Village District of Eidelweiss
12/6/19 VDOE BOC meeting
Jeff Demartino, Kelly Robitaille, Tim Hughes of Madison TV were in attendance
Commissioners Adam Leiser and Jay Buckley were in attendance.
Meeting called to order at 9:33am
Adam makes motion to approve agenda. Second Jay. 2-0 Yes
Review of health insurance options for workers is discussed. Adam believes further conversation should be done in non-public. Jay disagrees. Both employees are ok with discussing this in public session.
Kelly believes most municipalities offer a family plan. Jeff is ok with current plan. Kelly wants coverage for his son. Adam explains the BOC rationale for deciding the plan that was chosen.
Jeff is willing to do the family plan if he has to in order to help Kelly. Jeff would prefer to keep the two person plan.
Kelly spoke with his insurance adviser.
Jay says he supports VDOE paying full for both Jeff and Kelly with each paying 75% of deductible.
Kelly and Jeff want Adam to reach out to Pater Chapel and set up a time for a conversation. Adam will try and get this conversation scheduled asap.
Adam motion: to accept a phone call from Peter Chapel if he calls back during the meeting. Jay second. 2-0 yes
Adam motion: to call NHMA to find out if we can offer two different plans to two different employees. Jay second. 2-0 yes
Adam motion: to accept a phone call from the NHMA if we get a return call during the meeting. Jay second. 2-0 yes
Preliminary price of $49,800 cab chasse for Chevy Silverado 5500MD. Expected cost for outfitting is $50,000. This would be a Terra Star replacement.
Dumpster is full. We have a few culvert pieces that we couldn’t get in because they don’t flatten. More effort to flatten material for more space will happen today. Concrete will go to Coleman.
New truck is “a dream”. The Chevy Silverado has the same plowing ability as the 7400. The grader currently pushes back snowbanks where the 7400 can’t go.
550 is sitting and waiting for parts. The bill should be less than $6,000.
26 Little Loop will have driveway repaired from drainage problems once the snow melts. The rut is in the driveway.
The DPW used 5 Burgdorf for a turn around during the recent storms. It isn’t ideal but it worked.
33 Upper Lakeview is discussed. Hand sketch requested is computerized and has dimensions.
Adam motion: to Adam have the sketches and bring them to the residents at 33 UpperLakeview. Jay second. 2-0 Yes
Discussion about International. DPW doesn’t support keeping the 550 as an emergency vehicle.
Sanding capacity is much greater on the big truck but it can only go on the flatter areas.
Adam wonders if we can avoid replacing the sander for the 7400. Kelly thinks he can get the VDOE through 2020/2021 winter with a few thousand dollars of materials on the current sander. Jeff and Kelly think that vehicle needs to stay in service for plowing/sanding.
Adam discusses an email that came from a resident about people driving recklessly and too fast on Eidelweiss Drive. Discussion ensues.
Adam supports contacting the Madison PD and asking for speed traps. Jay to send an email and CC other commissioners and the office.
Computer discussion ensues. Kelly forwards the district phone to forward to his personal phone.
Jay will create Dpw@vdoe-nh.org to Kelly’s work phone. This will be done by 12/13/2019. Kelly will carry the second phone during work hours. Phone may need to be upgraded.
Asking for the Madison grader is not an acceptable long-term option according to Kelly.
Thusis is discussed. Nothing has been touched. Jay mentions encumbering funds. Adam says he won’t discuss until he sees something from NHMA that states we can encumber funds. Kelly wonders why we would encumber the funds at all.
Little Loop is also discussed. DPW is to purchase everything this year and do Little Loop and Thusis out of regular budgets next year. Office will provide remaining dollar amounts of each warrant to BOC and DPW. This to be done by 12/12/19.
Thusis has $3400 remaining.
Little Loop has unknown amount of money left but will be plenty for the project. Unused money will go to the unassigned fund balance.
Discussion about paving ensues. Kelly to ask Bruce at All State for old report.
Jay motion: approve the manifest of 12/5/2019. Adam second. 2-0 yes
Jay motion: approve the manifest of 12/6/2019. Adam second 2-0 yes
Adam motion: approve payroll in the amount of $5746.17. Jay second. 2-0 yes
Kelly 40 hours and 51 hours
Jeff 42 hours and 42 hours
Tony 30 hours and 0 hours
Donna 21.5 hours and 11 hours
Kristin 0 hours and 8 hours
Adam states he wants to get paid starting on 1/1/20.
