BOARD OF COMMISSIONERS MEETING MINUTES

Thursday, April 1, 2021

9:00 a.m.

Kelly Robitaille in office

Call to order 9:01

1. Approval Agenda

• Approval of Minutes
  • March 25, 2021
  • March 23, 2021 amended
  • March 18, 2021 amended

SECOND to approve by Jay Buckley, PD second. 3-0

• Administration
  • Project Report

Jay Buckley no spring restart. Dawson is ready to come back in, but roads are posted currently, roads to access are not

• 9:15 am Water Report – Ian

Things are still thawing, ice/frozen a foot down. Waiting for things to dry out and permafrost to retreat.

Pump house, piping/pumps will be in place early next week.

Jay Buckley – underground power, lines been pulled yet? No power currently.

Ian – only responsible for piping/pumps only

Jay Buckley – liens and water shut offs. Properties in arrears for more than one year.

Ian – before shut off, confirm if there is an executive order in place RE: shut off of utilities.

Ian – Summit on list for end of April. All materials are here to complete work.

DM – requests info on blow offs/bleeding. Blow offs, end of May but before Memorial Day. Shutting off Bleeders next week.

Ian – available to provide guidance on the Asset Management – a call here and there, a courtesy. Additional work, at a charge.

Ian – meter readings. If there is a reading that is odd or backwards reading, if the usage looks relatively normal then no action. PC in office, anomalies, blips sometimes, but so long as pressure is good and tanks full, don’t spend time chasing down a blip/meter reading. If there is a trend, then research the issue.

Kelly Robitaille – will fix those spots, its too early. Spring issues are usual spring issues.

Ian – need to wait for things to dry up and correct timing.

Kelly Robitaille – yearly flood at “Lake” Reinach.

Ian – may be a slightly higher electric bill due to sump pump. Will pass after spring melt.

• DPW Report – Kelly

Raking, stone in the wet spots to keep roads passable, occasional potholes here and there, may be able to grade roads sooner this year, hopefully next week. Lots of pine cones, blower would assist with this work.

Truck 3 International – bed is deteriorating. Being serviced for steel plates/welding, bed of this truck is not worth putting significant funds into. Truck is strong, but

Jay Buckley – when will we replace?

Kelly Robitaille – 2022 paving of Eidelweiss Drive, so push expense of truck out to 2023.

Kelly Robitaille – on roads everyday.

Jay Buckley – Chocorua View Drive estimate?

Kelly Robitaille – will provide, has received estimate

Kelly Robitaille – vacation request. April 21 – 23; April 26 – 28.

MOTION by Jay Buckley to approve request; Second by PD. Approved 3-0

• Administration
  • J&B Invoice 37045

Time billed for administrative time to complete disbursement forms, time to process a change order.

PD - Communication with DES and J&B is project related.

Kathy Koziell – original forms filled out by Chris, one phone call/change. J&B was not completing forms correctly after Chris left. 

PD – call required to clarify.

Jay Buckley – call with Brad Jones RE: performance of contractor that J&B oversees. Are we being charged for every call. Change Orders, part of any project. The Change Order VDOE questioned, was for additional hours/oversight + OM manual. No manual provided yet. Hours have exceeded this change order.

Recommends involving legal to review contracts and billing.

Kathy Koziell – other issue is charge for culvert replacements

PD – has there been a conversation RE: billing? Have a conversation before engaging legal. CA left the firm, now were working with BJ. Does J&B have knowledge to complete forms/disbursements with DES in a manner that will allow the project to be finished? Can we sever ties with J&B and complete with CA? Month away from finishing the project, not prudent to sever ties so close to the completion.

MOTION by Jay Buckley to invite BJ to 4/8/21 meeting; Second PD; Approved 3-0

Kathy Koziell – will be back in person in two weeks. Should we wait until meeting on April 15^th?

LIDAR mapping deliverable, basis for Asset Management work.

Kathy Koziell – topographical map of entire district; Reinach work will be added to this map; Assert Management Plan will also add to this map. Overlays on the base LIDAR map.

