VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday September 23, 2021-Amended by Jay Buckley

The Board of Commissioners met at 9:00am on Thursday September 23, 2021.

In attendance for the public meeting are Commissioners Jay Buckley (JB), Commissioner Mike Smith (MS), Commissioner Kathy Koziell, Administrator Carrieanne Haight (CH), Dinah Reiss (DR), Kelly Robitaille (KR), The meeting was recorded by Madison TV                              

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

JB makes a motion to approve the agenda, KK 2nds, passes 2-0

DPW Report

KR discusses the graffiti on the rocks (DPW took care of) and sign near Boulder Beach, Jurij Czernow cleaned off the EPOA sign and playground equipment was cleaned by him also. MS makes motion to send a thank you letter to Mr. Czernow, Office will type up and have Commissioner’s sign JB 2nds, Kathy Koziell 3^rd, passes 3-0

JB makes a motion to also send Andrew Harteveldt a thank you letter for volunteering to install Wi-Fi in the office KK 2nds, MS 3^rd, passes 3-0

KR discusses the paving quote for shimming and overlay on Geneva

KR discusses the shimming of Eidelweiss Dr, near mailboxes (was a warrant from last year for $5,000) the plow trucks are tearing up the roads due to the condition and the roads are damaging the trucks.

MS makes a motion allow Sunday Paving on Geneva (for $16,400) JB 2nds, KK 3^rd, KK amends this motion to allow paving for up to $20,000, not $16,400 JB 2nds, MS 3^rd, passes 3-0

JB makes a motion to allow for $5,000 to repair Eidelweiss Dr KK 2nds MS 3^rd passes

3-0

KR discusses 8 Eidelweiss (Nyman property) the 1^st driveway applicant blamed the District for the water damage (which is not the case), the owner’s culvert is the problem as it is clogged with silt from the subject property. The application was submitted before meeting with the engineer, Mr. Nyman will need to resubmit an accurate driveway permit by the end of September, drawing needs to be to scale and the boundary line needs to be marked from driveway. Donna to reach out to Mr. Nyman for his application for construction, copy Bond company and property owner and include image of drawing as per engineer by September 30. A new application will need to be submitted and reflect the condition of the owner’s property and how to rectify.

JB discusses Jones & Beach and being the point person to reach out to Brad Jones for Reinach walk through. JB discusses the grant and filing for an extension (June 30, 2022) for Reinach and also Dawson will have to the end of October to grade and finish the project (seeding, loam) at Reinach KK makes a motion to have JB reach out to Jones & Beach to coordinate the walk through for Reinach JB 2nds, MS 3^rd, passes 3-0. MS explains that JB does not have authority to reach out to Jones & Beach on his own. KK explains that JB was given authority when Adam Leiser stepped down from the board. MS still disagrees.

KK makes a motion to make JB the contact person on the Grant extension and to execute any necessary documents and to have the Grant notarized and signed MS 2nds

MS makes a motion to send a letter to Jones & Beach, copy Dawson and the Bonding company stating this work needs to be completed by the end of October 2021, if not the Bonding company will be notified JB 2nds. Motion passes3-0

Discussion of the Wetlands issue at 21 Little Loop and the permit for the driveway. JB feels we are responsible for notifying the applicant of issues that may be outside the application requirements as it protects the homeowner and the ponds/environment. MS disagrees. KK makes a motion to approve with the contingency of wetlands delineation and to be tested by a registered soil scientist with necessary permits JB 2nds KK with draws this motion JB 2nds KK makes a motion to reinstate the original motion of approving the permit with the contingency of wetland delineation and tested by a registered soil scientist with the necessary permits with additional requirements of all DES necessary permits JB 2nds. Motion passes 3-0. MS claims he did not get email from NHMA describing contingency.

Discussion of the project to be done at building 1 and the building permit. JB makes a motion for KK to sign the building permit as the owner. KK 2nds. Motion passes 3-0.

Retainage for Dawson should have been taken from retainage account but was taken from operating budget. This will be returned to proper account.

Signature Items.

JB makes a motion to approve and sign the payroll manifest in the amount of $7,420.30 MS 2nds KK 3^rd, passes 3-0  

MS makes a motion JB 2nds to transfer funds of $2,500 to CRF for Article 8-Tank Pumping Maint. Passes 3-0

MS makes a motion JB 2nds to transfer funds of $5,000 to CRF for Article 9-Medical Insurance Passes 3-0

MS makes a motion JB 2nds to transfer funds of $50,000 to CRF for Article 10-Highway Equip. Passes 3-0

MS makes a motion JB 2nds to transfer funds of $10,000 to CRF for Article 11-Highway Equip/Repair Passe 3-0

JB makes a motion to approve and sign the operating manifest for $69,127.90 JB rescinds this motion to approve and sign the operating manifest. JB makes a motion to approve the operating manifest if the amount of $67,500 not 69,127.90 KK 2nds. Motion Passed 3-0.

JB makes a motion to approve Water Hook Up Application for 18 Bristenstock KK 2nds. Motion Passed 3-0.

JB makes a motion to approve Water Hook Up Application for 17 Jungfrau KK 2nds. Motion Passed 3-0.

Water Hook Up Application for 24 Bern-Hold, will need additional pressure testing. Water Hook Up Application for 16 Grison-Hold, will need additional pressure readings during peak demand and will need to relay to Nick Skegell

Discussion of an email from Mark Graffam in regard to the Japanese Knotweed found at the Reinach Bridal Path. The District will have Tricky Tree cut the saplings and brush as they do normally, the Knotweed cut or not cut will spread regardless, per the DES the District is required to keep the Bridal Path clean.

Public Appearance: Larry Leonard and John Cancelarich

Larry Leonard from the Water Committee discussed the bids for the Asset Management Plan. He reviewed the 2 bids received, one from Wright Pierce and the other from Horizons, and compared them both for data, past work, results, evaluations, cost, schedules, mapping and samples for the best possible option of who to go with. In conclusion the District will go with Horizons as they are a smaller company and are local. JB makes a motion to approve Horizon for the bid for the Asset Management Plan in the amount of $39,500 MS 2nds. Motion passes 3-0

JB will draft a letter to thank Wright Pierce for submitting their bid and also will inform Horizons that they have won the bid.

Pond Level Policy:

Discussion on the pond level and the fall draw down. Will need to revise the Pond Level Management Plan by adding the wording “smaller board” to #1, taking #4 out and adding “ if fall draw down is needed it must be done prior to October 15” to #6

JB will make Amendments to the public hearing minutes on 08/14/21 will send to the office for review and vote on them at next meeting. JB will also Amend Meeting minutes from 09/14/21 and send to the office

MS dismissed himself from meeting at 10:55am

JB makes a motion and reiterates NOT to send district email or correspondence to personal emails KK 2nds. Passed 2-0.

Respectfully submitted,

Carrieanne Haight – Administrator

Amended by Jay Buckley 10/14/2021

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday September 30th, 2021

The Board of Commissioners met at 9:00am on Thursday September 30^th, 2021.

In attendance for the public meeting are Commissioners Kathy Koziell (KK), Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Administrator Donna MacKinnon (DM), Kelly Robitaille (KR), Ian Hayes joins at 9:45. The meeting was recorded by Madison TV                              

Commissioner JB calls the meeting to order at 9:01am, JB makes a motion to approve the agenda, MS 2nds, passes 3-0

JB makes a motion to enter non-public per RSA 91-A:3,II (a) – employee review, KK 2nds, passes 3-0

Public Meeting re-convenes at 9:30

JB makes a motion to approve the 9/23/2021 minutes, KK 2nds, discussion on missing content and correct format, KK asks MS to review video and provide amended minutes, MS states he is too busy, JB agrees to do this. No vote on minutes.

DPW discussion on how to correctly reimburse the Hwy budget for work done on behalf of the Water System. MS makes a motion to charge $150/hr. for a man and machine plus materials and trucking cost of $65/load.  This is less than the cost for outside contractor. JB 2nds, passes 3-0. DM will reach out to Catharine for correct way to account for reimbursement from the Water Line Extension Fund to Operating Budget.

Dawsons walk-through, Jake agreed to fix the asphalt ditches and a culvert that was damaged, primary discussion on gravel for the length of the water line replacement as upper Aspen got very muddy this spring and had to be closed. According to contract, “roads to be restored to original condition”. KR was willing to work with Dawsons if they provided the gravel DPW would grade the road to our standard. Reinach pump house should have had an epoxy floor which was not done, possible credit from Dawsons. Discussion on Upper Lakeview PRV will possibly need 2 additional PRV’s. Dawson thought this was taken out of project, KK states that the contract budget is for 3 total at $23K/ea. and 2 have been installed at Reinach leaving one for Upper Lakeview. Ian Hayes joins at 9:45. More discussion on Upper Lakeview. Need the final engineered plan from Dubois and King.

