VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

                                                        November 7th, 2019

The Board of Commissioners met at 9:00 am on Saturday November 7th,2019.  In attendance were Commissioners Adam Leiser, Jay Buckley, Kathy Koziell and Kelly Robttialle. The meeting was filmed for Madison TV by Tim Hughes.  Residents in attendance are Dinah Reiss, Mark Graffam, and Larry Leonard.  Ian Hayes arrived at 9:30.  Kristen Johnson arrived at 10:30 for non-public.

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

1. Agenda – No agenda

2. Highway Department Report  - The gravel warrants are 95% done.  Gravel is entirely done except for Aspen which has been ditched.  International is in for inspection which is reason for delay.  Hoping to finish tomorrow on Aspen.

Asphalt warrants are all done.  The roads that have been done are in good shape.  Kelly reports that an additional $3,000 would have been helpful.

Kelly would like an overlay on Geneva Hill, Aspen and others that have been shimmed.

Thusis culvert  is next year.

Little Loop quote for trees is $15,000 for full road but only $4,000 on 4/6 Little Loop.  Kelly may not be able to do the project this late in the year.  Total material cost was $2,600.

5500 is outfitted for snow

550 will be ready by next Tuesday

Kelly is requesting of M-W of Thanksgiving week and the following full week.  He would be available for snow plowing during that time. 

Adam motion: To approve the 8 days off Kelly is requesting.  Kathy second.  3-0 yes

Jay motion: Spend up to $4,000 for tree work on 4/6 Little Loop.  Kathy second.  2-0-1 yes with Adam abstaining. 

Adam motion:  To approve the expenditure of $6600 for the removal of the remaining marked trees on Little Loop.  Jay second.  2-0 yes

Discussion ensues about communicating with all property owners on Little Loop regarding tree removal. 

Adam to write a letter to all property owners on Little Loop regarding tree removal on that street.

Adam motion:  Send the letter to all Little Loop property owners.  Kathy second Vote 3-0 yes.

Adam motion:  Approve $2100 for studded snow tires on the 550.  Jay second.  3-0 yes

Adam outlines that we shouldn’t be tying the hands of the DPW in regards to expenditure.

Adam motion: Allow Kelly to spend up to $1500 per week without authority in non-emergency situations and $5,000 per week in emergency situations.  This would be done after communicating with a commissioner if possible.  Kathy second.  3-0 yes

Pothole on the corner near Appenvel and Eidelweiss Drive has been fixed.

Bristenstock got a shim coat from the operating fund. 

Adam asks what the best way to find out what the DPW is doing, suggest using white board in office for outline of weekly work.

Adam motion: Take up to $500 office equipment CRF to purchase a computer for the DPW.  Kathy second.  3-0 yes. 

Adam recommends going through Andrew for guidance.

Adam motion:  Create an email account for the DPW that would be DPW@vdoe-nh.org.  Kathy second.  3-0 yes.

Adam wants to go with Kelly to clean a culvert.  Kelly to email me directly.  This will hopefully happen on Monday of next week.

Culvert cleaning to be done next week.  Larry Leonard says the culvert by his house is completely clogged.

Kelly has no recommendation for fixing the area in front of the playground so the fence doesn’t get damaged again after the EPOA fixes.  This will be discussed next year because the fence is still in need of repair. 

Adam reminds the board that we still owe money to Kelly for on-call time.  The on-call situation is still being considered.

Discussion ensues about the long-term finances of 2020-2039.

Adam motion: Sign the Eversource request for access to change poles near DPW.  Kathy second.  3-0 yes

Inspection of DPW is happening at 1:30 next Wednesday.  Inspector will bring findings to the BOC. 

Adam motion:  Kathy attends that 1:30 meeting next Wednesday.  Jay second.  3-0 yes

Job posting has been made for the part-time DPW person with pay increase compared to last year when the District received no inquiries. Discussion on trash at DPWII that was removed from Eversource property.

20 yard dumpster can be had from North Conway Incinerator. 

Adam motion: Spend up to $1,200 for a dumpster.  Kathy second.  3-0 yes

Kathy will coordinate with Kelly.

Dumpster to be placed at DPWII. 

Kelly’s injury is a worker comp claim.

Kelly requests to be present during public comment if it relates to him or the DPW.  Kelly doesn’t want the BOC to comment for the DPW without him present.

Conversation ensues about employee buy back for retirement.

Total $12,220 is buy-back for the two employees.

Adam motion:  Approve and send the letters to 47 and 49 Eidelweiss Drive property owners.  Kathy second.  Vote 3-0 yes.

3. Water –

Reinach discussion – Ian has been speaking with the water engineer.  Larry reports that DES has delayed approval.  Jay contacted Rick Skarinka.  Larry reports that the pumps will work with the new design. 

Ian is concerned about poor communication.  Ian outlines multiple problems in the district.  He wants decisions to come from the BOC.  He also outlines appearance of self sabotage.

Ian wants things to go through the BOC.  Larry wants the water committee to be the point contact. 

Ian recommends that the BOC decide how they want to move forward. 

The Reinach Tank is being jeopardized. 

Discussion ensues.

Bids to go out on 11/12. 

Ian is concerned about second guessing of the water system.  Issues are significant. 

Challenges associated with running a water system.  Sometimes doing nothing is the best option. 

Ian outlines that his contract will increase to $65 per hour and the monthly stipend will likely change as well.  He does want to remain with the VDOE.

Overflows are possible at all VDOE tanks.  A tree hit Jungfrau causing the SCADA communications problems of the last few weeks.  New antenna has been ordered. This “fix” isn’t complete but it’s being addressed.

The culvert at the top of Reinach was installed incorrectly which is why we have flooding issues.  Ian recommends ignoring drainage issue until the new tank is put in.

Only Reinach is uncovered.  If possible, Kelly will be instructed by Ian to re-cover the tank once SCADA communication has been fixed to address tank overflow.

Jay asks about the new tank design and that it has overflow protection.  Site design typically gets altered.

Adam reiterates that the water operator and engineer are being micromanaged and should be left alone to get the job done.

Ian comments that we probably have 40 leaks in our system as a result of 1500 connections underground.

Electrical project is reported on by Kathy. 

EII for DPW $13,137

Just Electric for DPW $38,000 inside and $7800 outside

Adam motion: Allocate up to $65,000 for DPW upgrades.  Jay second.  3-0 yes

Summit pumphouse

EII price is $5553

Just Electric $9440

Adam motion:  Allocate up to $28,000 for Summit upgrades.  Kathy second 3-0 yes

Kathy to work with Larry to write the work orders.

Mark wants to know if Ian saw the video from 11/2.  The answer is yes.  Mark begins to ask questions.  Ian expresses frustration about Mark’s contribution to the district. 

Dinah asks if work orders were done for Reinach.  Jay says that they weren’t done. 

Kathy reiterates Adam’s point about not second guessing and micromanaging.

Kathy outlines that Donna gave a two week notice for her other job to give the VDOE more time.  The VDOE hopes that Donna will be giving the VDOE additional hours starting on Tuesday.

Kathy to meet with Dinah shortly to go through finances.

Kathy outlines the website issues and how to fix them.

Kathy to work on updating finances as well

Adam to send Brooks bid to Mark. 

Mark outlines the email Adam forwarded to him regarding the replacement tank from January 2019.

Mark outlines that he’s concerned that employees and contractors don’t want to hear from the public.

Dinah believes it’s a problem that our employees and contractors have such resentment from the public. 

Dinah also outlines that Jay hasn’t followed through on what he says he is going to do.

In the 11/14/2017 Meeting: 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

Adam motion: To send the letter crafted by Adam to Jim Lyons.  Second Jay.  Vote 3-0 yes

4. Administration –

Adam motion: to increase approved amount from $300-$1000 at DPW1 for power vent replacement on furnace.  Jay second.  Vote 3-0. yes

5.  Accounts Payable –

6.  Minutes –

Adam motion:  Approve minutes of 11/2/19.  Jay second.  Vote 3-0 yes

7. Commissioners Reports                                                      

Jay reports a resident complained to him about parking at Hutwill because someone blocked their car.

Snow plow employee advertisement is in the paper.

Terri Cancelarich has not been contacted.

Adam motion: sign and send letter to Jim Lyons regarding his property.  Kathy second.  Vote 3-0 yes

Adam reports he sent the finances spreadsheet and presentation last night.

Adam continues working on the employee handbook.

8. Signature Items

9. Correspondence

10. Scheduled Appearances

11.  Public Comment

None

12.  Other Business   

Motion to go into non-public RSA 91a:3,II (a) employment matters. At 11:39am

Adam motion: to enter non-public.  Kathy seconds, Vote yes 3-0

Exited Non-Public at 12:45

Public session resumed:

Discussion on correspondence to J. Lyons, R. Taylor, Drew (49 Eidelweiss Dr) and, all Little Loop property owners.

Adam makes a motion to have correspondence printed on VDOE letterhead and signed out of session, Jay seconds, motion passed 3-0

Adam makes a motion to call Terri Cancelarich, Jay seconds motion passes 3-0

Terri was asked to investigate financing options for the Reinarch Tank. She will have a response early next week.

