VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting Minutes
Thursday December 10th, 2020
The Board of Commissioners met at 9:00 am on Thursday, December 10th, 2020. In attendance were Commissioners Jay Buckley (by phone), Kathy Koziell (by phone), Paula Doyle (by phone), Administrator Donna MacKinnon, and Administrator Lynne Baker (by phone) taking minutes. The meeting was held at the Office of the Village District of Eidelweiss. Residents could call into the meeting via conference call.
1. Call to Order
At 9:00 am Commissioner Jay Buckley called the meeting to order.
2. Agenda
Jay Buckley made a motion to approve the agenda. Kathy Koziell seconded. Motion passed 3-0.
3. Administration
Reinach Tank Status Report: Brad Jones did not call in to the meeting.
Discussion of Disbursements
Water System Report: Ian Hayes did not call in to the meeting.
DPW Report: Kelly Robitaille
Discussion of Misc. Items:
Kelly Robitaille affirmed that the new truck has been acquired and is up and running.
Kelly reported that Jeff DeMartino has tested negative for Covid-19 after Jeff’s wife had contracted the virus. Kelly said Jeff will need to be tested again this coming week.
Paula Doyle inquired as to the ice accumulating at the school bus stop.
Kelly stated it had been addressed.
Kathy Koziell asked if there was a need to rent another dumpster to rid the VDOE of debris.
Kelly stated that was not necessary, the VDOE had been cleaned up and was past that point.
Discussion of Department of Labor Requirements:
Kathy Koziell stated she would reply to the DOL inquiry as to the old truck and notify them it was going to be sold.
Discussion of DPW Budget:
Jay Buckley reported that the DPW Budget came in under budget due to Kelly Robitaille capitalizing on Coleman’s gravel sale.
Kathy Koziell stated there were funds in the DPW Highway Trucks and Repairs budget if needed for more winter supplies.
Discussion of the Sale of the Old Truck:
Jay Buckley inquired as to the status of determining value of the truck to determine a minimum bid, should it be offered for public sale.
Lynne baker reported she had contacted Primex Insurance (at Jay’s request) to determine an exact value of the truck as is. Lynne spoke to a representative at Primex who suggested we contact one of their contracted auto appraisers who could provide a complete appraisal, and provide documentation for a potential sale, at a fee.
Jay Buckley made a motion to approve up to $300.00 from the equipment and supply budget to hire a professional appraiser to determine the value on the old truck, with plow and sander body, to sell. Paula Doyle seconded. Motion passed 3-0.
Jay Buckley remarked that the BOC will enter a Non-Public meeting to address end-of-year bonuses for employees under RSA 91-A:3,II (a). No motion was made at this time.
At this time VDOE resident Sally Hassey called into the meeting.
Discussion of rocks that had not been removed on Sally Hassey’s property.
Jay Buckley agreed to meet with a member of the Hassey family to define which rocks she is referring to, mark them with paint, and inform the homeowner that nothing more would be done until the spring.
Jay requested that the office provide Sally Hassey with his contact information.
Discussion of Certified Letter from the Madison Zoning Board re:13 East Bergamo Road:
Donna MacKinnon presented the notification letter the VDOE received from the MZB regarding 3 setback variance requests from the homeowner at 13 East Bergamo Road.
The setback variances requested are for the house, the leach field, and the driveway.
Kathy Koziell stated that the location of the septic system was a critical concern.
Paula Doyle and Jay Buckley agreed that anything that would hurt the ponds should be opposed.
Kathy Koziell asked if the homeowner could provide an alternative solution for the BOC to consider.
Jay Buckley made a motion that the BOC authorize him to attend the Madison Zoning Board meeting of December 16th, 2020, to voice opposition as an abutter and request an alternative be presented. Kathy Koziell seconded. Motion passed 3-0.
Administrator Report: Donna MacKinnon and Lynne Baker
Discussion of Employee Health Plan Options for 2021:
Donna MacKinnon affirmed that Kelly Robitaille and Jeff DeMartino had submitted their options for 2021. She also reported the office had received an email from Nancy Cole stating she has been on the 1-person plan and will continue to be under Cobra.
Donna MacKinnon stated the payment had been received for the 47 Eidelweiss culvert.
Discussion of fund transfer from the Water System Budget to the CRF:
Kathy Koziell stated that no more funds should be taken from the CRF, as payments for the bleeders can come out of the water budget instead.
Discussion of Deadline to register for candidacy:
Donna MacKinnon stated the deadline to file an application to run for candidacy of an open board position is January 29th, 2021. Positions are for a 3-year term.
Kathy Koziell asked about the term length for the Clerk position.
Paula Doyle offered to draft a notice for the opening on the next newsletter requesting more people be involved in the process.
Discussion of the Minutes of November 25th, 2020:
Paula Doyle and Kathy Koziell requested some changes be made to the minutes.
Lynne baker agreed to make the changes as requested.
Jay Buckley made a motion to approve the minutes of November 25th, 2020, with the changes requested by Paula Doyle and Kathy Koziell. Paula Doyle seconded. Motion passed 3-0.
Discussion of the Minutes of December 3rd, 2020:
Paula Doyle and Kathy Koziell requested some changes be made to the minutes.
Lynne baker agreed to make the changes as requested.
