Agenda for August 8, 2019

1. Call to order 9:00 am  

• Approval of the agenda                                             

     Review of Actions, Projects and Issues List    

• Administration:  CM072719, CM080119, grader lease, water meter analysis, no dogs signs, beach testing results, enforcing ordinances (hwy?), Primex premium holiday notice  

• Accounts payable: $

• Signature Items:   Farnese letter, D’Ambra response, WO 1156 disconnect scenic overlook water,

• Commissioners Reports:

• Correspondence:  47 Eidelweiss Drive culverts, Stahlberg Porridge Shore Beach, Graffam/Maudsley VLAP testing ecoli, Graffam 31 Interlaken, 

• Scheduled Appearances:

• Public Comment:

1.  Other:   Reinach Place trees removed, Committee member agreement, Thusis culvert

                        Adjourn

 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

August 1, 2019

The Board of Commissioners met at 7:00 am on Thursday, August 1, 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 by Tim Hughes.                              

At 7:00 am Commissioner Adam Leiser calls the meeting to order.   

1. Agenda

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

Action list is reviewed and discussed.  

2. Highway Department Report 

Kelly Robitaille reports that as culverts are being cleaned, posts and numbers are being replaced.  Gravel is being placed in locations in anticipation for return of the road grader.  Additional cost will be looked into.  Grader is expected in another week.   

Backhoe service will be completed Monday of next week.  Discussion on the backhoe and intent to change to John Deere is held.  Issues with the heavy equipment are outlined.  Quality does not appear to be there with this equipment.  Kelly has discussed repairs with State personnel; the State is moving away from Volvo.  Discussion on original purchase is held.  Volvo has discontinued production. 

Kelly Robitaille discusses ordering parts needed for Thusis project and Little Loop project so that parts are on hand when ready to begin construction.  Thusis should take 3 to 4 days; Little Loop anticipated at 2 days.  Discussion on projects are held.  Revisions will need to be made to the drawings prior to obtaining DES permits for these projects.  Adam Leiser outlines need to have projects set prior to ordering parts.  Basins will be needed regardless of amendments to drawings.  Easement on properties at 4 and 6 Little Loop are reviewed.  Jay will be working on updating the drawings.  Adam Leiser discusses having a final copy of drawing available prior to notification to property owner.  Discussion continues on need for drawing to be finalized.  Purchase of items for the projects will be held for next meeting.     

Gravel has been added to the upper section of Oak Ridge Road. 

Calcium Chloride will be used as needed going forward for dust control. 

Kelly Robitaille outlines that a dumpster is needed in order to complete the cleanup of the back yard.  All metal will go for scrap, culvert pieces and canoes will need a dumpster.  Agreement with PSNH to clean the area is outlined.  Discussion on cost is held. 

Kelly reports that there is still wood on Reinach Place within the right-of-way.  Wood debris is still at edge of street.  Discussion on need for removal and rights of VDOE.  Adam discusses direct communication with the property owners.  Kathy Koziell makes a motion to have Adam Leiser contact property owner of trees on Reinach Place.  Adam Leiser seconds.  Discussion on paper trail.  Kathy Koziell amends motion to send discussion summary in writing; Jay outlines letter and then discuss.  Discussion continues on making contact.  Jay outlines process of contact in writing for documentation.  Motion passed 3-0. 

Kelly Robitaille discusses erosion stone placed at entrance of culvert on Diessbach.  Kelly Robitaille outlines that the stone is slowing water and this is not proper drainage.  Adam Leiser outlines potential situation with taxpayer not complying with Ordinance regulations or possibly State regulations.  Discussion on approval of second driveway; this was approved a few years ago.  Kelly Robitaille outlines current issue is within right-of-way at culvert.  Jay Buckley makes a motion to send letter to property owner to remove materials within right of way by August 15^th.  Kathy Koziell seconds.  Motion passed 3-0. 

Kelly Robitaille discusses dogs on beaches and waste that has been found.  Discussion on Madison Police response and outlined need for visible signage.  Signs will be priced out.  Adam Leiser outlines discussion with cleaning person who stated she has never seen the documentation for renters that has been produced.  Adam Leiser outlines sending to the real estate companies for insertion with rental contracts as option. This will be discussed going forward. 

Kelly Robitaille discusses driveway permit application to amend an existing driveway.  Jay Buckley makes a motion to approve the driveway permit.  Kathy Koziell seconds.  Motion passed 3-0.  Jay Buckley makes a motion to sign the permit out of session.  Kathy Koziell seconds. Motion passed 3-0.   

5500 is in the shop for outfitting.  Anticipated to be here end of next week. 

Adam Leiser discusses dust control; states bad for ponds.  Kelly Robitaille outlines need for dust control and salt for use in winter.  Adam Leiser reviews VLAP summaries; conductivity and phosphorus are both increasing. 

Adam Leiser questions culvert on Bristenstock.  Culvert can be replaced as is.  This will be looked at next year due to budget constraints.  Repair of 47 Eidelweiss Drive driveway is held.  This would cost $2,000.  Options for funding are discussed.  Lack of negative grade at driveway connection to road is discussed.  VDOE right to be able to require property owner to correct driveway is held.  Discussion on establishing contact with these property owners is held.  VDOE should outline solution in letter to property owners.  47 and 49 Eidelweiss Drive are properties to be contacted.  Discussion continues on drainage in this area.  Adam Leiser states water is not going into ditch; Jay Buckley outlines water is partially coming from driveway at 49 and going into road.  Basin and two culverts are the corrective action for this drainage area.  Adam Leiser makes a motion to take up to $700 from Road Construction CRF for culvert replacement on Bristenstock.  Kathy Koziell seconds.  Discussion on handling this project is held.  Motion passed 3-0. 

Environmental Committee will be meeting Monday at 9 am.  Kelly Robitaille is asked if he would like to participate; Kelly declines. 

Need for cell phones is discussed; these are needed.  Replacing the on-call service is discussed.  Adam discusses potential of forwarding phones or having mobile radios.  Handheld radios can cost $700 per, there are radios in all vehicles.  Phones are needed.  Options for cell phones will be looked into.

Discussion on establishing an email for DPW is held with possibility of computer downstairs.  Leaving workflow process in place for public record is outlined as all emails travel through the office.    

Kelly Robitaille outlines need to have funds available for additional part time help to complete the road projects once the grader is back in service.  Holding part time hours for these jobs without having a second person while someone is out is discussed.  Adam discusses having crew take unpaid vacation on volunteer basis.               

3. Water

Discussion on new requirement for testing of PFOA’s beginning fourth quarter of this year. 

Additional testing will cost up to $500 per quarter with four consecutive quarters required.  Results of testing will establish the future testing requirements.    

4. Administration

Payroll report is presented.  Report and timecards are reviewed and discussed.  Adam Leiser makes a motion to approve payroll in the amount of $6,739.42.  Jay Buckley seconds.  Motion passed 3-0. 

Employee handbook is discussed.  28 bullet points were listed out by the Attorney in review of the handbook.  Adam Leiser discusses need to update this handbook to have proper employment policies in place.  Additional cost would be $1,200.  Board will review bullet points for discussion at future date.   

Town of Madison tax check was received yesterday. 

5.  Accounts Payable

Adam Leiser makes a motion to approve the manifest for 11 checks in the amount of $51,962.62.  Jay Buckley seconds.  Motion passed 3-0. 

Adam Leiser makes a motion to rescind the purchase authority of employees.  Motion withdrawn. 

6.  Minutes

Minutes will be updated for next meeting. 

7. Commissioners Reports

Kathy Koziell outlines cost for Port-O-Potties.  Adam Leiser questions trash and if any extra cost would be included; this will be looked into. 

Kathy Koziell discusses funding of electrical work; work order will be produced for approval. 

Jay Buckley discusses Planning Board Public Hearing for proposed replacement of Sheriff’s tower at the Summit.  Concern for ledge in area as base is stated to be down 10 feet.  Discussion on possibility of any blasting or chipping of ledge. Jay is making Board aware. 

Jay updates on possible changes to parking requirements at Madison beaches that were discussed at the public hearing the Selectmen held this week. 

Pins are in place at the cabana area for the survey being done by the Sheriff’s tower. 