Discussion on having a better way to structure flow of responsibilities to not have action being taken outside of the BOC authority.

At 1:55 Adam leaves the meeting.

Kathy makes a motion to reinforce to all committee members that they are in an advisory role and that they are to send recommendations for action to the BOC. They are prohibited from taking action individually unless instructed by the BOC. Jay seconds. Motion passes 2-0

Jay makes a motion to have Adam Leiser be the contact person for the Reinarch Water Tanks project. Kathy seconds, Motion passes 2-0

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

Respectfully submitted,

Kathy Koziell

Commissioner

                                      VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

                                                        October 24, 2019

The Board of Commissioners met at 9:00 am on Thursday, October 24, 2019.  In attendance were Commissioners Adam Leiser, Jay Buckley and Kathy Koziell. The meeting was filmed for Madison TV.     Residents Gloria Aspinall, Mike Smith, Mark Graffam, and Bill Rein also attended                           

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

1. Agenda – No agenda

2. Highway Department Report  - Kelly got hurt exiting an Eidelweiss vehicle on 10/23.  No DPW report as a result.  Paving warrant article has been completed.  Gravel warrant article is in the works.  Upper Lakeview and West Bergamo are prepped for final level of gravel.  DPW wants a culvert on Upper Lakeview to drain onto 33 Upper Lakeview.  DPW wants the BOC to communicate with property owner.  Property owner could potentially benefit.

Motion by Jay:  Jay will contact property owner at 33 Upper Lakeview to initiate a discussion about a culvert.  Second Kathy.  Adam opposes because this is not time sensitive and he’d like to visit the site.  Motion tabled to next week. Vote yes to table 3-0.

Little Loop material has arrived.  Catch basin and header are stored now.  Tree work quote from Shawn’s to arrive next week.  Adam asks if quote from Barry’s has arrived.  It has but it has not been shared.  Adam asks for it to be shared.

Motion by Jay: The VDOE hire the tree company that can remove the trees on Little Loop first, so long as the price is comparable: not necessarily the least expensive.  Second Kathy.  2-0-1 with Adam abstaining because the trees are on his property.

Mark Graffam had suggested protecting the fence at the playground from damage due to snow pushback.  Adam wants the DPW to make a suggestion/plan for protection.

Continuing gavel road repair can still happen with Kelly out. 

3. Water –

4. Administration – Kathy reports Libby computer service came in on 10/23 to set up a new password for Microsoft exchange (granting us email access on main computer).  The VDOE now has full access to email but not the website for updates.  Ron may be able to help get us website access.  Gloria asks if the district has hired anyone.  The district has not.  Isabel Pais of the communications committee knows how to modify the website.  Adam asks if we have reorganized the office so that access will never again be limited by a single person.  A cloud will likely be used to help protect the district.  Gloria recommends someone with a business degree/background be the next hire.  She wants more than just a bookkeeper or secretary.

Kathy has put together the forms for the two CRF withdrawals.

Adam motion: The BOC sign the two CRF withdrawals.  Jay second.  Vote yes 3-0.

Kathy has been working on updating the budgets for accurate information to be publicized.  Kathy located the budget spreadsheet that Nancy used as well as creating Qujckbooks report thru 10/24. Nancy would transfer budget numbers into a more logical format, this won’t be available for a few days.  This will not include an updated discretionary spending report thru the year end, though Kathy will try to do it. 

Jay has been working with the DRA.  The tax rate will be forwarded to the town of Madison in the next 7 days.  We expect to have it shortly.  The $59,000 for the Reinach Tank has been included.  Jay has a letter for resident Joe Farnese that he wants to have signed.  Discussion about Mr. Farnese’s prior driveway permit occurs.  This has been a temporary permit. 

Jay motion: Sign the letter to Joe Farense, out of session.  Kathy seconds.  Adam asks Jay to send the letter to him for slight revision.  Amended to sign revised copy out of session.  Vote 3-0 yes.

5.  Accounts Payable – 16 checks totaling $39,785.60. 

Adam motion: Sign the 16 checks.  Jay second.  Vote 3-0 yes

Payroll 9/21-10/4 --- total payroll $6956.02

Nancy 41.5 and 40

Kelly 40 and 40.5

Jeff 40 and 40

Tony 24 and 24

Gina 4 and 4

Donna 4 and 6

 Payroll 10/5-10/18 --- total payroll is $7368.04

Nancy 40 and 40

Kelly 40 and 42

Jeff 40 and 42

Tony 32 and 24

Gina none

Donna 13.5 and 9

Adam motion:  Approve payroll for both pay periods.  Kathy seconds.  Vote yes 3-0

6.  Minutes – Adam motion:  Approve minutes of 10/17.  Jay second.  Vote yes 3-0.

Motion Adam:  All minute revisions be put into bold, underlined, and italicized font to reflect modifications voted on in subsequent meetings.  Kathy second.  Vote yes 3-0.

Review and discussion of prior proposed modifications occurs.  This was done from an email sent by Adam to the BOC and is a public document. 

Adam motion: to have the minutes of 9/5, 9/9, 9/17, 9/19, and 9/23 amended as written in an email by Adam to the BOC a few weeks ago with a slight proposed modification from Kathy.  Kathy second.  Discussion ensues.  Vote yes 2-0-1.  Jay abstained because he was not present at two of those meetings.

7. Commissioners Reports

Adam motion:  Invite Bill Rein to the Communications committee.  Second Kathy.  Vote yes 3-0.

Kathy discusses the VDOE newsletter.  Discussion ensues. 

Adam motion: Jay can post the two job openings.  The BOC allows an expense of $100 combined.  Jay second.  Vote yes 3-0.

Two employees, Nancy and Kelly filed for pension recapture. The expense to the district is approximately $12,220.  The VDOE has to pay their share in 30 days unless appeal is filed.  Adam wants to discuss this more in non-public.

Adam asks Jay for clarification on an email from Chris Albert to Rick Skarinka.  Jay states that the word “offset” should not have been used. 

Adam motion:  Adam is given permission by the BOC to contact Chris Albert and ensure that the correct wording is used with Rick Skarinka regarding the ground water trust fund grant.  Kathy second.  Vote yes 3-0. 

8. Signature Items

9. Correspondence

10. Scheduled Appearances - none

11.  Public Comment

Gloria wants to discuss the memorial/Little Library.  Gloria supports a discussion and vote.  Adam states that a decision wasn’t finalized.  Gloria is concerned that a precedent may have been set.  Mike states that the prior board only discussed a library and not a memorial.  Mike believes other people are more deserving for a memorial. 

Jay states that it deserves a public hearing or at least further discussion. 

Dinah asks when the water operator will be attending a meeting.  Adam states that he spoke with Ian Hayes during the weekend and Ian will begin attending the meetings on the second meeting of the month.  SCADA alarms have been occurring.  Ian emailed the office suggesting shutting down Jungfrau until Tom can fix the SCADA system.  Mark wants additional information regarding the Reinach Tank and the overflows that have occurred in the area.  Mark encourages the BOC to visit the site.  Mark encourages the board to backfill the tank more effectively to confirm insulation.

Adam motion: The DPW remove rocks and cover tanks more thoroughly after an evaluation of each tank under the direction and guidance of Ian Hayes.  Second Kathy.  Vote 3-0 yes

Sump pump at Reinach has been constantly running for years due to a poor installation.  Kathy wonders if it makes sense to fix it this year when we have significant work next year happening at the site.  Jay says it is.  The question now is what is the status of the sump pump?  Jay highlights that a work order should have been made regarding the overflow.  Adam and Kathy agree.  Mike believes the sump pump was changed but isn’t certain and doesn’t have a date.  Mark suggests drainage becoming a part of the design.

Adam motion:  The BOC contact Chris Albert to ensure that overflow drainage be a part of the new construction design.  Kathy second.  Vote yes 3-0.

Jay motion: The BOC create three new work orders for prior motion’s in today’s meeting: cover tank, evaluate SCADA, drainage at Reinach.  Second Adam.  Vote yes 3-0.  Jay to write work orders. 

Jay motion:  Sign the letters out of session to the property owners at 10 Lucerne and 34 Interlaken.  Adam second.  Vote yes 3-0

Adam motion:  The BOC grant Adam permission to contact Tim Sweat of DES regarding the outhouses.  Jay second.  Vote yes 3-0.

Adam to get the distances from outhouse structures to the ponds.

Dinah has requested a copy of the Grant request.  She will get a hard copy from Jay at the office.

Mike asks about the new water tank.  Discussion ensues. 

Adam reports that we are down 2 inches on the dam.  Gloria reports that the draw down is starting in other towns.  Have not heard back from the Madison Fire Chief regarding water level as the dam.

Adam motion: Accept the dam policy effective on 11/2.  Kathy second.  Discussion ensues.  Vote 2-1 yes.  Jay opposed.

Adam motion to enter non-public per RSA 91a:3,II (a) Employment matters. Second Kathy Koziell – Vote 3-0 yes

Enter Non-Public at 11:50am

Exit Non-public at 12 Noon

Adam motion to seal the minutes: Kathy second.  Vote 3-0 yes

Kathy Koziell leaves the meeting at noon.