 KR states that clean-up from Bryant Paving is complete so DM can release the check.

8 Eidelweiss Dr – Mr. Nyman did contact the office on Tuesday for a new driveway application. 21 Little Loop Driveway Permit. JB makes a motion to approve the driveway application for 21 Little Loop contingent on wetland survey and any needed DES permits. MS 2nds, passes 3-0

MS makes a motion to approve the fill permit for 30 Bern Dr. JB 2^nd, passes 3-0

Owner of 14 Little Shore states he has an agreement with prior board, signed by Mike Smith, to periodically repair his driveway as it was better than installing a culvert. KR states he will clear the ditch line which will help improve the driveway condition. KK asks DM to check the property file for a copy of the letter. If not there, to reach out to property owner for a copy.

KR discussed the Dam Policy and whether or not we do a fall draw down, KR states that keeping the water high causes debris on the grate, could be a safety concern. Additional discussion on the policy and the updated version from last weeks meeting, MS asks that we postpone until next week.

Ian has discussion on water hookups at 17 Jungfrau (which can wait until spring) and 18 Bristenstock which was approved.

Dataloggers to be installed at 24 Bern and 16 Grison, if pressure is acceptable, we will approve prior to D&K updating the model. Ian states that although we have a deadline for water hook-ups, if the property owner is willing to pay for additional cost of equipment,  hookups can be done in the winter months.

Week of October 11^th Simply Water will be flushing the system, notice to be sent via email blast and update on website  (possible drop in pressure, discoloring of water and trapped air)

Water Shutoff’s for non-payment, 2 left to do, Conway road has a damaged CSV which needs to be replaced first, property is posted “No Trespassing”. CSV is within the districts ROW, DM to send email to property owner that work is being scheduled.

Ian will take a look at 23 Huttwil to confirm that septic system has been repaired/replaced before shut-off to avoid possible cross contamination.

Ian looked at cost and installation of cluster valves, to be in the $7-$8 range – this is for a future project.

JB discussed the project of flagging the CSV in order for the Asset Mngt engineers to locate and accurately create GPS locations.  MS was asked if he would coordinate this effort but states he was too busy. MS asks if Ian had replaced bent CSV on Deissbach- still needs to be done

MS asks for a quote on a replacement DPW well pump in order to have one on hand – no actual price yet.

Discussion on pump house locks on disconnects. Decided that it makes sense to lock the actual panels but not the outside disconnect, but to use the same metal “tag” that Eversource uses. Now an emergency shut down can be done without locating a key.  KK states that 4 more keyed-a-like locks are on order for pump house electrical panels.

JB makes a motion to sign the letter to T. Foley at 30 Grachen Rd, KK 2nds, passes 3-0

MS leaves at 11:07

KK will contact Ryan Day about the Summit pump house loft and insulation upgrade.

KR asks about safety supplies. DM will reach out to contractor that was re-filling the cabinets.

Admin

Draft Audit should be available by Friday, auditor needs to file the MS535 to set tax rate.

Tricky Tree will start brush cutting 10/18, Flyer on new recycle bins at Madison transfer station to be posted on bulletin board

Copier leaving marks on paper, JB will address

Andrew Harteveldt suggest waiting as computers are either priced too high or unavailable, also discussed QB on-line which would allow us to network the 2 computers together but this doesn’t justify the cost.

2 residents’ inquiry about the utility ROWs across property’s and does the original NE Tel ROW’s transfer to current owner (Eversource). They need to contact the registry of deeds for any changes to the property or contact the utility that owns the ROW.

JB makes a motion to approve the manifest in the amount of $17,672.34, KK 2nds passes 2-0

JB makes a motion to transfer $8000 to the Water Line Extension Fund from 16 Grison Hookup. KK 2nds, passes 2-0

JB makes a motion to accept the contract from Horizon Engineering for $39,500 ($20K in grant money) for asset management. KK 2nds, passes 2-0

DM discusses DN Tank Retainage, it has been a year since completion but we need something official requesting the disbursement, DM will reach out to Jones & Beach

JB makes a motion to sign the “Letter to Proceed” with Horizon Engineering. KK 2nds passes 2-0

DM has email from DES asking for additional documentation for completion of extension request for the Drinking Water Grant.

JB asks if thank you letters went out to Uri and Andrew Harteveldt, DM will take care of

JB discusses email regarding unleashed dogs. JB states that Town of Madison enforces the “leash laws” and that she should contact Animal Safety in Madison.

KK states that we still need to approve minutes from Tuesday 9/14 meeting. JB will review

JB makes a motion to continue the public meeting on Friday 7:30am at the District office, primary purpose is non-public. KK 2nds passes 2-0

Respectfully submitted,

Kathy Koziell, Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday August 19th, 2021

The Board of Commissioners met at 9am on Thursday August 19^th, 2021.

In attendance for the public meeting are Commissioners Kathy Koziell (KK), Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Administrator Donna MacKinnon (DM), Dinah  Reiss (DR). Ralph Lutjen (RL), Dorothy Wondolowski (DW), John Cancelarich (JC). The meeting was recorded by Madison TV                              

At 9am Commissioner JB calls the meeting to order. JB makes a motion to approve the agenda, KK 2nds, passes 3-0

JB makes a motion to approve the minutes of 8/12/21, KK 2nds, JB amends to include in the water hook-up discussion that “the ordinance doesn’t mention whether the commissioners can or cannot waive the date”. KK makes a motion to approve the amendment, JB makes a motion to amend the minutes regarding the discussion on 30 Grachen Rd. extension “that he wanted to have all 3 commissioners present to review the same information at the same time with the surveyor” , KK 2nds the amendment, amendment passes 3-0 amended motion passes 3-0.

DPW – Report

Discussion on 6 Lakeview Driveway permit. Expires end of Sept 2021 owner could not get anyone to pave last year, property owner asks for location of CSV, JB makes a motion to extend the driveway permit for 12 months, KK 2nds, MS makes a motion to extend until the end of the paving season this year, no 2^nd, motion passes 2-1

18 Bristenstock driveway permit discussion, JB makes a motion to discusses next week, KK 2nds, the septic system is against the road and that we should table this until next week. Passes 2-1. DPW ditched and graveled Grandval, started prepping Chocorua View Dr. ditched, removed brush and trees for Bryant paving. Scheduled to start week of 8/30. KK will post on website and send email alert. KR is looking for another project to fit within the $17K asphalt budget. Estimates have been coming in around $20K. KK states that the operating budget can support an additional $3K. KR discusses punch list for Reinach project, he’ll put together a list and forward to office. M Graffam sent email to office with picture of culvert edge. KR states there were tire tracks on the edge of the culvert where a vehicle would not normally drive. Discussion on the painted areas of Eidelweiss Dr, this is considered vandalism. Discussion on contacting the police. MS asks about the beaver dam at big loop, KR states that no impact on the roads.

Admin

Discussion on water hook hook-up for 5 Grandval, Office asked applicant for proof of ownership.  17 Jungfrau asked for water hook-up approval even though not building until next year. JB makes a motion to accept the application for water hook up at 17 Jungfrau, KK 2nds, passes 2-1.  KR clarifies cost on speed bump sections. DM discussed the Health Trust holiday (refund) that will be determined in October. Discussion on audit, draft should be available shortly. DM askes about Sept meetings, KK states Thursdays the 2^nd, 9^th, 16^th 23^rd and 30^th. KK will be unavailable the 1^st 3 Thursdays, JB will be on vacation the week of the 6^th so there can be no meeting on the 9^th as no quorum. MS states he will not show up unless we change the meetings to Tuesday.

JB discusses Jeff DiMartino’s review, we have a 3 step process, which is explained to MS, Commissioner will have a non-public on Sept 26^th .

Discussion on 42 Bristenstock, requires a letter to attorney as to our options. JB makes a motion to forward latest Leiser email to the attorney, KK 2nds, passes 3-0

KK makes a motion to be appointed as the liaison for the new administrator, JB 2nds, passes 3-0.