Jay Buckley makes a motion to supply the Charlie Krautman report to the Big Pea Association.  Jay Buckley seconds.  Motion passed 3-0. 

Adam Leiser motion send 2018 VLAP report summary to Big Pea Association.  Kathy Koziell seconds.  Motion passed 3-0. 

Adam Leiser discusses having a document for outlining actions by committee members.  Discussion ensues on having this handled by the committees. 

Jay will have water meter analysis for a future meeting.  Saturday, August 24 is discussed as option.  Target date will be September 28^th.   

Adam questions if a list could be put together of items that could be accepted by donation; none identified. 

Adam outlines discussion with Sara Steiner regarding weekly beach testing.  Discussion supported Commissioners decision to stop the testing this year.  Funding will be on warrant in 2020 for voters to determine if weekly beach testing will be done. 

Discussion on having financials during Sept Saturday meeting is held. 

Discussion on having a symposium style meeting that would have focus on varying aspects of this area; ponds, wildlife, etc.  Adam Leiser outlines desire to have this be called the Jennifer Leiser Memorial Symposium.  Kathy Koziell makes a motion to have Adam look into options.  Jay Buckley seconds.  Motion passed 3-0. 

8. Signature Items 

Adam Leiser makes a motion to sign the letter to Betsy Ginsberg regarding abatements.  Kathy Koziell seconds.  Motion passed 3-0.   

Letter to 22 Oak Ridge is reviewed.  Adam Leiser discusses adding a date for compliance; August 15^th is discussed.  September 2 will be date to allow time for property owner to comply.  Adam Leiser motion sign letter out of session with Sept 2 finish date.  Kathy Koziell seconds.  Motion passed 3-0. 

Biasca water hook up denial letter is presented.  Adam Leiser makes a motion to sign the letter.  Jay Buckley seconds.  Motion passed 3-0.   

A request for fill has been received from 14 Little Shore.  Adam Leiser makes a motion to approve the request.  Jay Buckley seconds.  Motion passed 3-0.   

9. Correspondence

Adam Leiser motion send letter from John Cooley to Environmental Committee.  Jay Buckley seconds.  Motion passed 3-0.  Email from Mr. Cooley is read.  Mr. Cooley would like to know if water levels will be maintained under historical guidelines used for protection of the natural loon nesting site.  Discussion on focusing a meeting on this issue and plan for future years water levels is held.  Managing ponds in the same manner as this year is discussed.  The need for monitoring the water level is outlined.  Having a marked level at the dam for the best level is outlined as something that would be beneficial.  Discussion is held on difficulty in specific management as snow fall and rainfall are major factors.  5 to 10 inches below concrete level is discussed.  Maintaining status quo is outlined. 

Adam discusses meeting with State Biologist Sara Steiner who informed the VLAP group that 24 hours following a heavy rain is most risky time to swim in the ponds. Also discussed during the VLAP testing was the second loon egg which was displaced by the loons from the nest.  The water level had nothing to do with this egg being displaced.  The egg was found and removed by the LPC.    

Bob D’ambra has requested dogs on beach during off hours.  For health reasons this cannot be done.  Kathy Koziell motion ask Environmental Committee to look into options for dogs at Muddy Beach.  Adam Leiser seconds.  Motion passed 3-0.  Response to Mr. D’Ambra is discussed.

Charlie Krautman information on establishing dam at Big Pea has been received.         

10. Scheduled Appearances

11.  Public Comment

12.  Other Business   

Meeting on August 15^th to be at 7 pm at the lodge. 

Adam Leiser makes a motion to have financial trends put together by Sept 6.  Jay Buckley seconds.  Motion passed 3-0. 

At 10:46 am Adam Leiser makes a motion to adjourn the meeting.  Kathy Koziell seconds.  Motion passed 3-0.   

Respectfully submitted,

Nancy E. Cole

Administrator

 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

July 27, 2019

The Board of Commissioners met at 9:00 am on Saturday, July 27, 2019.  In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley.  Also in attendance was Gloria Aspinall, Dorothy Wondolowski, Paul Mattatall and Treasurer Dinah Reiss.  The meeting was filmed for Madison TV by Tim Hughes.                              

At 9:01 am Commissioner Adam Leiser calls the meeting to order.   

1. Agenda

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

Action list is reviewed and discussed.  

2. Highway Department Report 

Jay Buckley has discussed status of roads with Kelly Robitaille.  Considering the grader is not in service, the roads are in good condition.  Backhoe and York rake are being used. 

Grader is still over a week out for return from the Volvo shop. 

Status of 5500 is discussed.  Last update was that a bay was being waited for to bring the truck in for finishing the update.  Jay Buckley states that Kelly Robitaille reported all parts have been received.  Adam Leiser discusses having truck returned until shop is ready to complete the outfitting.  Thought process may be that truck is not needed until fall is outlined, shop is not pushing for completion.  Nancy will follow up with Albany Service Center.  A date for completion is needed. 

Discussion on heavy equipment and review for exchanging the Volvo equipment for John Deere.  Lease agreement for the grader will be sent to the Commissioners for review.  Jay Buckley adds that the monthly cost is $2,500 for this equipment and we do not have use of it. 

Adam discusses selling the vehicles and equipment in lieu of trading. 

Discussion on exchange of the 7400 for an all-wheel drive vehicle.  Intent is to purchase a new truck on the 2020 Warrant.   

DPW has been authorized to begin working on the road warrant articles upon return of the road grader. 

Payroll report is reviewed and discussed.  Timecards are reviewed.  Overtime rate for the two hours for the call-in for the tree is discussed; both employees have put in for overtime.  Discussion on updating on call policy is held.  Board is in agreement that paying both employees is not appropriate.  Holiday list will need to be updated in handbook.  Adam Leiser motion approve payroll in amount of $7,209.56.  Jay Buckley seconds.  Motion passed 3-0.     

Daily water usage reports for June are reviewed. 

Adam Leiser motion limit Donna MacKinnon to 10 hours per week.  Kathy Koziell seconds.  Motion passed 3-0.       

3. Water

Kathy Koziell has reached out to Ian Hayes. 

Adam Leiser makes a motion to have office obtain status of work from Ian Hayes.  Jay Buckley seconds.  Motion passed 3-0. 

Update will include status of DPW meter replacement. 

Jay Buckley outlines that a water leak was detected this morning at the scenic overlook garden.  The sill cock has been shut off.  Hose was broken.  Ian Hayes has been notified. 

Jay Buckley makes a motion to add a work order for Ian Hayes to disconnect this set up.  Adam Leiser seconds.  Motion passed 3-0. 

Having Ian Hayes attend a Commissioners meeting is discussed. 

Jay Buckley discusses obtaining the pressure readings from the house on the upper section of the Summit zone.  Adam Leiser discusses spending time on this since no complaints have been received.  Jay Buckley outlines having the data.  This will be included in contact with Ian Hayes. 

Reinach tank project engineer has sent the schedule for the tank project.  Adam Leiser makes a motion to create a section on the home page of the website with all information on this project.  Kathy Koziell seconds.  Discussion on including the schedule, geo-tech report, engineer’s information and drawings.  Motion passed 3-0. 

VDOE did not receive funding for the Reinach tank project through the SRF.  An application will be sent for the Drinking and Groundwater Trust Fund for funding.  Adam Leiser will work with Chris Albert on this. 

The CSV location project will be removed from the action list.    

4. Administration

Budget status is reviewed and discussed.  Adam Leiser outlines that 5% raises were allocated with a 3% increase on the budgets.  All factors known to date are included in the allocated/known expense sheet created by Nancy Cole.  Line items are reviewed.  Highway equipment repair is line item that has been requiring additional funds.  Discussion ensues on highway repairs.  The F-550 repairs were not included in the budget as intent was to replace this vehicle.  Adam Leiser outlines that at the Annual Meeting he stated budget was roughly $50,000 underfunded.  All Commissioners agree.  Discussion on use of Capital Reserve Funds is held.  Adam Leiser outlines intent to fund CRF’s on the 2020 warrant.  Protecting the remaining funds within the budget is discussed.  Adam Leiser outlines that the prior Board granted 5% raises but only changed the line items by 3% creating a shortfall of approximately $3,000.  Savings are being incurred with beach water testing, executive salaries and in other areas. 

