VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
December 29, 2019
The Board of Commissioners met at 8:00 pm on Sunday, December 29, 2019. In attendance were Commissioners Adam Leiser and Jay Buckley. The meeting was filmed by Tim Hughes of Madison TV. Paula Doyle and Andrew Harteveldt also were in attendance.
- Agenda – Adam motion to approve agenda. Second Kathy. Vote yes 2-0
Adam motion: Call Kathy Koziell. Second Jay. Vote Yes 2-0
2. Highway Department Report - None – this is a Sunday night meeting
- Water – Adam motion: Spend up to $500 for water hookup fee for 22 Interlaken. Kathy second. Vote yes 3-0
Jay motion: Spend up to $500 for water hookup at 24 Bern Drive if the $8000 water hookup fee has cleared the bank. Adam second. Vote yes 3-0
- Administration –
Adam motion: Sign the healthtrust form. Jay second. Yes 3-0
Adam motion: Allow Adam to contact Peter Chapel to ensure proper completion of document. Kathy second. Vote yes 3-0
Adam states that it is up to Nancy Cole and her POA to contact Healthtrust to ensure health insurance continues.
Adam motion – Sign the letter to Chief Clark. Kathy second. Vote yes 3-0. Adam to send it.
Discussion about bonuses. Adam states we can’t give out bonuses to any employees. Adam checked with NHMA to confirm that bonuses can’t be given out because of the overexpenditure of the 2019 budget. Adam suggests a letter to employees thanking them and explaining the situation. Kathy and Jay both state that they are in favor of the letter. Adam will write it.
Paula questions the overexpenditure in the budget. She wonders why the BOC reported that we would be within the budget and now we are not. Adam and Kathy explain why the numbers have been difficult to discern.
Adam brings up 50/50 deductible on health insurance. Kathy and Jay state that it should be first $1500 per person. Reimbursement made at $1500 mark or at end of the year – whichever comes first.
Question comes up about Kelly taking the $10,000 insurance buyout. Adam states this should be paid biweekly.
Adam asks Kathy about health insurance questions getting into the employee handbook. It has not yet been done. Adam asks Kathy to add this.
Jay states that he reviewed the employee handbook but wouldn’t send it to the BOC. Jay states he will only communicate about the handbook in a public meeting. Adam states that Jay could give us feedback without it being a conversation because any discussion about changing the handbook would be done during a public session. Adam states it’s no different than BOC reviewing a proposed letter and reviewing it and then saving thoughts for a discussion in a public meeting.
Jay specifically asks about bereavement days. Kathy states that this is irrelevant because we need a structure first and details can be determined later.
Andrew states that the employee handbook is very important. Andrew suggests not changing details at the same time. Andrew says we should get two employee handbooks: one done asap and the second done later with negotiation. Adam states this is a great idea.
Adam summarizes Andrew’s thoughts about ensuring no massive changes occur on the employee handbook now so we get a new one asap. Changes will need to be made on the new one now because Adam did make substantive changes in the proposal. Adam states that one possible problem is that things are “understood” with employees and that is an additional challenge.
Jay and Kathy are going to sit down together to compare the current handbook and the proposed handbook. Changes to a third version would be done later. Goal is to get something to legal asap. Date to do this is asap.
- Accounts Payable –
Adam motion: to pay Kelly the $350 we owe for on-call. Jay second. Adam states he thinks it’s $500 and not $350. Vote No 3-0.
Adam motion: to allow Kathy to work with admin to calculate the exact number for Kelly and have it added to this week’s payroll with a limit of $750. Jay second. Vote yes 3-0.
Adam motion: to pay $18770.98 in accounts payable. Second Jay. Vote yes 3-0.
Kathy summarizes her conversation with the legal expert regarding employment matters. Kathy further explains that it was difficult because of quickbooks limitations. Adam states that it’s not up to the district to inform Nancy that this is taxable income. Adam wonders if the VDOE is doing something wrong by not having taxes withheld. Kathy states that we are following the advice of our legal counsel.