JB make a motion to approve the manifest for $22,911.02, KK 2nds, 8K is water hook-up transfer to CRF, also truck loan payment included, passes 3-0

DR askes about Reinach bond payment, DM states August 15^th. JB makes a motion to approve transfer of $8K water hook-up fee into the Water Line Extension Fund. MS 2nds, passes 3-0.  Discussion on the 105 acre parcel that abuts Eidelweiss, and that the .5 acre Adelboden lot that was merge with the 105 acre parcel was improperly taxed as 100% Madison and that Madison is required to resolve. DR states that we should let Madison keep it but as discussed it was never actually surveyed out of Eidelweiss. MS makes a motion to contact the district’s attorney to look at this. No 2^nd. MS askes about the new computers and office upgrade, JB presents several options for new office computers. MS makes a motion to forward options to Ron Sandstrom for approval. JB 2nds, passes 3-0

Commissioner Reports

MS askes about asset management deadline for “Goffer Grant”. JB states that many of these are for towns and cities and that Village Districts are not eligible. The ARRA funds may be available to us thru the county. MS asks about Article #6 – surveying the Lodge for possible sale. JB states that the surveyor has already been contacted. KK discusses site visit at Grachen Extension, based on recent survey there is substantial personal property on District land.  JB discusses the Upper lakeview PRV, Dubois & King is 4-6 weeks out on starting design, JB reached out to DES ( Randy S.) regarding extension of Reinach contract grant funding. We can contract directly with D&K without going thru Jones & Beach per DES.

JB makes a motion to approve payment of Dawsons pay rec. KK 2nds, 2-0-1. JB makes a motion to accept the $2000 increase to J&B contract #6, KK 2nds, passes 2-0-1.

JB makes a motion to accept contract #7 for Upper Lakeview PRV solution, KK 2nds, passes 2-0-1. JB had discussion with Tricky Tree and will do brush clearing over water mains etc. based on earlier quote. Will notify office prior to beginning. JB discusses that cross-country water main is “well” onto private property at 9 Reinach. JB would like to get approval from #9 Reinach to brush cut approx. 20’ x 300’ of area. Discussion on getting a deeded easement. MS makes a motion to contact the Attorney regarding easement on #9 Reinach for water main, cc owner. JB 2nds, passes 3-0. JB attended ZBA meeting regarding #26 Huttwil as septic system is less than 25’ from water main, approval stands as they are obligated to consider relief from Madison zoning and not DES. JB makes a motion to contact DES regarding 26 Huttwil and request a re-review of septic approval based on proximity to water main and water service lines. KK 2nds, passes 3-0.  MS makes a motion to have DES send us draft of septic designs, JB 2nds, Eric Thompson is contact at DES, passes 2-1.

John Cancelarich – discussion on Dam at Big Pea. MS makes a motion to allow the process to begin on evaluating a non-menacing dam on Banfield Brook. No funding will come from the District. JB 2nds, passes 3-0

MS leaves meeting

Dorothy Wondolowski asks about correspondence as a result of the public hearing on August 14^th specifically public memorials. JB reads email from Doug Prescott describing several ways to honor residents. DW states that a public memorial process could be possible in the future. Discussion on current memorial plaque located on the Little Library and the consensus of the input from the August 14^th public hearing that it was inappropriate.

KK makes a motion to remove the plaque on Little Library as it was installed without the knowledge or consent of the Commissioners. JB 2nds, Plaque to be returned to Andrew Harteveldt. Passes 2-0 JB makes a motion to not entertain memorials on District property. KK 2nds, passes 2-0

Discussion on Dam Management Policy and input from August 14^th public hearing, adding drawdown date of October 15^th per Fish and Game recommendation. RL asks about incorporating his suggestion for draw down including spring draw down for loon nesting. DW discussed the numerous causes of wildlife decline in the 3 ponds and was concerned that only the lowering of the water level due to removing boards at the dam was discussed. (Her letter to the board is available as a public document). DW also asked that the BOC look at the 20 years of VLAP testing and the perching of the beaches (similar to retaining walls) should be explored. RL stated that as a prior Commissioner he would report infractions to DES, stating that dumping of sand on a private beach required a permit. KK responded that he can still report violations to DES.

JB makes a motion to enter non-public at 11:46am. RSA 91-A:3 (L)

Public Meeting resumes at 12:06pm, Motion to seal the non-public minutes was made.

JB makes a motion to adjourn at 12:07, KK 2nds passes 2-0

Respectfully submitted,

Kathy Koziell, Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday August 12th, 2021

The Board of Commissioners met at 9am on Thursday August 12th 2021.

In attendance for the public meeting are Commissioners Kathy Koziell (KK), Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Administrator Donna MacKinnon (DM), Dinah  Reiss (DR). Ian Hays (IH) Water Operator joins at 9:30am The meeting was recorded by Madison TV                              

At 9am Commissioner JB calls the meeting to order. JB makes a motion to approve the agenda, MS 2nds, passes 3-0

JB makes a motion to enter non-public at 9:00am per RSA 91-A3:II (b) Employee Hiring

Re-convene public meeting at 9:05 Motion was made to Seal the minutes. JB makes a motion to unseal the minutes once the applicant accepts the position, MS 2nds, passes 3-0

DM explains that the annual meeting minutes needed to be amended and approved as the lot number in Article #13 was typed as F89 instead of F98. KK makes a motion to amend the 2021 Annual Meeting Minutes to reflect the lot # change from F89 to F98. JB 2nds, passes 2-0-1

JB makes a motion to approve the minutes of 7/29.21, KK 2nds, passes 2-1. JB makes a motion to approve the Non-Public of 7/29. MS 2nds, passes 2-0-1

KK makes a motion to approve the minutes of 8/3, JB 2nds, passes 2-1-0

JB discusses the white spray paint on Eidelweiss Dr. Determined that it was not the DPW.

JB discusses the water hook-up applications that have been received after 8/1/2021. Habitat for Humanity request can wait until next year MS makes a motion to accept the 18 Bristenstock application, Kk 2nds, JB questions weather or not we can accept after 8/1 per the ordinance  “the ordinance doesn’t mention whether the commissioners can or cannot waive the date”. Motion passes 2-1

JB discusses the hook-up for 5 Grandval Way – still need septic design and certified plot plan, MS makes a motion that if septic design and certified plot plan are not received by Sept 1 hook-up check will be returned for 5 Grandval Way. JB 2nds, passes 2-1-0. MS makes a motion that if septic design and certified plot plan are not received by Sept 1 hook-up check will be returned for 17 Jungfrau (Habitat for Humanity property). JB 2nds, passes 2-1-0

ADMIN

DM reads the email from resident asking to have the $100 late fee waived and states she will pay the $50. MS makes a motion to waive the $100, No 2^nd.

DM states that 6 residents paid their late water bill and fees. 2 certified letters came back with forwarding addresses.

JB makes a motion to approve the manifest for $21,301.59, KK 2nds, passes 3-0 DR asks if we can complete the bank signature cards while all 3 commissioners are present.

Discussion on the Neighborhood Energy contract, MS states that we would get a better rate if we committed for 3 years, MS makes a motion to create a Warrant Article as it’s a 3 year commitment. JB 2nds, passes 3-0.  JB discussion on Saturday nights public hearing, MS suggests making 15 sets of documents.

JB discussed 29 Grachen Rd survey, Ron Briggs is available Monday for a site visit. KK suggests 9:00am, JB can make it, MS doesn’t know why we need all 3 present.

“JB states that he wants to have all 3 commissioners present to review the same information at the same time with the surveyor” . Will be posted for 9:am once confirmed with Ron Briggs.

Discussion on 8 Eidelweiss Drive culvert issue (on Bern Drive), contractor and his engineer (Burr Phillips) meet with Kelly to discuss options for a remediation. Burr Phillips will submit a proposal but asks for an extension until 8/24 before fines are levied. JB makes the motion to waive the daily charge until  8/24, KK 2nds, passes 2-1.

JB discusses rocks that were dumped onto Bristenstock by property owner at 42 Bristenstock.  He signed for certified letter giving him until the end of July to remove them. Discussion on what we can legally do with these rocks, haul them away, dump them on his property etc. JB makes a motion to contact Attorney Bolt regarding what actions we can take. KK 2nds, passes 2-1

JB discusses the issues with the 105 acre lot in Madison that abuts Eidelweiss which includes a merged lot taken from Eidelweiss on Adelboden. There is also a ROW on Aspen that was deeded in 1979. The Town of Madison needs to address the taking of the lot out of the Village District of Eidelweiss zone incorrectly.   MS makes a motion to contact the District’s attorney regarding this issue.  No 2^nd.  The Madison planning board also brought up the concern of a possible subdivision. JB states that as this was done by Madison it’s “on them” to correct it.

Ian Hayes

IA discusses low pressure at 22 Bristenstock and consensus is that the home PRV was set too low and that the sediment was not the issue. Homeowner is to be billed for Ian’s time.

KK states that 4 more keyed alike locks have been ordered. IH will order chem pump re-built kits, Spare pump from DPW well is approx. $6000. Chem room safety sink is $3000 plus installation. MS  makes a motion to allocate up to $3300 for Chem room sink, JB 2nds, passes 3-0. Discussion on moving the chem tank to a larger containment area so its safer to work on and around. MS makes a motion to allocate up to $1500 to move the Chem tank, JB 2nds passes 3-0. 

