[gview file="https://vdoe-nh.org/wp-content/uploads/2018/04/Communication033018.pdf"]
Village District of Eidelweiss
Communications Committee
March 30, 2018

The Communications Committee met in the District office at 9:00 am on Friday, March 30, 2018. Present were committee members Adam Leiser and Nancy Cole. Committee member Andrew Harteveldt joined the meeting telephonically. Also present was resident Jay Buckley.

At 9:00 am Adam Leiser calls the meeting to order.
Adam Leiser makes a motion to call Andrew Harteveldt for inclusion in the meeting. Nancy Cole seconds. Motion passed by roll call vote 2-0.
Andrew Harteveldt joins the meeting by phone.

Adam Leiser makes a motion to approve the agenda. Nancy Cole seconds. Motion passed by roll call vote 3-0.

Adam Leiser makes a motion to approve the minutes of March 26 as presented. Andrew Harteveldt seconds. Motion passed by roll call vote 3-0.

The VDOE website as a primary means of communicating information is discussed. Minutes are approved by the Commissioners prior to being placed on the website. The delay in availability of the minutes on the website of one week or more is discussed. Making drafts available as an option is discussed. Adam Leiser makes a motion to post draft minutes of Communication Committee meetings two business days after the meeting. Andrew Harteveldt seconds. Motion passed by roll call vote 3-0. Adam Leiser makes a motion to request the Commissioners authorize posting of draft minutes. Andrew Harteveldt seconds. Motion passed by roll call vote 3-0.

Placing other items on the website is discussed. Reports generated regularly will be distributed to the committee for review prior to making recommendations to place on the website. Monthly budgets, check manifests, cash flow report, monthly water usage data and monthly pump house electrical reports will be sent for review.

Jay Buckley outlines that a post was placed on the info-board stating that residents in Eidelweiss have an advantage for watercraft registration as some persons in other states have not yet received the mailing. Nancy Cole states that the registration form was placed on the website and an email blast that the form is now available was sent. Nancy Cole makes a motion to have the Committee request Jay Buckley post relevant information on the info-board. Adam Leiser seconds. Motion passed by roll call vote 3-0. Jay Buckley will post this information to the info-board.
A request to post the availability of the registration form was sent to the EPOA. Andrew Harteveldt will check on this and request the posting.

Discussion is held on assigning spaces via lottery next year. All persons requesting Boulder Beach, for example, would be assigned numbers that would be randomly drawn to assign the spaces available. This type of system would remove any concerns over someone having a form prior to someone else.

Discussion is held on addressing unofficial channels for information; requests can be sent for posting information but actual posting is out of the VDOE control. Jay Buckley outlines a Next Door site run by a resident that could also post the information; Jay will contact the site owner.

Discussion on sending of the registration stickers is held. Creating a letter to outline for each registrant the space assigned and where the sticker should be placed on the craft is discussed. Andrew Harteveldt will take lead in drafting the letter for submission to the Commissioners for approval.

The presentation by the Loon Society being established for May 26 at 6 pm at the lodge is discussed. Intent to have an ice cream social is outlined. Adam Leiser makes a motion to have pizza. Motion fails for lack of a second. Nice Try!

A job description for an intern position is discussed. Nancy Cole will take lead on this.
Nancy Cole makes a motion to recommend Jay Buckley to the Board of Commissioners as the final member of the Communication Committee if no interested persons come forth by 11 am today. Adam Leiser seconds. Discussion is held on the desire to have a part time resident as the final member. Jay Buckley states that he will not accept a position on the Committee at this time.

Adam Leiser makes a motion to email minutes through the VDOE website. Andrew Harteveldt seconds. Discussion ensues on use of the website email for emergency notifications such as water outages or road closures and to protect that system. Ability to choose what information a person receives is discussed as a means of allowing people the option of receiving emergency alerts only or emergency alerts and other information. The site may not be set up to allow this to occur. Motion failed 2-1 by roll call vote Adam Leiser yea, Nancy Cole nay and Andrew Harteveldt nay.
Adam Leiser makes a motion to ask other boards if they are interested in posting draft minutes and emailing minutes. Motion fails for lack of a second.
Andrew Harteveldt states that this issue should be discussed more; getting the information out as to how to obtain minutes can be considered.
Adam Leiser makes a motion to add draft and approved minutes list to the monthly email communication. Nancy Cole seconds. Motion passed by roll call vote 3-0.

Adam Leiser makes a motion to approve the mission statement for the Communication Committee. Nancy Cole seconds. Motion passed by roll call vote 3-0. Adam Leiser makes a motion to post the mission statement to the website. Andrew Harteveldt seconds. Motion passed by roll call vote 3-0.
Adam Leiser makes a motion to have the April communication report to the Board of Commissioners for review and approval at their April 24 meeting. Andrew Harteveldt seconds. Motion passed by roll call vote 3-0.
Ideas for the communication will be discussed at the next meeting.

Next meeting will be held Monday, April 9 at 9 am.

Discussion ensues on creating a SWOT analysis. Additional persons may be needed to create this document. This could be outlined at the May 5 info-board meeting for residents.

At 10:15 am Adam Leiser makes a motion to adjourn the meeting. Andrew Harteveldt seconds. Motion passed by roll call vote 3-0.
Respectfully submitted,

Nancy E. Cole
Committee member