Jay states he wants to get paid starting on 1/1/20.
Minutes can’t be approved because we don’t know which meeting minutes haven’t been approved.
The heat is off in the lodge.
The electrical upgrades are being done next week.
Third party electrical will be discussed in January.
Granite state responded with our beach testing questions. More discussion for later.
Adam motion: response from Granite State to go to the environmental committee. Jay second. 2-0 yes
Admin needs to be notified to review minutes and do what is their responsibilities.
Drinking water is fine.
Discussion tonight about beaver dam
Tight tank discussion ensues. Very rough estimate is 10k. DES needs approval. Jay went to Fluet to get a price. Adam wonders if White Mountain Survey should be brought in.
Jay reports that Fluet Engineering is the official water system engineering firm. Adam says this needs to be switched to Jones and Beech.
22 Interlaken water hookup evaluation in process.
Dinah transferred 85k for warrant articles. $57k approximately is left.
Adam motion: to make two, $20,000 CRF deposits. Jay second. 2-0 yes
Adam forwarded DES sanitary survey arrived. Jay hasn’t reviewed it yet.
47 Eidelweiss Drive email never was distributed to the BOC. Adam and Kathy will set the December schedule tonight and respond to the property owner.
Adam motion: sign CRF deposits out of session. Jay second. 2-0 yes
Adam motion: Adjourn. Jay second 2-0 yes
11:30am
Dec 6, 2019
Call to order 8pm
Adam motion: To approve the dam management plan that Adam sent to the office in September. Kathy second. Discussion ensues. Yes 2-0
Adam motion: To allow Adam to speak directly with the DPW employees to discuss health insurance as needed. Second Kathy. Discussion ensues. Yes 2-0 Kathy wants the employees to pay the difference if one employee wants a family plan rather than a two person plan. Kathy also adds that a 19 year old with limited income should be able to get affordable health insurance through healthcare.gov.
Buyout discussed.
Adam motion: To allow Adam to offer a 10k buyout for health insurance to each employee for health insurance if allowed by law. Second Kathy. Discussion ensues Yes 2-0
Budget discussion including review of 2019 total expenses. It looks like the VDOE won’t over expend the 2019 budget.
Dinah never applied for loan proceeds to cover warrant articles in regards to the electrical upgrades. This was requested during the week of 11/18/19.
Adam discusses cutting treasurer salary to $100 per month. Kathy is in agreement. The job doesn’t appear to require more than a few hours per month. At 10 hours per month, that is $25 per hour which would make her the highest paid employee in the district. Neither Kathy nor Adam thinks that the job even requires 10 hours per month.
Discussion about signing the CRF contribution form. Kathy believes the wrong form is waiting to be signed. Adam won’t sign it. Treasurer will be asked to rewrite with the correct form.
Adam motion: Approve payroll. Kathy second. Discussion ensues about unsigned document. Kathy to sign in place of Jay. Vote yes 2-0.
Adam motion: Approve all unsigned manifests. Kathy second. Kathy to sign in place of Jay. Vote yes 2-0.
Adam motion: Approve all draft minutes prior to November 24, 2019. Kathy second. Yes 2-0.
Presentation discussed and practiced.
Adam motion: Have Kathy get a price from Jim Rines for the Tight Tank project. Kathy second. Vote Yes 2-0.
Adam motion: Have Chris Albert attend the December 7 meeting. Kathy second. Vote yes 2-0.
Adam motion: Kathy to take the minutes on 12/7/19. Jay to write only the questions. Adam to present. Kathy second. Yes 2-0
Kathy states that she wants to get paid beginning on 1/1/20.
Adam motion to go into non-public pursuant to RSA 91a:3,II (a) employment matters
10:30pm Kathy second. Yes 2-0.
Adam motion to exit non-public. 10:55pm. Kathy second. Yes 2-0
Adam motion: Seal the non-public minutes. Kathy second. Yes 2-0
Adam motion: adjourn. Kathy second. Yes 2-0 11pm