[gview file="https://vdoe-nh.org/wp-content/uploads/2018/06/Communications-Committee-060218.pdf"]

Village District of Eidelweiss
Communications Committee Meeting
June 2, 2018

The Communication Committee met on Saturday, June 2, 2018 at 10 am at the Lodge. Present are Committee members Adam Leiser, Paula Doyle, Ron Sandstrom and Nancy Cole. 17 persons were present.

At 10:02 am Chairman Adam Leiser calls the meeting to order.

Adam Leiser makes a motion to approve the agenda. Paula Doyle seconds. Motion passed 4-0.
Minutes – approve next meeting
Renters letter discussed. Information for persons who rent out their property. Discusses fireworks, noise, beaches. Discussion on distributing through EPOA. Adam Leiser makes a motion to pass the document to the EPOA for distribution. Ron Sandstrom seconds. Additional discussion on the information included. Jay Buckley outlines including physical street address. Need for burn permits for an open fire will also be added. Dinah Reiss discusses adding information regarding the Madison Transfer Station. Jay Buckley recommends if distributed to the EPOA, please also distribute to Info Board, Face Book and Next-Door sites. Will be sent to the Commissioners for review next week. Adam Leiser revises motion to send the document to the Board of Commissioners for determination of posting with recommendation to send to EPOA, Next Door and Info Board. Paula Doyle seconds. Motion passed 4-0.
Letter from Mark Graffam discussed. Making recommendations to address information outlined. Mark Graffam asked to highlight information. Mark Graffam outlines that the 2017 budgets were over-expended. Questions why not included in Annual Report to Town of Madison and why not discussed at Annual Meeting. Mark Graffam states committee is being asked to support recommendation to have additional financial information available. Ron Sandstrom outlines Commissioners have posted a statement in response to the document. Ron Sandstrom outlines personal response being put together by himself that will be sent to the Board of Commissioners for consideration for release. Ron Sandstrom may also choose to release the document directly. Some process improvements are included within the document which will be recommended to the Commissioners. Discussion continues on document and 2017 overages. Paula motion recommend to Board for formal response by the Commissioners in writing and by holding a public meeting. Ron Sandstrom seconds. Keeping response simple and easy to understand is recommended by Diana Doyle. Lack of statement by the Commissioners that the audit was over-expended at the Annual Meeting is highlighted. Ron Sandstrom highlights that the audit had not yet been received. Jay Buckley adds official statement falls short; detail responses should be included for each question. Paula Doyle amends motion to ask Commissioners to respond in writing in detail. Adam Leiser seconds. Discussion continues on response from Commissioners. Better communication from the Board of Commissioners is needed. Motion passed 4-0. Paula Doyle motion Board of Commissioners hold a public meeting this summer to discuss VDOE information including written financial information response. Ron Sandstrom seconds. Discussion ensues. Paula Doyle amends motion to include holding of public meeting after written response to financial document. Adam Leiser seconds. Motion passed 4-0. Adam motion request written response by July 10. Ron Sandstrom seconds. Discussion ensues. Discussion on openness of meetings without attacks is held. Motion passed 4-0. Adam motion if commissioners respond in writing that initial communication document be released. Paula seconds. Discussion on including the initial communication. Motion passed 4-0.
Discussion on neighborhood watch signs and request for information. Timeliness of communications is discussed. Discussion continues on increasing ways to communicate with residents. General discussion on work flow, benefit of having minutes typed during meeting is highlighted – recommendation of this communication committee.
Adam Leiser makes a motion to request Ralph Lutjen or Mike Smith submit a bio for this month’s newsletter; if not Paula Doyle will volunteer. Ron Sandstrom seconds. Motion passed 4-0.
Adam Leiser highlights SWOT analysis completion and requests additional input into completing this document.
Next meeting will be June 11 at 10 am followed by June 30 at 9am.

Adam Leiser motion request Board schedule public meeting on a Saturday with 2 weeks posting notice. Paula Doyle seconds. Discussion on requesting two weeks’ notice for posting. Motion passed 4-0.

Treasurer Dinah Reiss outlines that even with processes in place, 2017 was difficult. Improvements are recommended.

At 11:15 am Adam Leiser makes a motion to adjourn. Paula Doyle seconds. Motion passed 4-0.

Respectfully submitted,

Nancy Cole
Committee member