VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
March 25, 2019

The Board of Commissioners met at 9:30 am on Monday, March 25, 2019. In attendance were Commissioners Adam Leiser and Kathy Koziell. Also present were Kelly Robitaille (hwy), resident Mike Dolan, Treasurer Dinah Reiss and CPA Rhonda Rosand. The meeting was filmed for Madison TV by Tim Hughes.

At 9:30 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.

The action list is reviewed and discussed.

2. Highway Department Report

Kelly Robitaille states the truck from Madison will be returned today.
The York rake will be put on the F-550 this week.
Adam Leiser discusses including information in the newsletter regarding the inability to plow snow during the spring season. An email alert may also be sent. Kelly Robitaille outlines the use of rubber edges on the plow equipment. Without the mid-size truck, rubber edges could not be used. The plow for the F-550 will not take a rubber edge. For next year, the rubber edges will be in use. Typically, the snow last Friday would have been left. Informing the public that any additional snow storms this season may also not be handled in the manner the public has become used to will be done.
Kelly Robitaille has contacted an oil company that may be able to deliver hydraulic oil for the heavy equipment in bulk at a reduced rate. Kelly will continue to look into this. Adam Leiser thanks Kelly for the information that may save funds. Adam suggests that Nancy handle the calls to not interrupt Kelly while doing a job. Kelly recommends that he handle the equipment calls. Adam clarifies that Kelly will specify the oil, Nancy will handle the ordering via email to create a paper trail for the office.
Discussion ensues on holding an additional non-public session with the employees. This will be done.
Kathy outlines an initial safety review done in the DPW garage last week. Discussion on the pump for the whirl-a-way culvert cleaning system is held. A high-pressure pump would work more effectively. Pump is used only when the culvert needs to be fully flushed. Majority of culverts are cleaned partially and nature clears the rest. Having the outlet area clear benefits the cleaning process. Purchase of a leaf blowing system that could blow leaves or vacuum leaves is discussed. Adam states having the proper equipment should be goal for District. Discussion on funding, use of Highway Equipment CRF will be targeted. Kelly outlines the establishment of ditches over the last five years within the VDOE. Kelly will provide an updated quote.
Adam discusses ideas to extend the longevity of the trucks. Seven years is the goal for all trucks.
One load of salt has been delivered.

3. Water

Adam outlines the Water Committee meeting Friday. Kathy Koziell was in attendance at the meeting, but no decisions were made. Adam outlines that the engineers stated that there is no way the tank will be built this year. Tank design, size and footprint were discussed. Bidding the job as two sections, one for site work and one for the tank was recommended. Intent will be to determine what is desired this year, creating a specification and bid for this year will be goal. A cylindrical tank will be looked at as an option. Increasing the size to 120,000-gallons will be looked into. Engineering costs would be a few thousand dollars.

4. Administration

Commissioners are informed that attendance at a Committee meeting should be posted as a Commissioners meeting if they will both be there.
Discussion on water bill insert. The Communications Committee is meeting tonight and will revise the insert wording.
Finance committee option is discussed. Terri Cancelarich will work with Kathy Koziell directly instead of setting up a committee at this time. Additional members are being sought to establish the finance committee.
Monthly communication is discussed. Adam Leiser makes a motion to allow Kathy to approve the newsletter. Kathy Koziell seconds. Motion passed 2-0.
Next meeting will be April 8th 9:30 am.
Payroll is reviewed. Adam Leiser makes a motion to approve payroll in the amount of $7,737.34. Kathy Koziell seconds. Motion passed 2-0.
Audit is discussed. Discussion on completing the Management Discussion & Analysis (MD&A) is held.
Water usage summary is reviewed and discussed. Value of water metering is outlined as needed for the system.
Discussion on forwarding of 91-A requests to the Board is held. Adam Leiser would like to see a monthly summary of all requests, date, who, what document. Adam Leiser makes a motion to respond to 91-A requests within three business days provided the information is in the office. Kathy Koziell seconds. Motion passed 2-0.

5. Accounts Payable

Adam Leiser makes a motion to approve 11 checks for a total of $38,490.60. Kathy Koziell seconds. Motion passed 2-0.

6. Minutes

Minutes of March 19th will be reviewed at next meeting.

7. Commissioners Reports
8. Signature Items

Adam Leiser makes a motion to sign the response to M Perrachon. Kathy Koziell seconds. Motion passed 2-0.
Adam Leiser makes a motion to approve PO 294. Kathy Koziell seconds. Motion passed 2-0
Adam Leiser makes a motion to approve PO 295. Kathy Koziell seconds. Motion passed 2-0.
2019 Warrant for collection of water fees is reviewed. Adam Leiser makes a motion to sign the Warrant for collection of water fees in the amount of $225,755. Kathy Koziell seconds. Motion passed 2-0.
Adam Leiser makes a motion to sign the withdrawal for $2,427.04 from the Highway Repair CRF. Kathy Koziell seconds. Motion passed 2-0.

9. Correspondence

EPOA has responded with items for discussion. EPOA will be asked to pick a time to attend or schedule a meeting.
Neighborhood energy report was received.
Drainage report on 30 Saint Moritz discussed last week has been received from Mark Lucy.

10. Scheduled Appearances

Rhonda Rosand joins the meeting. Discussion on upgrades for QuickBooks is held. Ability to update the files is outlined. Recommendation is to update from 2008 to 2019.
Payroll is discussed. A couple of hours of work with CPA will be done. Adam Leiser makes a motion to allocate $195 for the QuickBooks update, $195 for the installation, $585 for training and up to $25 for purchase of a flash drive for a total not to exceed $1,000 for updating QuickBooks. Kathy Koziell seconds. Motion passed 2-0. Upgrade will begin on April 2. Payroll will be done through QuickBooks, $87.20 per month plus two dollars per head. Anticipated annual savings of $1,000 for payroll processing is outlined.
Treasurer Dinah Reiss discusses Tax Anticipation Note documentation. A loan in the amount of $240,000 will be applied for. Dinah Reiss will obtain the paperwork.

11. Public Comment
12. Other Business

At 11:19 Adam Leiser makes a motion to enter non-public session pursuant to RSA 91-A:3, II (e) legal matters. Kathy Koziell seconds. Motion via roll call Adam Leiser yea, Kathy Koziell yea. Motion passed 2-0.

At 11:31 am Adam Leiser makes a motion to exit non-Public session and resume the public session of the meeting. Kathy Koziell seconds. Motion passed 2-0.

Adam Leiser reviews decision from non-public session to pass information to Sheriff Richardi and Conway Police Chief Ed Wagner as outlined by Attorney Chris Boldt regarding the tower facility at the top of Oak Ridge.

At 11:33 am 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 Adam Leiser yea, Kathy Koziell yea. Motion passed 2-0.

At 11:57 am Kathy Koziell makes a motion to adjourn the non-public session. Adam Leiser seconds. Motion passed 2-0.

At 11:57 am Adam Leiser makes a motion to adjourn the meeting. Kathy Koziell seconds. Motion passed 2-0.

Respectfully submitted,

Nancy E. Cole
Administrator