Water billing status is discussed.  $24,882.69 is still due.  All unpaid water bills will be charged an additional $100 late fee.  Adam asks about contacting persons he knows on the list; this is not permissible.  Discussion ensues on water usage fees for a duplex; two usage fees are billed.  Adam Leiser discusses the billing of duplexes.  Gloria Aspinall outlines property owner is responsible and could bill the other tenant or include in rent.  Billable status is legally written.   

Adam Leiser makes a motion to allow Kathy Koziell to finalize the newsletter.  Jay Buckley seconds.  Motion passed 3-0. 

Discussion on canoe racks and spaces.  Communication Committee is looking into this. 

Discussion on Meals & Room taxes collected by Madison is held. 

VLAP testing is scheduled for Monday.  State Biologist will be in attendance for this month’s testing. 

Little Loop is discussed.  Jay Buckley will work on modifying drawing for this project; electronic copy will be sent to Jay for revision.  Discussion on sending the modifications to the properties is outlined, this will be done.  Project may be done at a lower cost as intent is to handle this project with the DPW.  Scheduling with DPW will be done.  Having crew complete this after hours is outlined.  Jay will discuss with crew. 

Water system electrical work is being worked on by Kathy Koziell. 

Motion log is reviewed and discussed. 

Discussion on possible repair for Burgdorf is held.  Kelly Robitaille is working on this.  Jay Buckley will discuss this with Kelly. 

Septic at 23 Huttwil is discussed and will remain on motion log until repair is completed. 

A follow up will be done with Ian Hayes on the status of the valve dig at Rte 113. 

Discussion on updating the bulletin board is discussed.  Jay Buckley will look into having volunteers do this. 

Letter for property owner on Biasca regarding water pressure at lot will be drafted. 

Hiring part time DPW personnel is discussed.  Adam Leiser makes a motion to update ad to $25 per hour for snowplow removal and $20 per hour for non-snowplow related work; commensurate with experience.  Jay Buckley seconds.  Discussion ensues on how this would be handled.  Placing separate ad or creating ad for snowplow operator only is discussed.  Ad will be updated to state hourly rate commensurate with experience.  Discussion ensues on ability to attract applicants.  Jay Buckley discusses ability to pay the part time employees.  Snowplow operations only; $20 to $25 per hour commensurate with experience.  Adam Leiser makes a motion to remove year-round; 2 part time employees for snowplow removal at a rate of $20 to $25 per hour commensurate with experience.  Jay Buckley seconds.  Motion passed 3-0.  This information will be added to newsletter. 

Adam Leiser makes a motion to not have DPW rake beaches.  Kathy Koziell seconds.  Discussion on use of volunteers for weekends.  Trash removal at beaches is discussed.  Paul Mattatall states that the beaches are not as good as last year.  Motion failed 0-3. 

Adam Leiser makes a motion to end beach raking Thursday prior to Labor Day weekend.  Jay Buckley seconds.  Motion passed 3-0. 

Water meter analysis is discussed.  Will be reviewed next meeting. 

Jay will send email address for Carroll County dispatch. 

Speed bumps will be looked at for purchase at year end. 

Jay Buckley is working with Kelly Robitaille on the chronic culvert list for option to look at a contractor to clean these culverts next year.

Discussion on establishing an Emergency Action Plan for the dam.  Jay Buckley outlines that this is a Commissioner’s responsibility and will require outside assistance. 

Engineering review for repair or replacement of the dam is being worked on. 

DPW will be asked to remove any craft not in a proper space.  This will be done on Tuesday and Thursday when raking beaches. 

Discussion on the update to the lights at DPW.  Adam Leiser discusses looking at a temporary set up that may get us through the early winter and hold on repair.  Kathy Koziell will work on this. 

Discussion on establishing an email address for DPW is discussed.  Discussion with Kelly will be held on this.  Adam suggests having discussion with Kelly Robitaille on what DPW will need to have this happen.  Establishing a paper trail is intent. 

Sending a thank you to EPOA for holding the picnic is discussed.  Jay Buckley outlines thanking one organization for an event versus all organizations and individuals for their work.  Adam Leiser makes a motion to sign a thank you letter to EPOA out of session.  Kathy Koziell seconds.  Motion passed 2-1 with Jay Buckley against as all volunteers have not received letters. 

Adam Leiser discusses questions from Environmental Committee regarding the dam.  Questions are for additional information on leak and discussion on repair or replace.  Statements that not up to DES to tell VDOE what to do, list of engineers from DES has been received and Board has voted to pursue.  Discussion on reclassification of dam to significant threat level.  Adam Leiser discusses appealing the classification change.  Nancy will draft the letter to the Charlie Krautman. 

Adam Leiser makes a motion to review Porridge Shore Beach with Kevin Ackert.  Kathy Koziell seconds.  Motion passed 3-0.  Nancy will send Kevin Adam’s contact information.

Discussion on letter to Madison PD regarding fireworks is held.  Adam outlines response from Police.  Visibility of signs is discussed.  Response from Madison Police is read.  Police will issue a ticket to repeat offenders.  Jay Buckley discusses signage and updating signs that are visible at each beach.  Communication Committee will work on this.  Dorothy Wondolowski thanks Adam for calling police; this should be done when violations occur.  Dinah Reiss discusses paying for the signs as it is important to notify persons of the regulations. 

Discussion on offer by Ralph Lutjen to work gardens that he has since declined is held.  Mr. Lutjen will not work in the gardens unless an apology is received from Adam Leiser for the comments made July 11. 

5.  Accounts Payable

6.  Minutes

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

Adam Leiser makes a motion to approve the minutes of July 18.  Kathy Koziell seconds.  Motion passed 2-0-1 with Jay Buckley abstaining as he was not at that meeting. 

7. Commissioners Reports

Jay Buckley discusses the motion of July 18^th to overturn prior motion to not include information received within 24 hours of the meeting.  Priority level being placed on all correspondence is not necessary as nothing bad will happen to the District should a delay to the next meeting occur.  Some items do not need immediate attention.  Discussion on public versus non-public session is held.  Jay states that having written clarity is better than a phone call. Questions should go through the office and then be distributed to the Board.  Having Board give permission for review of this with legal counsel is discussed, one Commissioner having a conversation does not give the Board the needed information.  Jay adds that the Board should work through the correct processes.  Adam Leiser responds that one Commissioner should be able to contact NHMA Legal Hotline at any time as no decision is made and there is no cost incurred.   

Jay Buckley makes a motion to create a policy for submission of all information for a meeting no less than 12 hours prior.  Kathy Koziell seconds.  Discussion ensues on timing of information.  24 hours is discussed as more beneficial.  Jay outlines updating agenda at beginning of meeting is place where any update can be made.  Adam discusses summarizing information if other Commissioners have not seen it.  Motion passed 2-1 with Adam Leiser against this process as he feels it will slow down progress unnecessarily.  

Adam Leiser outlines intent for 2020 Warrant Articles that he has listed for consideration.  Funding capital reserve funds is outlined, replacing 7400, secondary source for new water tank funding, pond testing and others.  Adam will send his list to the office.  

Adam Leiser makes a motion to allow him to meet with Nordel Gagnon and Kevin Ackert for review of Porridge Shore Beach.  Kathy Koziell seconds.  Motion passed 3-0. 

Modify letter for 22 Oak Ridge.

Send out Volunteer Waiver form to Board for review.

Discussion on obtaining information on the loan for the Reinach tank.  Adam Leiser discusses obtaining options; information should be finalized prior to obtaining other options. 

Jay will attend the Planning Board Public Hearing August 7^th. 

Jay will attend the Big Pea Porridge Association meeting. 

8. Signature Items 

Updated bid policy with corrected effective date is presented.  Kathy Koziell makes a motion to adopt and sign the bid policy.  Adam Leiser seconds.  Motion passed 3-0.

Purchase order 312 is presented.  Adam Leiser makes a motion to sign PO 312 in the amount of $2,000 for backhoe repairs.  Kathy Koziell seconds.  Motion passed 3-0.  

Purchase order 313 is presented.  Adam Leiser makes a motion to sign PO 313 in the amount of $100 for dam boards.  Kathy Koziell seconds.  Motion passed 3-0.  

Proposed response to Dan Gaudette is presented.  Adam Leiser makes a motion to sign the letter to Dan Gaudette as updated.  Kathy Koziell seconds.  Motion passed 3-0.  