Discussion on job applicant Kristen Johnson.

Adam makes a motion to contact Kristen Johnson for an interview on Thursday, November 7 at 10:30am.  Jay seconds.  Vote yes 2-0.  Jay to contact.

Adam reports that Ann Perry stopped at Adam’s house and give him a petition for plowing Grandval.  Adam suggests that the BOC do this rather than the residents.  Jay agrees.  This to be added to BOC warrant articles.

Adam asks about 2 and 5 Burgdorf.  Jay to give Adam the contact information. 

Jay to contact Fire Chief about the current Reinach Tank and whether to use the current tanks for fire protection.

Jay to compare design of old tank and new tank to ensure that water lines are comparable. 

Letter needed to go to 47 and 49 Eidelweiss Drive.  It hasn’t been written.   Jay to find last letter sent and send to Adam so he has something to go by on new letters.  Intent is for work to be done next year.

Adam reports that Yahoo groups is ending.  Jay isn’t sure if his private group will end like the public groups. 

Adam discusses finding ways to get community input.    Something that needs to go the communications committee.  Jay suggests using some of the available free services.

Per call for on-call.  Discussion ensues.  Jay to research and recommend.  Andrew has information on this.

Adam makes a motion to adjourned at 12:20pm , Jay seconds, passed 2-0

Respectfully submitted,

Kathy Koziell - Commissioner

                                      VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

                                                        October 10, 2019

The Board of Commissioners met at 9:00 am on Thursday, October 10, 2019.  In attendance were Commissioners Adam Leiser, Jay Buckley and Kathy Koziell. The meeting was filmed for Madison TV.  Dorothy Wondolowski and Dinah Reiss also attended.                                

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

1. Agenda – No agenda

2. Highway Department Report  - Shimming is done but doesn’t go as far as hoped.  Paved roads are in bad shape.  Jay has been riding along to see what DPW is doing.  Jay adds that shimming is only to preserve one extra year.  It protects drivers, workers and equipment.  Jay and Kelly to discuss this year’s budget next week.  Trees are marked on Little Loop if project gets expanded.  Road should be 18-20 feet wide.  Jay meeting with Barry’s trees today at 3pm.  Adam asks if a second bidder will be requested.  Jay has not yet called anyone for a second quote.  Kelly recommends trees at Thusis cut now.  Adam agrees with Kelly.  Kathy outlines that the cost for fixing the grader was roughly $23,000.  Discussion ensues about marking additional trees that need to be removed.  550 is making some bad sounds.  Transmission sounds bad.  Starting Upper Lakeview today.  Basins/header being ordered today for Little Loop and Thusis.  Little Loop project to start in three weeks.  Project can be done in the snow.  Potholes on Little Loop will be filled.  That road is not typically crowned.  This is the worst road in the district. 

Adam motion – second Jay – to approve driveway permits at 5 Geneva and 17 Grison.  Vote yes 3-0.

Adam asks Jay to fulfill driveway permit information (date and permit number missing).  Jay says he will do that.  Jay will bring completed permits to the next meeting so BOC can see this has been done.

Brine to be used.  It is used by Kelly’s discretion on cold weather storms (below 20 degrees).  DPW doesn’t use a lot of it.  Rock salt can’t be used on very cold days.  Last year we used 450 gallons but we would have used more except that we lacked the truck to do it.  It can be used only on paved roads.

Adam discusses St. Moritz work and asks if property owner emailed the office as instructed.  Jay reports no email has come in yet.  Adam asks about road information and Jay says he’s going to need some time to find files.  DPW to drop excess fill for Diessbach property owner in the next few weeks.  Property owner does not need to be contacted.  Adam says that meeting needs to be summarized in writing.  Jay says he will do it.  This to be done by the next meeting.  Question still exists about the driveway permit at that location. 

550 passed inspection.

5500 is ready to go.

Intent will be to use the 550 early season only.

CDL required to drive big truck.

Grader can plow hills only if the ground is frozen. 

No part-timers have applied.

Adam motion – second Jay – Repost part-time plow truck driver wanted. – Vote yes 3-0

Kathy wants to have Kelly review grader repair invoices.  Kelly says he can do it.  Adam thinks this is a good idea.  Jay asks about getting some of the grader bill discounted because of long delays.  Michael Oullette in sales is the person Kelly spoke with about this.  Kelly recommends a BOC member follow up.

Jay motion to draft a letter to Chadwick.  Kathy second – Adam objects because we should talk.  Kathy says let Jay and Kelly decide the best way to precede.  Kathy amends the motion to allow Jay to speak with and write a letter as Kelly and Jay determine.  Second – Jay.  The letter would be a summary of the conversation.  Vote yes 3-0.

Jay passes a letter from John Rocharz  to Kelly regarding Schyz culvert. Kathy says that Tom Wondolowski stopped at the office a while back to discuss 30 Oak Ridge.  Jay reports that 32 Oak Ridge may be contributing to the problem.  Dorothy adds that the upper property has been doing a lot of work and the ditch between properties has filled in.  Kelly will take a look to recommend a solution.  Question arises about 8/10 Jungfrau address.  Jay to report next week.  Kelly thanks Jay for his work in the office the last week.

3. Water – Discussion about Larry Leonard’s email about the water tank bid.  Adam asks when water committee is meeting next.  Answer 11/7.  Adam suggests meeting earlier and making a recommendation to the BOC.  Jay suggests that Larry’s questions are good but not very relevant.  Adam suggests having a meeting prior to 11/7.

4. Administration – Kathy reports we can’t get into the office email address except from the laptop.  Adam asks if Donna is doing office email and the answer is “no”.  Donna’s time restraints are an obstacle.  Retirement payment to NHRS is being worked on but isn’t simple. 

Dinah to give the bulletin board keys to Jay.  Jay to email the BOC where he puts the bulletin board keys.  Adam highlights the importance of creating systems so that this never happens again. 

5.  Accounts Payable – 17 checks totaling $20,928.04.Adam asks if this was triple checked.  Kathy says it was.  Adam motion to sign – Kathy second – vote 3-0

Adam asks about Modern Pest – Kathy to investigate

Kathy working on posting in quickbooks to the correct accounts.

Adam highlights the need to have actual historical DPW budgeting information.  Dinah adds that the DPW had never been asked to do this.

Adam motion – second Jay – Bill for Todd’s Automotive be paid from Highway Equipment Repair CRF. Vote 3-0

Kathy motion – second Jay – Pay $17,000 of bill to Chadwick from Highway Equipment CRF. 

Vote 3-0

Kathy motion – second Jay – Pay balance of bill to Chadwick from operating budget. Vote 3-0

6.  Minutes –

Adam motion to approve minutes of October 3 – no second – Jay hadn’t read them.

Adam suggests going to the NHMA for clarification.  Dorothy thinks the draft minutes become “edited” or amended at a subsequent meeting.

Adam motion – The office contact NHMA for a written clarification of minutes being changed draft vs. approved – second Kathy – Vote 3-0 Kathy will do this.

7. Commissioners Reports                                                      

Kathy reports we spent a lot of time to get into the office and figure things out.  Kathy thanks Jay.  Discussion ensues on Libby Computer Services coming to our office.  Jay to create a process so that a password system is in place by the next meeting.  Jay is suggesting “cloud based”. 

Quickbooks has been accessed. 

Discussion about PRV on Upper Lakeview.

Discussion about Thorne surveys on Oak Ridge.

Possible buyer of 34 Interlaken Rd contacted the office regarding water.

Dinah thinks we should not skip a step about water hookups

Jones and Beech were contacted and they can do evaluations on water.

Discussion ensues about changing the water ordinance regarding water hookups and the need to always send water hookup to engineer. 

$63 saved on electric this month

Dan Gaudette email sent commending the BOC for the 9/28 meeting. 

10 Lucerne Drive discussion on property donation to District.

Adam to contact Gloria regarding memorial conversation

Memorial discussion to occur on 10/17.

Adam is looking into possible grants for environmental and paving. Dominos does potholes for Pizza. Jay will follow with Fire Chief on Dam policy. We do need to have fall drawn down. Where is the recommended low level to allow for adequate hydrant use during the winter.

Discuss committee member not willing to sign policy agreement. Member didn’t want to be treated like children. Policy was adopted by commissioners. Audience members from Sept ** agreed on the purpose and need for signature. Jay stated that he didn’t vote in favor of this.  Jay feels that the individual Paula Doyle has contributed in a number of ways including website updates.

Dinah states that we need to follow the voted upon policy. Jay feels it’s unnecessary to have it signed when person is doing things any way.

Motion made by Adam to remove Paula Doyle from environmental committee. Kathy Koziell seconds, vote 2-1

Adam took feedback for Sept 28^th meeting regarding interest at 3 ½% and 4% for Tank financing options

3 ½ % 10 vs 20 is $180K in additional interest

3 ½%  20 year $60,600 annual payment P&I  $1,212,000

          10year $103,200 annual  P&I   $1,032,000

Take away was we did a poor job explaining what happens after the 10 years is that this will allow us to continue with pipe replacement years 11-20 of 2 to 2½ miles.

