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Communications Committee
April 9, 2018

The Communications Committee met in the District office at 9:00 am on Monday, April 09, 2018. Present were committee members Ron Sandstrom, Adam Leiser and Nancy Cole. Committee member Andrew Harteveldt joined the meeting telephonically. Also present were residents Jay Buckley and Paula Doyle. The meeting was filmed for Madison TV by Tim Hughes.

At 9:00 am Ron Sandstrom 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 3-0.
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 4-0.

Adam Leiser highlights the meeting of March 30. Development of a strengths, weaknesses, opportunities and threats analysis (SWOT) is intended for discussion with residents at a resident meeting planned May 5 at the lodge. Volunteers to assist in developing this document will be requested.
The NH Loon Preservation Society will be giving a presentation at the lodge on Saturday, May 26, 2018 at 6 pm. An ice cream social is being planned.

Adam Leiser makes a motion to recommend Paula Doyle as the fifth member of the Communication Committee. Ron Sandstrom seconds. Motion passed by roll call vote 4-0.

The VDOE website has been updated with the watercraft registration form. Ron Sandstrom has updated the front page link to include the form. Nancy Cole states that one registration form has been received from a person in Conway. Discussion ensues on handling these requests. Updates to the entire process that will be needed will unfold as the process continues. Andrew Harteveldt discusses tracking recommended updates to the process for discussion next fall – September or October is target. Tracking of items for review is discussed. Ron Sandstrom makes a motion to have Andrew Harteveldt develop a tracking list for updates to the registration process. Adam Leiser seconds. Motion passed by roll call vote 4-0.
Discussion ensues on using other sites to get information out to property owners. Next Door Eidelweiss owner has stated he can limit viewing of certain posts to Eidelweiss residents only. A statement of information available with a link to the VDOE site is preferable. Leveraging of official and unofficial options for delivering information is discussed.
Andrew Harteveldt makes a motion to review the feasibility of creating multiple sign ups within the VDOE site where persons could choose what information to receive; emergency notices only or emergency notices plus other information – such as minutes of meetings. Adam Leiser seconds. Motion passed by roll call vote 4-0. Ron Sandstrom and Paula Doyle will review this option.
Discussion on creating a unique VDOE logo that could be trademarked is held. A sample option is reviewed and discussed.
Adam Leiser discusses the possibility of allowing non-Eidelweiss property owners to register a canoe rack space for a higher fee than residents - $100 is recommended. This will be discussed when the registration process is reviewed next fall.
Adam Leiser makes a motion to approve the minutes of March 26 as presented. Andrew Harteveldt seconds. Motion passed by roll call vote 3-0-1 with Ron Sandstrom abstaining as he was not present.
Ron Sandstrom makes a motion to nominate Adam Leiser Chair this Committee. Nancy Cole seconds. Motion passed by roll call 3-0-1 with Adam Leiser abstaining as he is the nominee.
Discussion ensues on posting of draft minutes. The Commissioners have stated they do not want draft minutes from Board of Commissioners meeting posted; only approved minutes are posted. The motion made March 30 to post draft minutes within 2 business days of a meeting is discussed. Work load and other regulatory requirements that the office must handle in addition to producing minutes are discussed. Adam Leiser makes a motion to change the timeline from 2 business days to 3 business day for posting of draft minutes. Andrew Harteveldt seconds. Discussion ensues. Motion passed by roll call vote 4-0.
The damage to the Ford 550 during a plowing incident is discussed. Adam Leiser views this category as information that should be delivered to residents as soon as possible following any incident. The information regarding the incident was reported at the first Commissioners meeting following the incident; the filing of the insurance claim was discussed the following week; the review by the insurance company was discussed at the Commissioners meeting following completion of the appraisal. Nancy Cole adds that the insurance checks were received last week and will be outlined at tomorrow’s Commissioners meeting. Adam Leiser highlights the process; information is discussed by the Board; minutes are reviewed at the next meeting and then placed on the website. The delay of a week, sometimes two weeks, from when the Board discusses something to the minutes or video being available is stated to be too long a delay. Jay Buckley states that publishing the agenda prior to Commissioners meetings may be helpful to allow residents to know if an issue which concerns them is being discussed. Adam Leiser adds that getting information out quicker is the goal; recognizing that production of draft information may contain errors that would be updated/amended during approval process is secondary. Discussion ensues on areas of communication that would need to be delivered prior to standing posting processes. Posing a question to residents as to what is important to them is discussed as an option. Adam Leiser makes a motion to request posing the question on the Yahoo group info board. Ron Sandstrom seconds. Motion passed by roll call vote 4-0. Jay Buckley will draft and send for review prior to posting.
Paula Doyle questions availability of a welcome packet. Developing a packet of information for new property owners could be completed and placed on the District website. Use of the EPOA as a catalyst for getting the information out to new residents is discussed.
Discussion on drafting an April newsletter and topics to be covered is held.
Ron Sandstrom will be the first Commissioner highlighted with general biographical information. Ron has a public bio available that he will send.
Random resident question and answers is discussed as a potential segment for the newsletter; what do you like best? What would you like to see improved? This could be done throughout the year with varying persons who are willing to participate.
Highlighting the VDOE website as primary means of information will be included.
The May 26th presentation to be put on by the NH Loon Society will be included.
The May 5th Valley Pride clean-up day and resident meeting information will be included.
Use of the lodge and the ability for residents to use the lodge will be highlighted.

The next meeting will be held Monday, April 16 at 9 am.
The following meeting will be held Wednesday, May 2 at 9 am.

At 11:10 am Ron Sandstrom makes a motion to adjourn the meeting. Adam Leiser seconds. Motion passed by roll call vote 4-0.
Respectfully submitted,

Nancy E. Cole
Committee member