Proposed letter to Ralph Lutjen is reviewed.  Kathy Koziell makes a motion to not sign letter to Ralph Lutjen.  Jay Buckley seconds.  Motion passed 3-0.   

Proposed letter to Mary Alice Lapoint is reviewed.  The water operator has discussed this with the resident.  No additional response needed.  Kathy Koziell makes a motion to not send a letter to Mary Alice Lapoint.  Jay Buckley seconds.  Motion passed 3-0. 

Adam Leiser will send proposed response to question from Betsy Ginsburg regarding abatements which Madison has provided the information on.       

9. Correspondence

Granite State Analytical has sent the July water system results; clean and pH levels are good.  

John Corcoran review of possible savings for VDOE on everyday items has been received.  A potential for savings with cell phone updates has been recommended and is discussed.  This will be looked into. 

Madison Police response to request for enforcement of Ordinances has been received and discussed. 

NH Department of Environmental Services (DES) has confirmed that VDOE is not required to do weekly beach testing.

Ralph Lutjen has removed his offer to work on the gardens on VDOE property. 

Mary Alice Lapoint has sent an email regarding water pressure that the water operator has responded to. 

Dan Gaudette has sent a request to reconsider weekly beach testing which has been reviewed and discussed. 

Third party electric provider has sent monthly report; $127 saved in June.

NH DES has sent the State Revolving Loan Fund pre-application rankings; VDOE application for Reinach Tank funding did not make the list for funded projects. 

Reinach tank Engineer Chris Albert will assist the VDOE with applying for the Trust Fund Grant as an option for funding the tank project. 

The Geo-technical data report for the Reinach tank site has been received. 

The EPOA has sent the information on the July VLAP testing which will occur Monday.  

10. Scheduled Appearances

11.  Public Comment

 12.  Other Business   

General discussion on Commissioners as liaison to Committees is held.   

August 18^th at 1 pm will be August VLAP testing.   

Discussion on budget status and expenditures is held as relates to cash flow.  Treasurer Dinah Reiss outlines the raising of $50,000 first year payment for the water tank loan.  This amount could be offset on the 2019 tax rate by the Board as the loan has not yet been taken.    

Discussion on increasing authority of DPW to $3,000 per week is held.  Jay Buckley makes a motion to rescind the vote of July 18^th giving purchase authority to Kelly Robitaille of $3,000 per week.  Kathy Koziell seconds.   Discussion on protection of the budget is held.  Motion passed 2-1 with Adam Leiser against due to discussion regarding trusting Kelly to not spend irresponsibly.  

Discussion on schedule for next meeting.  Moving meeting to 7 am is discussed.  Adam Leiser makes a motion to move the meeting to 7 am at the office.  Kathy Koziell seconds.  Motion passed 3-0. 

March 12^th minutes are discussed.  Adding verbatim wording will be done. 

At 12:41 pm Adam Leiser makes a motion to adjourn the meeting.  Kathy Koziell seconds.  Motion passed 3-0.   

Respectfully submitted,

Nancy E. Cole

Administrator

Agenda for August 1, 2019

1. Call to order 7:00 am  

• Approval of the agenda                                             

     Review of Actions, Projects and Issues List    

• Administration:  CM072719, payroll, water testing PFOAs, employee handbook,

• Accounts payable: $51,966.62 – 11 checks

• Signature Items:  Ginsberg response abatements, 22 Oak Ridge,  7 Biasca water, 14 Little Shore fill request,

• Commissioners Reports:

• Correspondence: Cooley – LPC, D’Ambra, DES, Simmons, DES dam Big Pea info,  

• Scheduled Appearances:

• Public Comment:

1.  Other:  Meeting time Aug 15^th – 7 am?, Diessbach, Aug 24 meeting

                        Adjourn

 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

July 18, 2019

The Board of Commissioners met at 9:00 am on Thursday, July 18, 2019.  In attendance were Commissioners Adam Leiser and Kathy Koziell.  Also in attendance were Gloria Aspinall and Treasurer Dinah Reiss.  The meeting was filmed for Madison TV by Tim Hughes.                              

At 9:13 am 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. 

Adam outlines that he is using his phone for the agenda as no printouts are available for today.   

2. Highway Department Report 

3. Water

4. Administration

Adam Leiser discusses review of March 12^th meeting minutes.  Review of video has been done.  Adam Leiser makes a motion to update the March 12^th minutes to the verbatim quote outlined by Adam in recent email.  Kathy Koziell seconds.  Motion passed 2-0. 

Payroll number is reviewed.  Payroll report and timecards will be reviewed next meeting as no printout is available to sign today.    

Discussion on printer in office.  Ordering cartridges earlier is discussed.  Statement that last toner has only lasted a few weeks; normal is over a month.  Cartridges are on order and shipping confirmation has been received.            

5.  Accounts Payable

6.  Minutes

Adam Leiser makes a motion to approve the minutes of July 11, 2019.  Kathy Koziell seconds.  Motion passed 2-0.

Adam Leiser makes a motion to update June 30^th minutes to verbatim motion for water testing as submitted by Paula Doyle.  Kathy Koziell seconds.  Motion 2-0. 

7. Commissioners Reports

Kathy Koziell is working with electrician on lights at DPW II. 

Work is being completed on the water system electrical updates approved at the annual meeting.  Work is being separated into two segments for water system; general electric work and SCADA specific work.   

Jane Gunn has sent an email updating Environmental Committee issues.  Nancy will contact Jane for the information to be sent to the Board. 

Adam Leiser makes a motion to not adopt a 24-hour policy for inclusion in the meeting.  Kathy Koziell seconds.  Discussion on slowing down the process by intentionally restricting discussions on current information.  Motion passed 2-0. 

Discussion on establishing an email address for Kelly.  Has not been done as Kelly has no way to review the email.  Adam Leiser makes a motion to ask Kelly Robitaille regarding establishing Outlook on his personal phone.  Kathy Koziell seconds.  Discussion continues on creating a paper trail for DPW.  Kathy Koziell moves to amend motion to allow her to discuss this with Kelly Robitaille.  Adam Leiser seconds.  Motion passed 2-0.

Adam questions if Charlie Krautman report is on the website.  Yes.

Adam questions if Charlie Krautman report has been sent to Environmental Committee.  Yes.

Adam questions Joe McLaughlin statement of interest in joining the Environmental Committee.  Nancy confirms office has been in contact with Joe who is reviewing information prior to making his decision.    

Adam questions water committee information regarding curb stop valve lowering.  Ian Hayes will be asked for status update. 

Kathy Koziell will include status of brine system for discussion with Kelly Robitaille. 

Monday, July 29^th at 9 am is scheduled VLAP testing.  John Rocharz of EPOA has contacted VDOE with this information.  Adam Leiser makes a motion to allow Adam Leiser to comment on social media regarding pond water testing.  Kathy Koziell seconds.  Getting correct information to the public is outlined as reason to allow this post.  Motion passed 2-0.

Adam states that he feels good about current EPOA status and relationship. 

Adam Leiser discusses thanking EPOA for Saturday event.  Everyone had a great time.  Adam Leiser makes a motion to send thank you letter to EPOA.  Kathy Koziell seconds.  Motion passed 2-0.

Discussion on letter to EPOA regarding sharing email addresses.  EPOA will be asked to look at how to manage this information exchange. 

Mr. Gagnon has not responded to voicemail left. 

No response has yet been received from 22 Oak Ridge Road. 

Adam Leiser states he was approached by resident who is upset that he has conveyed message that EPOA was not properly testing the beaches.  Adam has apologized to resident.  Gloria Aspinall adds that she believes the testing was done correctly.  Adam reiterates that he repeated third party information and should not have.  Kathy Koziell outlines that the belief that testing was done incorrectly had come from a seminar outlining proper testing techniques.  Adam apologizes for misinformation. 

Price for speed bumps will be distributed. 

Volunteer handbook is questioned by Adam Leiser.  Establishing a protocol is outlined.  Including harassment policy is discussed.  Kathy Koziell separates physical volunteers for a day job from committee members.  Nancy will follow up with Jay on status.  Board agrees to establish this as a priority. 

A follow up will be sent to Jim Rines regarding Burgdorf Road.

Possible repair option to get the road open is being looked at.    

