VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

                                                       January 16, 2020

Called to order meeting at 9:10 am. Adam Leiser Kathy Koziell & Jay Buckley

The Board of Commissioners met at 9:00 am on Thursday, January 16, 2020.  In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley. The meeting was filmed by Tim Hughes of Madison TV.   Donna MacKinnon (taking minutes), Kelly Robitaille and Ian Hayes are in attendance.

Kelly asks about the health insurance options.  No decision has been made.  Adam asks what questions Kelly wants answered by us.  Kelly has no questions for us.  Adam explains that Kelly is told that if he wants the family plan it is an additional $392 per month plus he would be responsible for the full deductible if he chooses the family plan.  Kelly is deciding between the family plan and the two person plan but he DEFINITELY does not want the buyout.  Adam explains that starting in February may end up confusing things a bit.  Kelly to email the BOC and office any thoughts he has pertaining to insurance. 

Discussion with Kelly about Burgdorf.  Kelly reports that Jim Rines advised him to contact the state directly and avoid engineering.  Kelly is allowed to go to a 42 inch pipe by state standard.  Adam asks Kelly to email the office and BOC what he is legally permitted to do without engineering.  Kelly to travel to Concord and meet with DES representative.  Adam suggests we have two warrant articles: one for engineering Burgdorf and the other for doing the Burgdorf road.  Costs would be 5k and 30k respectively.

Discussion ensues about on call number switch and virtual number. Jay is working on that.

Discussion ensues about budgeting in 2020. 

Discussion about pump and blower.  Kelly wants a blower.  Kelly doesn’t want the pump.  Whirlygig is only for 100% clogged culverts.  Kelly wants an industrial strength blower that could attach to the truck.  Kelly wants the “Billy Goat”.  It would allow the DPW to blow further from the road and blow bigger piles of leaves.  Kelly to email the link for it asap.

Ian enters. 

Not a lot to discuss.  Electrical upgrades are great.  No problems.  Money was saved.  Summit is starting today for upgrade.  Justin’s work will happen before Tom’s work.  Insulation discussed.  Insulation and structural work to happen afterwards. 

No new leaks.  Usage is at expected rate.  Reinach is on schedule.  Adam asks about relining of tanks.  Chocorua tank should be maintained and not replaced for as long as possible.  Chocorua is going to be a major project.  Chocorua, Jungfrau are only two to be done.  Ian wants a bigger tank at Jungfrau but not Chocorua.  Adam reports the price of a 10,000 gallon tank and a 30,000 gallon tank.  Ian to find out if we have room for a 30,000 gallon tank.  60k is likely cost.  Double the price for triple the tank.  Ian does not want Jungfrau replacement to be a part of the 295k project.  Adam reports that we could do this project with zero tax increase.  Jay to get info for lot size/easement on Jungfrau asap.  Ian thinks we need a wider, shorter tank at Jungfrau.  If DPW well collapses and a replacement pump can’t be installed immediately, the district will run out of water.  Well sourcing is expensive.  Muddy Beach is a great second source but it’s not reliable or capable of being a full water source. 

Motion by Adam to allow Ian to speak with Chris regarding Jungrfrau replacement.  Second Jay.  Vote yes 3-0.

Bleeder checks next week and then again in March.

Kathy asks about upgrading Chocorua.  Ian says yes, this piping should be done.  Adam wonders if we would do this when tank needs replacement. 

Chocorua bill for relining is roughly 16k.  Summit should not be relined; it should be replaced because it needs an upgrade.  Pipe replacement should happen at same time as Summit upgrade.  This is not a priority. 

Adam asks if we should get a warrant article together for relining Chocorua this year.  BOC says yes.  A few days for step one, and then a month later the actual relining.  No need for temporary water because we have a bypass.  Date of Labor Day to Columbus Day.  Ian to speak with Mass Tank. 

Coding of maps discussed.  Adam fully supports this.  It will help with voter support on pipeline replacement.

Adam motion:  Allocate $1,000 for Ian to complete the coding of our water system map.  Kathy second.  Ian asks for information from the pubic if we can get it.  Vote yes 3-0.

Adam motion: Ask Chris to give the VDOE a price for full mapping with the expectation that every curb stop valve will be easily identified with GPS.  Jay second.  Vote yes 3-0. 

Ian wants a system for shutdowns.  Adam says we task this to the water committee.  Everyone agrees.

Adam asks if we have the updated water ordinance.  The minutes have not been found and we don’t know where any notes are.  It may be on film. Kathy to check on all of it.  She’ll work with Donna on it.

Motion Adam – approve minutes of Jan 4 and Jan 15.  Second Kathy.  Vote yes 3-0.

Motion Adam – send the letter to David Maudsley as drafted via email.  Second Jay.  Vote yes 3-0.

Motion Adam – send the letter to Taylor as drafted.  Second Jay.  Vote yes 3-0. 

Motion Adam – approve payroll in the amount of $7753.85.  Second Kathy. Vote yes 3-0

Motion Adam – grant Adam permission to contract Bond Counsel up to 10k.  Second Kathy.  Vote No 2-1.

