VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

                                                        December 7, 2019

The Board of Commissioners met at 9:00am on Saturday, December 7, 2019.  In attendance were Commissioners Adam Leiser, Jay Buckley and Kathy Koziell. The meeting was filmed for Madison TV.  Approximately 30 members of the public were there for the 10am presentation as well.  Chris Albert of Jones and Beech is also present.                            

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

1. Agenda – No agenda

2. Highway Department Report  -

3. Water –

4. Administration –

      Most of the hour was spent setting up the projector, screen and chairs.

      Jay Buckley reviews the tank financing options that have been prepared with the lower     

      municipal bond interest rates and annual cost to the tax payer.  He is in favor of the 15    

      year option with an annual payment of 68K as this is the closest to what that voters  

      approved at the last annual meeting which was an amount of 66K annually.

5.  Accounts Payable –

6.  Minutes –

7. Commissioners Reports

9. Correspondence

10. Scheduled Appearances - none

11.  Public Comment

At 10am the “State of the District” begins. Presentation made by Adam Leiser.  Comments and questions made during the meeting.  Meeting starts with a story about two brothers and how it’s important to not think solely about how a decision effect you. This quickly moves towards discussion on cost roads, trucks, water system and the Reinach tank.

Discussion on the district receiving a $295,000 grant towards our water system which  is just awaiting a rubber stamp from DES which is coming soon.

A resident asked about turning paved roads into gravel roads because paved roads are so expensive.  Another resident comments that paved roads are necessary on steep grades.

A resident asked if the VDOE has a culvert priority list.  The answer is yes.

Discussion continues about water leaks in the VDOE system.  Approximately 16 million gallons of water are wasted every year.  Estimated cost to the district is $30,000 per year between electricity and fixing pipes.  Adam states that the water bill could drop 15% if VDOE stops wasting water.  A resident asks about coordinating pipeline replacement with road paving.  Adam states that this will be coordinated to ensure the lowest possible cost to the district and that our  DPW takes that into consideration.

Residents wonder about mapping.  BOC response and response from water system engineer respond that all current mapping is unreliable and a guess at best. The district will need to invest in professional mapping.

Residents ask about expending all $869,400 from bond. 

A resident states we should take a bond for water pipe replacement.  Treasurer is asked about bond rating but is unable to answer.  Commissioners explain that the BOC intent is to take bonds for pipe replacement and combine it with pipe replacement CRFs and get the largest possible grant to help offset large costs.

A resident states that most municipalities take out 30 year loans for projects like this.  Terri Cancelarich states that this is NOT true.  She reads from her computer the exact numbers. The conclusion is that most municipal bonds are in the range of 10 to15 years.

A resident tells the BOC to allow property owners to save money on their own for taxes rather than allowing the VDOE to amass large sums of money in CRFs.  BOC states that the intent is not to collect large CRFs except for pipeline replacement because pipeline replacement money can be matched with grants. 

Another resident states she wants taxes to not increase.

A resident states that Kathy and Adam ran on a platform of not raising taxes but it seems like that is being presented today.   Kathy states that she and Adam ran on a ticket of transferring expenses from water fees to taxes which would benefit property owners with lower accessed properties.

A resident encourages the BOC to drive district trucks as long as possible.

Discussion about multiple bids coming for multiple pieces of the Reinach project: tank to be bid by two companies.  Site work to be bid by many companies.

Treasurer wonders why the BOC states that the tank project is $869,400 when Adam has told the public that it’s going to come in $200,000 under budget.  Adam states that the prior bid was $992,000 and this one is estimated to be $165,000 less than that number.  Adam also states that additional projects are being sent out for bid to cover the difference along with the expected grant money.  Chris Albert states that he believes the tank bid will likely be $375,000-$400,000.

A resident asks about inside of the tanks.  Chris Albert reports that tanks will be lined and will need inspection and relined possibly every 20 years or longer.

A resident asks about the PRV on Upper Lakeview.  Adam states that while he doesn’t want to speak for the BOC it is his intention to prioritize that replacement and fix the pressure issues there once and for all.

Former commissioner Ralph Lutjen hands out ten copies of a document he has prepared yet not yet shared with the BOC.  He speaks for approximately five minutes.  Ralph wants a 30 year loan for the tank because the value of a dollar in 30 years is less than the value of a dollar today.  Adam states that money is money and we will make living here very expensive if we keep asking future people to pay.  Adam explains that the electrical upgrade projects is a good example of this.  The prior BOC took out an interest only loan which artificially kept costs low and now we are looking at a huge increase in our water bills in 2021 as a result of that decision.

A resident encourages more bonds.

Another resident encourages a special assessment to have tank paid off in just two years.

Another resident states he supports the 10 year option on the bond.

Conversation ensues about tax rates and importance of maintaining home values. 

A resident asks if Biasca wasn’t plowed intentionally in January, 2019.  Adam states that Biasca has never been discussed in regards to plowing since this Board has been in office.  Adam asks Ralph to comment since the incident happened while he was a commissioner.  Ralph states that resident should call 911 if a road isn’t plowed.  Adam states that the BOC discussed plowing schedules with Kelly and the BOC was told every road gets plowed every two hours if not sooner.  Resident is frustrated living in Eidelweiss and states he would not have bought here if he could redo that decision.

Conversation continues about funding large infrastructure projects.  Adam states that the BOC supports long term bonds on pipeline but the VDOE can not start taking on huge long term debt with so many outstanding projects.  Slideshow continues and Adam points out that taking bonds for the trucks will cost the district a lot of money and make living in Eidelweiss very expensive. 

A resident asks about consolidating debt.  Adam thinks it’s not possible but BOC can look into it as a possible option.

Discussion about additional taxable options begins.  Adam mentions that the BOC will be needing the public’s help for getting money from Madison for roads and the room and meals tax.  Adam encourages property owners to go to the Madison Annual meeting and vote yes to giving Eidelweiss some of this money because Madison gets the money that is generated in Eidelweiss.  Adam states that the BOC will put together petition for warrant articles and publicize dates of meeting.

Discussion about assessments and the accuracy of them.  Nothing we can do about unfair assessments.

Adam Leiser makes a motion to adjourn – second Kathy Koziell– Vote 3-0 yes

Meeting adjourned 12:35pm

Village District of Eidelweiss

12/6/19 VDOE BOC meeting

Jeff Demartino, Kelly Robitaille, Tim Hughes of Madison TV were in attendance

Commissioners Adam Leiser and Jay Buckley were in attendance.

Meeting called to order at 9:33am

Adam makes motion to approve agenda.  Second Jay.  2-0 Yes

Review of health insurance options for workers is discussed.  Adam believes further conversation should be done in non-public.  Jay disagrees.  Both employees are ok with discussing this in public session.

Kelly believes most municipalities offer a family plan.  Jeff is ok with current plan.  Kelly wants coverage for his son.  Adam explains the BOC rationale for deciding the plan that was chosen. 

Jeff is willing to do the family plan if he has to in order to help Kelly.  Jeff would prefer to keep the two person plan.

Kelly spoke with his insurance adviser. 

Jay says he supports VDOE paying full for both Jeff and Kelly with each paying 75% of deductible. 

Kelly and Jeff want Adam to reach out to Pater Chapel and set up a time for a conversation.  Adam will try and get this conversation scheduled asap.

Adam motion: to accept a phone call from Peter Chapel if he calls back during the meeting.  Jay second.  2-0 yes

Adam motion:  to call NHMA to find out if we can offer two different plans to two different employees.  Jay second.  2-0 yes

Adam motion:  to accept a phone call from the NHMA if we get a return call during the meeting.  Jay second.  2-0 yes

Preliminary price of $49,800 cab chasse for Chevy Silverado 5500MD.  Expected cost for outfitting is $50,000.    This would be a Terra Star replacement.

Dumpster is full.  We have a few culvert pieces that we couldn’t get in because they don’t flatten.  More effort to flatten material for more space will happen today.  Concrete will go to Coleman.