MS leaves at 10:40

19 E Bergamo Water Hook-up Complete, 13 E Bergamo started digging and hit ledge, based on #19 could be hard packed rock not ledge so will bring in larger equip next week.

JB discusses the DES 25’ set-back from septic system and pressurized water line (main, service link, service line). Discussion on benefit of having the water lines/links sleeved regardless of distance from septic systems, requirement would change to 10’ if line is sleeved. Water Operator can refuse water hook-up if the septic system is determined to be too close.

JB makes a motion to accept Contract #7 from Jones & Beach in amount of $3800, KK 2nds,for the Upper Lakeview PRV pit(s) to provide GPS/lidar mapping, incorporate Dubois/King recommendation, create bid package, tabulate bids, select a contractor. This will come from the contingency fund as scope has increased since initial bid. Passes 2-0.

Ian discusses value of having Isolation valve clusters at intersections. JB states that towns and cities are getting ARRA funding and that Village District may apply thru the County for available funds. Ian will create a proposal with number of valves and costs and JB will include some of he alternative adds from the Reinach tank proposal.

Discussion on the Dawson payment rec with substantial completion of work certificate. This is to be tabled until next week.

Jones and Beach submitted a $2000 increase for Contract #6 (O&M Manual and Oversight). JB will contact J&B for clarification

JB makes a motion to approve the RFP for asset management grant. KK 2nds, JB states giving 2 weeks for applicant response, KK amends to change to 3 weeks, JB 2nds amendment, passes 2-0, Amended motion passes 2-0.

Discussion on Dubois & King proposal for engineering of Upper Lakeview PRV pit(s)  -  tabled for next week.

KK will be unavailable for the Sept 2^nd, 9^th, and 16^th. Commissioners’ meetings.

JB makes a motion to adjourn at 11:45, KK 2nds, passes 2-0

Respectfully submitted,

Kathy Koziell, Commissioner

Comments in red are amendments to the minutes dated 8/19

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday July 22nd, 2021

The Board of Commissioners met at 8:00 am on Thursday July 22nd 2021.

In attendance for the public meeting are Commissioners Kathy Koziell (KK), Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Administrator Donna MacKinnon (DM), Kelly Robitialle (KR), Doug Prescott(DP), Dinah  Reiss (DR) joins mid-way The meeting was recorded by Madison TV                              

At 8:06am Commissioner JB calls the meeting to order.

JB makes a motion to approve the agenda, MS 2nds, passes 3-0

DPW Report

KR presents cost of additional speed bump at $1439 from Barco (2-sections needed to cross the road 719.50/ea). EPOA had offered to pay for this, DP will present at 7/31 meeting for approval.

3 Bristenstock – KR cleaned the debris from Driveway culvert and observed that asphalt was not completely replaced during Reinach new water hook-up causing the erosion. Also, 24” culvert at intersection of Aspen and Bristenstock needs asphalt replaced as well.  JB makes a motion to be given permission to discuss this with the contractor, KK 2nds, MS says we need one list for contractor punch list work, JB states that we do. Passes 3-0

7 Jungfrau, KR discusses that the new driveway construction is causing significant erosion with silt and debris flowing into the road during recent rain. MS makes a motion to have DM send letter to the property owner stating that they must stop the erosion and repair damage done to the road. JB 2nds, passes 3-0

28 Grandval Way water hook-up completed, still no proof of driveway bond extension. This same contractor at 8 Eidelweiss has still not re-installed the driveway culvert. Has one week from receipt of certified letter on 7/21/21 to complete work, if not them bond company will be notified.  MS makes a motion to send him another letter stating office needs to receive a new driveway permit by 7/28/21.  No 2^nd. Discussion that previous certified letter already stated the deadline.

DM states that a property owner on Omega,a class VI road, inquired as to why trees that he cut were moved back to his property and want to know the “law” on the driveway permit. Discuss on driveway ordinance, office will reply to him that “if you are accessing your property from a District Rd then you need a driveway permit”

KR discusses the 2 picnic tables that need to be replaced. MS makes a motion to purchase 2 picnic tables up to $300 total. KK 2nds passes 3-0

Admin Report

DM received the certified letter receipt from 42 Bristenstock. Primex has refund (holiday) from workmans comp insurance of $1665 and unemployment of $2409.22. District can get either a check or credit for next year. JB makes a motion to receive the refund. MS 2nds passes 3-0

Draft of Audit should be received by end of July.  Discussion on August meetings, MS requests that they be moved back to 9am. KK states that the reason we moved to 8am was so that MS could attend for a longer period. Commissioners agree to move back to 9am starting in August

JB makes a motion to approve the manifest of $18,909.36, KK 2nds, MS askes about the attorney’s invoice, questions that JB as chairman shouldn’t be contacting the Districts Attorney. Motion passes 3-0. MS walked by Boulder Beach and had a discussion with a woman about the trash on the beach. KK asked what trash and MS replied sandals and a wet/sandy towel and maybe some other piece of paper. KK asked if he picked it up and reply was no.

MS discussed that CSV at 22 Diesbach is bent and needs replacing, have office notify Ian (water operator).

MS askes about having employee interviews on Friday as Monday may be too soon to schedule. Paula Doyle will reach out to selected applicants to schedule interviews. JB makes a motion to ask PD to provide either a certificate of insurance or to become an employee. KK 2nds, passes 2-1

JB discusses the water hook-up at 9 Reinach to be inspected at 1pm with Ian Hayes, the property owner, contractor and JB.

Discussion on the proposal for the emergency action plan for the Dam by Wright and Pierce. JB makes a motion to accept the proposal from Wright/Pierce to create the dam emergency action plan D#149004.  KK 2nds, this will be funded by the engineering line items in the operating budget. passes 3-0.

JB to contact 2^nd bidder on the brush cutting if we don’t hear from Tricky Tree by Monday. JB discusses variance being granted on 26 Huttwil.

Public Comment

DR askes about audit – previously stated to expect draft by end of July, DR askes if we have received any pictures of the Reinach project – JB stated nothing yet from Jones and Beach. DR askes about electric utility lines crossing the water main, JB agrees that location needs to be documented. DR askes about pump house demo and costs, JB states this part of the original bid. DR asks about status of Upper Lakeview PRV, JB states waiting for bid package from Jones and Beach.

KK states that she will not be physically present on Thursday July 29^th and plans to call in. MS states he won’t show up til 9am so no quorum until then.

KK makes a motion to change the July 29^th meeting to 9am, JB 2nds, passes 3-0

MS makes a motion to adjourn at 10:45, JB 2nds, passes 3-0

Respectfully submitted,

Kathy Koziell, Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Tuesday August 3rd, 2021

The Board of Commissioners met at 1PM on Tuesday August 3rd 2021.

In attendance for the public meeting are Commissioners Kathy Koziell (KK), Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Administrator Donna MacKinnon (DM), Kelly Robitialle (KR), Dinah  Reiss (DR), John Cancelarich (JC). The meeting was recorded by Madison TV                              

At 1PM Commissioner JB calls the meeting to order. JB makes a motion to approve the agenda, KK 2nds, passes 2-1-0

MS states he is unhappy that this meeting was called and he didn’t know until last night. JB states that he was unable to attend on Thursday and that there were some pressing matters to be addressed. MS disagrees and states that he will be leaving in 15 minutes.

MS makes a motion to enter into non-public per RSA 91-A3:ii (b) Employee hiring at 1:05, KK 2nds, passes 3-0

Re-enter public session at 1:20 Motion was made to seal the minutes.

DPW Report

KR states that the re-submitted driveway application for 8 Eidelweiss Dr contains inaccurate information.

Discussion on the dam management policy and how it is being followed, JB stated that current policy gives DPW final say.

Resident at last weeks meeting claimed that her property was being damaged by the high water.

MS wants to know how the residents found out so soon about the decision to remove a board made at previous Thursdays meeting. KK states that it doesn’t matter,

JB said that he notified the residents and that we serve the public. Discussion on claims of damage to property that should be sent to the office with evidence such as before and after pictures. MS leaves meeting at 1:32

JB makes a motion that any concern about property damage be sent to the office with evidence. KK 2nds, passes 2-0

KK asks for confirmation that if water continues to rise that the water will spill over the intersection of Eidelweiss Dr and Appenval then down into the brook by the playground. This would prevent any property from flooding. KR and JB believe this to be true. JC asks, then why not leave the water as high as possible at all times. JB states that constant flow over the concrete dam may effect the life of the concrete. He has asked Pierce and Wright that as part of the Dam Emergency Action Plan to research this. Hopefully having an answer by the August 14^th public hearing. Discussion on the DPW trying to keep the water at the optimum level.

KR leaves at 1:50pm

JC reviews the current policy and asks who it protects. Discussion on balance between wildlife, environment and property.