Motion Adam – hire Drummond Woodsum as Bond Counsel.  Second Jay.  Vote yes 3-0.

Jay and Kathy want to wait on letter drafted by Adam for Town of Madison Annual report. 

Admin to contact Henderson/Horton and inform then that 1/25 meeting is not an option.

Jay to bring up “check valve” on Reinach Tank for fire suppression next time Ian is in attendance.

Adam asks if we have any outstanding work orders.  Summit and DPW are only two.  Nothing has been missed.

Adam asks if VDOE should have a work order for Little Loop project.  Jay wants a work order for this project.  Jay to follow up with Kelly. 

Donna to get requested information to Greg for Bond Counsel. 

Shawn Edwards needs to be paid for tree work.

Adam motion: to have admin contact Nuno Pais and get the document created by the environmental committee and have it sent to the Communications Committee for discussion.  Kathy second.  Vote yes 3-0

Adam asks what we are doing with kayak rack assignments.  Kathy reports it will be done similar to last year. 

Water usage reports should all be on 13 month cycles.

Discussion on On-site storage for file storage. Adam wants to make it a warrant article.

Office will check on requirements with NHMA. 

Adam leaves at 11:05 am.

Kathy and Jay reviewed time-cards for payroll.

Discussion on Dept. of Labor on status of violations corrections. Discussion of eye wash stations.

Jay will check with Kelly.

Discussion on Interlaken water hook-up. Form to go ahead to proceed. Letter needs to be sent approved by BOARD OF COMMISSIONERS and send to Ian.

Discussion of sealed Commissioners Meeting minutes of 1/9/2020.

Kathy makes motion to keep minutes sealed. Jay seconds. 2-0 passed.

Motion Kathy-Approved Manifest 11 checks $14,140.27. Jay seconds 2-0 passed.

Discussion on hwy block grants and room & boarding taxes. Jay will obtain Madison wording for warrant articles.

Discussion on Dodge Ram wiring. Jay filed tech issue with Dodge, hasn’t heard back from them.

Kathy motions to adjourn. Jay seconds. 2-0 passed.

Adjourned 11:50 am.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

February 13, 2020

The Board of Commissioners met at 9:00 am on Thursday, February 13, 2020.  In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley.  Also, in attendance were Gloria Aspinall and Treasurer Dinah Reiss.  The meeting was filmed for Madison TV by Noreen Downs.

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

1. Agenda

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

2. Approve Minutes of 2-1-2020

Adam Leiser makes a motion to approve minutes of 2-1-2020 with adjustments.

Jay Buckely doesn’t second. Jay wants Adam to look at video for verification & validation. Adam doesn’t feel it is necessary to watch. Waste of time. No discussion on minutes.

No approved minutes of 2-1-2020.  

Adam makes a motion to not to post the minutes as draft minutes. No second.

Discussion on taking minutes by Jay.

Kathy wants to move onto Kelly for the DPW.

3. Highway Department Report 

Discussion on garage doors that the cable broke and the 550 is stuck inside. Has someone coming to look at it on Tuesday. Kelly is going to ask for estimate on overhauling the doors. Can’t happen again if other trucks got stuck. All three doors are in ruff shape. Adam asks what it is going to costs and Kelly can’t give a number until Tuesday.

Discussion on General Buildings and Grounds. Kelly outlines a bunch of problems in the building. Kathy highlights what was done last year. Furnace hasn’t been cleaned. Kelly wants a propane furnace. This may be a $10K expense. Kelly says wait until next year. Jay does not think it has to be done this year. Kathy states that the tite tank must be done first for the Department of Labor. Kathy recommends a $15K warrant article to upgrade the building next year. Jay agrees with Kathy.

Discussion on Burgdorf Dr.- Kelly spoke with Joe S. at DES about Burgdorf.  Joe says if nothing is changed but everything is replaced exactly as is with the exception of switching to a 48 inch pipe.  PBM is not needed.  Adam asks if we have this in writing.  Kelly says “no”.  Adam says we need this in writing.  Kelly doesn’t want to do this because he’s afraid that DES will backtrack.  Jay wants something in writing.  Jay encourages a phone call.  Adam says Kelly should send the email directly so that it is as easy as possible for Joe.  Warrant discussed.

Discussion on Porridge Shore Video- Kelly watched the Porridge Shore video.  Kelly thinks making a too small cul-de-sac smaller makes no sense.  Kelly would be thrilled if the beach was closed.  Discussion ensues.  Adam asks if we should get a written opinion from Kelly on this along with questions.  Adam highlights environmental degradation.  Kathy wonders about closing the beach.  Jay wants it kept open.  Kelly will compose the email.  Kelly doesn’t support email. 

Adam Leiser makes a motion for environmental committee to work directly with neighboring property owner to fix Porridge Shore beach area and surrounding area.

Jay Buckley seconds. Motion passed 3-0

Discussion on eyewash station for DPW-Jay Buckley sent information to office on the eye wash stations. Kelly can install them if needed.