New truck is “a dream”.  The Chevy Silverado has the same plowing ability as the 7400.  The grader currently pushes back snowbanks where the 7400 can’t go. 

550 is sitting and waiting for parts.  The bill should be less than $6,000.

26 Little Loop will have driveway repaired from drainage problems once the snow melts.  The rut is in the driveway.

The DPW used 5 Burgdorf for a turn around during the recent storms.  It isn’t ideal but it worked.

33 Upper Lakeview is discussed.  Hand sketch requested is computerized and has dimensions.

Adam motion:  to Adam have the sketches and bring them to the residents at 33 UpperLakeview.  Jay second.  2-0 Yes

Discussion about International.  DPW doesn’t support keeping the 550 as an emergency vehicle.

Sanding capacity is much greater on the big truck but it can only go on the flatter areas. 

Adam wonders if we can avoid replacing the sander for the 7400.  Kelly thinks he can get the VDOE through 2020/2021 winter with a few thousand dollars of materials on the current sander.  Jeff and Kelly think that vehicle needs to stay in service for plowing/sanding.

Adam discusses an email that came from a resident about people driving recklessly and too fast on Eidelweiss Drive.  Discussion ensues.

Adam supports contacting the Madison PD and asking for speed traps.  Jay to send an email and CC other commissioners and the office.

Computer discussion ensues.  Kelly forwards the district phone to forward to his personal phone. 

Jay will create Dpw@vdoe-nh.org to Kelly’s work phone.    This will be done by 12/13/2019.  Kelly will carry the second phone during work hours.  Phone may need to be upgraded.

Asking for the Madison grader is not an acceptable long-term option according to Kelly.

Thusis is discussed.  Nothing has been touched.  Jay mentions encumbering funds.  Adam says he won’t discuss until he sees something from NHMA that states we can encumber funds.  Kelly wonders why we would encumber the funds at all. 

Little Loop is also discussed.  DPW is to purchase everything this year and do Little Loop and Thusis out of regular budgets next year.  Office will provide remaining dollar amounts of each warrant to BOC and DPW.  This to be done by 12/12/19.

Thusis has $3400 remaining.

Little Loop has unknown amount of money left but will be plenty for the project.  Unused money will go to the unassigned fund balance.

Discussion about paving ensues.  Kelly to ask Bruce at All State for old report. 

Jay motion: approve the manifest of 12/5/2019.  Adam second.  2-0 yes

Jay motion: approve the manifest of 12/6/2019.  Adam second 2-0 yes

Adam motion:  approve payroll in the amount of $5746.17.  Jay second.  2-0 yes

Kelly 40 hours and 51 hours

Jeff 42 hours and 42 hours

Tony 30 hours and 0 hours

Donna 21.5 hours and 11 hours

Kristin 0 hours and 8 hours

Adam states he wants to get paid starting on 1/1/20.

Jay states he wants to get paid starting on 1/1/20.

Minutes can’t be approved because we don’t know which meeting minutes haven’t been approved.

The heat is off in the lodge.

The electrical upgrades are being done next week. 

Third party electrical will be discussed in January. 

Granite state responded with our beach testing questions.  More discussion for later. 

Adam motion:  response from Granite State to go to the environmental committee.  Jay second.  2-0 yes

Admin needs to be notified to review minutes and do what is their responsibilities.

Drinking water is fine.

Discussion tonight about beaver dam

Tight tank discussion ensues.  Very rough estimate is 10k.  DES needs approval.  Jay went to Fluet to get a price.  Adam wonders if White Mountain Survey should be brought in.  

Jay reports that Fluet Engineering is the official water system engineering firm.  Adam says this needs to be switched to Jones and Beech.

22 Interlaken water hookup evaluation in process.

Dinah transferred 85k for warrant articles.  $57k approximately is left.

Adam motion: to make two, $20,000 CRF deposits.  Jay second.  2-0 yes

Adam forwarded DES sanitary survey arrived.  Jay hasn’t reviewed it yet.

47 Eidelweiss Drive email never was distributed to the BOC.  Adam and Kathy will set the December schedule tonight and respond to the property owner.

Adam motion:  sign CRF deposits out of session.  Jay second.  2-0 yes

Adam motion:  Adjourn.  Jay second 2-0 yes

11:30am

Dec 6, 2019

Call to order 8pm

Adam motion: To approve the dam management plan that Adam sent to the office in September.  Kathy second.  Discussion ensues.  Yes 2-0

Adam motion: To allow Adam to speak directly with the DPW employees to discuss health insurance as needed.  Second Kathy.  Discussion ensues.  Yes 2-0  Kathy wants the employees to pay the difference if one employee wants a family plan rather than a two person plan.  Kathy also adds that a 19 year old with limited income should be able to get affordable health insurance through healthcare.gov. 

Buyout discussed. 

Adam motion: To allow Adam to offer a 10k buyout for health insurance to each employee for health insurance if allowed by law.  Second Kathy.  Discussion ensues Yes 2-0

Budget discussion including review of 2019 total expenses.  It looks like the VDOE won’t over expend the 2019 budget. 

Dinah never applied for loan proceeds to cover warrant articles in regards to the electrical upgrades.  This was requested during the week of 11/18/19. 

Adam discusses cutting treasurer salary to $100 per month.  Kathy is in agreement.  The job doesn’t appear to require more than a few hours per month.  At 10 hours per month, that is $25 per hour which would make her the highest paid employee in the district.  Neither Kathy nor Adam thinks that the job even requires 10 hours per month. 

Discussion about signing the CRF contribution form.  Kathy believes the wrong form is waiting to be signed.  Adam won’t sign it.  Treasurer will be asked to rewrite with the correct form. 

Adam motion:  Approve payroll.  Kathy second.  Discussion ensues about unsigned document.  Kathy to sign in place of Jay.  Vote yes 2-0.

Adam motion:  Approve all unsigned manifests.  Kathy second.  Kathy to sign in place of Jay.  Vote yes 2-0.

Adam motion:  Approve all draft minutes prior to November 24, 2019.  Kathy second.  Yes 2-0.

Presentation discussed and practiced.

Adam motion:  Have Kathy get a price from Jim Rines for the Tight Tank project.  Kathy second.  Vote Yes 2-0.

Adam motion:  Have Chris Albert attend the December 7 meeting.  Kathy second.  Vote yes 2-0.

Adam motion:  Kathy to take the minutes on 12/7/19.  Jay to write only the questions.   Adam to present.  Kathy second.  Yes 2-0

Kathy states that she wants to get paid beginning on 1/1/20.

Adam motion to go into non-public pursuant to RSA 91a:3,II (a) employment matters

10:30pm  Kathy second.  Yes 2-0.

Adam motion to exit non-public.  10:55pm.  Kathy second.  Yes 2-0

Adam motion:  Seal the non-public minutes.  Kathy second.  Yes 2-0

Adam motion: adjourn.  Kathy second.  Yes 2-0 11pm

                                      VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

                                                        December 17, 2019

The Board of Commissioners met at 8:00 pm on Tuesday, December 17, 2019.  In attendance were Commissioners Adam Leiser and Kathy Koziell. The meeting was filmed by Tim Hughes of Madison TV.  Michael Dolan was in attendance briefly.

1. Agenda – Adam motion to approve agenda.  Second Kathy.  Vote yes 2-0

 Adam motion:  To enter non-public Reputation under RSA 91-A:3,ii(c)-- at 8:07pm

Second Kathy vote yes 2-0

Discussion about resident, emails to the office and facebook post are all discussed.

Motion to exit non-public 9:11pm by Adam.  Second Kathy.  Vote yes 2-0.

Adam motion to enter Non-public employee compensation under RSA 91-A:3, ii (a) – at 9:14pm.  Second Kathy vote yes 2-0. 

Discussion about administrator position and separation agreement.  Letter from attorney is reviewed.

Motion to Exit non-public 9:20pm by Adam.  Second Kathy.  Vote yes 2-0.

Summary of non-public for public notification.

