pond levels is reviewed.  Adam Leiser makes a motion to sign the letter.  Kathy Koziell seconds.  Motion passed 2-0. 

Response to the Flanagan family regarding pond levels is reviewed.  Adam Leiser makes a motion to sign the letter.  Kathy Koziell seconds.  Motion passed 2-0. 

Responses to Terri Cancelarich regarding pond levels is reviewed.  Adam Leiser makes a motion to sign the letter.  Kathy Koziell seconds.  Motion passed 2-0. 

9. Correspondence

Discussion on uploading of videos through Madison TV is held.  Requesting information regarding timing of posting videos from Madison TV for release by VDOE will be done.  Discussion on changing of the PRV in the Upper Lakeview pit is held.  The new valve appears to be effective at controlling the pressures in this area at this time.  A complaint regarding low pressure on Upper Lakeview was received two days following the replacement and was addressed by water operator Ian Hayes.  

Correspondence on the levels of the ponds has been received from John Cancelarich, Terri Cancelarich, Dorothy Wondolowski, Kerry McNiven and the Flanagan’s.  These have been discussed. 

10. Scheduled Appearances

Resident Derek Way has scheduled an appearance to discuss damage to his tire that occurred on Sarnen near Rte 113.  Sidewall on tire was damaged.  A metal post about 3 inches high was sticking out of the ground.  Possible reimbursement for damage to the tire is requested.  Adam Leiser questions if any photos exist; they do not.  DPW responded immediately, marking the hazard which was removed later that day.  Derek Way states reimbursement in the amount of $179.78 is requested.  The piece of metal was towards 113 from the current road sign. Kathy Koziell outlines that there is municipal immunity for these issues.  The District is not liable for this damage.  RSA 231:90 and RSA 231:91 are the guiding statutes.  Derek Way reviews the statues.  Adam Leiser discusses removal of the old post stating that it should have been removed when the new post was placed.  Jay Buckley agrees that the old post should have been removed.  Jay questions the age of the tire; the car is new.  Discussion on finding out what was removed from the ground is held.  Adam discusses deferring vote until June 1 meeting.  Adam Leiser makes a motion to defer any vote on this matter and obtain object from Kelly Robitaille.  Kathy Koziell seconds.  Motion passed 3-0.  Mr. Way will not be able to attend June 1 and will be notified of the decision made.   

John Cancelarich discusses pond level of Big Pea.  Adam Leiser outlines review of the level of Little Pea by canoe done this week.  The area where the Loons nest is still under water.  Paula Doyle adds that the LPC website discusses that the loons appear to be exploring nesting sites.  Adam Leiser makes a motion to initiate contact with John Cooley of the LPC.  Kathy Koziell seconds.  Motion passed 2-0.  Adam attempts call.  No answer.  Paula Doyle discusses the removal of the beavers in 2017.  Paula highlights discussion in May of 2017 that removal of the beavers would lower the level of Big Pea.  Understanding the levels of the ponds and the relationship between them and the Loon nesting sites is needed.  Larry Leonard discusses that the water has always been free flowing between Big and Middle Pea.  Larry Leonard discusses erosion in the area that may also be a factor.  Adam discusses rainfall in 2017 being the highest since 2010; even though the ponds were lower than historical.  Discussion continues on regulating the dam and water levels based on the loon nesting sites.  Kathy Koziell discusses a floating nest option.  These are not as effective.  Terri Cancelarich questions if other bodies of water are controlled based on loon nesting sites.  Terri is informed that NH DES sends a letter every spring to control the dam based on loon nesting sites to every dam owner in NH.  Paula Doyle adds that a knee-jerk reaction is not beneficial to anyone.  Adam discusses option of smaller boards being used in the dam.  This can be looked into.  John Cancelarich states that the management plan states to hold water level based on nesting site of the loons.  Terri Cancelarich questions what action will be done for protection of property owners; Terri questions preserving water on Big Pea.  Adam discusses making a call tomorrow to NH DES for discussion on this matter.  Adam Leiser makes a motion to allow one Commissioner to contact DES and make whatever changes are appropriate in accordance with DES.  Kathy Koziell seconds.  Discussion continues on the pond levels.  Motion passed 2-0.  Adam will handle this matter tomorrow.  Discussion on information on a study through UNH that could be done to study the relationship between the ponds is held.  Information will be sent to the Environmental Committee.  

11.  Public Comment    

12.  Other Business   

Discussion on Water Committee meeting this morning is held.  Reinach tank proposal has been received and is being reviewed by the Committee.  Larry Leonard and Adam Leiser will work on the application for state revolving loan funding documentation.  Obtaining pump house information and other information gathered by the prior Asset Management Committee is discussed.  Kathy Koziell and Larry Leonard will work on this.  Discussion continues on creation of long-term plan for the District.  

Raking of beaches for the summer is discussed.  Terri and John Cancelarich volunteer to rake this weekend.      

Due to a disconnection of the phone line Commissioner Jay Buckley leaves the meeting at 9 pm. 

At 11:03 pm Adam Leiser makes a motion to enter Non-Public Session pursuant to 91-A 3-II (d) property and (a) employment matters.  Kathy Koziell seconds.  Motion by roll-call vote, Adam Leiser yea, Kathy Koziell yea and the motion passed 2-0.     

At 11:35 pm Adam Leiser makes a motion to exit Non-Public session and resume public session.  Kathy Koziell seconds.  Motion by roll-call vote Adam Leiser yea, Kathy Koziell yea and the motion passed 2-0. 

Adam Leiser makes a motion to seal the minutes of the non-public session.  Kathy Koziell seconds.  Motion passed 2-0. 

At 11:36 pm Adam Leiser makes a motion to adjourn the meeting.  Kathy Koziell seconds.  Motion passed 2-0.    

Respectfully submitted,

Nancy E. Cole

Administrator