Looked at plan over the next 80 years to substantiate 10-year funding.

Water Pipe line 8.8 million, 4.8 million in trucks, 10 million road repairs,1 million in water tanks

Nothing to do with operating expenses. Total is 24.6 million. Divide $24,600/80 years = 307,500/year with no bonds/no interest.

Using 80 years as it’s the average life of the tanks. Additional discussion on tank funding 10 vs 20.

Typically interest on 10year loans is a bit lower that 20year loan.

Adam talked with Fire Chief recommended that Reinarc tanks can be filled with water for fire suppression. Jay to discuss with Fire Chief.

Are water work orders being used and completed?  Yes, but just said “done” – need details and pictures and a protocol. 

Adam sent out thank you from BOC for offer of rocks from contractor.

Environmental committee meeting looking at process for weekly beach testing. Doesn’t outline

pocess if failed test. Is there a re-test that week if failure?  Committee will double check.

Warrant article for beach testing was agreed as good idea.

VLAP – phosphorus up 80% in 5 years.  Larry L. asked if same results in Northern NH.

Big Pea is down or same. Could be storm water runoff from Eidelweiss, Little Shore & Middle Shore. Jay mentions no retention ponds to capture sediment. Adam mentioned that Communication committee work with environmental to get the message out about how to mitigate. Need a communication piece and presentation possible.

Committee recommended a warrant article for $10,000 for beach perching design and permits to mitigate storm water management and erosion. Permit is goods for 5 years. This should be coordinated with Thusis beach culvert work.

Possible EPOA event to have a sand castle event to have kids bring sand from water and return to land for castle building. This was suggested by Peter Copperdock.

Outhouses discussion about just filling vs removing contents and braking the bottom for liquids. Larry Leonard will send supporting documentation.

Paula was doing stormwater management and has had no success contacting the individual.

Possibly we owe UNH monies for this project. Will check in QB for possible payment.

Jay questions closing the lodge for winter.  Kathy will contact Whitelaw plumbing.

December 7^th scheduled for next state of the district presentation.

Motion to go into non-public RSA 91a:3,II (a) employment matters. Jay Buckley 2nds vote 3-0

8. Signature Items

9. Correspondence

10. Scheduled Appearances

11.  Public Comment

12.  Other Business   

-

Public session resumed :

Motion from non-public:

Jay makes a motion to adjourn at 2pm, Kathy seconds. All in favor.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

                                                        October 17, 2019

The Board of Commissioners met at 9:00 am on Thursday, October 17, 2019.  In attendance were Commissioners Adam Leiser, Jay Buckley and Kathy Koziell. The meeting was filmed for Madison TV.  Mike Smith and Paula Doyle were here as well.                                

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

1. Agenda – No agenda

2. Highway Department Report  - No report today because DPW is out clearing roads after the storm last night.  Jay Buckley can’t locate the paving education PDF in office computer.  All State should be able to resend it.  Adam Leiser asks for spreadsheet that details paved and gravel roads.  Adam Leiser asks Mike Smith if he has any knowledge of this.  Mike Smith does not. 

Jay Buckley  met with Barry of Barry’s Tree service.  Shawn Edwards is also giving a quote.  Home Serve has supplied vendors as well.  Jay Buckley mentions that the town of Freedom had 13 applicants for their full-town administrator position.  Adam Leiser highlights that we can get part-time help but we need to go non-public before further discussing this issue.  A water hookup application arrived on 8/29/2019.  The driveway is there already.  Nobody on the BOC is aware of where we are in the process.  Jay Buckley says he’ll check the minutes and report back to us.  A property owner has a purchase and sale agreement that is contingent upon water availability.  Jay Buckley highlights a conversation he had with a potential buyer regarding the water hook application process.  Kathy Koziell asks if we should have a policy regarding buyers/sellers coming to us and asking about water.  Mike Smith suggests that every water hookup request go to the engineer.  Mike Smith suggests we remain with Paul Fluet for these projects.  Nobody knows the cost of the hydro-test.  Adam Leiser says we need to check old minutes to see what we’ve done in the past.  Adam Leiser suggests that an ordinance review occur.

Kathy Koziell motion: The BOC send the water application for 22 Interlaken to Paul Fluet for approval. Second Jay Buckley  – Vote 3-0 yes

Jay Buckley motion: Contact Paul Fluet to find out cost to VDOE for water hook-up application review.  This is to be done in writing.  Second Adam Leiser.  Vote 3-0 yes

Paula Doyle recommends that a policy review occur for water hookups.  Mike Smith believes that the BOC is making something that is simple overly complicated.

Adam Leiser makes a motion that The BOC responds with a letter to the seller and potential buyer at 34 Interlaken stating that the VDOE is not at liberty to offer any opinion regarding the availability of water on that site without someone completing a water hookup application for that property.  Second Jay Buckley .  Vote 3-0 yes – Adam Leiser to draft letter

A land donation has been offered for C368 (10 Lucerne Drive).  Adam Leiser asks if clean title exists. 

Adam Leiser motion: The VDOE accepts the donation with a letter of thanks and a clarifying point that a promise for a  bench or permanent green space is not possible due to a variety of reasons.  Second Kathy Koziell.  Vote 3-0 yes.  Adam Leiser to draft letter.

3. Water – see above

4. Administration – Discussion ensues about third party electrical provider. 

Adam Leiser motion: The VDOE contract with Neighborhood Energy for the 12 month contract so long as no early fee termination exists.  Second Jay Buckley – Vote 3-0 yes – Jay Buckley to do it with Donna MacKinnon.

Modern pest to be reviewed next week. 

Dinah Reiss asked for a copy of the Groundwater Trust application.

Dan Whitelaw plumbing will contact Ian to coordinate a shut down of the Lodge.  Date tbd.

Saturday November 2^nd at 9am will be the last meeting in the Lodge this year.

Kathy Koziell to check with library and town hall for future meeting locations.

Adam Leiser motion:  The VDOE purchase equipment necessary using office equipment CRF money for materials to do presentations. Jay Buckley seconds.  Kathy Koziell thinks we can get a cord for $30 to solve the problem.  Vote 3-0 no.

Kathy Koziell to buy the cord this week.

Kathy Koziell spoke with Su Stacey who provided her with forms and procedure for CRF withdrawals.  Adam Leiser asks Kathy Koziell to teach Donna MacKinnon how to do this. 

Adam Leiser asks about Rhonda Rosand from work last week.  Rhonda Rosand got Donna MacKinnon into quickbooks to do payroll.  Donna MacKinnon learned a lot.   Rhonda Rosand was in the office approximately two hours.  Donna MacKinnon has been in quickbooks since that work session. 

The BOC can’t get into the “mail chimp” system and therefore can’t send an email blast.  The expectation is that this will be done by next week. 

Kathy Koziell makes a motion: Isabel Pais get access to the mail chimp system.  Adam second. 

Vote 3-0 yes

Website revision isn’t critical but will be done. 

5.  Accounts Payable –

6.  Minutes – Discussion about NHMA response to minute request.  Email from NHMA is vague. 

Motion Adam Leiser: Approve minutes of 10/3.  Second Jay Buckley – Vote 3-0 yes.

Motion Adam Leiser: Grant Isabel Pais access to our website. Second Kathy Koziell – Vote 3-0 yes

Motion Adam Leiser: Approve minutes of 10/10.  Second Jay Buckley – Vote 3-0 yes.

7. Commissioners Reports

Kathy Koziell reports on what the communications committee discussed the 12/7 meeting.  Post card advertising the 12/7/19 meeting to go to all property owners. A 4x6 postcard through Vista Print can be done for less than $600.  Discussion of card arriving between 11/15 and 11/20.  Goal would be to submit to Vista Print on 11/10.

Two people responded to water delinquency/shutoff notice. 

Jay Buckley summarizes the 9/25 meeting that occurred at 26 Diessbach with the resident.

Adam Leiser motion: Approve the minutes of 9/25.  Second Jay Buckley – Vote 3-0 yes

Kathy Koziell reports that the newsletter should include something about VLAP, phosphorous, etc…

Kathy Koziell reports that Sara Steiner of DES suggests hiring an independent consultant to review VLAP information.  Jay Buckley reports that Tin Mountain and Green Mountain both could potentially assist.  Jay Buckley to follow up with both organizations. 

Adam Leiser request contact info on 2 and 5 Burgdorf. Dam policy from Fire Chief no response yet.

Will respond as soon as possible regarding fall draw down.

On April 14^th We asked the EPOA for mailing list info. Kathy Koziell will reach out to John  Rochers.

Correspondence regarding on outhouses. Email from Larry Leonard from Tim Sweat DES.

Concern that correspondence from Nancy Cole and Tim Sweat of DES was of a different process.

Discussion to reach out to Tim Sweat for clarification based on outhouse locations and distance to ponds. Will send him an email with the 2 responses and a map of outhouse locations detailed.

Jay Buckley to provide map and Adam Leiser to create draft letter.

Adam Leiser motion: to appoint Marco Pais to the environmental committee.  Second Kathy Koziell.  Vote 3-0 yes.