Adam motion: To allow Adam to post to Facebook on the Town of Madison’s Facebook page.  Second Kathy.  Vote yes 2-0. 

Adam motion:  To sign the letter to Terri Warren.  Second Kathy.  Vote yes 2-0.

Mike Dolan announces that he will be running for the commissioner seat currently held by Jay Buckley.

2. Highway Department Report  - None

3. Water – Water usage report discussed. 

4. Administration –

5.  Accounts Payable – Adam motion:  Approve payroll $6177.55.  Second Kathy.  Vote yes 2-0.  Two mistakes are found.  Donna owes the district a half hour.  The district owes Kelly 6 hours of OT.

6.  Minutes –

7. Commissioners Reports – Adam encourages admin to find the final date for people who want to run for election. 

Public notice is discussed.  Adam wonders if clerk is a 1 year seat rather than the customary 2 year seat.  Admin requested to figure this out. 

A public hearing will also be held on 1/25/20 after the budget hearing.  This public hearing will be for the dam management plan. 

Adam motion:  Adam sign the NH retirement application form regarding Nancy Cole.  Kathy second.  Vote yes 2-0.

Kathy motion:  Pay Spectrum $99 to move a cable wire.  Adam second.  Vote yes 2-0. 

Money to come from warrant article for electrical upgrades (DPW)

Adam motion:  To accept Tad’s electricity contract beginning on 1/1/20. Second Kathy.  Vote yes 2-0.  Adam to follow up with Tad. 

Primex discussion and $5662.08 refund.  Adam suggests finding out when we can get the check or how the refund would be credited. 

Adam discusses his call with Anna from Drummond Woodward.

Letter to Madison PD is discussed.  Adam states he will sign whatever version Kathy puts in front of him.  Adam requests that the letter to the Madison PD be to enforce speeding limits. 

Discussion about Kelly and his spotlight in the newsletter.  Newsletter to be approved Thursday. 

Adam motion:  To instruct the DPW to put a 10inch board back into the Dam so that the VDOE only has four inches of boards missing.  Second Kathy.  Vote yes 2-0.

Little Loop drainage and missed tree are discussed.

Employee handbook is discussed and revised.  Adam suggests emailing the revised version to the office and ask BOC members to review and then email suggestions back to the BOC for thoughts prior to Christmas.  Discussion via email not to happen but everyone will be knowledgeable about thoughts.

Phones for discussion – not enough money was allocated. 

Adam announces that the bids for the water tank portion of the Reinach project have been received.  The low bid for water tank is $388,800.  This number is less than the amount allocated by water system engineer Chris Albert on December 7^th.  Project is proceeding well.

9. Correspondence

10. Scheduled Appearances - none

11.  Public Comment

Motion to adjourn

Adam – second Kathy – Vote yes 2-0.  11:45pm

Village District of Eidelweiss

Saturday November 23, 2019

Commissioners Meeting Minutes

Meeting called to order by Commissioner Adam Leiser at 2:03 PM.

In attendance was Jay Buckley, Adam Leiser, and Tim Hughes (videographer).

MOTION: Adam makes a motion to call Kathy Koziell to join the meeting, Jay Seconds. Motion passes 2-0.

Kathy joins the meeting by phone from Florida.

Kathy explains that down payments are needed to get the work started on these electrical upgrades.

MOTION: Adam makes a motion to approve the expenditure of $22,900 for electrical upgrades at DPW I by “Just Electric “ which represents ½ of the total amount quoted to perform the work in accordance with Warrant Article 4 approved at the 2019 Annual Meeting. Seconded by Jay. Motion Passes 3-0

MOTION: Adam makes a motion to approve the expenditure of $5000 for electrical upgrades at the Summit Pump Station by “Just Electric” which represents ½ of the total amount quoted to perform the work in accordance with Warrant Article 5 approved at the 2019 Annual Meeting. Second by Jay. Motion Passes 3-0.

Health Insurance Renewal.

Adam makes a motion to be given permission relay any change in health care coverage to HealthTrust.

Discussion ensues. Adam explains that he wishes to select the “Higher Deductible” plan with $3000 deductible per person instead of the current plan with $1000 per person,

Adam said that covering a percentage of the deductible by the District for each person if incurred will be discussed later, including a cash incentive to have the employee opt out of the District insurance if it is legal to do so.

The higher $3000/person deductible insurance premium would cost the district $1150/month and save the district approximately $5000 for each employee annually over the current $1000/person deductible plan.

The potential cost to each employee could be as high as $6000 for the 2-person option vs $3000.

MOTION: Jay makes a motion to amend Adam’s motion to offer the family plan coverage for our employees. Adam states that having two employees taking the family could cost the District an additional   $10,000 annually

Jay said that one of our employees has a change in their family situation where one of the children will no longer be eligible for state provided health coverage due to the age of the dependent. Adam asked why we would want to give up a savings as high $10,000? Jay said that the impact to this employee to insure his child could cost as much as $12,000 to this individual.

Jay states that the current 2-person plan will have a premium of $1540 and the family plan with the higher deductible plan $1510. Virtually the same price in premiums to the district for more members covered.
Jay went on to state that offering more options to our employees would help with employee retention.
Adam felt that we had no retention issues.

Kathy felt that the higher deductible plan includes three options; single, two persons, and family.

Jay agrees lowering the premium costs and opting for the higher deductible plan but wants to make sure that all three options (single, 2-person, and family) are available to the employees.

MOTION: Adam will ask HealthTrust if we have all three options (single, two persons, family) with the higher deductible plan ($3000 per person, $9000 per family). If not, we will choose two-person plan. Kathy seconds. Passed 3-0.

MOTION: Adam makes motion to sign letters to applicants not chosen for Assistant Administrative position to be signed out of session in the VDOE office. Jay seconds Passed 3-0.

Respectfully submitted,

Jay Buckley

Village District of Eidelweiss

Commissioner Meeting Minutes - Emergency

Thursday November 21, 2019 4PM

Emergency Meeting Called by Jay Buckley

Jay Buckley calls the meeting to order at 4:00pm. 

Jay Buckley and Kathy Koziell in attendance

Jay explains that the Ford 550 is in need of emergency repairs as the drive shaft fell out and was towed to Albany Service Center.

Jay makes a Motion to approve up to $6000 for repairs on Ford 550. Kathy seconds, Passes 2-0

Jay makes a Motion to adjourn at 4:10pm, Kathy seconds, passes 2-0

Respectfully submitted,

Kathy Koziell

                                      VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

                                                    November 21st, 2019

The Board of Commissioners met at 9:00 am on Thursday November 21st,2019.  In attendance were Commissioners Adam Leiser, Jay Buckley, Kathy Koziell and Kelly Robattialle. The meeting was not filmed. In attendance – Gloria Aspinall

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

1. Agenda – Adam motion to approve.  Kathy seconds. 

Adam motion:  Approve the agenda.  Second Kathy.  Jay to add Thusis culvert to agenda.  Adam second.  Yes 3-0.  Yes 3-0

2. Highway Department Report  -

Outfitting and pothole fixing has been occurring.  Big sander is repaired.  Estimate has been requested.  Kathy requests pictures of rusted sander.  This is for the 7400.  The 550 is at the repair shop.  The front axle is in poor shape and needs some sort of significant repair that is unknown at this time because repair shop hasn’t started.  This would be an expense to this year’s budget. 7400 is next to be outfitted.  Grader to be last.  Chains are in VDOE possession but not yet installed.  Tires are done.  No bills have yet arrived. 

No response for dumpster.  Kathy wants to get a bigger dumpster.  Adam requests all tires be removed permanently.  VDOE to get a 30 yard dumpster.

Adam reports that 5 Burgdorf property owner will give VDOE permission to turn around in their driveway during snow removal. 

Adam reports that 2 Burgdorf has received a letter but he didn’t have a phone number which was a challenge.

Jay reports 2 boats were left at Thusis.  Adam believes we need to take the boats. 

Adam motion:   Have DPW take the boats.  Kathy second. Vote No 2-1.