Kathy Koziell makes a motion to purchase two eye wash stations for both buildings and a new faucet in the amount of not more than $450.00. Jay Buckley seconds. Motion passed 3-0

Discussion on bid for new Sander- Kelly went to look at a used Sander it was in good shape and it is stainless steel. Thought a $1,500.00 bid would good. Kelly think new it’s worth $10K. Kathy Koziell asks if we should put in a bid Kelly says yes. Kelly states something like this would be consider normal spending not a warrant article. Adam states that we have to amend the budget for this. Jay Buckley agrees with Adam to amend bid for Sander on the floor for the Sander.

Discussion on Eidelweiss Drive paving- Kathy asks about paving Eidelweiss Drive and the Road Construction CRF.  Kelly always wanted Eidelweiss Drive paved.  Kelly was surprised by paving questions of Aspen and Bristenstock.  Kelly says that area has some of our best pavement.  Kelly wishes he had known about this a long time ago.  Kelly states that Chris Albert thinks the paving portion of the project should be part of the Reinach cost.

Gloria asks about the two budget meetings and the price.  Adam clarifies.  Kathy clarifies the specific paving articles.  Adam highlights the articles and the pros and cons of each. 

Warrant article discussion ensues for articles 6,10.  Adam supports 70k and 30k as the two articles.  Jay agrees with Adam.  Kelly further agrees. 

Dinah asks if everything will get on the website.  Kathy believes she can do it.  She also asks for help with the website.

Adam states he doesn’t believe the 69k estimate will still be valid.

Discussion on Warrant articles. Kathy questions repairs and maintenance with Kelly he stated that the grader was a one-time thing. BOARD OF COMMISSIONERS questions whether or not to dissolve Article 13 CRF HWY repair and keep HWY equipment CRF or to combine to HWY equipment CRF. Jay states the two funds may lose support from the voters and the one fund would have the voters questioning padding of fund. Dinah Reiss the Treasurer thinks they should combine the two funds, Adam and Kathy agree and Jay thinks the voters should vote on the choice.

Kelly thinks the speed sign is a great idea.  It runs on solar.  Adam asks Kelly to price out the sign and send it to the office via email.

EPOA hasn’t followed up on the donation of a speed bump.  Dinah to follow up with the EPOA.  Kathy talks about the communications committee effort on this.

Adam asks about the expected life of a backhoe. Backhoe is five years old.  Life expectancy is 20 years.  Cost to fix could be large because it’s a volvo.  Less can go wrong with this than the grader. 

Discussion about Hydrants- Adam asks Kelly if the Hydrants are being cleared. Kelly states that they are.

Discussion on employee review- Jay brings up Kelly’s review and will try to schedule with Kelly. Kelly has stated he would like it done before Annual Meeting. Adam says Jay needs to get the BOC a plan prior to the review.  Kelly wants to give the BOC some paperwork prior to the meeting.  Adam says that Jay’s plan should come to the BOC before 2/20.

Jay and Kathy have no time constraints.  Adam has to leave shortly. 

Discussion on CRF Funds- Ian Hayes water operator & Chris Alpert  engineer think they should be combined. It is stated that the BOARD OF COMMISSIONERS have final say.

Tight tank warrant article discussed.  Engineering not part of the warrant. 

Discussion on New Truck- Adam highlights that he worked with the DRA, NHMA and district attorney to ensure a truck bond happened.  Jay accuses the BOC of 91a violations.  Adam states that is nuts.  Jay says there is no email chain.  Donna states that she is pretty sure there is. Adam states that there is.

Kathy outlines the process she went through to include a petitioned warrant article. 

A public hearing was scheduled.  This will be on 2/20 at 8pm. 

Adam asks Jay if he has a problem with Kathy doing something on her own. 

Little Loop discussed.  Kathy reports that Kelly can do a lot once he has the survey.  Kathy says that is the plan.  Jay supports the plan as outlined by Kelly.                                         Kathy makes a motion:  VDOE accept the 295k grant from DWGTF.  Adam second.  Vote yes 3-0.

Kathy makes a motion: to authorize Adam Leiser to execute any documents which may be necessary to effectuate a grant agreement.  Adam second.  Vote yes 3-0.

Discussion on Candidates- Kathy spoke with NHMA about ballot for annual meeting. The district must have a write in only ballot due to missed dates. She wants to along with the Communication Committee have a candidate’s night March 3 at 7:00 pm.

Adam and Jay agreed with Kathy.

Kathy Koziell make a motion to promote Candidate’s meeting. Adam seconds motion passed 3-0.

Gloria Aspinall asks about St. Moritiz Adam states it is a Non-Public legal matter.

Adam leaves at 10:53 am.

Dinah Reiss asks about Luis Adorno email. Kathy states it is a Non-Public reputation matter.

4. Administration

Kathy Koziell makes a motion to approve the Manifest- 12 checks $7,619.23.

Jay seconds.  Motion passed 2-0.

Kathy Koziell makes a motion to approve payroll- $6,453.05.

Jay seconds. Motion passed 2-0.

Discussion on Monday office hours. Kathy Koziell and Jay Buckley agree there should be someone in on Mondays. They will be addressing this at a later time.

Discussion on the on-call portal. They believe it is up and running. Jay will come down to the office today to test out new on-call number.