Adam Leiser discusses email of June 8 from Mark Graffam asking status of policy on clearing culverts when at 50% or more.  Response was sent to Mark regarding other items within this email. This issue will be addressed.  Clarification from Kelly is discussed.  Adam Leiser makes a motion to have Nancy ask Kelly Robitaille if culvert policy in place for 50% or more get clean.  Kathy Koziell seconds.  Discussion ensues.  Motion passed 2-0. 

Gloria Aspinall outlines prior collection of information regarding status of all road culverts that she did a few years back.  Adam outlines that review was done on Tuesday; Kelly does have the information in handwritten form.  Kathy Koziell outlines road steward reviews.  Dinah Reiss outlines information is in the office but may not be updated in the computer.  Discussion ensues on road steward process; it has not been perceived as assistance by the highway foreman.  Intent is to provide additional information to the highway foreman.

Water Committee meeting minutes of April 12^th are discussed.  Establishing a valve maintenance program was outlined as something that should be pursued.  No action has been taken on this as of now.  Discussion on turning valves that have not been turned in many years can result in the need to replace the valve; high risk.  Establishing a valve turn program will be followed up with Ian Hayes for both Isolation valve and curb stop process by Nancy. 

Emergency Action plan that will be developed for the dam in event of a breach is discussed. 

Obtaining quotes for work on the dam from the DES approved engineers list is in process. 

Questions for John Cooley have been sent.  Adam Leiser makes a motion follow up if no response by tomorrow.  Kathy Koziell seconds.  Motion passed 2-0. 

A blank copy of the Dam management policy will be sent to the Environmental Committee.  Discussion on dam management. 

Adam Leiser makes a motion to allocate $100 for two boards for the dam; one 8 inch and two inch; the other is a 4 inch and 6 inch.  Kathy Koziell seconds.  Discussion ensues on managing the pond levels.  Motion passed 2-0. 

Adam Leiser discusses raking of beaches this past weekend.  Some trash was noted to be off to the side.  Took around 1.5 hours.  Discussion on raking beaches. 

Some beaches need sand.  Adam outlines sand being needed at Thusis and Boulder Beach as well as Porridge Shore.  Water run-off at the beaches is discussed.  Ability to counteract this effect is discussed.  Adam outlines developing a plan to help mitigate this.  Adam Leiser makes a motion to have environmental committee review all beaches for sand and water runoff.  Kathy Koziell seconds.  Motion passed 2-0. 

Gloria Aspinall comments on prior discussions with DES regarding adding sand to beaches.  DES was not open to adding the desired amount of sand to allow for persons to not step on rocks. 

Adam Leiser makes a motion to have information from Commissioner minutes be extracted into an email and sent to appropriate committee chairs.  Kathy Koziell seconds.  Discussion ensues on having this done.  Using this laptop can be done.  Motion passed 2-0. 

Adam Leiser makes a motion to allow canoe rack space not occupied by July 1 can be reassigned to someone else.  Kathy Koziell seconds.  Discussion on this possibility is held.  Motion failed 0-2.  Kathy will bring to Communication Committee for discussion. 

Adopted mission statements will be added to the website.  Environmental and Communication exist, Water will be checked on. 

Jane Gunn email regarding port-o-potties requested that information regarding possible trash in the port-o-potties be given to the company providing the estimate.  $200 a month times 5 beaches is estimate at this time for the cost of having port-o-potties at the beaches.   

Adam Leiser makes a motion to send a letter to the Police requesting they give tickets for release of fireworks.  Kathy Koziell seconds.  Discussion on creating change by giving tickets is held.  Discussion on enforcement for violations is held.  Options have been reviewed; Board is trying to increase compliance.  Muddy Beach is discussed as an option for a place to bring dogs.  Motion passed 2-0. 

July 11 request for information on closing outhouses has not yet been acted on. 

Request for whether or not VDOE is required to do beach testing has been requested from DES. 

Incorrect information on social media is discussed.  Establishing a Facebook page is outlined.  Discussion will be held with the Communication Committee.  Pointing people to VDOE website is outlined as most appropriate means of getting information out. 

Adam Leiser outlines updating website:    

Office hours policy will be updated on website. 

Public Hearing proposed updates from June is discussed.  Adam Leiser discusses removing old information from the website. 

Beach Ordinance will also be updated from June. 

8. Signature Items 

9. Correspondence

Email from Mark Graffam was received regarding establishing fees. 

Email from Ralph Lutjen has been received regarding establishing a committee for the Big Pea Porridge Pond Association.  Jay Buckley will attend.  Information has been sent to the Environmental Committee members should they wish to attend.    

10. Scheduled Appearances

11.  Public Comment

Gloria questions updates to employee handbook.  This has not yet been adopted.  Modifications are expected but not yet decided.  Gloria questions removal of nepotism restriction.  Adam Leiser outlines that hiring of relatives would be allowed only after full attempt to hire outside.  Kathy Koziell adds full review of all possibilities to be done prior to hiring a relative.  Gloria Aspinall recommends not altering the existing restriction. 

Gloria questions hiring part time DPW employees at $25 per hour.  Outline that CDL is being required.  Clarification that intent is $25 per hour for snowplow operations and $20 per hour for summer work.  Gloria states that hiring part time employees at a higher rate may not be advisable.  Adam Leiser outlines intent to hire part time employees for betterment of DPW. 

Dinah Reiss questions receipt of 5500.  Breaking in of new truck is discussed.  A follow up will be done with Albany Service Center. 

Adam Leiser discusses snow plowing at the end of last season; this was not the responsibility of this Board.  Signing of documents to purchase the truck is outlined as having been done as soon as possible.   

Dinah Reiss discusses placing a light in the parking lot for this building.  Kathy Koziell will work on this.  Using the Summit pump house exterior may be an option. 

Dinah questions information from Kelly.  Requests for information regarding road work and plans for upcoming work have been discussed with Kelly.    

Adam Leiser makes a motion to open the two road warrant articles for action by Kelly Robitaille.  Kathy Koziell seconds.  Motion passed 2-0.         

12.  Other Business   

Adam Leiser discusses Ralph Lutjen offer to work on the gardens.  Adam reiterates he is not in favor of this but will vote yes if Kathy wants to approve.  Adam Leiser motion allow Ralph to maintain the garden at entry and office.  Kathy Koziell seconds.  Adam Leiser discusses that he would vote no but will vote yes because Jay Buckley would vote yes if present and to allow moving forward.  Motion passed 2-0.

At 11:16 am Adam Leiser makes a motion to enter non-public session pursuant to RSA 91-A:3, II (d) property.  Kathy Koziell seconds.  Motion by roll call vote Adam Leiser yea, Kathy Koziell yea and the motion passed 2-0.    

At 11:20 am Adam Leiser makes a motion to exit non-public session.  Kathy Koziell seconds.  Motion passed 2-0. 

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

Quick discussion on review of employee handbooks is held. 

At 11:21 am Adam Leiser makes a motion to adjourn the meeting.  Kathy Koziell seconds.  Motion passed 2-0.   

Respectfully submitted,

Nancy E. Cole

Administrator

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

July 16, 2019

The Board of Commissioners met at 8:00 am on Tuesday, July 16, 2019.  In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley.  Also in attendance was highway foreman Kelly Robitaille. The meeting was filmed for Madison TV by Tim Hughes.                              

At 8:00 am Commissioner Adam Leiser calls the meeting to order.   