Jay Buckley made a motion to approve the minutes of December 3rd, 2020, with the changes requested by Paula Doyle and Kathy Koziell. Kathy Koziell seconded. Motion passed 3-0.
4. Tabled Items
Mark McConkey variance correspondence, Jurji Czernow’s Snowmobile Access request, Policy and Ordinance Changes, Dam Management Policy.
5. Accounts Payable
Discussion of Manifest:
Jay Buckley made a motion to approve the manifest of 9 checks in the amount of $9,612.29. Kathy Koziell seconded. Motion passed 3-0.
6. Signature Items
Discussion of second Driveway Permit for 7 Biasca Place:
Jay Buckley stated that the driveway does need a culvert for proper drainage and that the homeowner must apply for a new driveway permit.
Kathy Koziell suggested waiving the fee for the homeowner filing a second permit application.
Jay Buckley made a motion to waive the fee for a second driveway permit for 7 Biasca Place. Kathy Koziell seconded. Motion passed 3-0.
Discussion of 2021 Eastern Propane Certificate:
Donna MacKinnon presented a new certificate for 2021, required from Eastern Propane for all places where diesel fuel is delivered.
Jay Buckley made a motion to approve signing the 2021 certificate for Eastern Propane. Kathy Koziell seconded. Motion passed 3-0.
Discussion of proposed Granite State Analytical Fees for 2021:
Donna MacKinnon presented the 2021 proposed contract for water testing fees of $7,962.00 from Granite State Analytical (GSA), mentioning that radon testing was not included.
Lynne Baker indicated that Lead & Copper testing was also not included in the presented fees.
Kathy Koziell asked if the VDOE had been billed from GSA as to the samples that Jay Buckley and Donna MacKinnon had collected and delivered.
Jay Buckley requested that the office contact GSA for clarification.
Discussion of 9 Reinach Place:
Jay Buckley drafted a letter to the homeowner regarding there will be no more work done on the water project until the spring of 2021, therefore they would not have water this winter.
Kathy Koziell made a motion to sign and send the letter to the property owner of 9 Reinach Place, with the changes requested by her. Jay Buckley seconded. Motion passed 3-0.
Discussion of 17 East Bergamo Road:
Donna stated the Driveway permit had been approved in last week’s meeting but was not signed.
Jay Buckley made a motion to respond to the homeowner’s email. Paula Doyle seconded. Motion passed 3-0.
7. Commissioners Report
Discussion of Year-End Employee Bonuses:
Jay Buckley reported he had clarified with the NHMA that employee bonuses are considered income, therefore, both employee and municipality must pay the regular taxes, and go through standard payroll.
Discussion of 2020 Budget:
Kathy Koziell stated the 2020 budget was in good shape with $113,400.00 remaining.
Discussion of 2021 Budget and Warrant Article Meeting:
Kathy Koziell inquired as to having a meeting next week to solely address the 2021 budget and warrant articles next Wednesday at 9:00 am.
Paula Doyle offered to take the minutes and requested that Kelly Robitaille
Discussion of Taking of Meeting Minutes:
Kathy Koziell asked if Lynne Baker could begin typing the minutes at meetings, instead of handwriting them during the meeting then spending additional time transcribing them.
Lynne Baker agreed to attempt going forward.
Discussion of Replacing Badger Meters:
Kathy Koziell reported that the 2 Badger Meters needed for the Summit pumphouse had been allocated to the Chocorua pumphouse and needed to be replaced.
Jay Buckley made a motion to approve $5,000.00 from the water system budget be used to replace the 2 Badger Meters used at the Summit pumphouse. Paula Doyle seconded. Motion passed 3-0.
Discussion of Andrew Harteveldt Email:
Paula Doyle read the email aloud.
Discussion Covid-19 Contingency Plan:
Jay Buckley indicated he had spoken with Kelly Robitaille and that a back-up plan was needed in the event both DPW employees were sick and/or quarantined, due to Covid-19.
Jay offered the suggestion that one option was to engage resident-based snowplow operators to assist if needed.
Kathy Koziell stated the VDOE should speak with Kelly Robitaille as he is in contact with the resident plow contractors and could suggest a few that the DPW is comfortable working with.
Discussion of Working from Home Policy:
Kathy Koziell identified the need to create a set policy as to the Administrators working from home, as the VDOE only has the one laptop that can access all files, excluding QuickBooks.
Kathy requested this be addressed at next week’s meeting.
8. Correspondence
Discussion of Doug Prescott Email:
Donna MacKinnon presented an email received from the homeowner.
Kathy Koziell requested Kelly Robitaille speak with him.
Jay Buckley made a motion to respond to the homeowner’s email. Paula Doyle seconded. Motion passed 3-0.
9. Public Appearances
None
10. Public Comment
None
Jay Buckley made a motion to enter Non-Public meeting RSA 91-A:3,II (a), to discuss employee year-end bonuses, without the Administrators present. Paula Doyle seconded. Motion passed 3-0.
The BOC will continue with the minutes from the Non-Public meeting RSA 91-A:3,II (a).
Jay Buckley made a motion to come out of Non-Public meeting under RSA 91-A:3, II(a) and return to Public Meeting at 12:26 pm. Kathy Koziell seconded. Motion passed 3-0.
Jay Buckley made a motion to adjourn the Public Meeting at 12:27 pm. Paula Doyle seconded. Motion passed 3-0.
Respectfully submitted,
Lynne Baker, Administrator