Discussion on Public Hearing- Kathy Koziell states the public hearing is posted for 2/20 and that is was sent to the newspaper to be posted.

Discussion on water usage.

Discussion on WIFI antenna- Jay and Kathy agree to hold off. They think driver might be needed to load on the Chromebook.

5. Signature Items 

Kathy Koziell makes a motion to sign the Gagnon Letter. Jay seconds.

Motion passed 2-0.

6. Correspondence

Discussion of Larry Leonard regarding weekly beach testing.

Gloria Aspinall asks Dinah to ask the EPOA to help out with the cost of weekly beach testing.

Jay acknowledges Dinah for getting a 2.2% loan rate for the truck.

Discussion about public memorials- Jay asks Gloria if this discussion can be held after the Annual Meeting. Gloria agrees that a Public Hearing can be held after meeting.

Discussion on the Warrants- Jay ask Kathy how the 18 went to 20 articles. Kathy states 20 because of dissolving and adding using correct RSA to establish.

Jay questions the asset management wording. He finally agrees with Kathy.

Jay and Kathy discuss the proper filing into the DRA portal.

Kathy Koziell makes a motion to remove 2020 proposed warrant regarding selling the grader. Jay seconds. Motion passed 2-0.

Discussion on posting for Annual Meeting handouts.

Discussion on 2-1-2020 meeting minutes. Jay will take another look and get back to the board.

Discussion on Budget amendments. Jay will ask Kelly for asphalt projects for the year.

Kathy Koziell makes a motion to accepting the $2K change to general government and building by subtracting engineering and adding $2K to building and grounds.

Jay Buckley seconds. Motion passed 2-0.

Kathy Koziell makes a motion to accept proposed budget operations and highway in the amount of $620,745 and water budget amount of $171,515. For a total of $792,260.

Jay Buckley seconds. Motion passed 2-0.

Jay Buckley makes a motion proposed warrant articles as amended total of 22 voting articles warrants. Kathy Koziell seconds. Motion passed 2-0.

Kathy Koziell makes a motion to go to Non-Public at 12:10 pm. RSA 91-A:3,211E legal.

Jay seconds. Kathy Koziell yes Jay Buckley yes.

Kathy Koziell makes a motion to keep St. Mortiz warrant article. Jay Buckley seconds.

Motion passed 2-0.

At 12:41 pm Kathy Koziell makes a motion to adjourn the meeting.  Jay Buckley seconds.  Motion passed 2-0.   

Respectfully submitted,

Donna MacKinnon

Administrator

                                      VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

                                                        January 09 2020

The Board of Commissioners met at 9:00 am on Thursday, January 9, 2020.  In attendance were Commissioners Adam Leiser, Jay Buckley and Kathy Koziell. Kristin Johnson is taking the minutes. The meeting was filmed by Tim Hughes of Madison TV.  Dorothy Wondolowski, attended. Fire Chief Richard Clark, Kelly R.,Paula Doyle

1. Agenda –  AL makes a motion to approve agenda KK seconds, motion passes 3-0

2. Highway Department Report  -

Truck 550 back, plow didn’t go up, fixed, 10’ plows on all trucks

Truck 5500 – hydraulic line broke, hydraulic pump failed, not waranteed, chain on plow broke due to storm, Kelly put on heavier hooks – sending bill,

Truck didn’t start on New Year’s Day, had towed, found issue under kick panel under floor, salt affected wire (corroded under kick plate) = $475 for repair + towing

Open harness no protection, Crest wrapped it = design flaw

Jay or Kelly:  contact Dodge (design flaw may pay to fix)

Adam:  7 days to get estimate, need ready for a warrant

Jay:  file complaint to Dodge

Adam:  no capital reserve fund (depleted due to grader), what would Kelly recommend for unforeseen circumstance

Kelly:  $30,000 hwy and equip. repair

Jay:  suggested $50,000, take additional $20,000 towards cap res, Kelly agrees,

Paula:  look at trends for multiple years, not just last year, operating budget for day-to-day maintenance

Dinah: grater is $30,000 / yr and 4 more payments until it is ours, we owe nothing on backhoe

Adam:  need to maintain grater locally

Kelly: researching trade – ram and ford 550, not hearing good things about Silverado, not happy w/ International

Kelly:  newsletters, response about kudos on FB being removed, people need to be aware that it is not a VDOE site

Adam:  Communications Committee needs to resolve

Kelly:  Am I insured?  Had a physical Monday and never got back to him.  Jeff rec’d new cards. 

