VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting Minutes
Wednesday December 16th, 2020
The Board of Commissioners met at 9:00 am on Wednesday, December 16th, 2020. The meeting was held by phone. In attendance for full meeting were Commissioners Kathy Koziell (KK) and Paula Doyle (PD) and Administrator Donna MacKinnon (DM). Commissioner Jay Buckley (JB) joined the meeting at 9:22 AM. Kelly Robitaille (KR) was in attendance for the first half of the meeting.
1. Call to Order
At 9:07 am Commissioner Kathy Koziell called the meeting to order.
2. Agenda
No agenda was created for this meeting, as the primary purpose was to discuss drafts for the 2021 budget and warrant. A budget draft created by KK (2021 Proposed Buget.xlsx) and several warrant draft ideas created by JB (2020 PROPOSED WARRANTS JB.docx) were distributed prior to the meeting. (noted JB file name was labeled as 2020 and not 2021)
3. Discussion
Reviewed budget proposal on DPW costs with KR. KK and PD discussed and agreed that costs for needed DPW 1 Bathroom renovations and a new furnace should be included in the Building & Grounds line item of the operating budget as opposed to being a separate warrant article. Both of these projects are critical needs and risk being unfunded if proposed as warrant articles. They can and should be funded through the operating budget as necessary maintenance for the building.
JB joined the meeting at this point.
Under “EQUIPMENT & MAINTENANCE”, discussion on Repairs/Maintenance/Supplies. Approx. $32K spent to date in 2020 below budget. Concern that high maintenance costs are difficult to project. JB recommends funding the Highway Repairs capital reserve account through a warrant article to account for future unanticipated costly repairs. Also 2021 will hopefully be lower in repairs with 2 newer trucks in fleet. Other items discussed with minor revisions made to several lines.
Under, “ROADS,” reducing Salt & Sand and increasing Gravel. Discussed that several line items saw significant deals in 2020 due to offers from vendors. Cannot necessarily anticipate in 2021. Other small revisions made to some line items.
Discussed four warrant recommendations from KR.
1-Reclaim and repave Chocorua View Drive. Got estimate 1 year ago for $37,100. This is a critical project as road is in very bad shape. Need to confirm that this budget is still appropriate.
2-New blower for ditches and roads which could mount on backhoe for $6,000. Many other towns in area including Madison & Tamworth are also getting these. Will allow for more effective and efficient cleaning of leaves from ditches & culverts.
3-Brush cutting on right side of Eidelweiss Drive for $7,000. JB also added that we should include brush clearing along Main & Rigi water mains for ongoing maintenance to the areas above water mains as also recommended by water system engineer. JB to work with KR to get costs.
4-Engineering for drainage work on Little Loop Rd to include survey, wetlands permit and design. In 2020 was estimated at $14,000.
KR also pointed out that big International truck would likely need to be replaced in 2 years.
Prior to leaving the meeting, the BOC informed Kelly about the 2020 bonuses that have been allocated to him and his team. KR expressed thank you on behalf of team.
KR leaves the meeting.
Discussion continued on JB proposed warrant articles:
#6-Tank Pumping Maintenance to fund pumping & cleaning of DPW tight tank and beach outhouse tanks. Discussion that beach tanks should be pumped annually and funded through “Parks & Recreation” line item on operating budget. Discussion that tight tank pumping will likely be needed every 2-3 years so good idea to create this fund and deposit $2500 in first year followed by $2500 in years that follow so money will be there when alarm goes off and it needs to be pumped.
#1 – Already discussed with KR.
#2 Asset Management – All agree. Fund through unassigned fund balance.
#3-Don’t need this – already have this fund.
#4 & #5-already discussed – don’t need these – fund through operating budget.
#7-Health Care trust- agreed to fund it but lower to $5,000.
#8-Discontinue tank repair fund-after discussion, recognized that this is not designated as just a repair fund and can be used for repairs or replacement and that we should keep it for funding of future tank projects.
#9-New Truck Fund – fund $50,000 for new trucks. Important to plan ahead especially with replacement for big white International truck will likely be needed in 2 years. Fund through Unassigned fund balance so no new taxation needed for this.
#10-Equipment Repair Fund – fund $10,000. All agreed important for future large, unanticipated repairs. Fund through Unassigned Fund Balance so no new taxation needed for this.
JB made a motion to encumber $5,000 from warrant article #7 from 2020 to repair Eidelweiss Drive for use in 2021. KK seconded motion. Approved by vote of 3-0.
Discussion continued on proposed budget draft.
PD suggested that Salaries for Officers (Commissioners) should be increased over time to encourage more community involvement on the board.
Discussion and some revisions made to line items under Administration to reflect actual costs in 2020 and/or projected expenses in 2021.
Employee Benefits projections based on projected actual expenses.
All remaining line items discussed with some revisions incorporated where agreed.
KK reviewed bond principal & interest payments anticipated for 2021.
Water budget reviewed with some revisions incorporated where agreed.
Prior to adjourning meeting, JB noted that he was planning to attend the Madison ZBA meeting this evening to represent BOC as discussed in our prior meeting. However, he has not been able to locate information on attending via phone. DM and JB will both reach out to town hall to determine if this is an option per the NH RSA about Covid that requires public meetings to provide virtual attendance option.
4. Public Appearances -None
5. Public Comment - None
Paula Doyle made a motion to adjourn the meeting at 12:54PM. Jay Buckley seconded. Motion passed 3-0.
Respectfully submitted,
Paula Doyle, Commissioner