DM – holding check

Jay Buckley – will put together chronology on billing and contracts

Kathy Koziell – we shouldn’t be paying for their learning curve.

Kathy Koziell – no billable hours yet assigned to the manual portion of the contract.

1. F550 Truck Bid opening and award
   1. Newsletter/Mail Campaign
      1. April 2021 Newsletter – Kayak Rack sign up, Annual Town Meeting info
      1. Annual Meeting Dates – clarification from NHMA?

PD – are the racks usable and ready to use?

Kelly Robitaille – can do some minor work to better secure racks

                                                MOTION by Jay Buckley to approve newsletter; Second by PD. Approved 3-0

1. Water Usage Bills

DM -

• Kayak Rack Signs

MOTION to appropriate $250 for signs; Second by Kathy Koziell second, approved 3-0

• Old Business/Tabled Items

• Signature Items
  • Accounts Payable Manifest: 15 checks/debits in the amount of $8,883.83

MOTION by Jay Buckley to approve; second by PD, approved 3-0

Kathy Koziell – question on payment to May 24, 2010 same amount annually

Surety bond – what is coverage and for what project

Office to research bond insurance

• Commissioner’s Concerns/Reports
  • Motion to transfer authority of filing small claims from office to Commissioners

MOTION by PD to transfer authority to Jay to pursue small claims; Kathy Koziell second; Approved: 3-0

• Correspondence
  • Culverts

• Public Comments on Non-Agenda Items

Treasurer Dinah Reiss - Water Committee Meeting update. Publicize the kick-off meeting. Underground assets would be a guestimate.

• Other Business

Jay Buckley – Lodge lot and survey, lot is attached to the pump houses.

Boundary line survey and adjustment, Jay emailed Ron Briggs for estimate.

            PD – new quote for Chocorua Drive. Kelly Robitaille will forward quote to office.

            Review the power point in advance of next week meeting.

Kelly Robitaille – 350ft to gate, extend past gate for snow removal. 400ft is back of the lot.

            Jay Buckley – Clerkin Property. Class V ends at boundary line with adjacent property

PD – road construction capital reserve account, not listed. $7,207.14

Is this earmarked for specific projects? Is available for use by DPW. Chocorua and Lugano.

On-Call Agreement with Pierce Wright– JM – has this been approved, office instructed to proceed with contract.

Kathy Koziell states that voters have not approved this year’s budget- should wait until after annual meeting.

Dates for Next Board of Commissioner’s Meetings

April 8, 2021

April 15, 2021

Adjourn Motion to adjourn at 10:58AM by Jay Buckley; second by PD. Approved 3-0

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting Minutes

Saturday, January 9, 2021

The Board of Commissioners met at 9:00 am on Saturday, January 9, 2021.  The meeting was held by phone.  In attendance were Commissioners Jay Buckley, Kathy Koziell, and Paula Doyle.

1. Call to Order

At 9:00 am Commissioner Jay Buckley called the meeting to order.    

2. Agenda

No agenda was prepared as the primary purpose of the meeting was to enter non-public discussion for employment hiring matters.

3. Discussion

Jay asked for reminder that we had made motions to encumber funds for 2 warrant articles in 2020.  Paula Doyle confirmed that they had referring to minutes from 12/16 and 12/21.

Jay Buckley makes a motion to go into Non-Public at 9:05 am for RSA 91-A:3, ll (b). Paula Doyle seconded. Motion Passed 3-0.

Jay Buckley made a motion to come out of Non-Public meeting under RSA 91-A:3, II(b) and return to Public Meeting at 10:12 am. Paula Doyle seconded. Motion passes 3-0.

No action was taken in non-public meeting.

Jay Buckley makes a motion to Adjourn the Public Meeting at 10:13 am. Paula Doyle seconded. Motion passed 3-0.

Respectfully submitted. 

Paula Doyle, Commissioner

BOARD OF COMMISSIONERS MEETING MINUTES

Thursday, March 11, 2021

9:00 a.m.

