VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Thursday February 18, 2021
The Board of Commissioners met by phone at 9:00 am on Thursday February 18, 2021.
In attendance for the full meeting were Commissioners Jay Buckley (JB), Kathy Koziell (KK), and Paula Doyle (PD), Administrators Donna MacKinnon (DM) and Jerusha Murray (JM) and Treasurer Dinah Reiss (DR). Kelly Robitaille (KR) and Bob Ingram (BI) attended part of the meeting. The meeting was recorded (audio).
At 9:01 am Commissioner JB calls the meeting to order.
1. Agenda
JB made a motion to approve the agenda. KK seconded. Motion passed 3-0.
2. DPW
KR reported that International 4200 blew fuel pump. It had to be towed but has been repaired and he will get it back on road this morning. On manifest this was the invoice for $1,018.48 for Albany Service Center.
KR leaves the meeting.
3. Administration
Welcome to Jerusha Murray, new Administrative Assistant.
Tomorrow we promised Adam Leiser completion of his 91A request. DM needs to send him a note acknowledging that we’ve sent what we can but want to take next week to go back and make sure we’ve gotten everything he requested that we can provide.
JB made a motion to approve the public and sealed non-public meeting minutes from 2/11/21. PD Seconded. Motion passed as amended below 3-0.
JB requested that we amend minutes regarding conversation about heat in office. PD to make change and send to office.
DM worked with Catherine on Mon and Tue and they uploaded a lot of documents for audit requested by Scott Egan at audit firm. They have call scheduled for next Monday with him to make sure they have everything that they need. Pointed out email from auditor that their goal is to complete audit by end of April.
JB discussed O/T for part time employees only payable after person works 40 hours within a week.
JB asked about fund transfers made in February – would these show up on audit. KK explained that this is just a cash flow issue and would not impact actual expenditures from the operating budget.
4. Accounts Payable
JB made a motion to approve the manifest of 7 checks totaling $4,441.25. KK seconded. Motion passed 3-0.
Questions from JB – Paid Catherine $556.50 – is that for month or week? It was for Jan 4-Feb 15. Amerigas bill for what locations? It is 2 invoices for chemical room-DPW1 and DPW 2. What was Lawyer invoice for? $459 for annual meeting and $272 was for additional information for 91-A request. Question about why we are being billed about annual meeting information. DM to send invoice for review by Commissioners to be discussed next week. Commissioners agree to ask DM to hold the lawyer’s check for release until next week.
JB wants to talk about manifests in general. We’ve been doing one every week. Like we do payroll every week, can we do manifests every other week on non-payroll weeks? Would it be more efficient to do every other week? DM says it would be much more efficient that way. JM to check legal requirements on the retirement payments – in NH they have a date that check needs to be there. Leave it up to office on when to run manifest. PD asks about how we will be aware of automatic payments. DR says you will see the debit coming out of our account. Office to report when those are made.
5. Annual Meeting & Budget
Any bills in January that would impact 2020 budget, KK asks that DM send her most recent P&L for last year and KK to update the final budget for what was spent in 2020 so that we can decide if this would impact budget for 2021. KK will also have a report for 2021 to date for next meeting.
May 22 date. Warrant article for lodge to have that lot possibly sub-divided. JB has found that Ron Briggs Surveyor in Conway is familiar with Eidelweiss – he believes that the lodge & cabana building already reside on individual lots and he has old map showing that with written deeds for those from Great Northern. JB asked Linda Shackford the maps that they have from 1970 with 1 lot. KK says that what she looked at the pool and cabana were on one lot and the lodge was on another lot. If the lots were combined, Madison told JB they will re-divide them at no cost. Registry of deeds has the deed - JB to pick up tomorrow. Office to contact 3 real estate brokers to give us a CMA (Jim Lyons @ Select, Steve Anderson @ Pickham, Marjorie MacDonald @ Remax.) Discussion on next steps. Agree to get feedback from agents and go from there.
BI has joined the meeting for discussion on the annual meeting. He shares that there’s a feeling in the community that the election should move forward and not wait until May. KK asks if office has heard from anyone about the date to move to 5/22. Nothing has been received. Discussion on additional costs to have 2 separate dates would include cost for school gymnasium cleaning and for voter checklist committee to be at both meetings. Dates to register to run for office starts on 7th Wednesday before town meeting (4/7) extending til following Friday (4/16). All agree that there’s no value in running election early.
Public budget hearing set for Thursday 4/22 at 7 PM and continuing on Monday 4/26 at 7 PM (only if needed). Will be done with Microsoft Teams. Practice session for teams on 4/19 at 7:00 PM. Notice in paper by Tuesday 3/23. BOC agrees it makes sense to post budget and warrant by 4/15 so people have opportunity to review in advance of budget hearing. Petitioned warrant articles due by 4/20. JM to set up a practice session with Commissioners to test use of running the MS Teams software.
10:27 AM BI leaves the meeting. Office to draft the newspaper notice. When that is confirmed, KK and JM to discuss doing an email and posting to website early next week.
6. Commissioner Reports
JB
-Looking at on call engineering services. Rcvd quote from W&P for performing the asset management project. Will bring to water committee to review. No date yet for water committee meeting.
-Sent email about Ford F550. No bids on Municibid. We had decided to put on Craigslist and 3 local papers but the papers were not done. Have had interest from someone who saw it on Craigslist. Wait until 2/24 to see if any bids come in and if we need to re-run, post in papers at that time.
-Emergency plan for dam on small pond – got message from Stephanie who is waiting for signature on quote before sending it to us.
-References prior discussion on rooms & meals tax and whether worth it to petition at Madison town meeting that we go after it. JB is in favor of doing this and willing to write it up and go to Madison town meeting to support it. KK asks if can we find details on which homes it comes from so that we can justify how much of it comes from Madison so we can determine how much of it comes from Eidelweiss. JB responds that DRA does have the detail. You can fill out a form to get this info. JM to research and work on this issue.
-JB has also been searching for former resident who owes back water fees and had agreed to pay in installments. He has found several addresses but hasn’t determined current address yet.
-DW permit for 8 Grandval – it is on a Class V road.
-JB inquired about first payment from person who said they would pay installments. DM reports we got first payment this week and sent new statement to her.
-KK
-Took motion/action log and cleaned it up a bit and added new items from last 2 meetings, will add this meeting and send out again. JM will be able to take over this project.
-PD
-Status on emergency water plan. Waiting to hear from Ian on this project. Hope to have by next week.
Further discussion on asset management proposal.
7. Correspondence – Bob Ingram email. Catherine Deyoe email.
8. Public Comment -- None.
9. ADJOURNMENT
JB makes a motion to adjourn the Public Meeting at 10:55 AM. KK seconded. Motion Passed 3-0.
Respectfully submitted,
Paula Doyle
Commissioner