VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Thursday February 25, 2021
The Board of Commissioners met by phone at 9:00 am on Thursday February 25, 2021.
In attendance for the full meeting were Commissioners Jay Buckley (JB), Kathy Koziell (KK), and Paula Doyle (PD), and Administrators Donna MacKinnon (DM) and Jerusha Murray (JM). Treasurer Dinah Reiss (DR) and Kelly Robitaille (KR) attended part of the meeting. 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 3-0.
2. DPW
KR reported on an emergency call situation that occurred this week when he overheard a request on radio from Madison FD to Madison Public Works to clear a road in Eidelweiss for an ambulance at 5:15 AM. KR was able to contact Madison Fire and let them know he was already on site as he had already cleared the road for the ambulance. He did not know why they had not tried to reach him directly since he had his phone with him and likewise they did not try to contact backup person. He asked that the situation be clarified on process.
JB to reach out to agencies to reiterate emergency procedures and list of contacts. PD suggested that public also be reminded in next newsletter.
KR asked about agenda item for driveway permit for #8 Grandval Way. DM stated that she is reaching out to applicant about incomplete application.
KR asked about inquiry on construction on Class VI Thusis. Discussion followed on helping provide more information on these types of inquiries with request from BOC for office to send fact sheets that have previously been approved to these property owners.
Discussion on power lines running under roads. KR stated that he needs to know where this occurs. JB brought up 91-A request from Mark Graffam on this issue for Reinach Place. JB stated how process works with Eversource placing assets on boundary lines and any lines put underground to private residences do not involve the district unless they run under district property. The pole servicing 9 Reinach is on the property owners side of the road and the conduit from the pole to the house does not cross under district road or property.
He stated that he believes the information he previously provided to Mr. Graffam was correct and he confirmed this with Jones & Beach that the lines underground to the Reinach pump house would be complete when construction is completed in the spring. Office to get back to Mr. Graffam on his request.
KR leaves the meeting.
3. ADMINISTRATION
DM reported that she worked this week with Catherine Deyoe and Audit firm. Auditors requested what written policies and procedures exist for office. No one aware of any specified procedures except Treasurer who stated that checks over $1,000 not left in office and if cash received for a water bill, she would be informed to pick up immediately. PD suggested we put some written policies in place. Office to ask Catherine if she has any template or drafted policy and procedure documents that we could use as a reference point. DR agreed to draft a document upon receipt of anything from Catherine/office.
DM reported that the Adam Leiser 91A request will be complete today.
JB made a motion to approve the meeting minutes from 2/18/21. KK Seconded. Motion passed 3-0.
JB reported that he has initiated process for small claims court using TurboCourt. BOC agreed that the office should be the primary contact and initiator of this process.
JB made a motion for the office to formally start this process and pay the $90 fee. PD seconded. Motion passed 3-0.
Annual Meeting Dates - Reviewed dates. Discussion on the 60-day deadline for calling a meeting as it related to a petitioned warrant article and decided not to include as it could be confusing. All agreed that if anyone was submitting a petitioned warrant and needed assistance, we should provide information and clarification on process if requested.
PD made a motion to adopt all of the dates discussed and to publish these this week. JB seconded. Motion passed 3-0.
Office to post at mailboxes and office. KK and JM to work together on posting on website and email blast.
Discussion on legal fees invoices from January that was brought up last week. PD to make a phone call to Chris Boldt to discuss charges related to annual meeting process that were not requested by the BOC.
4. FUND TRANSFERS
JB asked for clarification on transfer of funds from reserve accounts and the effect on the budget reports. KK also raised question on the posting and reporting for expenses and transfers of funds from either receivables or reserve accounts. Lengthy discussion on this topic with resolution for DM to ask Catherine for clarification. KK also to call DM to discuss in more detail.
JB reported that the water committee met this week. No recommendations or decision required. Do need approval to expend funds for the asset management project.
JB made a motion to expend $20,000 from the Water System CRF for asset management. KK seconded. Motion passed 3-0.
JB explained that this motion is required in order to expend any funds and that these funds will also be insured by Primex as is required by the grant.
** MOTION AMENDED AT 3/11 AND 3/18 MEETING AS FOLLOWS:
JB made a motion to expend $20,000 from the Water System CRF for asset management and to authorize Commissioner(s) to accept the matching grant in the amount of $20,000 and for Commissioner Buckley to act on all matters regarding this project.
KK seconded. Motion passed 3-0.
(Amended by Motion at 3/11 and 3/18 Meetings for required Grant Application language)
5. ACCOUNTS PAYABLE
JB made a motion to approve payroll for $6,962,44. KK seconded. Motion passed 3-0.
6. COMMISSIONER REPORTS
-Waiting on clarification from Brad Jones about $1,375 charge on Contract #6. Also wants to know about the $4,000 contracted for the manual that hasn’t been done yet. Will this take us over budget for the contract? Brad will be at the meeting next week.
-JB spoke to one realtor who we agreed to contact after last meeting to request a CMA. Realtor informed him that we need a Certified Appraisal as opposed to a CMA. After discussion on the most recent Assessment and the process, BOC agreed that an appraisal would be the next step.
JB made a motion to spend up to $500 to obtain a certified appraisal on the lodge. KK seconded. Motion passed 3-0.
Next steps – JB to contact an appraiser to start process.
Discussion on status of on-call engineering agreement with Wright & Pierce. PD asks about questions on agreement that were discussed on 2/4/21. JB to review with engineering firm.
JB made a motion to have the agreement reviewed by attorney. PD seconded. Motion passed 3-0.
JB reports that no bids were received for the Ford 550.
JB made a motion to lower the minimum bid from $29,500 to $24,500 and advertise in 3 local newspapers, Craigslist and Municibid. KK seconded. Motion passed 3-0.
Agreed that the date for bids due will be Wednesday 3/31/21.
JB reported that Stephanie at Wright & Pierce is waiting for an internal signature on their bid for the dam management plan and she will forward to district soon.
KK
Motion/Action Log has been distributed. Agreed that all should update and send any updates to office. Discussion on recording completed items. Additional worksheet will be created and will move completed items to it. JM to follow up.
Discussion on 2021 budget and where to post payments for Catherine Deyoe. If going to leave in equipment, need to increase for 2021. DM to ask CD next week if she has a recommendation for this question.
PD
Should have draft for water emergency plan by next week.
7. CORRESPONDENCE
Most previously discussed. PD asked to discuss email from David Maudsley – did not like tone. In regard to specifics of this note and December email that he referenced, PD reported that she reviewed again in detail and felt that specific comments in regard to accounting were either addressed or did not impact budget overall. PD reported that she did some review of NH RSAs and protocol regarding role of Treasurer in towns and village districts and could find nothing too specific and that many other towns appear to have adopted specific statements or policies regarding the role of the Treasurer. PD suggested that other Commissioners confirm this information and consider whether VDOE should create and adopt a policy potentially with larger role for Treasurer to be more involved in oversight and accountability for accounting practices.
8. PUBLIC COMMENT -- None.
9. ADJOURNMENT
JB makes a motion to adjourn the Public Meeting at 12:33 PM. PD seconded. Motion Passed 3-0.
Respectfully submitted,
Paula Doyle
Commissioner