Admn

DM – water bills sent out with shut-off notice for non-payment

JB makes a motion to approve the water hook-up for 13 E. Bergamo, KK 2nds, passes 2-0

JB makes a motion to approve the manifest for $4722.17, KK 2nds, passes 2-0

JB asks about bank signature cards, MS still needs to sign – DR has them.

KK states that locks for the Water operator are in – she will reach out to Ian Hayes

Discussion on DPW bathroom remodel, JB had another quote in excess of $6,000. JB makes a motion to approve of the COI from Spruce Creek Property with the VDOE added as “additional insured”. KK 2nds, passes 2-0. KK confirms that once we have this that Spruce Creek Property Maint. can begin the project.

JB discusses right-of-way to Eidelweiss road, given to previous owner of 105-acre lot recently sold. Need to review to see if that passes to new owner.

JB discusses 29 Grachen survey and that Commssioners should schedule an onsite meeting, JB will call the surveyor.

JB discusses Planning Board letter regarding lot line adjustment – no action to be taken by VDOE

Review of July water usage report – somewhat higher than normal with peak usage of 130K-140K gallons per day.

JB makes a motion to sign a letter to attorney Wilber regarding East Bergamo, KK 2nds, passes 2-0

Public Comment

DR asks about the asset management grant, JB describes the deliverables and how the water assets will be plotted with location, age, life expectancy, repl cost etc.

RFQ is being update for Commissioners to approve before being sent to potential bidders.

DM leaves at 2:35

JB makes a motion to cancel the August 5^th Thursday meeting, KK 2nds, passes 2-0

KK asks about what material is needed for the August 14^th public hearing- to be discussed on August 12^th.

JB makes a motion to adjourn at 2:40, KK 2nds, passes 2-0

Respectfully submitted,

Kathy Koziell, Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday July 29, 2021

The Board of Commissioners met at 9:00 am on Thursday, July 29, 2021.  In attendance was Commissioners Jay Buckley & Mike Smith.  Also, in attendance was Highway Foreman Kelly Robitaille and Donna MacKinnon taking minutes.  People in attendance were Dinah Reiss, Treasurer, Doug Prescott, & Gloria Aspinall. The meeting was filmed by Tim Hughes, Madison TV.                            

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

1. Agenda

Jay Buckley makes a motion to approve agenda.  Mike Smith seconds. Motion Passed 2-0.

Jay Buckley makes a motion to approve the minutes of 7/19/21 & 7/22/21.  Mike Smith seconds up until he left the meetings.  Jay Buckley amends minutes of 7/22/21 with the change of 28 Grandval Way to 8 Grandval Way. Motion Passes 2-0.

2. DPW Report

Discussion of High-water level at the Dam-Kelly Robitaille states he received a phone call from a citizen and agreed the water is at a high level and is asking for permission from the BOC to remove a board due to the upcoming forecast for rain.  Mike Smith asks who is in charge of the Dam water levels.  Kelly Robitaille states the BOC are in charge.  Mike Smith asks why Kelly R is not in charge.  Kelly states according to the current policy the BOC are in charge.  Mike Smith would like Kelly R to be responsible for the DAM and if the BOC have an issue with Kelly’s handling of the DAM, they will deal with Kelly R as a board the BOC should not be involved in Kelly R’s day to day activities. Kelly R just want to cover himself.  Jay Buckley asks who the citizen was Kelly R says it was Gloria and she has multiple issues that she will be bringing up at the town hearing. Kelly R. knows there will be a problem with pulling of the board and doesn’t want to be put in the middle. Jay Buckley states if a board was pulled because of one resident then other residents will be calling to not to pull the board and doesn’t want Kelly R to be put in the middle.  Mike Smith states there was a petition to put a Dam in by a homeowner and the homeowner never follow up with.  Mike Smith feels that Kelly R should be in charge of the DAM as part of his job.  Kelly R states the solution was the level should be 4 inches below the spill and it is marked now.  The level now is about 6 inches above the mark and Kelly is trying to correct it so that it will be at the marked line to maintain a steady level. Jay Buckley states that the mark is the minimum for acceptable level, Kelly R thinks the policy states that it should be 4 inches above the mark and is asking what should be done.  Mike Smith states that for years the District always allow the levels for the loons and not flood out the residents and that the DPW was always in charge and not have the BOC manage it and let Kelly R do his job.

Gloria Aspinall asks the BOC to pull a board because her property is being over flooded.  She states the assessor from the Town of Madison came to her property and stated that the peninsula is deemed wetlands which with the levels so high it is now on her property and has caused damage to her retaining wall. 

Jay B states Kelly R can do whatever he has to do what ever he feels best to do.  Kelly R. wants the backing of the BOC otherwise he doesn’t want the responsibility.

Mike Smith makes a motion for Kelly Robitaille to come to the Public Hearing August 14,2021 at 7:00 pm. with pay.  Jay Buckley Seconds. Motion Passed 2-0.

Kelly R asks the BOC to approve his vacation time August 9 through August 13, 2021.

Jay Buckley makes a motion to approve Kelly Robitaille’s vacation August 9 through August 13,2021.  Mike Smith seconds.  Motion Passed 2-0.

Kelly Robitaille states he will be pulling a 10-inch board now that he is in charge and will not let the water go below the mark.

Discussion of 6 & & Lakeview Drive end of the dead end of road-Kelly R states he has received complaints from the homeowners at 7 & 5 Lakeview Dr. the water washes down the road and damaging the road.  Kelly R states that there was no culvert at 6 Lakeview and only half a grate at 7 Lakeview causing damage to the road.  The homeowner at 6 Lakeview filed for a driveway permit to pave prior but decided not to which would have required the homeowner to put in a culvert and with the driveway being so wide with paving it would cause more damage to the road, and the homeowner at 7 Lakeview would need to extend the grate at their property.  Kelly R will tread lightly with7 Lakeview Dr because it is a commissioners property.  It is 7 & 5 Lakeview Dr. who is complaining and Kelly R feels it is not a big problem but an inconvenience to the homeowners with the silt but no big gullies are in the roadway.  Kelly R did talk to the homeowners stating that it is going to big a bigger issue than they think with it being at the end of a Class VI Road.

Discussion of Class VI Road List-Jay B will work with Kelly R and define the Class VI Roads and come up with an official Class VI Road document.

Discussion of Class VI if road improvements as to 6 Lakeview Dr. culvert who would be responsible for paying for the culvert.  Kelly R states he is just giving the BOC something to think about.

Discussion of 16 East Bergamo Emails from homeowner & attorney-Equipment was left on Class VI Road by contractor doing the water hook up at 19 East Bergamo.  Mike S states that this is between the homeowner at 16 East Bergamo and the Police.

Email from the Attorney was not factual and Jay B will draft a letter back to the Attorney for the BOC to approve at the next BOC meeting.

Discussion of 21 Little Loop-Jay B states it is an unbuildable lot according to the Town of Madison map card.

Discussion of Mr. Burr email regarding 8 Eidelweiss-Mike S asks Kelly R what his preference is regarding the correction to the driveway permit.  Kelly R thinks the engineer should engineer the culvert.  The engineer should design it, build it and the DPW should be paid by the original homeowner to oversee the culvert project.

Mike Smith makes a motion to respond to the engineer to 1. Resubmit Driveway permit application with drawings designed by the engineer. 2. For the contractor to install culvert. 3. Have Kelly R oversee project and be paid by the original homeowner for Kelly R.’s services. 4. Have the engineer contact the office to meet with Kelly R. to go over project.  Jay Buckley seconds. Motion Passed 2-0.

Discussion of the compliance fines-$275.000 each day 2 weeks + 2 day would equal $4125.00.  Jay Buckley would waive the fees at this time Mike Smith will not.

Mike Smith makes a motion if engineering & work is done by August 20, 2021, fees will be waived if not the fines will be reinstated.  Jay Buckley seconds. Motion Passed 2-0.

Discussion Jim Lyons email-The DPW has address the matter.  The culverts were cleaned out and nothing was damaged.

Discussion Jake Dawson meeting-Jay Buckley met with Jake Dawson and Jake Dawson agreed to patching the Asphalt that was damaged during work done on the water project.

Discussion of speed bumps

Discussion of EPOA BBQ

4. Accounts Payable

Jay Buckley makes a motion to approve the Payroll Manifest of 7/30/2021 for $7579.40.  Mike Smith seconds. Motion Passed 2-0.

5. Signature Items

Jay Buckley makes a motion to sign letter to Madison Town Clerk asking for taxes.  Mike Smith seconds for discussion.

Jay B reads the letter to the public. Jay Buckley votes yes Mike Smith votes no for signature.  Motion Failed 1-1.

Discussion of Eben Farm Road-Mike S states he thinks this is a lawsuit waiting to happen and needs to go to the Attorney to look at.  Jay B states that the Town had the right to take the property from Eidelweiss.  It was discussed why the District would take care and maintain the roads for outside property.