Kathy Koziell identifies struggles with VDOE email.  Ron Sandstrom wasn’t willing to help the BOC with password access the computer.  Adam Leiser suggests we contact Andrew Hartveldt for assistance.  A temporary solution is discussed. Discussion about                  VDOE-office@yahoo.com as a new email for Donna MacKinnon

Adam Leiser motion. Create email account for Donna MacKinnon to access.  Second Kathy Koziell  – Vote 3-0 yes

Adam Leiser motion to have Teri Cancelarich make a recommendation on financing sources for the $869,400 bond. Kathy Koziell seconds. Vote 3-0 yes – Email to be sent by Jay Buckley

9. Correspondence

10. Scheduled Appearances - none

11.  Public Comment

Mike Smith asked about the budget and where we stand as of today.  Kathy Koziell reports that she has been working with Donna MacKinnon and going through quickbooks.  She doesn’t have a figure as of today.  Roughly a month ago it appeared that we had about 18k in discretionary spending.  It has not been updated.  Kathy Koziell hopes to have this calculated next week.  According to Kathy Koziell, Dinah Reiss ( VDOE Treasure) says “we should be fine”.  CRF for highway equipment repair has been depleted.

Mike Smith asks about the water tank.  Jay Buckley reports that we have a bid package that will be discussed today.  Two companies are expected to bid.  Mike Smith asked about a secondary source.  A bypass is being put in place.  Mike Smith mentions that the district has twice had prolonged power outages and he’s concerned that the district wouldn’t have water if that happens.  Mike Smith suggests a generator be installed.  Adam Leiser thanks Mike Smith for the suggestion.

Adam Leiser motion: The BOC tasks the water committee with making a recommendation about generators for the entire water system.  Second Kathy Koziell.   Kathy Koziell asks what happened in the past.  Mike Smith reported that the district had no power in the past.  Mike Smith suggests also evaluating a generator at the DPW and Jungfrau.  Kathy Koziell asks Mike Smith what his guess the cost for the generator would be: no idea.  Discussion on Groundwater Trust money that could also be used.  Vote 3-0 yes.

Adam Leiser asks if we can get the historical numbers of the last five years for overtime and part time work in November and December. Kathy Koziell will work on that in quickbooks.

Jay Buckley reminds the BOC to double check that we are paying Jeff DeMartino properly after his raise.

Adam Leiser asks Mike Smith if the last two years were abnormal snow years in November and December. 

Paula Doyle asks about the prior meeting and that she wasn’t notified that she would be discussed.  A public discussion was initiated, and she feels like it should have been done in a non-public session.  Paula Doyle describes it as “unfair and disrespectful”.  Kathy Koziell says she doesn’t believe we can go in non-public to discuss someone other than an employee.  Mike Smith believes that is incorrect.  Paula Doyle says an agenda hasn’t been published in six weeks or more.  Kathy Koziell believes it’s only been like that for two weeks: since the administrator has been out.  Paula Doyle says we didn’t keep our promise.  Adam Leiser identifies that he couldn’t create an agenda because he’s not allowed to go through the office with other commissioners. Jay Buckley has been tasked with ensuring that the office is still running. 

Jay Buckley identifies that he and Kathy Koziell have been at the office at the same time, but they are not discussing VDOE commissioner business nor are any decisions being made.  The focal point is to keep the district office operating.  Jay Buckley welcomes the public to enter the office at any time.

Paula Doyle asks if memorials will be discussed today.  Kathy Koziell expects it to be discussed but a decision will probably not be made.  Paula Doyle recommends that we don’t have a policy.  She says there are many ways to memorialize people but because we don’t have a lot of public places to memorialize.  Paula Doyle believes it’s not practical, appropriate, or necessary.  Paula Doyle also believes that the Library should be left because it’s already there.  Further discussion ensues about the event where the memorial was placed.  Kathy Koziell identifies that the process wasn’t done well.  Mike Smith outlines that the prior board did approve it and asked for the design.  Mike Smith highlights that the prior board did not see the design.  Mike Smith agrees with Paula that memorials should not be in the district.  Kathy Koziell highlights that the BOC isn’t making individual recommendations.  Kathy Koziell also discusses the communication committee talked about memorials as well.  Mike Smith adds that donations have been accepted in the past.  Adam Leiser mentions the difference between a library and memorializing land. 

December 7^th state of the municipality meeting may be an appropriate time to discuss this further. 

12.  Other Business    Town of Madison is wondering where our tax rate documents are located.  Jay Buckley to contact state DRA to ensure rate information goes to Su Stacey.

Driveway permit information requested by 17 Grison Rd. 

Adam Leiser motion at 12:15pm to go into non-public RSA 91a:3,II (a) employment matters. Second Kathy Koziell – Vote 3-0 yes

Motion from non-public:

Motion by Adam Leiser to place a Job advertisement for part-time administrator. Second Kathy Koziell– Vote 3-0 yes

Motion by Adam Leiser to seal non-public minutes. Second Kathy Koziell– Vote 3-0 yes

Public session resumed: 12:50pm

Discussion on having legal review of the Reinarch Tank Bid Package

Adam Leiser motion:  Approve the bid package for Reinach Tank and give VDOE attorney until 10/23 for review.  Second Jay Buckley – Vote 3-0 yes -- Jay Buckley to do this

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

Meeting adjourned 1:15pm

                                      VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

                                                        October 3, 2019

The Board of Commissioners met at 9:00 am on Thursday, October 3, 2019.  In attendance were Commissioners Adam Leiser, Jay Buckley and Kathy Koziell.  Also in attendance were Gloria Aspinall, Kelly Robitaille and Dorothy Wondolowski.  The meeting was filmed for Madison TV.                                

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

1. Agenda

2. Highway Department Report 

Shimming has started – 85% done.  Rain and cold have stopped them a bit.  Roller has been returned due to expense.  Smaller roller will be rented as needed.  Will pick and choose days to finish.  Shimming is simply a patch.  Driveway berms to be fixed.  First warrant to start next week:  Upper Lakeview.  Pavement is extremely broken up with no ditches.  Two trucks struggled on that road last winter.  List submitted but not delivered to BOC.  Aspen, Upper Lakeview, Forclaus are only gravel warrants.  Thusis and Little Loop are only other two warrants.  Upper Lakeview expected to be four day project.  Adam reports he drove it last week to become familiar.  Road to become gravel only except for one small spot of good pavement near Oak Ridge.  Upper Aspen to follow – two day job.  Road to be widened with better drainage.  Foreclaus is three days, complete gravel and ditching.  Adam asks if we could go underbudget and the answer is no.  Labor was not calculated in the budget for this warrant.  Warrant was for $7,275.  Kelly is going to use a little less gravel to help cover part-time work at the site.  DPW could use gravel already on hand to help complete project if needed.  Adam outlines it’s the BOC job to ensure overall budget doesn’t get overexpended.  Jay asks about Little Loop.  It will take roughly two weeks to get materials on site.  Kelly wants to order for Thusis at the same time.  None of this is “special order”.  Adam asks about buying material for 47/49 Eidelweiss Drive.  Jay is concerned about a purchase when we have significant budget constraints.  Neither property owner at 47/49 has contacted the VDOE.  Diessbach meeting went “very well” according to Kelly.  Both sides were happy.  Kelly says “we did the right thing”.  Dorothy suggests contacting legal before accepting a gift from Diessbach property owner. Jay outlines that in a NHMA meeting a discussion about accepting gifts was discussed.  Jay further outlines that gifts have been accepted previously: vacant lots.  Adam suggests that the Board go non-public and then inform Kelly about a purchase decision to be made when back in public session.  Kelly believes that a catch basin at 47/49 is not a district issue.  Adam asks the cost per mile of maintaining gravel roads.  Jay says every four years we redo gravel.  Ron has the numbers.  An inch of cover is lost per year.  Jay will supply this information to the board.  Adam outlines the need for cost for a long term plan.  Kelly outlines that the “wheel” was wrong when he gave the number earlier.  He has real numbers for paving Eidelweiss Dr.  Kelly is concerned about taking advice from a RI paving company.  All-State doesn’t have “skin in the game” which is great.  They are professional and local.  Changes in road conditions make it complicated.  Kathy outlines the importance of getting multiple quotes.  Kelly outlines that “base” of paved road is different on each road.  Kelly outlines that a new road will last 18-20 years.  Start with protecting your best roads.  VDOE has 3 miles of paved roads and 15+ miles of gravel roads.  Exact number will be reported to the BOC by Jay. 

Coleman does not rent backhoe or grader.  Leasing is an option.  This is good because maintenance done by someone else.  Our grader lease is different.  Kelly supports the idea of leasing plow trucks for repair purposes.  He also says it’ll cost more over time.  Some lease options for grader and backhoe can ensure a replacement if ours is out of service more than 3 days.  Adam asks about Kelly going to investigate grader/backhoe replacement in December. 

Adam motion:  Ask the DPW to investigate the backhoe and grader possible replacements in November or December when other work can’t be done and to do it in conjunction with one or more commissioners.  Jay second – vote 3-0

Section of Appenvell was graded.  St. Moritz project was fixed to the best possible condition with our limited budget.  Kelly outlines that permanent fix is paving.  Probably 8k-10k.  Probably have to be a warrant article.  No way is money available this year.  Adam outlines that the resident called him and asked when more work would be done. 