Jay motion:  Contact property owner and tell them the crafts will be removed on 12/2 if they remain.  Kathy second.  Vote yes 3-0.

Little Loop trees on 4/6 have been removed.  RW Nelson is to remove the stumps.  Kelly expresses concern that he has no knowledge of similar projects having been done by RW Nelson.  Kathy confirms that if the VDOE has a contract for the work to get done this year, the VDOE is fine.  Kelly suggests a temporary fix on 4 Little Loop to at least get us through the year.  Kelly recommends using the remainder of the warrant article money to purchase materials and not sign the contract or do any work this year.  The DPW could do the project next year as a non-warrant article.  In the meantime, the DPW would fix the driveway at 4 Little Loop.  The DPW excavator will remove the stumps.  The remaining money would have to go to engineer the road. 

Adam motion:  Have Kathy contact Jim Rines of White Mtn Survey to get a contract this year for a full engineering of the road.  Kathy second.  Yes 3-0. 

DPW hopes to fix driveway at 4 Little Loop on 12/2. 

Adam asks when we will have a number to replace the 550.  He says mid-December.  Kathy says this is really a replacement to the Terra Star.  Ballpark is $130,000.  Adam is concerned that a replacement to the Terra Star wouldn’t be tried by others because it is a new model.  Kelly did like the truck.  Adam asks if this will be a four wheel drive vehicle.  Answer is yes.

Discussion ensues about 33/35 Upper Lakeview.  Questions of property owner are read by Adam to Kelly.  Answers are given by Kelly. 

Adam asks Kelly if boards were changed in the dam.  Answer is yes. 

Adam motion:  Adopt dam management policy.  Kathy second.  Kathy and Adam report they never saw Jay’s proposal.  Jay says he sent it.  Vote No 2-1.

Kelly has not yet received a computer.  Jay reports that he has information on a Panasonic Tough Pad FZM1 7 inch.  $720.  This can take pictures and do email.  Adam wants to know why information isn’t being sent to the board.

Kathy motion: To purchase the Panasonic Tough Pad.  Second Jay.  Adam says that a $720 expense without any research is silly.  Vote 3-0 No.

Adam asks Jay to send the information to the BOC.  Jay says he will do so.

Adam asks if we have any numbers for gravel maintenance, paving, etc… and no folders can be found.

Gloria asks if Jungfrau or Reinach had pipes covered before the ground froze.  Kathy clarifies that the Reinach Tank was overflowing which caused the erosion.  The antenna at Jungfrau has been fixed which will now ensure that covering the tank will last.  DES was not concerned.  Kathy thanks Gloria.

Jay wants to encumber Thusis warrant article funds.  Jay asks if Kelly can do this project with the excavator.  Answer is yes.  Kelly marked the trees that need to be removed.  Adam isn’t sure that this warrant article can be encumbered again.  Kelly agrees with Adam that it should be sent to the state for confirmation.  Jay offers to check with DRA.  Adam says he wants the DRA’s answer in writing prior to the next meeting. 

Jay motion: encumber funds for Thusis.  Kathy second.  Vote No 3-0.

Kelly may take fewer vacation days than originally requested.  Kelly wants flexibility for days off.  Adam states he has no objection.  Kathy and Jay agree.

Adam states a “thank you” should go to Mark from the office for the pics of 11/20.  Jay wonders if this should go to the police.  Adam says no.

Kelly asks about employee handbook.  Adam says it would go to the board, then the lawyer and then the employees.  Jay says he’s looked at it but hasn’t sent any feedback. 

Jay says looking at Madison would have been a better option as a starting point.  Jay says this project should be done together.  Adam says we tried this and Jay threw the BOC under the bus.  Adam reiterates that the Conway employee handbook was made by an evaluation of roughly 30 towns. 

A decision to be made on 12/12 about sending it to legal or inviting employee participation.

Jay reports that Joe Farnese sent a letter to the VDOE.  Kathy, Jay, and Kelly are confused by what he sent.  Adam offers no opinion because he didn’t attend the meeting.  Adam asks if we should contact Joe during the meeting. 

Adam motion:  Allow Adam to contact Joe Farnese and invite him to a BOC meeting. Jay wants to do it.  Kathy second.  Yes 3-0.

3. Water –

Discussion ensues about the water system and how to fund it properly.  Dinah wants a lower price on the tank.  The BOC does not want to voluntarily lose grant money. 

Discussion ensues about 10, 20, 30 year loan.  BOC agrees that the BOC should do everything possible to get entire grant money.

Water usage quarterly report has been filed with DES.

Water testing came back.  All is well. 

Water usage report is here.

4. Administration –

Employee handbook discussion ensues.

Adam motion:  contact Wendy Parker and grant authority to Adam for future conversations.  Kathy second.  Vote yes 3-0

Adam reports he reached out to Neighborhood Energy.  He hopes to have something next meeting.

Newsletter discussed.

Cards went out for the 12/7 meeting.  Everyone should receive one by 12/2.

5.  Accounts Payable –

14 checks to be paid in the total amount of $19,463.06.

Account balance is $43,581.18.

Adam reads the $350 expense for striping and says the BOC should have put the line down the middle of Eidelweiss Drive.

Payroll – Nancy 40 hours

            Nancy 40 hours

            Donna 9 hours

            Donna 11 hours

            Tony 32 hours

            Tony 8 hours

            Kelly 40 hours

            Kelly 56 hours

            Jeff 40 hours

            Jeff 56 hours

Note that Kelly and Jeff earned double time on Veterans Day (hours put in as double on payroll)

Adam motion: Approve payroll for $8143.02.  Jay second.  Yes 3-0

6.  Minutes –

Adam motion:  Approve minutes of 11/14/19.  Kathy second.  Yes 3-0

7. Commissioners Reports

Kathy

Newsletter review.

Newsletter to go out today.

Adam asks if the communications committee reviews things and discusses suggestions.  Kathy reports they do. 

The communications committee wants to know about survey monkey, DYK?, spotlighting an individual in the district.  Committee wants website a “go-to” place.  FAQs on the website.

Adam recommends that the district have a formal document to send people upon moving here or those interested in buying a parcel of land.  Adam can see if he has something.

How do we drive people to the website?  We need to fix the website before we drive people there.

Adam reports heat in lodge downstairs.  Breakers should be off.  Jay to do it.

Kathy found a 13 year discussion about the DPW drainage issue.  Jay to continue working on this project.  He estimates $10,000 as a total cost. 

No word back on water hook-up.  Administrator to follow-up.

Job description for administrator being worked on but not yet complete.

Adam reports that we should get a contact number for every property owner in the district.

8. Signature Items

Kathy motion:  Adam to sign form for the annual meeting .  Adam second.  Yes 3-0

9. Correspondence

10. Scheduled Appearances

11.  Public Comment

12.  Other Business

Adam Motion at pm to go into non-public RSA 91a:3,II (a) employment matters.  Kathy seconds,  Passes 3-0 at 11:40am

Exit non-public at 12 Noon

Adam motion:  Seal the non-public minutes.  Kathy seconds,  Vote yes 3-0.

Motion made that Kristen Johnson has been hired at $17 per hour.

Motion made to give Donna MacKinnon a raise to $17 per hour effective 11/25/19.

Motion made that Jay Buckley is no longer the office liaison.

Respectfully submitted,

Kathy Koziell

Commissioner

 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

September 28, 2019

The Board of Commissioners met at 9:00 am on Saturday, September 28, 2019.  In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley. Also in attendance was Madison Fire Chief Richard Clark and Deputy Chief Dave Cribbie along with several residents.

Meeting was taped for Madison TV by Tim Hughes.                                  

At 9:05 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.    