Mike Smith makes a motion to send the District Attorney all the information on the Eben Farm Road property. 

Mike S states this is an issue we should spend the money on due to setting precedence and the District could loose controls of the roads and possible water hook ups to the Districts water system.

Jay B needs a week to think about before he can second the motion and so that Kathy K can give her opinion on this matter.

Discussion of inspection of 9 Reinach water hook up-Jay B accepted 6-inch curb stop valve after inspection.  Jake Dawson contractor will provide a 5-year guarantee letter to cover extended warranty.  Mike S asks Jay B to back to Jake Dawson and ask for all 19 hook ups

for the same extended warranty letter.  Jay B states this is 2 separate issues.

Mike Smith makes a motion to ask Jake Dawson contractor for extended warranty letter for the 19 hook ups.  Jay Buckley seconds.  Motion Passed 2-0.

Discussion of Water Committee for Asset Management-Jay Buckley states checking with other committee members for a meeting next week for the RFP to go to engineers.

Mike Smith makes a motion for the Asset Management Committee took look into the Federal Money that just came out on the Infrastructure Plan to apply for $15 million.

Jay Buckley seconds.  Motion Passed 2-0.

Discussion on the DPW I Bathroom.

Discussion of DES set backs from waterline and roads.  Jay B states env 1008-4 is 25 feet set back. The 26 Huttwil property did not meet the setback requirement.

Mike Smith makes a motion to send a letter to DES concerning why the septic design was approved at 26 Huttwil when it is within 25 feet of setback and we are asking the Zoning Board to review this matter.  CC Mark McConkey & Zoning Board.  Jay Buckley seconds.  Motion Passed 2-0.

Mike Smith makes a motion to appeal Zoning Board decision of 26 Huttwil set back requirements.  Jay Buckley seconds.  Motion Passed 2-0.

Discussion of Beach Cleaning

Mike Smith makes a to go into Non-Public RSA 91-A:3, II(b) The hiring of any person as a public employee.

Meeting reconvened at 11:01 am.

Mike Smith makes a motion to spend up to $4,000.00 to upgrade computers in the office to be paid by the CRF office equipment fund.  Jay Buckley seconds.  Motion Passed 2-0.

Jay Buckley makes a motion to seal the minutes until Administrator is on board.  Mike Smith seconds.  Motion Passed 2-0.

Jay Buckley makes a motion to adjourn the meeting at 11:02 am.  Mike Smith seconds.  Motion Passed 2-0.

Respectfully submitted,

Donna MacKinnon

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday July 8th, 2021

The Board of Commissioners met at 8:30 am on Thursday July 8th 2021.

In attendance for the public meeting are Commissioners Kathy Koziell (KK), Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Administrator Donna MacKinnon (DM), Kelly Robitialle (KR), Doug Prescott, Ralph Lutjen, Gloria Aspinall, Paula Doyle who joins at 10:30. The meeting was recorded by Madison TV                              

At 8:30am Commissioner JB calls the meeting to order.

Discussion on DW Mechanical doing the replacement heating work in DPW1 as the furnace no longer works. JB makes a motion to accept the bid from DW Mechanical and to have them begin the work ASAP. KK 2nds. MS objects stating that we should get a second quote. KK comments that Kelly reached out to several contractors and no response. MS says we should wait until November as no immediate need.  KK states that while DW has an opportunity do this we should get it completed. If we wait until November during the busy season we may not be a priority.  KK asks MS if he reached out to any contractors as this was discussed on 6/10. He had not. Motion passes 2-1

JB makes a motion to go into non-public RSA-91-A:3 a (employee review) at 8:36 passes 3-0

Reconvene public at 9:06

JB makes a motion to go into non-public RSA-91-A:3 l (legal) at 9:08 passes 3-0

Reconvene public at 9:18

JB makes a motion to approve the agenda, MS 2nds, passes 3-0

Discussion on commissioner meeting dates and time,

JB makes a motion to change the meeting time to 8:00am to accommodate MS so he can attend for a longer period of time. KK 2nds, MS states that meetings take too long and are non-productive, passes 2-1

JB makes a motion to approve the minutes of 7/1/2021 and non-public of 7/1/2021, KK 2nds, MS makes a motion to amend 7/1 public as he states that he didn’t mention the Water Committee when discussing the Reinach Fire Hydrant, JB 2nds Amendment passes 3-0 Motion passes 3-0 ( MS approves public meeting until point at which he left), Non public of 7-1-2021 passes 2-0-1

DPW Report – KR

Driveway Permit for 24 Bern, no culvert needed, MS makes a motion to approve, JB 2nds, passes 3-0

3 Bristenstock, deep culvert filling with sand causing buildup, property owner gravel also causing problem. Discussion on temporary water hook up at that property which was switched over to permanent, therefore not a Dawson’s/Reinach issue. MS makes a motion of that Kelly R. work with the owner to correct the drainage problem. JB 2nds, passes 3-0. Kelly askes that the property owner be asked to remove the gravel from the culvert area.

Kelly asks that Juneteenth be honored this year as there was no clarification from the District. JB makes a motion to allow that Juneteenth be a paid holiday this year. KK 2nds, passes 3-0

Owner of 22 Bristenstock asks about condition of Appenval, painted rocks and pot holes. Kelly states that this road needs reconstruction and is planned for next year.  KK makes a motion to respond to the owner, will draft a letter for the office. Actual motion withdrawn.

JB discusses review of Class VI roads and that he will confirm status with KR and update the list which has not been done in years

JB discussed lot on Adelboden that was merged with 105 acres that is not in Eidelweiss. Madison planning board stated that a portion is still in Eidelweiss and a letter from the District will move it back into the tax roll. Once there is clarification by the Town of Madison, the VDOE can issue a Driveway permit to owner of the property.

Discussion on Rock House Mtn and our assistance by applying calcium chloride to their roads to minimize the runoff into the Pea Porridge Ponds. JB states that we did in fact reach out to NHMA last year and they saw no issue with the VDOE providing this with reimbursement from RHM and that we should confirm with Primex that we are covered. MS states that RHM is private and the District should not do work on private property. DM will reach out to Primex

DP askes if the EPOA can borrow the traffic cones for the Sept 5^th yard sale at the Huttwil parking area. This is Ok with the Commissioners.  Kelly asks that the cones be secured and returned to DPW on Monday.

DP asks if the VDOE can add the EPOA to the agenda after the DPW report to discuss any upcoming events that usually involve the DPW is some way, KK makes a motion to add EPOA to agenda, JB 2nds passes 2-0 (This was discussed after MS left the meeting)

Discussion on 34 Bristenstock, JB reviewed that area and states that the deteriorating timbers are causing the much of the problem and not the water project.  MS makes a motion to send a letter to the property owner stating that finding. JB 2^nd, passes 3-0.

KR replaced the culvert on Bern drive that is next to the8 Eidelweiss driveway (which is on Bern Drive), DPW could not lower new culvert any further, and that 8 Eidelweiss contractor needs to re-install the driveway culvert per previous correspondence.

KK re-did the Driveway check list,and updated the Permit for Operation – removed that “permit was good for one year”.

JB reviews water shut-off letter for non-payment of water bill, JB makes a motion to sign out of session KK 2nds, passes 3-0. KK will work with office to do the mail merge and create the letters.

JB makes a motion to place a lien on the property at 46 Huttwil for unpaid water bill as the property owner has passed way and it appears the property is being prepared to be sold. MS disagrees stating that district has not done this in the past. JB withdraws motion

JB makes a motion to approve the manifest for $51,576.39, KK 2nds, Primex bill for annual insurance is $35,861 of that. Passes 3-0

KK will post Consumer Confidence Report to website – did not do last week.

JB makes a motion to pay a $25 bill from a 2020 invoice that was just received from Granite State Rural Water from 2021 funds and note that a journal entry can be done to back charge 2020. KK 2nds, passes 3-0

MS askes that any contractor bidding the DPWI bathroom remodel provide a certificate of insurance. MS makes a motion to have DM reach out to Primex regarding having Paula Doyle as a contractor and if she needs her own insurance. Passes 3-0, Paula Doyle joins the meeting and is asked if she has an umbrella policy that would cover her doing work for the District.  She does and will check on specifics.

MS asks about the water committee, who’s on it and when are they meeting. JB states that we were just notified that we were approved for the 20K asset mgt grant and RFQ will be sent out.

MS asks about safety meetings, KK was doing them in 2019 but other than Dept of Labor meetings and review of compliance with their findings, we have not been doing them.  KK states that since MS did them in the past is he available to do a monthly meeting, MS states he is too busy.

MS wants the value of both small claims actions, DM will provide.