In attendance: Commissioners Jay Buckley, Kathy Koziell, Paula Doyle by conference call
Treasurer, Dinah Reiss by conference call
Administrators Donna MacKinnon, Jerusha Murray in office

Call to order at 9:06 am

1. Approval of the agenda

MOTION by Jay Buckley to approve agenda; Second by Kathy Koziell. Approved: 3-0

2. Approval of Minutes
   1. 03/04/2021

MOTION by Jay Buckley to approve minutes as amended for typo CB > CA; and to approved non-public minutes; Second by Kathy Koziell. Approved: 3-0

3. Committee Reports

a. Project Report – Change Orders from Dawson’s Excavation RE: culvert and hydrant

Discussion ensued on timing of work, whether estimates were received and approved prior to work being performed. Board concluded that: work performed by Contractor that would have been required due to age or condition, but that could have been performed by VDOE DPW should be reviewed for cost. Any work performed due to incorrect work by contractor or damage made by contractor should be Contractor’s liability at no cost to The District.

MOTION by Paula Doyle to authorize Jay Buckley to discuss with Jones & Beach to renegotiate cost; Second by Jay Buckley. Jay will review documentation with office and address with Brad.

Approved: 3-0

b. Water Report – NONE

Water Committee Meeting – 4PM tomorrow, 3/12/2021

Paula Doyle recommends that the Water Committee should be charged with annual updating of the Emergency Water Plan. Discussion ensued on most prudent timing of annual updates.

c. DPW Report - NONE

4. Administration

a. Request approval of Jones & Beach Inv. 37045 for period ending 01/24/2021

Discussion ensued RE: whether The District is being billed for non-management items, regular call ins/updates, or other (example: regarding bills on contract #6 to be fixed)

ACTION: Office to request additional details on billing –for update or discussion of billing discrepancy?

b. Communication RE: personal property disposal

MOTION by Paula Doyle for office to send a letter to Adam Leiser, providing 1 week to retrieve; Second by Jay Buckley. Approved: 3-0

5. Old Business/Tabled Items

a. Primex Review of Wright-Peirce On-Call Agreement

Jay Buckley asked, should someone retire, how does that impact the indemnity? Paula Doyle recommends the contract be sent back to W&P for review and comment.

MOTION by Jay Buckley for the office to forward contract back to W&P for consideration and comments; Second by Kathy Koziell. Approved: 3-0

b. Primex request for clarification/additional info needed for Grant Commitment Bond

Kathy Koziell asked for clarification on source of info. Jay Buckley stated that there is literature from DES. ACTION: Jay will work with office to identify for sending to Primex.

6. Signature Items

a. Payroll Manifest for 03/12/21 totaling $7,108.86

MOTION by Jay Buckley to approve payroll 03/12/21 manifest; Second by Kathy Koziell.

Approved: 3-0

b. Accounts Payable Manifest 03/03/21 – previously approved, signatures needed

Donna MacKinnon shared with the Board guidance received by Catherine regarding proper format of manifests that includes information on balance prior to manifest, # of checks in manifest, total amount of manifest, balance after manifest; and requests to implement this format for proper accounting and transparency to district.

MOTION by Jay Buckley to adopt this new transparent manifest for Payroll, Operations, and Water System accounting; Second by Kathy Koziell. Approved: 3-0

ACTION: Commissioners to sign previously approved manifests in this format from January 1^st to present.

c. Driveway Approval for 8 Grandval Way James Nyman

DPW reports that this lot is flat, no culvert necessary, driveway will need to maintain negative grade to road. Class V road.

MOTION by Jay Buckley to approve the permit for 8 Grandval Way; Second by Paula Doyle. Approved: 3-0

7. Commissioner’s Concerns/Reports

Commissioner Koziell – asked if there were additional journal entries over the last two weeks? If so, asks that office sends new copy of the of end of year P&L. Requests a meeting to review budget one more time.