Scheduled Appearance

Fire Chief Clark discussed his concern with the new Dam Management Policy regarding the potential low water levels. Did testing Thursday night and found leak in the head of the hydrant at Boulder Beach,and will repair. 4 hydrants overall had been damaged in the Town of Madison by plows. Adam Leiser stated that district has 3 – 10” boards in. Gloria Aspinall stated that DES recommended 1- 10” removed for flow to prevent mosquitos. VDOE did drop 2” to keep some flow. Deputy Fire Chief states that they need access to water below the ice for a fire source. Their inspection of the dam seemed to have about 18” over the hydrant pipe, 20” would be preferred. Gloria states that for fall drawdown we usually take out 2- 10” boards but sometimes only 1-10” board. Fire Chief said to leave as is and hope for rain.

Fire Chief Clark would like to review after Columbus Day weekend when we start fall draw down.

Motion made by Adam Leiser to contact Mike Smith, Ralph Lutjen, Kelly Robitialle to review past practices. Jay Buckley seconds. Motion passed 3-0.

Deputy Chief Cribbie stated that last year the level was 18” over the strainer.

Minutes

8/24/2019 minutes

Discussion on whether there was an actual vote on motion for acceptance of the Little Library donation to the VDOE. No one was sure.

Jay Buckley makes a motion to accept the Little Library donation. Adam Leiser seconds. Motion passed 3-0

Adam Leiser makes a motion to accept the 08/24/2019 minutes. Jay Buckley seconds. Motion passed 3-0

Adam Leiser spoke to a paving contractor regarding paving of Eidelweiss Drive. After review the recommendation was that  “we should reclaim the road and do a 2 1/2 inch binder and then a 1 1/2 inch top coat for roughly $170,000”.  This is outlined in an email sent to the office on 9/27.

Kathy Koziell went thru the presentation slides with Adam Leiser and removed some of the comments to make the slides less wordy.

Adam Leiser begins by saying that all questions will be answered if we don’t have the specific answer Jay Buckley will be making a list of all unanswered question.  The BOC will prepare a document with answers to those questions

Adam presents a spread sheet to the board that shows annual payments and number of years if we financed projects going forward.

At 9:33am Adam Leiser makes a Motion to enter non-public session pursuant to RSA 91-A:3,II(a) employment matters. Jay Buckley seconds. Adam Leiser yea, Kathy yea and Jay Buckley yea. Motion passed 3-0

At 9:50 Adam Leiser makes a motion to exit non-public session and resume public session. Jay Buckley seconds. Motion passed 3-0.

10am presentation begins – 20 attendees

Jay Buckley has detailed list of questions and comments during the presentation which have been sent to the office

At 12 noon Kathy Koziell makes a motion to adjourn. Jay Buckley seconds.  Motion passed 3-0

Respectfully submitted,

Kathy Koziell

Commissioner

                      VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

                                                    November 21st, 2019

The Board of Commissioners met at 9:00 am on Thursday November 21st,2019.  In attendance were Commissioners Adam Leiser, Jay Buckley, Kathy Koziell and Kelly Robattialle. The meeting was not filmed. In attendance – Gloria Aspinall

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

1. Agenda – Adam motion to approve.  Kathy seconds. 

Adam motion:  Approve the agenda.  Second Kathy.  Jay to add Thusis culvert to agenda.  Adam second.  Yes 3-0.  Yes 3-0

2. Highway Department Report  -

Outfitting and pothole fixing has been occurring.  Big sander is repaired after major welding by Tony Eldridge to get it through this winter. Estimate has been requested for a replacement sander. Kathy requests pictures of rusted sander.  This is for the 7400.  The 550 is at the repair shop.  The front drive shaft is in poor shape and needs some sort of significant repair that is unknown at this time because repair shop hasn’t started.  This would be an expense to this year’s budget. 7400 is next to be outfitted.  Grader to be last.  Chains are in VDOE possession but not yet installed.  Tires are done.  No bills have yet arrived. 

No response for dumpster.  Kathy wants to get a bigger dumpster.  Adam requests all tires be removed permanently.  VDOE to get a 30 yard dumpster.

Adam reports that 5 Burgdorf property owner will give VDOE permission to turn around in their driveway during snow removal. 

Adam reports that 2 Burgdorf has received a letter but he didn’t have a phone number to contact them directly.

Jay reports 2 boats were left at Thusis.  Adam believes we need to take the boats. 

Adam motion:   Have DPW take the boats.  Kathy second. Vote No 2-1.

Jay motion:  Contact property owner and tell them the crafts will be removed on 12/2 if they remain.  Kathy second.  Vote yes 3-0.

Little Loop trees on 4/6 have been removed.  RW Nelson is to remove the stumps.  Kelly expresses concern that he has no knowledge of similar projects having been done by RW Nelson.  Kathy confirms that if the VDOE has a contract for the work to get done next year, the funds can be encumbered.  Kelly suggests a temporary fix on 4 Little Loop to at least get us through the year.  Kelly recommends using the remainder of the warrant article money to purchase materials and not sign the RW Nelson contract or do any work this year due to the road already beginning to freeze.  The DPW could do the project next year as a non-warrant article.  In the meantime, the DPW would fix the driveway at 4 Little Loop.  The DPW with an excavator will remove the stumps.  The remaining funds would go toward drainage engineering for all of Little Loop Rd.

Adam motion:  Have Kathy contact Jim Rines of White Mtn Survey to get a contract this year for a full engineering of the road.  Kathy second.  Yes 3-0. 

DPW hopes to fix driveway at 4 Little Loop on 12/2. 

Adam asks when we will have a number to replace the F550.  He says mid-December.  Kathy says this is really a replacement to the Terra Star.  Ballpark is $130,000.  Adam is concerned that a replacement to the Terra Star wouldn’t be tried by others because it is a new model.  Kelly did like the truck and Madison DPW has one.  Adam asks if this will be a four wheel drive vehicle.  Answer is yes.

Discussion ensues about 33/35 Upper Lakeview road culvert. Questions from property owner are read by Adam to Kelly.  Answers are given by Kelly. 

Adam asks Kelly if boards were changed in the dam.  Answer is yes. 

Adam motion:  Adopt dam management policy.  Kathy second.  Kathy and Adam report they never saw Jay’s proposal.  Jay says he sent it.  Vote No 2-1.

Kelly has not yet received a computer.  Jay reports that he has information on a Panasonic Tough Pad FZM1 7 inch.  $720.  This can take pictures and do email.  Adam wants to know why information isn’t being sent to the board.

Kathy motion: To purchase the Panasonic Tough Pad.  Second Jay.  Adam says that a $720 expense without any research is silly.  Vote 3-0 No.

Adam asks Jay to send the information to the BOC.  Jay says he will do so.

Adam asks if we have any numbers for gravel maintenance, paving, etc… and no folders can be found.

Gloria asks if Jungfrau or Reinach had pipes covered before the ground froze.  Kathy clarifies that the Reinach Tank was overflowing which caused the erosion.  The antenna at Jungfrau once replaced will fix the communications between Jungfrau and Reinach. Once that is confirmed Kelly can cover the front of the tank.  DES was shown the Reinach tank and was not concerned as water is constantly moving in the tank. Kathy thanks Gloria for bringing up.

Jay wants to encumber Thusis warrant article funds.  Jay asks if Kelly can do this project with the excavator.  Answer is yes.  Kelly marked the trees that need to be removed.  Adam isn’t sure that this warrant article can be encumbered again.  Kelly agrees with Adam that it should be sent to the state for confirmation.  Jay offers to check with DRA.  Adam says he wants the DRA’s answer in writing prior to the next meeting. 

Jay motion: encumber funds for Thusis.  Kathy second.  Vote No 3-0.

Kelly may take fewer vacation days than originally requested.  Kelly wants flexibility for days off.  Kelly will use a few of his requested days off to work on 4 Little Loop driveway.  Adam states he has no objection.  Kathy and Jay agree.

Adam states a “thank you” should go to Mark from the office for the pics of 11/20 of discarded tires and microwave.  Jay wonders if this should go to the police. Adam says no. Kelly says when this happens they just go get the dumped trash.

Kelly asks about employee handbook.  Adam says it would go to the board, then the lawyer and then the employees.  Jay says he’s looked at it but hasn’t sent any feedback. 