Adam: told them it was taxable income (approx. $7,000), Kelly said he wanted to take the buyout, now it’s too late

Kelly:  said amount needs to be revisited, told it would have to be raised to bring down to $10,000, never signed anything

Adam:  cost district more money to bring to $10,000, motion to watch video  3-0

Jay:  put together a form with description of buyout from VDOE

Kelly:  should be getting something in next check

3. Water – 

4. Administration – Adam sent email of summary of Ian’s responses, requested Rick Skarinka email for Paula, Paula asked for CC meeting minutes didn’t see in 91A request

Adam = motion to sign Jones & Beach tight tank contract (well too close to DPW garage = violation) DES drawing to approve = $14,000? Probably less than $10,000,  motion 3-0

Administation – office has Fluid Eng, bid for same project, scan and send to Jones & Beach

Adam:  Motion to contact Rick Skarinka –  passes 3-0, Adam makes motion to make J&B official water sys eng, 2-0 Jay no, Jones & Beach doesn’t have hyrdraulic modeling.  Jones and Beach will start Liner mapping and master plan as additional projects

Adam:  Ian look into mapping of entire district Motion to have Ian list all known repairs and alterations to water system Motion to allocate up to $900 for project. KK seconds, motion passes

Kathy:  put off additional spending until March 7^th

Jay:  not invited to meeting with Chris and Ian

Adam: Invited Ian to 1 meeting of every month, believes he will be here next week,  Ian met with Chris and identified work not in bid to complete Reinarch project, we don’t know what that work is

Jay:  We need to know how that was missed, DES, Ian reviewed plans

Dinah:  1.2 million project – is it beneficial to the district?

Adam: motion to invite Ian Hayes and Chris Albert to budget hearing 2-0, Jay doesn’t want them to be peppered by the audience

Dinah:  advertise so people come to the annual –

Adam:  Motion to invite Chris, Ian, Kelly and district attorney  to annual meeting passes – 3-0

Adam makes a Motion to sign Ian’s contract  passes 3-0

Admin – copy to Ian and copy for public file

Adam:  we need to get regular water reports, needs to be discussed in a non-public meeting (reputation issue)

Adam:  send cert letter to each owner in the district effected by any pipeline replacement

Adam:  motion to charge each owner $500 instead of full refund deposit,

Kathy:  public hearing to explain action of taking $295,000 grant, on January 25^th to explain grant and how we plan to use it

Adam:  Motion asking for approval to work with bond bank and sign docs  (won’t sign anything re: money) passes  3-0

Adam:  Water Committtee should meet to discuss water shut-offs, what are the water ordinances?  Is it on web from Sept? (print)

Kathy:  over-expenditure, $30,000

Adam:  motion to payoff Jungfrau loan passes  2-0 Jay - no

Kathy:  can’t before annual meeting

Adam:  motion to sign letter to Michelle @ DRA passes 3-0

Adam Motion to accept bid for DN tank  passes 3-0

Kathy:  found VDOE welcome package from 2001

Kathy:  discusses newspaper ad…do we want to put all hearings on one ad?  Over-expenditure and accept of $295 grant first date, Dam and Budget needed on 2^nd date?

Jay:  has warrant articles that he hasn’t presented

Adam Motion to give Kathy authority to finalize public hearing document for ad   passes 3-0

Jay:  will bring petition warrants from town of Madison contributions next week

Adam:  Motion for Adam to write annual report for Town of Madison passes 3-0

Adam:  Motion to send to Katherine Smith of NH Retirement Administrator Job Description passes  3-0

Kathy:  Jungfrau FYI 2& 4, White Mt Survey – requested estimate for tight tank, do we get anyway for comparison as we got estimate from Jones and Beach, tell them not necessary.

Adam:  office hours, 2 hrs Mon and Fri, wait on decision  passes 3-0

HealthTrust doc – policy statement of policy

Water Meeting – Jay reach out to Larry Leonard, maybe schedule a meeting

MODERN Pest Inspection lodge, DPW 1 &2, and lodge yearly

Discussion on Water System emergency plan due end of 2020

Adam: Motion to have water system emergency plan back by March from Water Comm   passes motion  3-0

Adam:  Motion to call Chris Albert into meeting, passes 3-0

            Adam calls:  explain what it’s for…

Tie 4” line to 6” line, time to eng all sub projects that should have been included in orig Reinach rank project scope.  Jay:  how to connect tank – pipe replacement from Reinarch to Apenval

Chris – alleviate 3 bleeders, disc 6” line from Jungfrau to Reinarch station, new upper Lakeview pressure zone, Muddy keep active – maybe moving side road that connects Apen w/ Bristenstock,

Adam:  can Jones and Beach they put together hydraulic models?

Chris:  can do but needs to figure out costs, $2-3,000 est

Adam:  told we accepted bid over call

Jay:  # of homes to get service line done?

Chris:  under 20

Adam:  confirmed Chris attend March 7^th   meeting @ Madison Elem.

Adam:  makes a motion on use of grant for project passes  3-0

Adams:  CC topics to review, Kathy called everyone to remind of meeting for tonight  motion to send to passes   3-0

Kathy:  postcard effective, spend $350 to send mailing on public hearing  passes 2-0  Jay no

Jay:  CC nay to FB page

Kathy:  discusses DPW phones – Jeff needs a cheap flip phone, Kelly wants a district phone (smartphone), thrilled with Chrome book and printer

Adam: motion to take $250 from CRF for office equip passes  2-0  Jay no

Kathy will purchase Chromebook

Kathy:  motion Jay Buckley to contact Todd at Verizon to select and purchase phones

Jeff – 22.99 per mo. plan

Kelly- 40 per mo. plan

$50 for phone access.  Passes 3-0

Adam Motion to enter non-public at 12:35 re: employee rep  RSA 91A:3,II (c) 

Motion to exit non-public 12:45

15 min break meeting resumes at 1pm

Manifest – approved, checks signed by Jay, Kathy will sign outside of meeting, Primex bill for unemployment insurance – ask for refund in the form of a check

Admin - Update Jay’s Letter with new dates to Police Chief re: speed limit

Kathy:  will schedule a meeting for Wed night.,

Office -  to email Adam availability for Wednesday 8pm commissioners  meeting to discuss warrant articles and 2020 budget and post

Discussion on Police report stated that Jeff would not be at fault, no damage to our truck, UPS beeped and Jeff bumped into him and broke door and glass – officer no fault occurrence.