Kathy Koziell makes a motion for Adam to contact homeowner at 37 St. Moritz with an update.  Second Jay.  Dorothy suggests written response as well.  Board agrees.  Vote 3-0.  Adam will write a letter.  Adam asks about area by playground.  Kelly says he can put some erosion stone in area by pipe.  This will happen next year.  Thusis culvert pictures were delivered to Kelly.  Bottom third of culvert at Thusis is missing.  Adam asks about permitting.  PBN needed but not yet requested.  This may be beyond what the DPW can do.  Our three man DPW team can’t do it.  This should be outsourced due to timing.  This is at least a 5 day project.  This will have to be a 2020 warrant.  Adam suggests that beach perching should be done in conjunction with Thusis project.  Jay outlines conversation he had with 116 Eidelweiss Drive property owner.  Kelly wants to make an unofficial/official statement about Nancy Cole.  Medical emergency early Tuesday morning.  Nancy’s family wanted Kelly to disseminate information.  Nancy had a stroke.  Kelly told Jay.  Kelly asks all correspondence to go through the office and then Kelly would distribute as needed. 

Jay makes a motion for Kelly to be the “point person” in Eidelweiss regarding Nancy Cole well wishes, gifts, and other personal correspondence.  Second Adam: Vote 3-0.  Jay suggests that the website have a notification.  Adam suggests sending an email blast.

Adam makes a motion that the  BOC send an email “blast” and put notification on the website and update phone system accordingly.  Second Jay vote 3-0.

Jay outlines the paving work that has occurred this year is only a preparation for next year.  Jay to forward a PDF slide show about paving to the BOC.  Jay encourages us to watch.

Kelly outlines a 9/23 non-public session where we discussed the 2019 review of Kelly.  Kelly outlines that he’s upset his review was discussed.  Kelly wonders about “employee compensation”.  Kathy outlines the reason why NHMA had to be contacted.  Kelly says we have a “huge rift” between DPW and BOC.  Kelly outlines that Nancy was scared that Nancy would lose her insurance.  Kathy outlines that the reason we’re asking questions is because we’re trying to learn.  Jay outlines that Adam recommended Jay and Kathy review prior evaluation of Kelly.  Jay is glad that Kelly is back on a “weekly schedule”.  Kelly outlines that Ralph’s review was done just after he became a commissioner.  Adam states that this isn’t true and that Ralph had been a commissioner for 23 ½ months before the evaluation.  Adam outlines that this review was done based on salaries.  Adam says we need to review evaluations as part of our job.  Kelly outlines that this board has not been treating this DPW with respect.  Gloria praises Kelly and Jeff, especially in the winter time.  Kelly says “we’re turning into zombies” and “it sucks”.  Kelly outlines that he has a number of $68,000ish for 1 ½” overlay and reclaiming with 2 ½’” (compacted to 2”) inch base without top coat.  $128,000. 

Adam asks what is the problem with finding additional information. 

Gloria says it’s a “thankless job”.  Dorothy wants to add something to be reflected on “the tenor in the district has changed.  Much upset and anger.  The stress is out there.”

Kelly asks for transparency regarding Nancy’s position.  Kelly asks if Nancy’s position was in jeopardy.  Adam says that talking about one employee with another in a public session is not appropriate. 

Adam outlines updating the Saturday presentation was reason for calling a paving contractor he had a relationship with at that time.

Kathy outlines that she and Adam questioned everything from the beginning because it was necessary.  Adam outlines that his work on the tank is a good example of why everything should be investigated.  Kathy outlines that more investigation should always happen.  Dorothy and Gloria agree.  Adam outlines that speaking with RI paving person could have more savings: potential grant discussed.

3. Water

Jay summarizes water tank for Reinach.  New design is in hand.  Meeting happened on 10/1.  We are waiting for grant information.  Jay says bid final design can’t happen until reward is determined.  December 15^th is the date.  This is because if grant money is received, design will change.  Site design bid package will be done in the Thanksgiving time frame.  Rick Skarinka will be reviewing. 

Adam outlines the grant trust process. 

Kathy outlines the process further.

Adam outlines the finances further. 

Adam outlines the 9/28 meeting.  Jay outlines some thoughts by Ralph Lutjen on 9/28.  Kathy outlines that it’s more about a philosophical shift than specific numbers.

4. Administration

Jay outlines that he spent 6 hours in the office yesterday to help cover for Nancy.  Jay spoke with Donna McKinnon who may be available to assist.   Adam is unavailable due to child responsibilities. 

Gloria states that the Little Library is “great”.  Gloria wants to be informed upon the new date for discussion on memorials.

5.  Accounts Payable

6.  Minutes – Kathy outlines the process for approving minutes.  Jay wonders about minutes being changed.  These were draft minutes. 

Adam encourages the BOC to review and amend minutes as needed.

Discussion ensues about amending minutes before approval.  Dorothy outlines the problem with publicizing draft minutes too quickly.

7. Commissioners Reports

Adams makes a motion that questions from the Saturday 28^th meeting to be sent to communications committee.  Jay Buckley seconds. Passed 3-0

Kathy offers to contact Plumber Dan Whitelaw regarding closing of Lodge.

8. Signature Items

Discussion on letter to be sent to Hurley regarding Thusis culvert project.

Adam makes a Motion accept revised letter to Hurley. Jay Buckley seconds. Passes 3-0.

9. Correspondence

10. Scheduled Appearances

11.  Public Comment

Dorothy outlines that “this is going to be a long haul”.  She explains that without Nancy additional information is going to be a challenge.  Dorothy believes the public may be willing to help.  “It’s a huge personal and governing issue”.    

12.  Other Business   

Adam makes a motion to enter non-public RSA 91a:3,II (a) employment matters.  Jay seconds.  vote 3-0

Public session resumed :

Motion from non-public:

Adam Leiser makes a Motion to have Jay manage the office, Kathy contact legal regarding compensation and for Adam to contact Health Trust and temporary person. Jay Buckley seconds. Motion passed 3-0

Follow-up discussion on having Kelly add material to current order for spring drainage projects to avoid $250 delivery cost. Jay Buckley expresses concern with the budget being tight we should hold off.

Jay makes a motion to adjourn at 2pm, Kathy seconds. All in favor.

Respectfully submitted,

Kathy Koziell

Commissioner

                                         VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

                                                    November 2nd, 2019

The Board of Commissioners met at 9:00 am on Saturday November 2nd,2019.  In attendance were Commissioners Adam Leiser, Jay Buckley. In attendance Mike Smith, Gloria Aspinall, Dorothy Wondalowski, Larry Leonard, Dinah Reiss and Mark Graffam. The meeting was filmed for Madison TV by Tim Hughes                                 

At 9:17am Commissioner Adam Leiser calls the meeting to order.

 Adam motion: Call Kathy – second Jay

Kathy joins the meeting at 9:18am

1. Agenda – No agenda

2. Highway Department Report  -

DPW report – Kelly is restricted to light duty as a result of the accident last week.  10lb maximum lift.

Leaf blowing continues.  Gravel still to be spread.  Cost coming from warrant article.  Warrant article doesn’t state specific roads.

550 sander is being repaired.

Rafts to be pulled this week. 

5500 to get studded snow tires put on this week.  Cost is unknown.

Jay completed the primex claim for Kelly.  Jay also notified Memorial Hospital.

Eversource – wants to replace a wooden pole with a steel pole behind DPW 1. 

Adam motion: To allow Eversource to replace the wooden pole with a steel pole behind DPW 1.  Jay second.  3-0 yes.  Jay to take pictures of current conditions at that location.

Advertisement was posted for part-time administrator.  Other job wasn’t placed. 

Adam motion:  Allocate $60 for placement of employment advertisement for DPW job.  Jay second.  3-0 yes

Furnace in DPW 1 garage is not working.

 Motion on Upper Lakeview Culvert from last meeting discussed.  Adam to replace Jay as contact person with property owner but Jay to get Adam that contact information.

Dan Whitelaw to check DPW1.  Kathy to call him.  

Adam motion:  Kathy to ensure that DPW1 furnace gets evaluated for repair.  Jay second.  3-0 yes

Adam motion:  The repair for DPW1 furnace approved up to $300.  Kathy second.  3-0 yes

3. Water –

Water fees have been coming in.

A few residents have contacted us regarding water shutoffs.

Adam motion:  Adam contact Ian and remind him not to accept any phone calls from any property owners in regards to seasonal water turn on/offs.  Kathy second – 3-0 yes

A few residents contacted Ian for water shutoffs.

$24,800+ still outstanding on water bills and late fees.

Note from 8/26/2019 came in regarding late fees on the water system.  Jay to scan and email the note and the Board will discuss it next week.

Three people have asked for forgiveness on the $100 late fee.  Dinah to get the Board the information about the date of check.

One address change is needed for water billing purposes.

List of requests to be compiled for waivers.