Paula suggests that the BOC erred by not having money allocated properly. Andrew says things have improved but more improvement is needed.
Adam motion: Pay Kelly $208.50 for overtime worked on 12/13. Jay second. Discussion ensues. Payment was already made. Vote no 3-0.
Adam motion: sign the bottom of payroll from 12/13. Jay second. Vote yes 3-0
6. Minutes –
Adam motion: Approve minutes of 12/17/19. Kathy second. Vote yes 3-0
Adam motion: Approve minutes of 12/19/19. Jay second. Vote yes 3-0
7. Commissioners Reports –
DRA discussion ensues. Kathy states nothing should be completed or turned in to the DRA. Adam is concerned about the letter Jay sent to the DRA on 12/27 which was the business day before this meeting. Kathy states the same thing. Adam expresses concern that an email was sent with incorrect information as well. Adam encourages each BOC member to read RSA 32:11. Andrew suggests we have a budget committee. Adam states that he doesn’t think we are allowed to do it. Neither Kathy nor Adam report seeing the RSA that discusses the overexpenditure and how it should be properly addressed. Jay to get a summary email from Michelle at DRA about their conversation and also forward the RSA about overexpenditures to the other commissioners.
Discussion ensues about Little Loop money remaining. $5900 remains. Adam wonders if the 4k design is detailed enough for Kelly to do the project.
Adam motion: Give Kathy permission to sign a contract with White Mountain Survey for up to $5900 only if that contract will give us enough information for the VDOE DPW to complete the project. Kathy second. Vote yes 3-0.
Further discussion ensues about encumbering funds.
Jones and Beach will be contacted by Jay saying “no thanks” on Little Loop.
Adam motion: to give Adam permission to meet with Richard Clark. No second.
Jay says we should invite him to a meeting. Adam is fine with that. January 9th is the target. Jay to invite.
Adam summarizes conversation with Charlie Krautman and that Kathy was with Adam when Charlie called Adam (Adam was driving Kathy to the airport). Kathy did not participate in the conversation. This was a chance encounter and nothing illegal was done. Kathy confirms what Adam states: Kathy did not participate in the conversation with Charlie. They did not talk about the dam before or after the call with Charlie.
Adam highlights that the BOC actually broke the law by NOT doing a draw down in September/October. Further discussion ensues. Jay believes that the old dam management plan was more than 15 years old. Adam thinks that isn’t true but isn’t certain. Andrew wonders what we’ve learned. Adam points out that the goal is to have a workable document for future use. Andrew asks about a calendar. Jay states we’ve done it. Dates for major events could be helpful. Adam states we did this. This should be continued. Question: Is admin keeping up with calendar? Is DPW also keeping up with calendar? Adam continues about the dam management policy and explains that according to Charlie Krautman, a public hearing is NOT needed every time a draw down is done: a public hearing is only needed to adopt the policy. Adam also confirms that he researched what has been done in the past and much of that was illegal. In 2018, the BOC removed two ten inch boards from the dam. The second of these boards was removed in November. Both of these actions were illegal.
Adam states that the treasurer is overpaid for the work being done. Andrew suggests going to an hourly rate with a do not exceed. Paula states we should look at changing the amount at the conclusion of the term. Jay states current salary is appropriate. Paula suggests having a conversation with the treasurer. Jay to send RSA that outlines treasurer responsibilities to BOC.
Adam asks Jay to write petitioned warrant articles for the Town of Madison. Jay to do this by 1/12/20. This would be for road money and room and meals money.
9. Correspondence –
Adam motion: Sign contract for Eastern Propane. Jay second. Vote yes 3-0
10. Scheduled Appearances - none
11. Public Comment
Motion to adjourn Adam – second Jay– Vote yes 3-0. 10:05pm