MOTION by Kathy Koziell to hold a Special Commissioner’s Meeting on Tues, March 23^rd at 9AM for the sole purpose of discussing budget items; Second by Jay Buckley. Approved: 3-0

Commissioner Doyle – water emergency plan update. Paula re-typed the entire document. Majority of updates were emergency contact information. Recommends we add Water EAP as an annual task.

Kathy Koziell – office procedures binder, make it an annual task in August.

ACTION: add EAP annual update to office procedures

Discussion ensued on management of the motion/action log and accountability of assigned tasks. It was decided to review the log monthly, with a bi-weekly reminder of open items.

ACTION: Small claims (Leiser) and lien (Foley) to be filed as soon as practical by the office; Commissioners recommend end of next week March 18^th, follow up on additional lien in two weeks as payments are being made.

Commissioner Doyle requested clarification on water usage report, specifically zero and negative readings. Discussion ensued on reading and most efficient method to clarify.

ACTION: Paula Doyle will contact Ian & Tom for more information and to schedule on-site if needed.

Discussion ensued on upcoming audit, rescheduled for Monday, March 22, 2021.

Discussion regarding Asset Management Grant requirements and the need to amend prior motion. Original approved motion made on Feb 25, 2021 was only for appropriating matching funds; Commissioner Buckley reports Grant application requires: approval to accept the Grant; approval of appropriation of matching funds; authorization of Commissioner(s) to act.

MOTION by Jay Buckley to amend Feb 25, 2021 motion to authorize Commissioner(s) to accept the matching grant in the amount of $20,000 and for Commissioner Buckley to act on all matters regarding this project; Second by Paula Doyle. Approved: 3-0

Discussion ensued regarding Little Loop Project updates. Commissioner Koziell has been in communication with Chris Albert to walk with surveyor.

ACTION: Kathy Koziell will follow up on site with Chris Albert and surveyor.

Discussion on Emergency Action Plan for dam and associated costs due to options of Simplified Map vs. Breach Analysis and impact on rating and inspection frequency.

ACTION: Table cost analysis and discussion to 3/18/21 meeting.

Commissioner Buckley provided an update on the Lodge. Discussion on considerations for selling vs. keeping and future public input/hearing.

ACTION: Jay Buckley reach out to three realtors on opinion on market value, request info by end of March.

Commissioner Buckley asked for update on inspection of Lodge fire extinguishers.

ACTION: Office will contact again on inspection schedule.

8. Correspondence

9. Public Comments on Non-Agenda Items

Dinah – Comments on the Lodge. The community may want to use the proceeds of the sale for a community center/gathering place. It may have infrastructure issues that we are yet unaware of, example: septic/sewer.

10. Other Business

a. Eversource Water Usage & Cost
Donna clarifies that the spreadsheet is just for the pumphouses.
Jay Buckley notes that cost went down.

b. Granite State – Accepted Results 03/03/2021 Test

11. Non-Public Session – RSA 91-A:3, II (a) Employee Matters

12. Dates for Next Board of Commissioner’s Meetings
    1. March 18, 2021
    2. March 23, 2021 – budget items only
    3. March 25, 2021

Adjourn

MOTION by Jay Buckley to adjourn 11:16AM.

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday March 4, 2021

The Board of Commissioners met by phone at 9:00 am on Thursday March 4, 2021.

In attendance for the full meeting were Commissioners Kathy Koziell (KK) and Paula Doyle (PD), Kelly Robitaille (KR) and Administrators Donna MacKinnon (DM) and Jerusha Murray (JM). Treasurer Dinah Reiss (DR) and Commissioner Jay Buckley (JB) attended part of the meeting.  Others called in to meeting as noted in minutes.  The meeting was recorded (audio).                             

At 9:03 am Commissioner JB calls the meeting to order.  

1. Agenda

JB made a motion to approve the agenda.  PD seconded.   Motion passed 3-0.

JB notified all that he would need to leave the meeting at 9:30.

2.  Minutes

JB made a motion to approve the meeting minutes from 2/25/21.