4. Administration –

5.  Accounts Payable –

6.  Minutes –

7. Commissioners Reports                                                      

Adam asks Jay for the Farnese letter

Jay to contact Chris Albert about emergency drainage overflow at Reinach.

10 Lucerne and 34 Interlaken letters still need to be signed.  Jay to put on letterhead for signing out of session.

Adam motion: Invite Nuno Pais to join the environmental committee.  Kathy second.  3-0 yes

Outhouses deconstruction to be discussed Thursday.

Jay to give Adam contact information for Green Mtn and Tin Mtn to get information regarding ponds.

Emerald Lakes has a problematic water system.  Kathy suggests contacting Ian.  Adam to contact Rick Skarinka for more information.

Jay motion: Invite Rick Skarinka on 12/7.  Adam second.  Table motion until next meeting.

Adam to try and finalize presentation by 11/6 for distribution.

Adam highlights finance situation to be discussed on 12/7.

On call situation discussed.  Adam suggests per call only.  Jay says we don’t need one at all.  Jay to finalize and have a phone list as well.

Jay outlines an emergency call that came in yesterday.  Instead of calling 911 the property owner called the power company.  911 calls will have Kelly, Jeff, Jay, Adam, Kathy to be the order for contact when 911 is called.

Adam working on the employee handbook.  Framework to be from Conway’s handbook.

Jay to start working on getting a price for DPW1 fix so it doesn’t flood.

Fire chief never responded in writing to the dam management policy. 

Adam motion: to have the Dam Management plan submitted to DES.  Jay second.  Tabled until Thursday

Discussion ensues about water system fix protocol

8. Signature Items

9. Correspondence

10. Scheduled Appearances

11.  Public Comment

 Mike Smith questions – Has Rick Skarinka been notified of new drawings for the Reinach Tank?  Answer is yes, he has them but no he hasn’t signed off on them.  There was a question about the height of the tank exceeding the capacity of the Jungfrau pumps.  Larry Leonard believes the pump has no issue.  Larry is surprised the tank hasn’t been approved yet by DES. 

Mike Smith’s second question – Question about Muddy Beach pumphouse exterior.  Adam outlines the 295k grant could help us make a determination about what to do with the pump house.  We should know in the next 45 days if we received money.  Jay outlines that the floor in Muddy Beach also needs a repair.

Mike Smith’s third question – Is concerned about non-public discussion happening that should be done in public.  Adam states that the only error was in regards to the employee handbook where NHMA clarified for the Board.

Larry Leonard – highlights that groups and committees have been formed.  Larry is upset that a release is required and that it could be a deterrent to volunteers.  Jay voted against the policy and explains why.

Dorothy – asks about minutes being taken and how difficult it must be to take the minutes and participate at the same time.  Adam outlines that this isn’t the long term solution but a new administrator will help solve this problem.

Dinah – Is concerned about the basic office functions that are happening now.  Dinah says a weeks worth of mail is sitting in the mailbox.  Dinah outlines that a bill from Bank of NH was there.  The VDOE has a bill due tomorrow.  Dinah wants to go to the bank and have an auto payment from our operating budget to pay the note on the Jungfrau loan.  Dinah believes the bank will accept an internal transfer.  It’s $8058.04 and split between operations and water.  We have a lot of bills waiting for us.  Donna is coming in Tuesday to do bills and payroll.  Kathy believes that the bills shouldn’t take more than a few hours.  Kathy wants to meet with Dinah Thursday afternoon.  They will meet that day. 

Jay reports that Donna has gotten a temporary leave of absence from her other job so she can help us more.

Dinah – has a question about the advertisement in the newspaper.  Adam outlines that an advertisement was placed “in case” because we don’t know what’s happening with Nancy Cole.

Mark – Wants to know if the BOC has spoken with legal counsel regarding the administrator position. The answer is yes.  Mark asks if a job description was ever made for the full-time administrator.  Kathy outlines that a month by month list of work is available.  An actual job description does not exist. 

Adam outlines that he’s been working on the handbook again. 

Adam outlines that the Board just learned that Donna will be able to give the District additional hours.  It’s impossible to comment on the future of the administrator position.

Mark asks about the overflow at Reinach.  Jay says he’s not written the three work orders because he can’t find the template.  Larry has the template and will send it to Jay so that Jay can create the work orders.  Jay will have them done by Thursday’s meeting.

Mark says he saw water “gushing” in multiple spots at Reinach.  He reports that on 9/7-11/2 the SCADA system has not been working properly.  Expected temps are below freezing.  SCADA should be fixed first for obvious reasons.  Adam and Jay report that alarms happened yesterday morning and this morning.  System shut off at 8:10am.  The overflow isn’t working properly.  The culvert has been blocked for roughly 3 years.  Mark outlines that the sump pump is alternating between on and off. 

Tom has been in the office this week to fix the SCADA system.  Mark outlines that Bartlett used repeaters for better communication.  What is wrong with the SCADA system? 

Adam wants to know why we don’t have a long term resolution.  Jay will contact Ian today for information. 

Let’s make sure Ian attends our next meeting.

Further discussion ensues.  Kathy wonders if this is a $500 fix or a $5,000 fix.

Jay and Kathy want Ian to turn off the system when SCADA dictates.   Adam wants pumps turned off at 4pm.

Jay motion: Have Ian decide whether or not we should proactively turn the pumps off.  Adam second – 3-0 yes

Mark reminds the BOC that we need to investigate the causes of the SCADA system and get a resolution.  We have approximately 3 weeks to figure this out.

Discussion ensues about the construction of the tank.

Mark wants the estimate from DN Tank that Adam got last year.

Mark wants the website updated.  Kathy says we can’t access the website.  Paula is the only person who can access the website and is no longer willing to help.

Mark wants a 91a request for all October BOC minutes.  Kathy will send Mark the approved and draft minutes for all October meetings.  Mark is further requesting unsealed non-public minutes.

 Adam motion: Jay contact Tom to get the SCADA system fixed asap.  Jay second.  3-0 yes

Adam suggests having the water system turned on/off so the tank doesn’t overflow.

Mark is offering to help the VDOE with the website.  Kathy outlines that we reached out to Ron Sandstrom for assistance on the website but Ron chose not to help. 

Mark wants to know about asphalt removal.  What machine and total cost for asphalt removal on the Upper Lakeview project.  Trees were removed by our DPW. 

Conversation ensues about length of project time on Upper Lakeview, total cost for labor and materials.

Mark highlights that Bristenstock was partially paved.  Adam states he didn’t know this project was done.  Adam and Mark wonder the cost. 

Adam and Kathy prefer to have Mark send the questions into the office.  Mark doesn’t want to do this.

 Mark wants an email response to questions.

Dinah states we should know proactively everything that is happening in the district. 

Mark suggests we use the “white board” in the office.  Adam wonders if we could have DPW write on the board Monday morning or prior Friday afternoon. 

Larry outlines the work order project.  He states that Ian likes the system but our DPW does not. 

Mark outlines that Eidelweiss and Bristenstock were just shimmed.  Mark outlines the pothole near the intersection of Appenvell Way.  It should be fixed.

Gloria states that Nancy did put together a job description and it’s on the shelf.  Jay to look for it. 

Mike believes a job description exists. 

Mike wants the budget.  The VDOE will send it to him.  The VDOE has just over $19,000 unallocated from the operations budget for the rest of the year.

Two employees have applied for “buy back” on retirement.  This could cost the district $12,220.  If this is paid, the district has only $7,265.

Jay has contacted the DRA that the district may overspend the budget.  Form 3211 may have to be filed.  Adam isn’t comfortable that the DRA was already contacted. 

Mike asks further questions about the budget. 

Mark outlines the process for overexpending the budget.

Next meeting will be kept as scheduled in the library. 

Discussion ensues about trash at DPW2. 

Gloria recommends that we double check the annual meeting date.  Adam to check.

Adam motion: Enter nonpublic for employment matters 91a:3,2,ii(a). Jay second.  3-0 yes

Adam motion:  minutes of non-public sealed.  Jay second 3-0 yes

Jay motion to exit non-public  at 12:17pm– Kathy seconds

Motion Adam:  Adjourn meeting.  Second Jay.  3-0 yes

Meeting adjourned at 12:18

 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

September 9, 2019

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

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

1. Agenda

Meeting with Highway Foreman, no agenda presented. 

2. Highway Department Report 

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

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

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

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

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

Crack sealing is getting done. 

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

Pumping of puddle to view Thusis is discussed. 

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

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

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

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

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

Adam Leiser leaves meeting at 8:48 am.

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

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

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

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

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

Respectfully submitted,

Nancy E. Cole

Administrator  

 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

September 5, 2019

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

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

1. Agenda

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

Action list is reviewed and discussed.    

2. Highway Department Report 

3. Water

4. Administration

Payroll Adam Leiser Kathy Koziell 2-0.

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

MS 434 is reviewed.  Adam Leiser motion no offset from UFB.  Kathy Koziell seconds.  Motion passed 2-0. 

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

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

Mary Alice states facilitate movement in meeting. 

Little Loop will be discussed Monday

Thusis Monday

Memorials in VDOE.