5.  Accounts Payable – Manifest – approved, signed by Jay, Kathy sign outside of meeting

6.  Minutes –   approve 1/4/2020 minutes, not approved  - a motion didn’t get second

7. Commissioners Reports –

9. Correspondence – Chief Clark

          BOC thanks Chief Clark for attending as a follow-up to the Sept 26 meeting.

Adam asks if we have a pond level of how high from the spillway to the top of hydrant.

Clark responds that we don’t know for sure what the measurement its. There is a need level stick (standard practice) or better a mark on the actual dam concrete to mark the level. Clark had no understanding of out Dam Management Policy.

Kathy:  Our policy was vague at best. We need a dam policy to eliminate confusion between pond level, number of boards out and hydrant issue

Clark:  Ice can create an issue, hydrant used twice in winter during his 6 years.  Need to know depth of pond, ice

Kathy:  How much running water do we need

Clark: 24” above the strainer, 1,000 gal/min. 

Adam:  Would a fire impact pond level

Clark:  No

Kathy:  Need Marker with levels for diff. times of year

Clark:  Possibly change the Hydrant , 4’ well tile just below the surface, stay low enough to not create whirlpool, we have 2^nd  hydrant on Big Loop near culvet.

They can pump directly if they have access

Adam:  removed 20” of board in past, Kelly agreed – Oct & Nov., Resident concerned about flooding, Adam concerned with fire protection and house issues if level not adjusted

Jay:  would never reach a level high enough to reach a home

Clark:  40 yrs of experience, written dam plans as part of job, no knowledge of ours because he has never worked with Eidelweiss, need to know what the capacity of the spillway for expected rainfall, etc.

Kelly:  should be records due to man-made dam

Clark:  info should be in Concord

Kelly:  from top of concrete 20”, have to go by water height not boards

 We could put level marker on concrete

Adam:  emailed district re: level and water was above the top, mid week freezing temps = ton of ice, what would have happened if we didn’t drop the level,

Clark:  you would need intense temps to affect moving water below ice, we can put pump/hose directly in water if needed

Adam: afraid of air pocket

Clark:  may need to cut vent holes in ice for air flow

Kelly:  pulled 20” below concrete

Clark – measure below the grate

Kelly:  confirms draw down is to prepare for spring melt

Clark:  we can work together to figure out the problem and come up with a plan

Kathy:  what’s that low level we felt we needed for Loons,

Adam: from the top 10” May 15-June 20

Clark:  We need a plan for fire suppression, the gauge will tell us what we need to do

Jay:  Does fire suppression take over water level for animals?  We are going to ask for a floating nest

Paula:  Do we know the measurement of the pipe – 18” from surface

Adam:  motion to keep high all year, everyone agrees

Kelly:  2 man job, we have hooks to pull boards straight up

Jay:  16” below strainer

Clark:  move pipe closer to dam? We need permission from DES to move pipe, he’ll bring up at Hazard meeting and report back to Eidelweiss

Adam:  check with Fish & Game re: amphibians, get a floating nest?

Jay:  health and safety take priority, board reach out to Fish & Game, current nest won’t be viable, is it a likelihood that the loons can build a new nest

Kathy:  Loon preservation – rather have natural nesting, but would consider putting in a floating nest, nest has guard to protect chicks

Adam makes motion for admin to call LPC – passes 3-0 – contact Loon preservation re: floating nest

9:46 Dorothy leaves

Adam Motion to paint marker  passes  vote 3-0

Adam:  no accommodations for loons this year, Paula disagrees – not yet, why not measurements on stick,

Jay:  wait until spring to adjust water level, Maybe able to write a better policy

Adam:  current plan is against the law

Paula:  Are there implications to keep level high?  Don’t make a decision today that this is the new dam policy

Adam:  create, then re-evaluate policy

Jay:  we’re not doing anything this winter, would like to see what happens in the spring with proposed high water level and how the loons react, they usually come back in May

Adam:  we can’t touch level until after May 15^th

Jay:  will DES allow floating nest with high water level, worth taking a look at

Clark : hydrants are a molded pipe and easier to  put together and need Prescott to evaluate to make sure it doesn’t break, 1 shot deal, Adam put in contact with Charlie Krautman

Jay:  Reinarch

Jay: keep flow of water at 2”

Adam:  resident complained of dead wild life due to no flow, we pulled 2” and it was enough to carry flow of water

Adam:  motion to give revised plan to Chief Clark to go to fish & game

Kelly:  most times 2-4” of flow going through the cracks

Clark:  most important to sustain fire suppression – fire protection is the priority in managing dam, lowest level from the top of concrete would be 4”

Jay:  what about  abandon tanks at Reinarch for fire suppression, no effort to remove

Clark: put a standpipe in tanks to pump directly out of tank

Adam:  what is the cost and impact on fire? 