MS asks for a non-public at 8:00am 7/15 – MS leaves at 10:45

Brad Jones of J&B will generate the quote for the Upper Lakeview PRV pit. Discussion on getting an extension from DES for the grant funding as this work will probably not get done by October.  JB states that we should wait an see how soon the quote gets turned around and we get an actual bid.

Discussion on offer to clean the outhouses which takes about an hour, at $45 per building which equates to $180/hr. DM to reply that this is not within our budget.

JB discusses water usage report and nothing seems unusual

JB sent pictures of original Reinach tanks that are being decommissioned by Dawsons

DP discussed July 10^th cook-out, KK will send Mailchimp notice on behalf of the EPOA.

Discussion on VLAP pond water testing, RL and DP participated, question on who is paying the bill.

JB makes a motion to adjourn at 11:15, KK 2nds passes 2-0

Respectfully submitted,

Kathy Koziell, Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting-

Thursday July 15th, 2021

The Board of Commissioners met at 8:00 am on Thursday July 15th 2021.

In attendance for the public meeting are Commissioners Kathy Koziell (KK), Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Administrator Donna MacKinnon (DM), Kelly Robitialle (KR), Dinah Reiss (DR) joins at 8:50, Doug Prescott, Paula Doyle who joins at 10:30. The meeting was recorded by Madison TV                              

At 8:05am Commissioner JB calls the meeting to order. JB makes a motion to approve the agenda, KK 2nds, passes 3-0

MS makes a motion to enter non-public RSA 91-A,II(L) Legal at 8:06, KK 2nds, passes 3-0

Public meeting re-convened at 8:36 Motion to seal the minutes passed 3-0

DPW report

KR discusses driveway permit for paving at 13 Presidential Dr, KR is OK with application, KR discusses driveway permit for paving at 64 Oakridge, KR is OK with application

JB makes a motion to approve application at 64 Oakridge, KK 2nds, passes 3-0

JB makes a motion to approve application at 13 Presidential, KK 2nds, passes 3-0

Discussion on 21 Little Loop application for new driveway 30’ wide and 12’ from side boundary. JB states that the property is primarily wet lands and has been classified as such on the tax card. As this in not within the VDOE to enforce the District cannot take that into consideration. Discussion on the use of lot for parking vehicles and camper. Town of Madison enforces these uses. DM askes when the septic plan requirement can be waived. If no building is being constructed, then the District waives that requirement.

MS makes a motion to have applicant resubmit the application with a 20’ driveway and 15’ setback from side boundary. KK 2nds, passes 2-1

KR discussion on 47 Eidelweiss, during heavy rain it was clear that a driveway grate needs to be installed, Property owner agrees and will have that taken care of.

D Reiss joins at 8:50 JB discusses survey at 29 Grachen that includes the abutting District property. JB would like to have a site visit with all Commissioners to view the boundary markers, some of which may have been removed, and the personal property that has accumulated on District property. Possibly at the end of a scheduled Commissioners meeting.

Discussion on the rocks on the Class VI road at 42 Bristenstock Rd. that are still there.  MS concerned that this puts the District at risk and that the board has done nothing about it.  KK states that a certified letter was sent on July 9^th stating that the property owner had until July 31^st (as was voted on 6/24) otherwise the District would have them removed at property owners’ expense. MS makes a motion to have DM contact Primex regarding liability of having rocks on Class VI Road. JB 2nds, passes 3-0

KK makes a motion to approve the Spruce Creek Property Management quote for he re-model of the DPWI bathroom up to $4000. JB 2nds, JB reached out to several other contractors and no response. MS askes for a certificate of insurance. Passes 3-0

DP discusses “Children at Play” signs with KR regarding placement. Commissioners ask KR to use his judgement. KR states that when school is back in session he may move the signs to the bus stop areas.

Discussion on addition speed bump (2 sections), KR will order and EPOA will reimburse the District.

DP askes about the traffic cones for EPOA Yard Sale – District has 6 cones but also has “horses” that are used to close a road that might be helpful. DP will provide written details on upcoming events to be included in District newsletter. DP askes about a link to the EPOA on the home page of the VDOE website, Paula Doyle was going to looking that, KK will try and add.

ADMIN

JB makes a motion to approve the ad for the August 14th public hearing, MS 2nds, JB discusses adding another public hearing to discuss the Water Ordinance and Public Memorials. KK suggests adding that to the August 14^th public hearing. JB makes a motion to amend the motion for the ad to include water ordinance and public memorials, MS 2nds, passes 3-0

MS makes a motion to invite Kelly Robitialle to public hearing, no 2^nd

DM discuss the status of the Audit, she had a discussion with Scott Egan and they are finalizing and should be completed by end of the month. JB asks about invoice from Jones and Beach for Contract #6, no word back from them.

JB makes a motion to approve the payroll manifest for $6027.30, MS 2nds,, passes 3-0

JB makes a motion to approve the transfer of $163,075 + $100 into the Operating account from the Water Fee account. KK 2nds, passes 3-0

JB reviews letter to owner of 49 Adelboden Way, stating that Town of Madison needs to provide clarification on legal status of the lot as it was merged with the 105 acre lot.  DM to forward email/letter to owners.

Letter was sent to 9 Reinach property owner asking about status of water hook-up.

JB states that Water Committee meeting scheduled for July 16^th to finalize the RFP for the work to be done using the $40,000 ($20K grant plus $20K from CRF) for asset management project for the water system.

MS asks who is on the Water Committee, KK states Larry Leonard, Larry Sardono and Jay Buckley. MS asks what they are doing, JB states that true mapping of the water system, risk analysis, priority of work etc. MS states that someone asked him where the money was coming from and he didn’t have an answer. MS asked why wasn’t this stated at the Annual Meeting and that this was unethical. KK states that due to the deadline to apply for the grant which was before the Annual Meeting, the Commissioners discussed and decided to use the Water System CRF. This was done in a public meeting and JB states it was one of the original warrant articles until it was determined that DES was not going to extend the deadline. MS states that the schedule for the Commissioners was confusing. KK states that the Commissioners are agents to expend CRF, MS states only in emergencies..

JB makes a motion to approve the water hook-up at 19 E Bergamo. KK 2nds.  We have not heard back from Dubois/King on this property. JB states that the datalogging PSI at the blow-off was 67 PSI vs the 46psi on the hydro model that Dubois/King work from and that the District Water Operator was confident with this hook-up. This property owner has been waiting since mid-April for a response. MS disagrees and states that we should call N Skeggells (of D&K) boss. Passes 2-1

JB discussion on correspondence from R Joseph regarding Fireworks complaint, KK asks about the Neighborhood watch signs and who was the point person. DR states that EPOA provided the signs and no point person. DM to forward that information to R Joseph.  JB discussion on cleaning service offering a reduced rate for cleaning of outhouses, JB states that it takes less than an hour and he will continue for remainder of year. Will consider the cleaning service for next summer.

Discussion on heating system for the office, 2’and 8’ 240V baseboard to be installed, JB has new units and will donate. KK to get quote from an Electrician to install.

JB reached out to Tricky Tree for the clearing of the water main areas that are overgrown.  KK states that this was referred to in the DES sanitation report as needing to be done and is paid for thru the water budget.

Paula Doyle asks to speak… she takes offense to MS stating that the Commissioners did anything unethical, all was discussed and decided on in public meetings. It was in the posted meeting minutes,and was discussed at the Budget Hearing. She states that the prior board, that MS was on, when they realized that the budget was overspent went back and accumulated invoices for non-major repairs and took funds from the CRF. She also stated that for more than a year the meeting were on Thursday at 9:am. KK asked MS if he ever called the office asking when the Commissioners meeting were, he stated no.

MS leaves the meeting at 10:45

DR askes about the Grant extension, JB states that we have the new contact at DES for the District now that Rick Skarinka has retired. JB states that once we get the bid package from J&B and we get a bid and schedule we can determine if we need an extension.

DR states that she believes that there was a cease and desist order at 42 Bristenstock.  DR askes the status of the separation agreement with Nancy Cole, JB states that the public may have been misled as there is no “Gag” order in effect. The agreement specifically states that N Cole is obligated within reason to assist in the office transition.

DR states that she is considering N Cole for Deputy Treasurer.  JB askes her to send a formal request to the office.

DR askes why padlock still not on Reinach pump house…KK states that the assumption that the currents locks being used were all keyed alike was not the case. KK will order a set of 10 key alike locks with one of the keys going to the Fire Chief.

JB makes a motion to enter non-public at 11:35 RSA 91-A:3, II(b) Hiring.   KK 2nds, passed 2-0

Public meeting reconvened at 11:35. Motion was made to seal the minutes

JB discusses the zoning board hearings in Madison regarding 26 Huttwil Dr. Case # 21-03, as Commissioner will object and Eidelweiss Dr Deck expansion. Case 21-07. No objection, JB will attend, KK will possibly attend as a resident

KK makes a motion to adjourn at 11:47, JB 2nds passes 2-0

Respectfully submitted,

Kathy Koziell, Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday July 1st, 2021

The Board of Commissioners met at 9:00 am on Thursday July 1st 2021.