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

Adam motion form a road committee.  Kathy Koziell seconds.  Mary Alice and Joe Farnese will assist with committee. 

5.  Accounts Payable

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

6.  Minutes

Adam Leiser motion approve minutes of Aug 24.  Kathy Koziell seconds.  Motion passed

7. Commissioners Reports

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

Adam Leiser motion sign Summit EII for $5,  Kathy Koziell seconds.  Motion passed 2-0.

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

Additional discussion on water system protection. 

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

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

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

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

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

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

Discussion on beach testing is held. 

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

Discussion ensues on bill and original questions sent to the engineers.  Sending a letter with the Adam Leiser motion pay the bill minus interest and send with letter outlining disappoint on lack of response.  Kathy Koziell seconds.  Motion 2-0. 

Adam Leiser motion invite Chris Hodgkins and Ian Hayes o Sept 28.

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

Adam reads committee agreement to remaining 4 persons present to gain approval.  Jennifer Merrill outlines 91-A agreement approval.  Discussion on documents continue with 4 residents agreeing that the BOC request to have committee members sign this document is reasonable.  Adam wants people to buy in. 

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

8. Signature Items 

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

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

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

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

9. Correspondence

The July VLAP testing results have been received and distributed. 

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

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

Beach testing information has been sent to the Environmental Committee. 

10. Scheduled Appearances

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

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

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

11.  Public Comment

No other comments were received. 

12.  Other Business   

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

Meeting adjourned at:    

Respectfully submitted,

Nancy E. Cole

Administrator

 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

September 23, 2019 DRAFT

The Board of Commissioners met at 9:00 am on Thursday, September 23, 2019.  In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley. 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.    

2. Highway Department Report               

3. Water      

4. Administration

Presentation for Saturday is reviewed.  Remove additional line after Communications Committee.  Discussion on removing last bullet line regarding EPOA on changes in 2019 is held.  Kathy Koziell states change improved to positive.  Will come back to this. 

Dam management policy review by Fire Chief expected tomorrow. 

Intent of environmental plan for EPOA on a cleaning pond sweep is held.

Discussion on road projects to be included.  Jay Buckley outlines road maintenance over the next 5 years is anticipated to be at $500,000.  Road work should be proposed at an annual cost.  Discussion on total plan and overall needs for roads and ability to show impact for funds to be available going forward.  Jay Buckley discusses need for overlay on Eidelweiss Drive for next year; this year the road is approved for a shim this year.  Discussion on origination of cost estimate; came from Bruce Davis at Allstate Paving.  Jay Buckley outlines process for overlaying a road and overall road life cycle and deterioration of roads that are not maintained. 

Clarify petitions to Town of Madison for Highway Block Grant and Meals & Room tax. 

Review of estimated tax increase is held.  Discussion on anticipated numbers for proposed estimated tax increase is held. 

Discussion on proposing water bill for 2020 is held.

Outline on warrant article proposed funds and funding intents for 2020 and 2021. 

Additional future years are reviewed and discussed; $260,000 per year is recommended going forward for these projects. 

Discussion on having annual impact available for all options for loans. 

Adam outlines that plan without bonds is in best interest of VDOE going forward even if creates increase in next couple of years. 

Being prepared for discussion on tax versus water rate is discussed.  Jay outlines plan could get a lot done in just a few years but has a negative impact on tax rate.  Placing funds in CRF’s for trucks is outlined; bonding large projects with long life cycle infrastructure is outlined.  Spreading cost out over many years is outlined as beneficial for municipal finance.  Discussion on impact of high tax rate is held.  Adam outlines need to have tax increases to better services.  Reduction of services could also be a negative impact.  Jay Buckley outlines high tax rate can be a deterrent on home sales and property values.  Continued discussion on starting point and projected projects to be funded and planned for going forward. 

Adam outlines hope for voter buy in on projects as proposed and funding as proposed.  Lack of selling a long-term plan by prior Board’s is outlined.  People need to know what the plan is going forward in order to get support for the plans as outlined. 

Jay outlines two slides that he had sent for road projects.  The updated number for Eidelweiss Drive is the $225,000 projected for overlay.  Discussion on inch and a half overlay as proper schedule for best road preservation practices. 

Kathy will send updated slides. 

Putting presentation on website is discussed; Adam states hold until after presentation is made.  States persons can misuse presentation.  May happen regardless.  Jay Buckley makes a motion to post on website.  Adam Leiser seconds.  Motion passed 3-0.  

Discussion on creating handouts of slides.  No handouts. 

Kathy Koziell makes a motion to send an email blast Wednesday as reminder for meeting.  Adam Leiser seconds.  Motion passed 3-0.  Including a link to the presentation will be done. 

Discussion on snacks; Jay will provide snacks and Kathy will provide a ‘box of Joe’. 

5.  Accounts Payable

6.  Minutes

Discussion on minutes.  Continue to hold. 

7. Commissioners Reports 

3 pm Wednesday will be meeting with Joe Farnese at his property.  Adam will not be able to attend.  Review will occur for change of culvert that Joe Farnese states was changed illegally. 

Adam states he reached out to Kevin Ackert to request owner information on lot with rocks available. 

Adam discusses individual budget analysis offer made by Terri Cancelarich.  Adam questions motion.  Kathy Koziell outlines discussion with Board at Terri’s option. 

Jay Buckley states apology to Adam Leiser that he did confirm discussion with Rick Skarinka.

Discussion on establishing a meeting with Chris Albert is held.  Water Committee should have input from Chris prior to the meeting.  Adam outlines concern for project.  Contact Chris Albert on status of tank project.  Bid? Project status? Tank? An email will be sent today. 

Adam Leiser meet Ian first Thursday of month.  Kathy Koziell seconds.  Motion passed 3-0. 

Adam Leiser questions Communication Committee meeting.  Kathy Koziell outlines newsletter went out last week.  Updating website is recommended for a local web-site designer.  Adam states disappointment with committee; Kathy Koziell outlines should have been more pro-active. 

Adam Leiser makes a motion to produce two newsletters per month. Jay Buckley states not necessary.  Website and email blasts can be used for time sensitive information.  Kathy Koziell outlines Communication Committee to be more pro-active; two newsletters per month would be too much.  Motion fails for lack of a second.    

Adam Leiser discusses creation of duplexes within the VDOE.  Believes that this would be beneficial for the District.  Will need to be looked into as this would require a change to the Town of Madison Zoning Ordinance.  Detriment of additional cars and persons is outlined.    

Jay Buckley makes a motion to auction canoes/kayaks at minimum bid of $100 Columbus Day weekend in VDOE possession.  Kathy Koziell seconds.  Adam recommends doing in the Spring, Memorial Day is discussed.  Option of $100, first come first serve by mail is discusses.  No vote – motion tabled.  

Jay Buckley states apology to Adam Leiser that he did confirm discussion with Rick Skarinka.

Discussion on establishing a meeting with Chris Albert is held.  Water Committee should have input from Chris prior to the meeting.  Adam outlines concern for project.  Contact Chris Albert on status of tank project.  Bid? Project status? Tank? Nancy Cole will contact Chris for an update on the status.               

8. Signature Items 

9. Correspondence

10. Scheduled Appearances          

11.  Public Comment

12.  Other Business 

At 11:57 am Adam Leiser makes a motion to enter non-public session pursuant to RSA 91-A:3, II (a) employment matters.  Kathy Koziell seconds.  Motion passed 3-0.

Motions and votes of non-public session:

Motion made by Adam Leiser, to have Kelly spend 2 hours a month training Jeff on foreman responsibilities. Jay Buckley seconds.  Passed 3-0

Motion made by Adam Leiser, to have Jeff submit weekly, any hours where he is working in conjunction with someone without Kelly’s presence with the intent that the BOC would compensate for those hours. Jay Buckley seconds.  Passed 3-0.

Motion made by Adam Leiser to have Kathy Koziell contact NHMA regarding employee compensation. Jay Buckley seconds. Passed 3-0

Motion to exit non-public session made by Adam Leiser, Kathy Koziell seconds. Passes 3-0.

Exit non-public at 1:15pm

Motion to adjourn made by Adam Leiser, Kathy Koziell seconds. Passed 3-0

Meeting adjourned at 1:16pm

Non-Public minutes recorded by Kathy Koziell. 

Respectfully submitted,

Nancy E. Cole

Administrator  

 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

September 19, 2019 DRAFT

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

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

1. Agenda

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

2. Highway Department Report 

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

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

Roller has been rented for this work. 

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

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

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

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

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

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

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

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

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

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

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

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

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

3. Water

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

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

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

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

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

4. Administration

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

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

5.  Accounts Payable

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

6.  Minutes

Adam Leiser would like to review minutes prior to approval. 

7. Commissioners Reports 

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

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

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

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

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

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

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

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

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

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

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

8. Signature Items 

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

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

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

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

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

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

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

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

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

9. Correspondence

Reviewed previously during signature items.   

10. Scheduled Appearances          

11.  Public Comment

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

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

12.  Other Business                                             

Monday at 9 am at lodge for next Commissioners meeting. 

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

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

Respectfully submitted,

Nancy E. Cole

Administrator