1. Agenda

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

2. Highway Department Report 

Kelly Robitaille has begun working on the list of needs for equipment remaining this year.  Does not include unanticipated repairs.  Total for all equipment is estimated at $11,151.  This includes tires, edges and blades.  Does not include salt and sand.  Kelly Robitaille outlines $4,000 remaining in sand budget line, will need this and more.  There are two loads of salt in the shed and one remaining for purchase on the PO.  Kelly Robitaille states that salt will need to be ordered as soon as delivery is available this fall.  Adam Leiser questions salt, two loads can be used during one storm.  Kelly Robitaille outlines expending full budget on salt and additional on sand.  Budget is discussed.  Adam Leiser outlines that the budget was set up to include prior expenses that would not be billed until January.  Having an average of salt and sand used in the fall months is outlined by Adam Leiser as needed.  Discussion on fall weather, there is no way to predict when salt or sand may be needed, variance can be huge between years.  Adam Leiser states having the number for average usage would help in planning.  Kelly Robitaille outlines not planning on using the salt budget elsewhere for other needs, allow it to remain for salt.  Kelly Robitaille outlines putting together numbers for historic salt usage.  Discussion on worst case scenario being put together.  Capacity for salt storage is discussed.  Kelly Robitaille outlines that as salt sits, it does absorb moisture which can reduce overall effectiveness.  Kelly Robitaille outlines salt budget has been set based on prior years expenses.  Kathy Koziell asks about sand; winter sand and summer sand are not the same.  Kelly Robitaille discusses stockpiling sand.  There is only $4,000 remaining in the sand line item.  Adam Leiser outlines budget will support 5 more orders of salt.  Discussion on establishing budgets for future years.  Backhoe is due for its 3,000-hour service.  Estimate is $1,911.75.  This number is part of the $11,151.00.  Work would be done by local mechanic; parts will be purchased from Chadwick Ba-Ross.  Adam Leiser makes a motion to approve up to $2,000 for 3,000-hour service on backhoe.  Kathy Koziell seconds.  Motion passed 3-0.  Discussion on repair budget being over-expended, total funds expended would also include CRF expenditures, which have depleted the CRF.    

Discussion on where to obtain the funds for this overage within the budget.  Establishing a work session on the budget is outlined.  Chadwick Ba-Ross has notified Kelly Robitaille that additional repair is needed on the road grader.  An update to the estimate is in the amount of an additional $2,000. Repair will be an additional week.  Adam Leiser makes a motion to have Kelly Robitaille prepare a report on option of selling grader to purchase John Deere road grader.  Kathy Koziell seconds.  Adam Leiser moves to amend to add the backhoe.  Jay Buckley seconds amendment.  Amendment passed 3-0.  Discussion on fixing things that were inherited and equipment that should not have been purchased is held.  Motion passed 3-0.  Jay Buckley discusses looking into warranty items with this review.  Kelly Robitaille reports that the upper section of Saint Moritz will be worked on today.  One of the culverts is blocked at the driveway.  Ditch was overwhelmed, so somewhere in the middle of the culvert there is a blockage.  Kelly Robitaille outlines that culverts are at same level, not properly flowing downhill.  Kelly Robitaille outlines that the concrete basin will be worked on today and the ditch will be repaired to keep water within the ditch line.  This repair should hold until the grader is back in service and area can be graded.  Adam Leiser discusses cost and time expected on this repair.  Adam Leiser discusses spending time on a band aid fix.  Discussion on repair, maintenance is needed.  Kelly Robitaille outlines legitimate complaint.  Kathy Koziell states allow Kelly to do what he needs to do.  Jeff will be on vacation next week.  Keeping two persons on staff is outlined.  Kelly discusses having two persons when Kelly is on vacation.  States Jeff gets placed into a supervisory position over the part time employee.  Jay Buckley outlines that Jeff knows what to do, was reviewing all roads after the rainstorm.  Kelly Robitaille outlines call from Sherriff’s department for a tree down.  Kelly Robitaille notified Jeff, who came in to remove the tree.  Kelly Robitaille mentions the part time help wanted ad that was discussed.  The rate is higher than the full-time employees.  Kelly Robitaille adds that writing a personnel policy also needs to protect the personnel.  Kelly Robitaille points to Kathy Koziell and Jay Buckley for confirmation that Adam is responsible for the proposed changes to the handbook: Adam Leiser states review by the Board, not individuals.  Kathy Koziell outlines Board did review existing policy, corrected mistakes.  Kelly adds that he hears things and reads the minutes.  Adam doesn’t appreciate the implication.  Jay Buckley makes a motion to have discussion on employee handbook and Foreman’s job description at a future date at a scheduled non-public session.  Kathy Koziell seconds.  Adam questions if review of document in non-public session was appropriate.  All 3 Commissioners and Nancy state they believe it was done correctly.  Adam states should be public session.  It was a mistake to be in non-public for employee handbook review.  Adam states vote no on motion.  Apologizes for oversight.  Outlines Board did review and update.  Jay questions if documented response from NHMA.  Adam Leiser outlines Natch Greyes of NHMA stated public document.   Jay Buckley states yes, public document, but employment matters and how to apply employment matters relates to the current employees.  Adam Leiser outlines establishing public meeting.  Adam Leiser states unsure if review of document by employees should happen on their own or if while being paid.  Kelly Robitaille states that his initial review is not favorable, direct violation of first amendment rights is in there.  Updates are detrimental to existing employees. Motion failed 0-3.   

Kelly Robitaille shows paperwork regarding culvert reviews and cleaning schedules.  Will update the information and will turn it in for Board to review.  States that the work is being done and Kelly has the information.  Updating the computer with the asset management information is outlined as needed. Kathy will work with Larry Leonard on this.     

Jay Buckley discusses cleaning up behind this building.  Asks if assistance needed; Jay will obtain a fire permit so the crew can burn the brush that has accumulated. 

Calcium Chloride will be used while road grading. 

Removing trees and limbs over the roads is outlined.  Jay discusses having a contractor look at some of these for removal when working on Little Loop.  Discussion on roadside mowing being needed, large amount for DPW to handle. 

Jay discusses tree at Porridge Shore Beach.  Jay Buckley makes a motion to send written notice to property owner.  Kathy Koziell seconds.  Adam Leiser states phone call.  Jay Buckley discusses having written documentation on file.  Urgency does need to be conveyed to property owner.  Jay amends motion to include phone call today.  Kathy Koziell seconds.  Amendment passed.  Motion passed 3-0.

Jay Buckley discusses sending information on easement for 6 Little Loop.  Jay Buckley makes a motion to send easement request to property owner at 6 Little Loop.  Kathy Koziell seconds.  Motion passed 2-0-1 with Adam Leiser recusing himself.  Discussion on letter is held.  Letter will be reviewed for any updates needed and will be a signature item for the meeting of July 27.  Modified drawing will be available for property owner to review.  Discussion on easement being sideline easement of 10 feet.  Any repair at 47 Eidelweiss will not affect Little Loop.  Kelly Robitaille outlines need for a full road review for Little Loop.  This project may not fit into a full drainage and repair for the road when that would be developed.  Kathy Koziell questions if can correct 2 Little Loop drainage issues; not included in current plan.  Discussion on use of funds and warrant article wording.  Kelly Robitaille outlines that the issue at #2 is not same water flow.  A driveway culvert may fix that issue. 

Scheduling Thusis culvert will occur later. 

Kelly is asked to put together a list of potential warrant articles for 2020.  Discussion on replacing 7400 is held.  Adam Leiser outlines selling vehicle in October or November will yield a higher selling price than selling in April.  Kelly Robitaille outlines cannot sell 7400 in advance, high capacity sander is needed.  Should 550 go down, the 7400 is critical.  This vehicle is all-season use.  Jay Buckley outlines not big enough difference in possible sale price to sell in October instead of April. 

A site visit will be set with Kelly Robitaille and Jay Buckley for 47 Eidelweiss Drive. 

Jay Buckley thanks crew for filling the holes at the entrance areas. 

Jay Buckley congratulates Kelly on obtaining Senior Road Scholar through the UNH T2 programs.  This is a big accomplishment which benefits the District overall.         

Closure of Burgdorf Road is discussed.  There may be a patch that can be done inside the culvert to close the gap that is allowing water to flow around pipe and creating the sinkhole.  A plan to getting this road re-opened is to be worked on. 

Kathy Koziell outlines that electrician has looked at DPW II lights.  Price of $1,100 has been received to replace the high output fluorescent ballasts and fixtures.  For $1,200, the ballasts can be updated to LED.  Adam Leiser questions if all options have been looked into.   Comment on trying to work by garage door light is made; the lights need to be fixed.  Kathy Koziell makes a motion to allocate up to $1,200 for repair of lights at DPW II.  Jay Buckley seconds.  Motion passed 3-0.  Outside light repair will be scheduled. 

Kelly Robitaille reports a garage door is not operable downstairs.  The overhead door company has been called and is expected today. 

Jay Buckley discusses voting down of paint for lining basketball court.  Jay Buckley makes a motion to allow himself and another volunteer to restripe the lines for the basketball court at the beach on Eidelweiss Drive with paint donated by Jay Buckley.  Kathy Koziell seconds.  Motion passed 2-0-1 with Jay Buckley recusing himself. 