Discussion followed on the addition to the minutes that KK provided by email earlier this week about the poles on Reinach Place. 

JB made a motion to approve the amended minutes from 2/25/21. PD seconded.  Motion passed 3-0.

Discussion followed on power lines that run underground with JB clarifying location of 2 poles on Reinach Place.  KR inquired about documentation for location of any underground power lines with understanding that Eversource is responsible for placement of power lines and Lidar mapping should identify location of underground assets.

3.  ADMINISTRATION

KR informed board that he will be posting roads this week.  Discussion on how this information needs to be posted and provided to public.  Historically always placed ad in newspaper.  PD questioned whether this was required by law.  JM found RSA that said it should be posted using current technology and methods of notification.  PD recommended posting via email and on website.  KR stated that he gets calls and recommends newspaper. 

JB made a motion to put a notice in newspaper tomorrow and to send an email to residents.  KK seconded.  Motion passed 2-1.

Discussion started on annual meeting dates and notices – put on hold as new attendees joined meeting.

4.  WATER REPORT

At 9:30, JB left the meeting.  Brad Jones (BJ) of Jones & Beach, Ian Hayes (IH) of Simply Water and Engineer Chris Albert (CA) joined the meeting.

CA discussed the work that will be done via the Asset Management project to identify the locations for the PRV pit(s) for the Upper Lakeview alternative plan.  Wright & Pierce will be doing the asset management work on the entire district but will address this area first in order to move the work forward that includes the first PRV pit that is covered in Dawon’s original contract.  The second pit will be covered in the contingency.  

KK asked BJ about clarification on Contract #6.  He stated that he thought it had been resolved but he was asked to look at it again in particular as it pertains to the Operations Manual for the pump house. 

KR asked about underground power lines for the pump house and how he would know where these are located.  CA CB said that these are noted on the plans and also that Digsafe would be responsible for this information.

BJ, IH and CA left the meeting.

5. ADMINISTRATION CONTINUED

KK made a motion to approve the final posting for the budget hearing and annual meeting.  PD seconded.  Motion passed 2-0.

Discussion on whether KR should attend the budget hearing.  KK and PD agreed that it was not required but KR could attend if he wants to be there.

6. OLD BUSINESS

KK made a motion to run the ad for the truck in the Berlin newspaper on a Thursday instead of a Saturday.  PD seconded.  Motion passed 2-0.

PD summarized discussion with attorney Chris Boldt from last week about the legal invoice for this month with agreement reached to reduce invoice by $85 for 0.5 hours between 1/21 and 1/22.  PD to summarize this agreement in an email to office.

7.  ACCOUNTS PAYABLE

KK made a motion to approve the manifest of 15 checks totaling $15,035.51.  PD seconded.  Motion passed 2-0.

8.  COMMISSIONERS REPORTS

PD reported that she has received a draft of the Water Emergency Plan from Ian Hayes.  Will review it this week and add updated addendums.  Will send all to office for consolidation and discussion next week.

9.  CORRESPONDENCE

Discussion on email from Ted Foley about overdue water bill.  There seems to be confusion about property ownership with property records indicated that Ted Foley has been the actual owner of property for many years although he stated that the property was owned by TD Bank and has changed ownership.  PD and KK agree that the next steps should be to proceed with the prior approved property lien ASAP in the event that ownership change has not closed.

PD asked about phone call from Mark Graffam and whether this needed further discussion.  DM stated that she would be sending him an email with an answer to his question.

10.  PUBLIC COMMENT

None.

11.  NON PUBLIC MEETING.

KK makes a motion at 10:20 AM to go into Non-Public for RSA 91-A:3, II (a).  PD seconded.  Motion Passed 2-0.

KK makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (a) and return to Public meeting at 10:57 AM.  PD seconded.  Motion Passed 2-0.

12. Adjournment

KK makes a motion to adjourn the Public Meeting at 10:58 AM.  PD seconded.  Motion Passed 2-0.

Respectfully submitted,

Paula Doyle

Commissioner