2021-01-21 Commissioners Meeting

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday January 21, 2021

The Board of Commissioners met by phone at 9:00 am on Thursday January 21, 2021.

In attendance were Commissioners Jay Buckley (JB), Kathy Koziell (KK), Paula Doyle (PD), Treasurer Dinah Reiss and Kelly Robitaille (KR).  Donna MacKinnon (DM) was in attendance but was also attending to other business in the office.  The meeting was recorded (audio).                              

At 9:00 am Commissioner JB calls the meeting to order.   

1. Agenda

JB made a motion to approve the agenda.  KK seconded.   Motion passed 2-0. 

2.  ADMINISTRATION

JB reported that Dawson letter of suspension was received.  

JB made a motion to approve the public meeting minutes from 1/14/21 and 1/19/21.  KK seconded.  Motion passed 3-0. 

No water business to discuss. 


Roads – KR reported that things were fairly quiet.  The storm earlier in week was a mess with some overtime put in.  The roads now are requiring a lot of sand because the there is melt that glazes over when temp drops so they are working to keep on top of it.

Discussion on estimate from Bryant for reclaim and paving of Chocorua Drive.  JB asked why “wear coat” was not included – would it be done following year?  KR responded that it could possibly done later in same year but not included in estimate.  He will follow up with Bryant to discuss.

KR asked about his review.  JB explained process and stated that we would probably be ready to meet with him about it next week.

Water Shut Off Notices - Discussion on letter drafted by KK

PD made a motion to approve the letter and for DM to send out this week.  JB seconded.  Motion passed 3-0. 

Letter to Auditors – JB reiterated that he would be filling out for initial draft as discussed in last meeting.

Motion/Action log – JB reiterated importance of this document.  KK volunteered to do a current draft given DM workload.  DM to send KK the latest draft of this document.

Fire Extinguisher Visit – DM reported that she called company but they have not returned call yet.

Selling Ford 550 – Cost reported to run ad in 3 papers will be $195.  JB identified 2 additional resources (municibid.com and “the white farm” used by State of NH which runs auctions, the next will be in May).   Could also use craigslist. 
JB made a motion to move ahead with using municibid, craigslist and the 3 papers.  PD seconded.  Motion passed 3-0. 

JB will draft the ad and use photos from the estimator.

JB makes a motion to approve the manifest with 6 checks totaling $899.09.  PD seconded.  Motion passed 3-0.

Discussion on email received from DR that the Water Line Extension Fund should be held by Madison Trustees.  KK mentioned that she took some offense to the note that she felt implied that this was done intentionally to maintain control of the funds.  KK stated this was not the case.  She pointed out that this fund had been set up wrong several years ago and that Michelle Clark with DRA was the one who pointed out the error.  She stated that there were several discussions late last year about how to transfer it and had been unable to determine next steps so leave as is for time being until it could be sort out.  DR stated that paperwork would need to be done and that she would get the paperwork and forward it to BOC to make this happen.

BOC agreed to have another meeting this week on Saturday 1/23/21 at 9:00 AM to review the final presentation, the warrant articles and budget so that it could be posted on website Saturday afternoon.

PD raised issue about salary line budget for DPW after calculating what should have been actual number for 2020.  DM reviewed in QuickBooks and noted that last 2 weeks of 2019 were actually posted in January 2020.  Same thing was not done at end of 2020 which would account for overage vs PD projections.  KK speculates that this may have been adjusted in the final audit.  DM to discuss with Consultant.

Noted that PD forgot to include the warrant article for the Leaf Blower in the latest powerpoint presentation.  Further discussion on need to buy vs rent.  KR stated that rental unit is less powerful and flexible vs the unit he is recommending.  PD to add to next version of warrant articles.

Signature Items – JB reviewed 3 transfers that need to be signed today.

3.  COMMISSIONER REPORTS

JB - Reported that he attended the Data to Dollars Webinar.

KK - Discussion on the Building Information sheet that she prepared.  Given changes in zoning that Madison would probably make in future, agreed that it is better to make this less detailed and to point people in direction of website for information.  JB to draft short paragraph for review by Bob Boyd to replace what KK wrote.

PD – nothing new to report.

4.  CORRESPONDENCE

-White Mountain CDL testing increasing from $150 to $162.

Discussion on Adam Leiser outstanding request.  JB working on with DM.   Discussion that if after looking, they think something does not exist, then a note should be sent stating this to Mr. Leiser.   

Discussion on Adam Leiser’s new request.  JB stated that he sent to attorney given language of request.  Need to discuss in Non-Public meeting which will be done following this public meeting.

--Discussion on Larry Leonard list of comments and questions about water usage report.  JB to draft response.  PD asked status of water committee.  JB said he asked LL as Chairman to convene a meeting soon.

5.  SCHEDULED APPEARANCES

Mark McConkey reviewed the revised design for the septic at the property on 39 Interlaken.  The house was downsized from 4BR to 3BR including a garage with a breezeway to house.  The septic will be a Presby Advanced Environmental which was used recently on a property on Blinden.  Mark explained again that he approached our BOC because he wanted our feedback before going to the Madison Planning Board.  A prior septic approval has expired.  He is seeking 2 variances.  The house is 23.69 ft from the wetlands (vs. 30 feet permitted).  The septic is 55.85 feet on one side and 51.31 feet on the other side – this meets NHDES rules of 50 feet but is less than Madison zoning which requires 75 feet.  Design also shows plan for well but Mark stated that has changed and new potential owners want to connect to water system.  BOC discussed and expressed appreciation that property owners and Mark sought BOC input prior to zoning meeting.  After discussion, BOC all agreed that they would not object to the request for the variances. 

6.  PUBLIC COMMENT

DR reported that she made the payment to the bank for the truck loan but would not be paying the late fee.  She noted that we could set up automatic payments for this loan and the others that are currently held by the Bank of NH.   Agreement that would be worthwhile.

7.  NON-PUBLIC

JB makes a motion at 10:35 AM to go into Non-Public for RSA 91-A:3, II (b).  KK seconded.  Motion Passed 3-0.

PD makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (b) and return to Public meeting at 11:09 AM.  JB  seconded.  Motion Passed 3-0.

During Non-Public meeting, BOC agreed to hire a new part-time Administrator and that PD would contact L Baker to let her know.

During Non-Public, Commissioners approved a motion to seal the minutes of the Non-Public meeting.

JB makes a motion at 11:09 AM to go into Non-Public for RSA 91-A:3, II (L).  PD seconded.  Motion Passed 3-0.

JB makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (L) and return to Public meeting at 11:19 AM.  PD  seconded.  Motion Passed 3-0.

During Non-Public meeting, BOC agreed that per legal advice PD would draft a letter to A Leiser in response to his request.

During Non-Public, Commissioners approved a motion to seal the minutes of the Non-Public meeting.

JB makes a motion at 11:19 AM to go into Non-Public for RSA 91-A:3, II (a).  KK seconded.  Motion Passed 3-0.

JB makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (a) and return to Public meeting at 12:01 PM.  KK  seconded. Motion Passed 3-0.

During Non-Public meeting, BOC agreed to schedule KR review for Thursday 1/28. 

During Non-Public, Commissioners approved a motion to seal the minutes of the Non-Public meeting.

8. Adjournment

JB makes a motion to adjourn the Public Meeting at 12:01 PM.  KK seconded.  Motion Passed 3-0.

Respectfully submitted,

Paula Doyle

Commissioner