At 9:28 am Adam Leiser makes a motion to enter non-public session pursuant to RSA 91-A:3, II (c) reputation.  Jay Buckley seconds.  Motion by roll-call vote Adam Leiser yea, Kathy Koziell yea, Jay Buckley yea and the motion passed 3-0. 

At 11:04 am Adam Leiser makes a motion to exit non-public session and resume public session.  Kathy Koziell seconds.  Motion passed 3-0. 

Adam Leiser makes a motion to increase DPW foreman purchase authority to $3,000 per week from current $200 per day.  Kathy Koziell seconds.  Discussion on taking action on warrant articles is held.  Kelly states should be able to take action.  This is for budget covered maintenance items.  Motion passed 3-0. 

Adam Leiser makes a motion to allow Jay Buckley to act as liaison to DPW.  Kathy Koziell seconds.  Motion passed 3-0. 

Adam motion give DPW access to gravel and asphalt articles with agreement that they will combine work with other roads as appropriate.  Kathy Koziell seconds.  Motion passed 3-0. 

Kelly discusses on call service.  Sherriff’s department contact discussed.  Swapping phones is not realistic between the two full time employees.  Discussion on getting the calls.  The weekly stipend is discussed. 

Continued discussion in public session, agreed upon by Kelly Robitaille regarding on-call stipend is held.  Kelly outlines assessing each call.  Adam Leiser makes a motion to compensate Kelly $14.95 per call after hours.  No second.

Adam Leiser makes a motion to pay Kelly $100 until this situation is rectified.  Kathy Koziell seconds.  Discussion on allowing one month to have the Board come up with a solution.  Motion passed 3-0.         

Review of process will be looked into, on call minimum is 2 hours compared to 4 hours at the State and 3 hours in Conway.  Bi-weekly stipend is also to be looked at.  Adam states balance trust with information including how we get there to help with voter buy in. 

Discussion on having warrant articles approved next year is outlined and discussed. 

Overall goal of Board is to try to do things right, take care of employees and balance the needs of the District. 

At 11:46 am Adam Leiser makes a motion to adjourn the meeting.  Kathy Koziell seconds.  Motion passed 3-0.  

Respectfully submitted,

Nancy E. Cole

Administrator       

 VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting             

July 11, 2019

The Board of Commissioners met at 8:00 pm on Thursday, July 11, 2019.  In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley.  Also in attendance was Treasurer Dinah Reiss.  The meeting was filmed for Madison TV by Tim Hughes.                              

At 8:00 pm Commissioner Adam Leiser calls the meeting to order.   

1. Agenda

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

2. Highway Department Report 

Adam Leiser states drove past 47 Eidelweiss Drive during rain.  Water is not going into culvert; it is crossing the driveway.  Jay Buckley discusses water flow from 49 Eidelweiss Drive paved driveway forcing water into the roadway.  A grate is needed for this driveway in order to correct the water flow in front of #47.  Jay Buckley will work with Kelly Robitaille on this area for recommendations. 

Snowplow policy review will occur later in the season. 

3. Water

Adam Leiser questions sending of an email to Jones & Beach regarding a timeline for the next 16 months for the Reinach tank project.  This request has been sent. 

The office will handle the contact for the service line change at 22 Appenvel Way as the water operator will need to shut down the water and inspect the line prior to reinstating service.  Kathy Koziell will work on additional information regarding the electrical updates approved at the Annual Meeting in order to obtain quotes.   

4. Administration

Kathy Koziell will schedule a safety meeting.

Motions log will be reviewed next week.

Cash flow and Treasurer’s report will be turned in for next week. 

Dinah Reiss states she believes we may not need to use TAN proceeds prior to the August tax check from Madison. 

Adam Leiser discusses establishing a website to handle the kayak registration process automatically.  Discussion on how to develop this concept will be held at a later date.  

Test borings have been completed at the Reinach tank site.  Cutting of trees at the site will be needed.  Jay Buckley discusses policy that Commissioners cannot speak to a possible vendor without authorization of the Board.  Policy will be sent to the Board.     

Jay will work on the Little Loop project.  Permit by notification still needs to be completed; final drawings are needed for that application.  Jay Buckley makes a motion to meet with Kelly Robitaille Tuesday morning at 8 am at the office.  Adam Leiser seconds.  Motion passed 3-0. 

Paula Doyle of the Environmental Committee will be the contact for storm-water management. 

An initial review of electrical needs has been completed.  Kathy Koziell will discuss with Larry Leonard tomorrow to update the needed information for distribution.  Discussion on need for a drawing to obtain quotes for the electrical needs is held. 

The grader is needed for the asphalt and gravel road projects. 

Jay Buckley discusses dataloggers placed over the 4^th of July weekend.  One datalogger on Upper Lakeview did not properly record.  The datalogger will need to be placed again to obtain the needed information on the pressure during high usage for residents on the low-pressure side of the pressure gradient in that zone.  Adam Leiser discusses ability to manage prv’s.               

Adam Leiser makes a motion to change the effective date of the bid policy document to immediately.  Kathy Koziell seconds.  Motion passed 3-0. 

Adam Leiser makes a motion to place the report from Charlie Krautman of DES on the website by Monday.  Kathy Koziell seconds.  Motion passed 3-0.

Kathy Koziell questions the change to significant hazard for the dam status.  Adam Leiser discusses putting together questions for pond level management and the dam reclassification for creation of a long-term water level management plan.    

Adam Leiser makes a motion to send Emergency Activation Plan (EAP) information to the Environmental Committee.  Kathy Koziell seconds.  Motion passed 3-0.

Outline of creation of an EAP is given.  Creation of this document requires establishing meetings with all parties that would be involved should a breach occur; State DOT, Police and Fire personnel.     

Adam Leiser makes a motion to go to three engineers to obtain a price for design to replace the dam and a design to repair the dam.  Jay Buckley seconds the motion.  Discussion continues on the dam, possible fix or replacement options to be reviewed for placement on the 2020 Warrant.  Motion passed 3-0.   

Adam Leiser makes a motion to have part time snowplow operators be paid $25 per hour and non-snow removal wage at $20 per hour.  Jay Buckley seconds.  Discussion on costs is held.  Dinah Reiss outlines hours being available weekly as a potential benefit to attract new persons.  Discussion on costs of part time persons and current status of budget is held.  Discussion on expense of equipment and need to make sure that persons are qualified.  Discussion continues on equipment use.  Jay Buckley moves to amend the motion to require CDL certification for a rate of $25 per hour.  Adam Leiser seconds.  Amendment passed 3-0.  Motion passed 3-0 as amended.  Jay Buckley discusses watching the budget based on the higher rate. 

Adam Leiser makes a motion to pay for an employee to obtain their CDL.  Kathy Koziell seconds.  Motion failed 0-3. 

Discussion on Sherriff’s Tower site is held.  The Town of Madison Planning Board will be holding a Public Hearing on the proposed replacement of the existing tower on Oak Hill on Wednesday, August 7, 2019 at 7:00 pm in the Town Hall Meeting room (downstairs).    

5.  Accounts Payable

The manifest of 18 checks in the amount of $13,581.00 is presented.  Checks and invoices are reviewed and discussed.  Adam Leiser discusses holding check for Always on Call.  Adam Leiser makes a motion to approve 17 checks, holding check for Always on Call.  Jay Buckley seconds.  Kathy Koziell outlines function of phone transferring calls.  Jay Buckley makes a motion to pay this bill and send a letter with the check stating to not take calls, approving 18 checks in the amount of $13,581.  Kathy Koziell seconds.  Motion passed 2-1 with Adam Leiser against paying the answering service.        

6.  Minutes

Adam Leiser makes a motion to approve the minutes of June 30. Kathy Koziell seconds.  Motion passed 3-0. 

Adam Leiser makes a motion to alter the time of the meeting in the minutes of May 25^th from 10:30 am to 11:30am and approve as amended.  Kathy Koziell seconds.  Motion passed 2-0-1 with Jay Buckley abstaining as he was not present.        

7. Commissioners Reports

Adam Leiser has checked on tax abatements.  This is not possible for Village District expenses for a water system.  Persons not on the water system are not able to get an abatement. 