Clark:  no idea, need a 6” steel pipe and another vent pipe, would last about 20,000 gall to fight a fire, it could fight a fire and then refill

Adam:  not worth costs to maintain

Paula:  can we build a hydrant system when Reinach tank is put in?

Jay:  500 ft elev., we need more than one truck to pump upwards

Adam:  talk to Chris re: topic

Admin – once Jay selects phone, office go online and purchase

Dept of Labor – stay in commissioner’s meeting folder until finalized

Admin – look for water ordinance online

Discussion Expendable trust fund re: health insurance, CRF how are numbers not the same, there is a $20,000 line item (maybe needs to be moved?) 

10. Scheduled Appearances – Chief Clark

11.  Public Comment –

Motion to adjourn

1:40pm

                             Board of Commissioners

                          Village District of Eidelweiss

                                    1680 Conway Rd Box 1027

                            Madison, New Hampshire 03849

                                          603-367-9022

Commissioners Meeting January 22^nd , 2020

The board of Commissioners met at 6PM on Wednesday January 22, 2020. In attendance are

Kathy Koziell (KK), Jay Buckley (JB) and Dinah Reiss.

Kathy Koziell calls the meeting to order at 6:10PM

Kathy discusses the Town of Madison Petitioned Warrant Articles. Jay will follow-up with  

correct wording.

Dinah joins the meeting at 6:20

Dinah discusses having legal costs for Reinach financing to come from bond funding.

Discussion on Burgdorf culvert costs

Discussion on Proposed Warrant Articles

Jay Buckley motion to call Adam Leiser at 9:00pm Kathy Koziell seconds passes 2-0.

Discussion on water budget and water fee

Review of budget changes and adds

Adam Leiser call ends at 9:40pm

Kathy and Jay work on wording for the proposed warrant articles and Jan 25^th budget hearing   

 presentation

Kathy Koziell makes a motion to accept the purposed 2020 budgets and proposed Warrant

articles.  Jay Buckley seconds, passes 2-0

Jay Buckley makes a motion to adjourn at 10:45, Kathy Koziell seconds, passes 2-0

Respectfully Submitted

Kathy Koziell - Commissioner

                                      VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

                                                        January 04 2020

The Board of Commissioners met at 9:08 am on Saturday, January 4, 2020.  In attendance were Commissioners Jay Buckley and Kathy Koziell. The meeting was filmed by Tim Hughes of Madison TV. was in attendance briefly.  Commissioner Adam Leiser joined the meeting at 9:45am.  Dinah Reiss and Gloria Aspinall attended.

1. Agenda – KK motion to approve agenda with 22 Interaken water hook-up. JB seconds, 2-0

2. Highway Department Report  - None

3. Water –   Granite State water results have been received: no issues

4. Administration –

     Kk motion to approve minutes of 12/29/2019, JB seconds, passes 2-0

5.  Accounts Payable –

KK motion to approve Payroll $5601.89, KK seconds, passes 2-0

KK motion to approve manifest $16,231.01 8 checks.

6.  Minutes –

7. Commissioners Reports –

     Jay questions public hearing on memorials. If we have dam management policy hearing and budget  and warrant articles and DRA over expenditure hearing. May be enough.

Jay makes motion to add DRA hearing first on over expenditure of budget per RSA32:11 at the January 25^th public hearing. KK seconds. Passes 2-0.  KK will revise posting.

Adam asks about a public hearing for the water hookup and a refund if approval is not granted.  Kathy doesn’t recall a motion regarding this.   Jay has no recollection either.  This needs to be discussed later.

Budget, warrant, dam management policy in that order.  Adam states that we need an “annual meeting” to accept the $295,000 of grant money.  Adam asked the ladies in the office to figure out what we need.  Adam suggests Feb 1 as target date. 

Adam outlines the accepting of $295,000 and that accepting it doesn’t commit us to spending on certain projects. 

Dinah asks about asset management.  Adam articulates that some of the asset management information is missing/incomplete.  Kathy confirms some of the things are there and others are missing. 

Adam asks if we have a list of names of possible volunteers.  Jim Ellis, Nick Borelli, Don Deems are three thus far.

Jay suggests putting together a warrant article for mapping.  Adam says we should use grant money. 

Chris Albert responded directly to a Rick Skarinka email.  Adam asked Chris for what he sent to Rick.  It has not yet been received. 

Ian and Chris are meeting this Tuesday.  Adam will join a small portion of their meeting.  Adam will summarize upcoming meeting.  Dinah pleased that the Board compromised on the loan documents. 

Paula asks if the 12/7 meeting was necessary.  Paula states the Board had a decision made prior to the meeting.  The BOC disagrees.  Dinah disagrees with Paula as well.

Kathy discusses posting of public hearings.  Kathy will make sure it’ll all be set. 

Letter to employees is discussed regarding bonuses. 