Jay says looking at Madison would have been a better option as a starting point.  Jay says this project should be done together.  Adam says we tried this and Jay threw the BOC under the bus.  Adam reiterates that the Conway employee handbook was made by an evaluation of roughly 30 towns. 

A decision to be made on 12/12 about sending it to legal or inviting employee participation.

Jay reports that Joe Farnese sent a letter to the VDOE.  Kathy, Jay, and Kelly are confused by what he sent.  Adam offers no opinion because he didn’t attend the meeting.  Adam asks if we should contact Joe during the meeting. 

Adam motion:  Allow Adam to contact Joe Farnese and invite him to a BOC meeting. Jay wants to do it.  Kathy second.  Yes 3-0.

3. Water –

Discussion ensues about the water system and how to fund it properly.  Dinah wants to fund the low end price on from the Reinach warrant by limiting the scope even if it means losing a % of the grant money.  The BOC does not want to voluntarily lose grant money. 

Discussion ensues about 10, 20, 30 year loan.  BOC agrees that the BOC should do everything possible to get entire grant money.

Water usage quarterly report has been filed with DES.

Water testing came back.  All is well. 

Water usage report is here.

4. Administration –

Employee handbook discussion ensues.

Discussion on renewing employee health insurance plan with Health Trust

Adam motion:  contact Wendy Parker of Health Trust and grant authority to Adam for future conversations.  Kathy second.  Vote yes 3-0

Adam reports he reached out to Neighborhood Energy.  He hopes to have something next meeting.

Newsletter discussed.

postcards went out for the 12/7 meeting.  Everyone should receive one by 12/2.

5.  Accounts Payable –

14 checks to be paid in the total amount of $19,463.06.

Account balance is $43,581.18.

Adam reads the $350 expense for striping and says the BOC should have put the line down the middle of Eidelweiss Drive.

Payroll – Nancy 40 hours

            Nancy 40 hours

            Donna 9 hours

            Donna 11 hours

            Tony 32 hours

            Tony 8 hours

            Kelly 40 hours

            Kelly 56 hours

            Jeff 40 hours

            Jeff 56 hours

Note that Kelly and Jeff earned double time on Veterans Day (hours put in as double on payroll)

Adam motion: Approve payroll for $8143.02.  Jay second.  Yes 3-0

6.  Minutes –

Adam motion:  Approve minutes of 11/14/19.  Kathy second.  Yes 3-0

7. Commissioners Reports

Kathy

Newsletter review.

Newsletter to go out today.

Adam asks if the communications committee reviews things and discusses suggestions.  Kathy reports they do. 

The communications committee wants to know about survey monkey, Did You Know ?, spotlighting an individual in the district.  Committee wants website a “go-to” place.  FAQs on the website.

Adam recommends that the district have a formal document to send people upon moving here or those interested in buying a parcel of land. Jay states that there was a “welcome package” in the office.  Adam might have something from the EPOA Communications Committee, he will check.

How do we drive people to the website?  We need to fix the website before we drive people there.

Adam reports heat in lodge downstairs.  Breakers should be off.  Jay to do it.

Kathy found a 13 year discussion about the DPWI floor  drainage issue.  Jay to continue working on this project using a tight tank.  He estimates $10,000 as a total cost. 

No word back on water hook-up.  Administrator to follow-up.

Job description for administrator being worked on but not yet complete.

Adam reports that we should get a contact number for every property owner in the district.

8. Signature Items

Kathy motion:  Adam to sign form reserving the Madison School Gym for the  annual meeting.  Adam second.  Yes 3-0

9. Correspondence

10. Scheduled Appearances

11.  Public Comment

12.  Other Business 

 Adam makes a Motion at 11:40am to go into non-public RSA 91a:3,II (a) employment matters.  Kathy second Yes 3-0 

Adam motion:  Seal the non-public minutes.  Kathy second.  Vote yes 3-0.

Motion made by Adam to hire Kristen Johnson at $17 per hour.

Motion made by Adam to give Donna MacKinnon a raise to $17 per hour effective 11/25/19.

Motion made to no longer have Jay Buckley as office liaison.

Motion made my Adam to adjourn at 12:15. Kathy seconds, Passes 3-0

Respectfully submitted,

Kathy Koziell

Commissioner

                                      VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

                                                    November 14th, 2019

The Board of Commissioners met at 9:00 am on Saturday November 14th,2019.  In attendance were Commissioners Adam Leiser, Jay Buckley, Kathy Koziell and Kelly Robatialle. The meeting was filmed for Madison TV by Tim Hughes. In attendance – Gloria Aspinall and Dinah Reiss

At 9:05am Commissioner Adam Leiser calls the meeting to order.   

1. Agenda – Adam motion to approve.  Kathy seconds.  Jay wants to add Thusis culvet.  Jay wants to add Donna’s schedule.  Adam motion to amend these. Jay seconds.  Yes 3-0.        Yes 3-0 on amended agenda.

2. Highway Department Report  - Two trucks are outfitted and worked the last storm.  550 and 5500 are the two.

Sander on 550 was rebuilt and should be good for the rest of the year.  Unknown expense.  Kelly’s ability to do these projects is limited because of his injury last month.  Tony helps and does the welding which saves the district money.

The 7400 sander is in disrepair.  The steel is rotting out.  The plan is for Tony to do this which will cost the district less than outsourcing it.  A new sander for that truck is roughly 15k. This repair will only last for one year at most.

A warrant article for a new sander will be needed.

Discussion about budgeting for 2020.

Board supports line items rather than warrant articles.

Department of Labor came and gave the VDOE a list of 16 violations.  10-12 are simple fixes and some have already been done.  Kathy is working on this project.  We need to give a letter within 30 days to the Dept of Labor.  Employees can’t be working in standing water is the major violation. 

Jay to send the price for tight tank solution for DPW I to the BOC.  Application needed to potentially pump water out of DPW rather than creating a “tight tank”.  Jay also to make a recommendation as to which option works best.

Possible minutes of a meeting a year ago may reflect that more affordable option may not be allowed due to petroleum, oil and proximity to DPW well area etc…

Fixing the DPW I will increase the annual budget due to expense of emptying tank.

Eyewash stations may need to be added as well.  Kathy to investigate.

Gloria asks about an eyewash station in the chem room but the DPW employees don’t have access to that room.

DPW II problem with the heat has been partially fixed.  One heater still isn’t working (left side).  Kathy will contact mechanical contractor. 

Office heater isn’t working either.

Adam motion:  Spend up to $500 to fix the two heaters.  Kathy second.  Yes 3-0

Jay reports that he checked Grison and Burgdorf culverts.  Grison culvert needed a tree removed and Jay did it.  Jay reports that a tree on the downhill side of Burgdorf also had a tree fall. 

Adam still wants to go to a culvert cleaning with Kelly. 

Adam asks about tree removal on 4/6 Little Loop.  One tree may be saved that is currently marked.  Jay to make the change on the tree and contact the vendor accordingly. 

Kelly says he marked the trees on all of Little Loop for the full job.  Plowing was the main consideration when marking trees.  Kelly to remove smaller trees with backhoe.  Adam wonders about the sharp corner and whether or not the corner can be removed.

Kathy reports that she reached out to RW Nelson to do the Little Loop project at 4/6 as he was initially considered for this project.  RW Nelson to give us a final price shortly.  Jay and Kelly asked about materials for 4/6 project.

Drive shaft fell out of F550 today. 

Chadwick and Kelly spoke and Chadwick plans to give us an excavator as an apology.  We’d get it for free for one week and it could help us do the Thusis project. 

Adam asks about DPW working overtime and with Tony the week we have an excavator.  Kelly wants it to come with a hammer jack.  Kelly will plan it accordingly.

Little Loop will not get graded but fill will be put in during the next 7 days.

Dam management plan discussed. 

Fire department has been at the dam during a couple of evenings.

Jay has made recommendations for revision of Dam management plan.