Adam Leiser makes a motion to send two questions to John Cooley by email: Is there anything VDOE can do to increase likelihood baby loon survive?  Should VDOE maintain status quo on pond levels while adding a floating nest with goal of loons using nest in 2020 or 2021?  Jay Buckley seconds.  Discussion on maintaining water levels as was done this spring, placement of a floating nest with hope the loons will use the raft.  Jay Buckley outlines follow advice of John Cooley for any actions regarding the loon nesting.  Motion passed 3-0. 

Environmental Committee has recommended a warrant article on 2020 warrant for one port-o-pottie rental for each of the 5 beaches.  Discussion on current outhouse conditions.  Adam Leiser moves to accept recommendation.  Kathy Koziell seconds.  Motion passed 3-0.  

Jay Buckley makes a motion to obtain a number to remove/close the outhouses.  Adam Leiser discusses contacting DES for guidelines on closing the outhouses.  Motion tabled for additional information on specific parameters from DES. 

Environmental Committee has made a recommendation to create warrant article for beach testing in 2020.  Adam Leiser moves to accept recommendation.  Jay Buckley seconds.  Motion passed 3-0. 

Environmental committee has made a recommendation to contact Nordel Gagnon regarding dead tree near Porridge Shore Beach.  Adam Leiser makes a motion to contact Nordel Gagnon.  Jay Buckley seconds.  Discussion on contact with Nordel.  Nancy will contact to see if Nordel will come to a Commissioners meeting to discuss Porridge Shore Beach.  Adam Leiser moves to amend motion to include having office make contact.  Kathy Koziell seconds amendment.  Amendment passed 3-0.  Motion, as amended, passed 3-0.    

Environmental Committee discussion on VLAP testing.  Having VLAP testing be under the jurisdiction of VDOE is stated by Adam Leiser.  Adam outlines attempt to have Paula Doyle work with EPOA for June testing that didn’t happen.  John Cancelarich of the Environmental Committee will be in contact with John Rocharz of the EPOA to be included in the July testing.     

Adam Leiser discusses establishing recommendations for EPOA to use the lodge.  Adam outlines requiring updating of the EPOA website, holding 10 EPOA events per year, notification of all event dates to the VDOE by April 1 of each year, removal of EPOA belongings from the Lodge.  Jay Buckley outlines that VDOE does not have authority to mandate EPOA activities.  Cannot punish one group or person, all policies apply to all persons.  Discussion continues. 

Adam Leiser makes a motion to have the DPW remove the broken picnic table at Porridge Shore Beach.  Kathy Koziell seconds.  Motion passed 3-0.

Environmental Committee has made a recommendation VDOE attempt to obtain portion of meals & rooms tax distribution granted to the Town of Madison.  Adam Leiser makes a motion put this item on the action list.  Jay Buckley seconds.  Motion passed 3-0. 

Kathy Koziell discusses request from Ralph Lutjen to work on the gardens at the entry and the office garden.  Adam Leiser makes a motion to thank Ralph for volunteer but not accept his offer.  Kathy Koziell seconds.  Adam discusses prior letters from Ralph Lutjen, states wants no part of Ralph’s participation.  Jay states allow Ralph to volunteer, accept offer.  Motion tabled for next meeting. 

Working on how to access the TULIP program through PRIMEX will be done. 

Jay Buckley received voicemail from property owner on Reinach who stated that logs and equipment have been removed. Area will be checked.             

8. Signature Items 

Discussion on possible second access creation at 22 Oak Ridge.  Letter to property owner for compliance with Driveway Ordinance and to remove additional disturbance structures placed within the right-of-way is presented.  Letter to property owner is read.  Adam Leiser makes a motion to sign the letter to the property owner of 22 Oak Ridge.  Kathy Koziell seconds.  Motion passed 3-0. 

Letter to Chief Colby regarding dogs on beaches is reviewed.  Letter is read aloud.  Request for additional support from Madison PD regarding dogs on beaches.  Adam Leiser makes a motion to sign the letter to Chief Colby.  Kathy Koziell seconds.  Discussion on long-term problem.  Discussion on having tickets issued is held as an attempt to control the matter.  Motion passed 3-0. 

Letter to Lisa Menard responding to email on Appenvel Way condition and addition of a stop sign at the top of Lugano is reviewed.  Adam Leiser makes a motion to sign the letter to Lisa Menard.  Jay Buckley seconds.  Discussion on the condition at the end of Appenvel Way is held.  Jay discusses that the schedule will need to be set with Kelly Robitaille and it may not be within 30 days of return of the grader.  Accountability of the DPW is discussed by Adam Leiser.  Letter will be modified to alter the 30-day requirement.  Jay Buckley outlines keeping all priorities in order without mandating work.  30 working days will be amendment to letter.  Adam Leiser makes a motion to update the letter as outlined and sign out of session.  Kathy Koziell seconds.  Motion passed 3-0.       

9. Correspondence

VLAP results for June testing have been received.  VLAP testing does includes e-coli testing.  Discussion on weekly testing for beaches is held.  Adam Leiser makes a motion to obtain a written response from State official regarding regulations for beach testing.  Kathy Koziell seconds.  Adam Leiser discusses vote by Environmental Committee at 6-0 to not pursue beach testing, it was not just the Board of Commissioners that think the testing is not necessary.   Adam Leiser adds that peace of mind is not a reason to spend funds especially if that peace of mind is not based on factual data points.  Motion passed 3-0. 

DES has sent a request for digital information on water line location.  Adam Leiser makes a motion to send a letter to DES advising that VDOE does not have the information requested.  Jay Buckley seconds.  Motion passed 3-0.   

Adam Leiser makes a motion have residents put name, property address and assigned rack space in all watercraft placed on a canoe rack next year.  Kathy Koziell seconds.  Jay Buckley discusses requiring rack space only, as the office will have the corresponding registration information on each rack space assigned.  Discussion continues on racks and spaces, having all the information available is helpful.  Adam Leiser moves to amend motion to just the rack space.  Kathy Koziell seconds.  Amendment passed 3-0.  Motion as amended passed 3-0. 

NHMA News Link is reviewed.  Court update highlighted in this News Link is reviewed as this update follows a restriction on first amendment freedom of speech rights.  The Court has found that you cannot restrict a person’s freedom of speech, even if that subject is generally considered offensive.  This News Link also updates progress on the regulations for PFOA testing that are being worked on for 2020 water system testing requirements.      

An email has been received from Bill Copeland complimented the status of the beaches over the holiday weekend.  A thank you will be sent to Bill Copeland.       

10. Scheduled Appearances

11.  Public Comment    

12.  Other Business   

At 10:13 pm Adam Leiser makes a motion to enter non-public session pursuant to RSA 91-A:3, II (a) employment.  Kathy Koziell seconds.  Motion via roll call vote Adam Leiser yea, Kathy Koziell yea, Jay Buckley yea and the motion passed 3-0. 

At 10:15 pm Adam Leiser makes a motion to exit non-public session and resume public session.  Kathy Koziell seconds.  Motion passed 3-0. 

Adam Leiser makes a motion to hire Donna McKinnon as the Administrative Assistant.  Jay Buckley seconds.  Motion passed 3-0.    

At 10:16 pm Adam Leiser makes a motion to enter non-public session pursuant to RSA 91-A:3, II (a) employment matters.  Kathy Koziell seconds.  Motion via roll call vote Adam Leiser yea, Kathy Koziell yea, Jay Buckley yea and the motion passed 3-0. 

Employee handbook is reviewed, discusses and updated. 

Adam Leiser makes a motion to allocate up to $450 for legal review of revised Employee Handbook and Foreman Job description.  Kathy Koziell seconds.  Motion passed 3-0. 

At 1:00 am Friday, July 12, 2019 Adam Leiser makes a motion to exit non-public session and adjourn the meeting.  Jay Buckley seconds.  Motion passed 3-0.  

Respectfully submitted,

Nancy E. Cole

Administrator

Agenda for July 16, 2019

1. Call to order 8:00 am  

• Approval of the agenda                                             

     Review of Highway portion of Action List

Other Highway review items: 

• Burgdorf Road Closure
• Tree(s) and limb(s) removal
• Madison Chipper use
• 2020 Warrant article proposals
• 2019 department needs