Adam motion:  Sign the letter.  Jay second.  Vote yes 3-0.  Letter to be put in an envelope along with each paycheck.

Adam updates that Peter Chapel wanted Adam, Donna and Kristin to be the contact people for Health Trust.  This phone call was done in the office on a speaker phone with Donna and Kristin.

Adam outlines that he contacted Donna in the office about buried fire hydrants.  Donna sent info to the board and the hydrants have not always been cleared like they should have been.  Adam asks if we need a policy for removing snow fall from hydrant.  Jay suggests it be part of snow plow policy.  Adam checked the 2002 snow plow policy and it is in there.

Question arises in to how we pay Norm Garside.  Adam would like to see Norm get paid for digging out hydrants.  Kathy to check this out.

Adam asks what the final overexpenditure amount was.  Jay and Kathy are unsure.  Number to come on Thursday.  Number is probably close to $27,000.  Water budget was underspent.  Adam asks what happens to water budget money left over.  Adam believes we need to put excess money into a CRF.  Adam summarizes that Rick Skarinka wants water budget to stay flat or increase.  Kathy suggests that excess money go to paying down loans.  Adam agrees that is optimal idea.  Jay agrees.

Adam states that CRF money from the water tank should be moved.  Adam believes we should have one CRF for the water system.  BOC agrees that CRFs should be consolidated. 

Fire Chief Clark is coming on Thursday at 9am.  Discussion ensues about pond levels and ice levels.

Adam outlines that the prior BOC broke the law by removing two 10 inch boards, one of which was done in November.  Kathy points out that Fish and Game never responded.

Adam states we need to have a package for new property owners: property buyers and home buyers.  Dinah has a copy but it’s outdated.  She’ll give it to the VDOE.  Adam thinks he may have something too.  Adam looks but can’t find it quickly. 

Adam emailed Terri asking for an update on the loans.  No reply yet. 

Kathy asks about a property owner who wants information.  47 Huttwill.  Nobody has information.  Kathy to follow up with the ladies.

One payment left on the Jungfrau loan.  Adam wonders if we can pay it now rather than wait until May.  Adam wonders what the interest rate is.  Paula suggests that we get a payoff amount. 

Job description for the administrator position needs to be made for NH retirement.  Kathy to get this done by the end of January.

Adam motion:  The administrator position be filled with two part time people each with up to 25 hours per week.  Jay second.  Discuss ensues.  All members of the BOC agree that Monday and Friday should be staffed.  Vote yes 3-0. 

Dinah reports we spent very little money on TAN loan.  Thanks to the Treasurer for getting this done quickly.  Thanks to Madison as well. 

Dinah asks if the 550 is back in service.  Answer is yes.  This is a 2019 expense. 

Adam summarizes Jay’s cell phone recommendation.  Kathy hadn’t seen it because it came in late Friday night.  Annual cost is $1170ish.

All BOC members agree that Kelly and Jeff should each get money for half the weeks as on call employees.

Adam’s proposal is roughly $900 for the first year and $700 each additional year. 

Kathy wants to discuss this with Kelly before making a decision about phones.

Adam asks about an email he sent to the BOC regarding communication issues.  1/7 at 5pm in the office is communication committee meeting.

Adam asks if we have a water committee meeting.  One meeting has happened in 5 months.

Letter to police is discussed.  Kathy wants to have a letter asking for police suggestions.  Letter to be brought to the BOC on Thursday.

Kathy asks about a petitioned warrant article.  She states that it isn’t acceptable as it stands.  Adam states that he will do this but needs the contact information for the two property owners.

Discussion ensues about necessary culvert on Upper Lakeview. Adam states we need a better drawing.  Kathy agrees. Jay to get this done by Thursday.

Adam asks if we are doing a roads committee. We had a volunteer on 12/7.  Discussion to happen later. 

Are we getting a price for a replacement grader and backhoe?  Price needs to be to us by 1/16.   Jay to handle.

Jay to have petitioned warrant articles next week.

Adam reports he put out a preliminary budget.  Asks if board has seen it.  Jay sent it to Kelly.  Initial report is $570,000. 

BOC wants Ian to come at 10.  Kelly at 9:15.  Office to do it.

Kathy to do electrical project review and permit.

Kelly needs a review in Feb.  To think about and discuss later. 

Handbook discussion ensues.  Kathy compared the Conway handbook to the one already presented.  Jay doesn’t have a list of comments.  He has a marked up document.  Jay and Kathy to meet together to review/revise handbook.  Adam wonders if it can be sent to legal now. 

Adam motion:  Send employee handbook for review with a line item of up to $800.  Kathy second.  Vote yes 3-0.  Office to send it out.  Kathy to give it to the office.

9. Correspondence

10. Scheduled Appearances - none

11.  Public Comment – Paula Doyle expresses concerns about how the meetings are run and discussions are made.  Paula reiterates that chairman is making unilateral decisions.  Paula wants motions to be recognized.  Paula thinks unilateral decisions are being made. 

Jay expresses concern about an email Adam sent asking for review on an email. 

Motion to adjourn

Adam – second Jay – Vote yes 3-0.  12:05pm