Adam expresses concern that this wasn’t given to the BOC prior to the meeting.

Discussion about modifying dam management plan continues.

Dam to be lowered by 4 inches in the next seven days and BOC to have further discussion next week.

Discussion about encumbering funds on Thusis.  Adam says we need to ensure legality before having further discussion.

3. Water –

Adam motion; Invite Luis and Rick on 12/7.  Jay second.  Vote 3-0 yes

Bids hopefully to be in by 12/5 on the tank portion of the Reinach project.

Adam reports that we are on schedule to get the $295,000 grant.

Adam met with Ian and Rick this morning.  The $295,000 can’t be used on the Reinach tank. 

Kathy congratulates and thanks Adam for his work to get this grant. 

Discussion ensues. 

Jay reads a correspondence Adam sent to the BOC. 

Discussion ensues.

Jay motion: To have Larry removed from the water and environmental committees.  Adam second.  Kathy asks if Larry would be eligible to return to the committees.  Adam believes Larry should receive a formal notification that he violated the committee member form and this needs to be followed or he will be removed from all committees.  Vote No 3-0. 

If this happens again, Kathy and Adam said they will vote “yes”.

Nuno Pais to receive 91a portion of the requirement. 

Adam reports that Rick strongly recommends outsourcing all work.

Adam reports that he’s concerned about Paula being given a second chance to join a committee when she refused to help the BOC get access to our website. 

Discussion about Ron Sandstrom occurs.  He wants to help and is concerned that prior minutes stated that he was unwilling help.  He was unable not unwilling. Ron will help with website going forward.

4. Administration –

Adam motion:  Sign all the letters.  Jay second.  Vote yes 3-0.  47 Eidelweiss Drive and Taylor letters to be signed out of session. 

16 Grison Driveway permit – Adam motion to sign the permit.  Jay second.  3-0 Yes

Adam motion:  Sign work orders #1157, #1158, #1159, #1160, #1161

5.  Accounts Payable –

Kathy motion:  Sign 15 checks in the amount of $25,728.14.  Adam second.  3-0 Yes

Kathy motion:  Sign 11 checks in the amount of $6,512.81.  Adam second.  3-0 Yes

Discussion ensues about $2300 roller rental expense.  Adam asks if DPW could have worked overtime to limit number of days roller was rented.

Cash flow discussed with Dinah.  Money to go into CRFs in early December. 

Discussion about receiving tax money from Madison.

Discussion about DPW water meter and where money comes from. Adam suggests contacting DRA to see if we can pay for this from the water budget.  Dinah and Kathy to work together to see if item can be expensed from operating budget rather than from warrant article. 

6.  Minutes –

Kathy motion to approve minutes of 11/7/19 and 10/24/19.  Adam second.  Jay motion:  To amend the 11/7 minutes that he asked Dinah for assistance and Dinah declined.  Adam second.  Yes 3-0.  Yes 3-0

7. Commissioners Reports

Jay to get additional pricing on Little Loop from Dawson, Quint and ER. 

Adam motion:  Jay get the three prices on Little Loop.  Jay second. Yes 3-0

Burgdorf – conversation ensues.

No job description exists for Nancy – can’t be found

Donna to create one. 

Date for a public hearing on memorials to come later.  Other possible public hearing topics to be done on the same date.

22 Interlaken water hookup to be sent to engineer for approval.  Adam to speak with Chris Albert to see about Jones and Beach doing this in the future.

Jay looked into computer for the DPW and has a recommendation.  Adam recommends Jay send recommendation to the board and Andrew Harteveldt for input. 

Neighborhood Energy discussion ensues.  Adam to do it.  Will find a plan without a termination fee.

On Call system discussed.  Kathy wants to simply pay Kelly every week and Jeff half the weeks. 

Adam motion:  Kelly paid $50 every week for being on-call and Jeff every other week $50 for being on -call.  Kathy second.  Yes 3-0

Jay motion:  To send emergency contact list to the sheriffs department.  Adam second 3-0 yes

Website – district can now update website.

Annual meeting forms – need to be printed, completed and brought to a meeting

Employment applicants – two more were received

Presentation of 12/7 discussed.  Kathy wants to add charts/graphs. 

Jay has concerns about road calculations. 

Discussion about funding water tank and pipeline extensions.

Terri Cancelarich conversation summarized.  Possible 1.75% interest rate.

Postcard expense is $350 for 500 or $500 for 1,000

Adam motion:  The VDOE spend $500 for mailing notifications about December 7th meeting.  Kathy second.  Kathy amend to $350.  Jay second.  Adam wants everyone notified.  Jay wants nobody notified.  Kathy wants home owners notified.  Vote yes 2-1

Office hours to be T/W/Th 8:30-3 beginning next week.

A lot of 91a requests have been submitted.  Fulfilling these are a challenge because scanner isn’t working properly.  Adam outlines that the VDOE could spend $4,000 annually fulfilling these requests. 

Adam to resend Hurley letter

Discussion about having water usage from SCADA available on a cloud for easy access suggested by  Andrew H.  Board not inclined to tackle this project right now.

Fill was delivered to Joe Farnese

Nobody knows about UNH storm water management and if we paid any money.  Info could be on the warrant article.  Adam thinks it is a 2018 warrant article.

Discussion ensues about generators to support the water tank.  Jay says the VDOE does not need to purchase generators because Coleman could meet our needs and has VDOE as a priority due to municipal drinking water needs.

No reviews on employee handbook at this time.

8. Signature Items

9. Correspondence

10. Scheduled Appearances

11.  Public Comment

Dinah asks if Reinach tank has been covered.  Answer is near future.

Dinah asks if bleeders are being turned on.  Answer is near future.

12.  Other Business   

Adam Motion at 12:10pm to go into non-public RSA 91a:3,II (a) employment matters.  Kathy second Yes 3-0

Exited Non-Public at 12:30pm

Public session resumed:

Motion made by Adam in Non-Public to spend up to $500 for legal review and modifications correspondence to Nancy.  Kathy second.  Yes 3-0

Motion made at 12:50 to adjourn by Kathy Koziell. Adam seconds, passes 3-0

Respectfully submitted,

Kathy Koziell

Commissioner

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

                                                    November 14th, 2019

The Board of Commissioners met at 9:00 am on Saturday November 14th,2019.  In attendance were Commissioners Adam Leiser, Jay Buckley, Kathy Koziell and Kelly Robittialle. The meeting was filmed for Madison TV by Tim Hughes. In attendance – Gloria Aspinall and Dinah Reiss

At 9:05am Commissioner Adam Leiser calls the meeting to order.   

1. Agenda – Adam motion to approve.  Kathy seconds.  Jay wants to add Thusis culvet.  Jay wants to add Donna’s schedule.  Adam motion to amend these. Jay seconds.  Yes 3-0.        Yes 3-0 on amended agenda.

2. Highway Department Report  - Two trucks are outfitted and worked the last storm.  550 and 5500 are the two.

Sander on 550 was rebuilt and should be good for the rest of the year.  Unknown expense.  Kelly’s ability to do these projects is limited because of his injury last month.  Tony helps and does the welding which saves the district money.

The 7400 sander is in disrepair.  The steel is rotting out.  The plan is for Tony to do this which will cost the district less than outsourcing it.  A new sander for that truck is roughly 15k. This repair will only last for one year at most.

A warrant article for a new sander will be needed.

Discussion about budgeting for 2020.

Board supports line items rather than warrant articles.

Department of Labor came and gave the VDOE a list of 16 violations.  10-12 are simple fixes and some have already been done.  Kathy is working on this project.  We need to give a letter within 30 days to the Dept of Labor.  Employees can’t be working in standing water is the major violation. 

Jay to send the price for tight tank solution for DPW I to the BOC.  Application needed to potentially pump water out of DPW rather than creating a “tight tank”.  Jay also to make a recommendation as to which option works best.

Possible minutes of a meeting a year ago may reflect that more affordable option may not be allowed due to petroleum, oil and proximity to DPW well area etc…

Fixing the DPW I will increase the annual budget due to expense of emptying tank.

