VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
September 23, 2019 DRAFT
The Board of Commissioners met at 9:00 am on Thursday, September 23, 2019. In attendance were Commissioners Adam Leiser, Kathy Koziell and Jay Buckley. Meeting was taped for Madison TV by Tim Hughes.
At 9:05 am Commissioner Adam Leiser calls the meeting to order.
1. Agenda
Adam Leiser makes a motion to approve the agenda. Jay Buckley seconds. Motion passed 3-0.
2. Highway Department Report
3. Water
4. Administration
Presentation for Saturday is reviewed. Remove additional line after Communications Committee. Discussion on removing last bullet line regarding EPOA on changes in 2019 is held. Kathy Koziell states change improved to positive. Will come back to this.
Dam management policy review by Fire Chief expected tomorrow.
Intent of environmental plan for EPOA on a cleaning pond sweep is held.
Discussion on road projects to be included. Jay Buckley outlines road maintenance over the next 5 years is anticipated to be at $500,000. Road work should be proposed at an annual cost. Discussion on total plan and overall needs for roads and ability to show impact for funds to be available going forward. Jay Buckley discusses need for overlay on Eidelweiss Drive for next year; this year the road is approved for a shim this year. Discussion on origination of cost estimate; came from Bruce Davis at Allstate Paving. Jay Buckley outlines process for overlaying a road and overall road life cycle and deterioration of roads that are not maintained.
Clarify petitions to Town of Madison for Highway Block Grant and Meals & Room tax.
Review of estimated tax increase is held. Discussion on anticipated numbers for proposed estimated tax increase is held.
Discussion on proposing water bill for 2020 is held.
Outline on warrant article proposed funds and funding intents for 2020 and 2021.
Additional future years are reviewed and discussed; $260,000 per year is recommended going forward for these projects.
Discussion on having annual impact available for all options for loans.
Adam outlines that plan without bonds is in best interest of VDOE going forward even if creates increase in next couple of years.
Being prepared for discussion on tax versus water rate is discussed. Jay outlines plan could get a lot done in just a few years but has a negative impact on tax rate. Placing funds in CRF’s for trucks is outlined; bonding large projects with long life cycle infrastructure is outlined. Spreading cost out over many years is outlined as beneficial for municipal finance. Discussion on impact of high tax rate is held. Adam outlines need to have tax increases to better services. Reduction of services could also be a negative impact. Jay Buckley outlines high tax rate can be a deterrent on home sales and property values. Continued discussion on starting point and projected projects to be funded and planned for going forward.
Adam outlines hope for voter buy in on projects as proposed and funding as proposed. Lack of selling a long-term plan by prior Board’s is outlined. People need to know what the plan is going forward in order to get support for the plans as outlined.
Jay outlines two slides that he had sent for road projects. The updated number for Eidelweiss Drive is the $225,000 projected for overlay. Discussion on inch and a half overlay as proper schedule for best road preservation practices.
Kathy will send updated slides.
Putting presentation on website is discussed; Adam states hold until after presentation is made. States persons can misuse presentation. May happen regardless. Jay Buckley makes a motion to post on website. Adam Leiser seconds. Motion passed 3-0.
Discussion on creating handouts of slides. No handouts.
Kathy Koziell makes a motion to send an email blast Wednesday as reminder for meeting. Adam Leiser seconds. Motion passed 3-0. Including a link to the presentation will be done.
Discussion on snacks; Jay will provide snacks and Kathy will provide a ‘box of Joe’.
5. Accounts Payable
6. Minutes
Discussion on minutes. Continue to hold.
7. Commissioners Reports
3 pm Wednesday will be meeting with Joe Farnese at his property. Adam will not be able to attend. Review will occur for change of culvert that Joe Farnese states was changed illegally.
Adam states he reached out to Kevin Ackert to request owner information on lot with rocks available.
Adam discusses individual budget analysis offer made by Terri Cancelarich. Adam questions motion. Kathy Koziell outlines discussion with Board at Terri’s option.
Jay Buckley states apology to Adam Leiser that he did confirm discussion with Rick Skarinka.
Discussion on establishing a meeting with Chris Albert is held. Water Committee should have input from Chris prior to the meeting. Adam outlines concern for project. Contact Chris Albert on status of tank project. Bid? Project status? Tank? An email will be sent today.
Adam Leiser meet Ian first Thursday of month. Kathy Koziell seconds. Motion passed 3-0.
Adam Leiser questions Communication Committee meeting. Kathy Koziell outlines newsletter went out last week. Updating website is recommended for a local web-site designer. Adam states disappointment with committee; Kathy Koziell outlines should have been more pro-active.
Adam Leiser makes a motion to produce two newsletters per month. Jay Buckley states not necessary. Website and email blasts can be used for time sensitive information. Kathy Koziell outlines Communication Committee to be more pro-active; two newsletters per month would be too much. Motion fails for lack of a second.
Adam Leiser discusses creation of duplexes within the VDOE. Believes that this would be beneficial for the District. Will need to be looked into as this would require a change to the Town of Madison Zoning Ordinance. Detriment of additional cars and persons is outlined.
Jay Buckley makes a motion to auction canoes/kayaks at minimum bid of $100 Columbus Day weekend in VDOE possession. Kathy Koziell seconds. Adam recommends doing in the Spring, Memorial Day is discussed. Option of $100, first come first serve by mail is discusses. No vote – motion tabled.
Jay Buckley states apology to Adam Leiser that he did confirm discussion with Rick Skarinka.
Discussion on establishing a meeting with Chris Albert is held. Water Committee should have input from Chris prior to the meeting. Adam outlines concern for project. Contact Chris Albert on status of tank project. Bid? Project status? Tank? Nancy Cole will contact Chris for an update on the status.
8. Signature Items
9. Correspondence
10. Scheduled Appearances
11. Public Comment
12. Other Business
At 11:57 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 passed 3-0.
Motions and votes of non-public session:
Motion made by Adam Leiser, to have Kelly spend 2 hours a month training Jeff on foreman responsibilities. Jay Buckley seconds. Passed 3-0
Motion made by Adam Leiser, to have Jeff submit weekly, any hours where he is working in conjunction with someone without Kelly’s presence with the intent that the BOC would compensate for those hours. Jay Buckley seconds. Passed 3-0.
Motion made by Adam Leiser to have Kathy Koziell contact NHMA regarding employee compensation. Jay Buckley seconds. Passed 3-0
Motion to exit non-public session made by Adam Leiser, Kathy Koziell seconds. Passes 3-0.
Exit non-public at 1:15pm
Motion to adjourn made by Adam Leiser, Kathy Koziell seconds. Passed 3-0
Meeting adjourned at 1:16pm
Non-Public minutes recorded by Kathy Koziell.
Respectfully submitted,
Nancy E. Cole
Administrator