In attendance for the public meeting are Commissioners Kathy Koziell (KK), Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Administrator Donna MacKinnon (DM), Dinah Reiss (DR), Kelly Robitialle (KR), Doug Prescott (DP). Ian Hayes ( IH) joins the meeting at 10:00am, Paula Doyle (PD) joins the meeting around 10am. The meeting was recorded by Madison TV                            

At 9:00am Commissioner JB calls the meeting to order JB makes a motion to approve the agenda, MS 2nds, passes 3-0

JB makes a motion to approve the minutes of 6/24 and non-public for 6/24 – KK 2nds.

MS makes a motion to amend the 6/24 minutes to reflect that he initially wanted “the rocks on Bristenstock removed within 1 week”, amendment passes, amended minutes approved 3-0 ( MS approves minutes through 10:30 when he left the meeting)

JB makes a motion to approve the 6/17/2021 non-public minutes, MS 2nds, passes 3-0

DPW Report from KR

DP had asked KR about a property sign at his home, KR is OK with it as long as it doesn’t violate any Madison sign ordinance.  JB states that it does not.

MS makes a motion to send a letter (certified with return receipt requested) to contractor/builder of 8 Eidelweiss Dr. stating that he has until July 9^th file a new driveway permit and fix the driveway culvert per previous communication or the District will take further action. CC the bonding Company and resident. JB 2nds, passes 3-0

MS makes a motion to send a letter to owner of 8 Grandval Way stating that driveway bond has expired. JB 2nds. Add that Bond needs to be extended by July 9^th, failure to comply will result in further action by the VDOE and that no additional construction can done on the property until Bond is in place. To be sent certified w. return receipt requested.  Passes 3-0

Kelly meeting with Bryant Paving tomorrow to review all paves roads for possible additional work when they are here to pave Chocorua View.

KR asks about Rock House Mt and the calcium chloride treatment. MS states that they are a private organization and not a municipality as “mutual aid” doesn’t apply. Questions if we are allowed to do work on private road even if they reimburse for material.  Office to reach out to NHMA to clarify

Discussion on Driveway permit procedure and obtaining the signoff for Operation.  Approximately 20 driveways dating back to 2018 have no sign-off for operation. Permit form needs to be updated.

MS makes a motion to modify the Driveway permit application to include 2 signatures on for Construction and one for Operation, JB 2nds, passes 3-0

KR will review all “open” driveway permits and will sign off on those that are in compliance with the application.

Ian Hayes –

JB asks about low pressure at 22 Bristenstock, Ian needs owner contact information as problem was not on District side buy within the private property

JB asks about the lock on the exterior Reinach panel, Kelly has locks but need to confirm they are keyed alike with a master key

MS makes a motion to contact Madison Fire Chief asking if he has keys to electrical disconnects JB 2nds, passes 3-0

IH pump  houses are being demolished today, anything usable has been stripped out, tanks will be filled sand.  Still waiting on the generator transfer switch for the pump house.

Dawson still needs to complete seeding and restore roads to pre-construction conditions.

JB asks if new pressure zone will support fire hydrants around the ponds off the existing feeds. Long discussion on hydrants, who approves and authorizes use. Hydrant was in initial design. MS has concern that it could cause cross-contamination in drinking water. Discussion about having the water committee investigate to see if existing Reinach hydrant can be used for fire suppression.

Consumer Confidence report is available, KK will post to website

Discussion on getting datalogging info from the SCADA computer to N Skeggell of Dubois and King for water hookup approval on 19 E. Bergamo. IH sends a screen shot of graphical data to N Skeggell

MS makes a motion to ask N Skeggell to give us an answer by next Wednesday July 14^th, JB 2nds, JB asks that was also cc property owner Nick Small, passes 2-1

JB discusses water shutoffs for unpaid water bills which are 90 days past due as of 8/1/2021, letter to be sent stating property owner has 30 days to pay past due water fees and late charges otherwise water service will be shut off to the property.

MS askes how many unpaid bills, DM will provide answer once back in the office. Will decide on final draft of letter at next weeks meeting.

JB asks IH about a heating product that could be inserted into the water line at private property, owners at 10 Klausen are asking if it’s OK to use. It’s AWWA certified, Ian has no issue with it.

MS makes a motion to submit product to an engineer. No 2^nd.  After further discussion MS makes a motion to send to DES, JB 2nds, passes 3-0

Ian scheduled to do water hook-ups on July 6^th and 8^th, 29 OakRidge will require Road Closure on the 6^th, detour signs will be in place. KK will place notice on website and email blast on Sunday.

Routine water loss audit will occur mid-end of July, a section will be isolated and readings taken of any water loss

IH will get pricing for upgrades to Chemical room at DPW1, which includes raising up the chemical tank and installing a SS sink. Pump maintenance will also be done.

JB discusses reply from Brad Jones of J&B regarding the Upper Lakeview PRV pit. Cost estimate for modeling, design and bid package estimated as $7800-$8800.

JB makes a motion to approve up to $9000 for Upper Lakeview PRV Pit design, KK 2nds, MS amends to $10,000, no 2^nd. Passes 2-1

IH discusses pumps on Summit and Oak Station that have small leaks, can rebuild the pumps at this stage, will get re-build kits. IH will schedule with Tom Therrien of EII to do a site walk through of the Pump Houses as a Maintenance check-up. This is part of the contractual agreement with EII.

MS makes a motion to have T Therrien do the pump house audit, JB 2nds, passes 3-0

MS makes a motion for IH to get a price on a replacement pump for DPW well. JB 2nds, passes 3-0

IH leaves the meeting.

MS makes a motion to change the 8/14/2021 public hearing, time from 9am Saturday to 7pm Saturday. JB 2nds, MS states that he cannot make the 9am meeting. PD states that the meeting should be for the convenience of the public not a commissioner. Passes 3-0

MS makes a motion to have a non-public at 8:30am on July 7^th, JB 2nds, passes 3-0

MS makes a motion to change the Commissioners Meetings from Thursday to a Monday or Tuesday. No 2^nd.  MS states that Thursday is unproductive because the office is closed on Friday.

MS leaves the meeting at 10:50

Doug Prescott ,a new board member of EPOA, discusses the possibility of keeping the large DES sign that’s currently at the mailboxes for posting future VDOE and EPOA events. JB states that the sign does not belong to VDOE and will most likely taken by the contractor.  Discussion on the District Yard Sale now, scheduled for Sept 5^th, being held at Huttwil lot. DP asks about sharing the VDOE email list, for privacy reasons the District cannot, asks about including EPOA functions in Newsletter, KK agrees and that the VDOE and EPOA should be working together. KK asked if the EPOA would consider taking on the volunteer beach raking program, Mike Dolan coordinated last summer and will share his information. JB asks about “Children at Play” signs for the Boulder Beach area as well as speed bumps that were offered by the EPOA last year. DP will check into those items.

DP stated that if offered the Deputy Treasurer position that he would do so voluntarily, he inquired about the indemnity policy and having Deputy Treasurer added.

JB makes a motion to approve payroll in the amount of $6622.15, KK 2nds, passes 3-0. JB inquires about workman’s comp hours, DM will reach out to Primex.

Discussion on the Class VI waiver process, and if a driveway permit is required even if a building permit it not. JB states that if the property owner is accessing private property with a vehicle using the District road then a driveway permit is required, therefore a Class VI waiver is also required.

DR asked about the asset management grant, JB sent inquiry to DES this week and is waiting a reply. DR asked about the Nancy Cole separation agreement and JB states no resolution yet.

JB will contact one of the brush clearing contractors to begin work clearing brush etc. over water mains that run through wooded areas. This will be paid from the water budget and is required maintenance per DES.

KK makes a motion to have Spruce Creek Property Maintenance re-model the DPWI bathroom, estimate of $3900 is considered worst case as full extent of plumbing isn’t know until demolition. JB 2nds

JB wants to get a second bid, KK states that this is a complete removal of existing and replacement of toilet, sink, lighting, adding shelving unit, insulating and sheetrock. JB will have another quote by July 7^th.  KK withdraws motion.

JB makes a motion at 11:40am to enter non-public RSA 91-A:3, II (L), KK 2nds, passes 2-0

Public Session re-convened at 1:39pm,

Motion was made to appoint Jay Buckley as VDOE representative in small claims action case #430-2021-SC-00075

JB makes a motion to adjourn at 1:40pm, KK 2nds, passes 2-0

Respectfully submitted,

Kathy Koziell, Commissioner