Eyewash stations may need to be added as well.  Kathy to investigate.

Gloria asks about an eyewash station in the chem room but the DPW employees don’t have access to that room.

DPW II problem with the heat has been partially fixed.  One heater still isn’t working (left side).  Kathy will contact mechanical contractor. 

Office heater isn’t working either.

Adam motion:  Spend up to $500 to fix the two heaters.  Kathy second.  Yes 3-0

Jay reports that he checked Grison and Burgdorf culverts.  Grison culvert needed a tree removed and Jay did it.  Jay reports that a tree on the downhill side of Burgdorf also had a tree fall. 

Adam still wants to go to a culvert cleaning with Kelly. 

Adam asks about tree removal on 4/6 Little Loop.  One tree may be saved that is currently marked.  Jay to make the change on the tree and contact the vendor accordingly. 

Kelly says he marked the trees on all of Little Loop for the full job.  Plowing was the main consideration when marking trees.  Kelly to remove smaller trees with backhoe.  Adam wonders about the sharp corner and whether or not the corner can be removed.

Kathy reports that she reached out to RW Nelson to do the Little Loop project at 4/6 as he was initially considered for this project.  RW Nelson to give us a final price shortly.  Jay and Kelly asked about materials for 4/6 project.

Drive shaft fell out of F550 today. 

Chadwick and Kelly spoke and Chadwick plans to give us an excavator as an apology.  We’d get it for free for one week and it could help us do the Thusis project. 

Adam asks about DPW working overtime and with Tony the week we have an excavator.  Kelly wants it to come with a hammer jack.  Kelly will plan it accordingly.

Little Loop will not get graded but fill will be put in during the next 7 days.

Dam management plan discussed. 

Fire department has been at the dam during a couple of evenings.

Jay has made recommendations for revision of Dam management plan.

Adam expresses concern that this wasn’t given to the BOC prior to the meeting.

Discussion about modifying dam management plan continues.

Dam to be lowered by 4 inches in the next seven days and BOC to have further discussion next week.

Discussion about encumbering funds on Thusis.  Adam says we need to ensure legality before having further discussion.

3. Water –

Adam motion; Invite Luis and Rick on 12/7.  Jay second.  Vote 3-0 yes

Bids hopefully to be in by 12/5 on the tank portion of the Reinach project.

Adam reports that we are on schedule to get the $295,000 grant.

Adam met with Ian and Rick this morning.  The $295,000 can’t be used on the Reinach tank. 

Kathy congratulates and thanks Adam for his work to get this grant. 

Discussion ensues. 

Jay reads a correspondence Adam sent to the BOC. 

Discussion ensues.

Jay motion: To have Larry removed from the water and environmental committees.  Adam second.  Kathy asks if Larry would be eligible to return to the committees.  Adam believes Larry should receive a formal notification that he violated the committee member form and this needs to be followed or he will be removed from all committees.  Vote No 3-0. 

If this happens again, Kathy and Adam said they will vote “yes”.

Nuno Pais to receive 91a portion of the requirement. 

Adam reports that Rick strongly recommends outsourcing all work.

Adam reports that he’s concerned about Paula being given a second chance to join a committee when she refused to help the BOC get access to our website. 

Discussion about Ron Sandstrom occurs.  He wants to help and is concerned that prior minutes stated that he was unwilling help.  He was unable not unwilling. Ron will help with website going forward.

4. Administration –

Adam motion:  Sign all the letters.  Jay second.  Vote yes 3-0.  47 Eidelweiss Drive and Taylor letters to be signed out of session. 

16 Grison Driveway permit – Adam motion to sign the permit.  Jay second.  3-0 Yes

Adam motion:  Sign work orders #1157, #1158, #1159, #1160, #1161

5.  Accounts Payable –

Kathy motion:  Sign 15 checks in the amount of $25,728.14.  Adam second.  3-0 Yes

Kathy motion:  Sign 11 checks in the amount of $6,512.81.  Adam second.  3-0 Yes

Discussion ensues about $2300 roller rental expense.  Adam asks if DPW could have worked overtime to limit number of days roller was rented.

Cash flow discussed with Dinah.  Money to go into CRFs in early December. 

Discussion about receiving tax money from Madison.

Discussion about DPW water meter well and where money comes from. Adam suggests contacting DRA to see if we can pay for this from the water budget.  Dinah and Kathy to work together to see if item can be expensed from operating budget rather than from warrant article. 

6.  Minutes –

Kathy motion to approve minutes of 11/7/19 and 10/24/19.  Adam second.  Jay motion:  To amend the 11/7 minutes that he asked Dinah for assistance and Dinah declined.  Adam second.  Yes 3-0.  Yes 3-0

7. Commissioners Reports

Jay to get additional pricing on Little Loop from Dawson, Quint and ER. 

Adam motion:  Jay get the three prices on Little Loop.  Jay second. Yes 3-0

Burgdorf – conversation ensues.

No job description exists for Nancy – can’t be found

Donna to create one. 

Date for a public hearing on memorials to come later.  Other possible public hearing topics to be done on the same date.

22 Interlaken water hookup to be sent to engineer for approval.  Adam to speak with Chris Albert to see about Jones and Beach doing this in the future.

Jay looked into computer for the DPW and has a recommendation.  Adam recommends Jay send recommendation to the board and Andrew Harteveldt for input. 

Neighborhood Energy discussion ensues.  Adam to do it.  Will find a plan without a termination fee.

On Call system discussed.  Kathy wants to simply pay Kelly every week and Jeff half the weeks. 

Adam motion:  Kelly paid $50 every week for being on-call and Jeff every other week $50 for being on -call.  Kathy second.  Yes 3-0

Jay motion:  To send emergency contact list to the sheriffs department.  Adam second 3-0 yes

Website – district can now update website.

Annual meeting forms – need to be printed, completed and brought to a meeting

Employment applicants – two more were received

Presentation of 12/7 discussed.  Kathy wants to add charts/graphs. 

Jay has concerns about road calculations. 

Discussion about funding water tank and pipeline extensions.

Terri Cancelarich conversation summarized.  Possible 1.75% interest rate.

Postcard expense is $350 for 500 or $500 for 1,000

Adam motion:  The VDOE spend $500 for mailing notifications about December 7th meeting.  Kathy second.  Kathy amend to $350.  Jay second.  Adam wants everyone notified.  Jay wants nobody notified.  Kathy wants home owners notified.  Vote yes 2-1

Office hours to be T/W/Th 8:30-3 beginning next week.

A lot of 91a requests have been submitted.  Fulfilling these are a challenge because scanner isn’t working properly.  Adam outlines that the VDOE could spend $4,000 annually fulfilling these requests. 

Adam to resend Hurley letter

Discussion about having water usage from SCADA available on a cloud for easy access suggested by  Andrew H.  Board not inclined to tackle this project right now.

Fill was delivered to Joe Farnese

Nobody knows about UNH storm water management and if we paid any money.  Info could be on the warrant article.  Adam thinks it is a 2018 warrant article.

Discussion ensues about generators to support the water tank.  Jay says the VDOE does not need to purchase generators because Coleman could meet our needs and has VDOE as a priority due to municipal drinking water needs.

No reviews on employee handbook at this time.

8. Signature Items

9. Correspondence

10. Scheduled Appearances

11.  Public Comment

Dinah asks if Reinach tank has been covered.  Answer is near future.

Dinah asks if bleeders are being turned on.  Answer is near future.

12.  Other Business   

Adam Motion at 12:10pm to go into non-public RSA 91a:3,II (a) employment matters.  Kathy second Yes 3-0

Exited Non-Public at 12:30pm

Public session resumed:

Motion made by Adam in Non-Public to spend up to $500 for legal review and modifications correspondence to Nancy.  Kathy second.  Yes 3-0

Motion made at 12:50 to adjourn by Kathy Koziell. Adam seconds, passes 3-0

Respectfully submitted,

Kathy Koziell

Commissioner