2021-03-04 Commissioners Meeting

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday March 4, 2021

The Board of Commissioners met by phone at 9:00 am on Thursday March 4, 2021.

In attendance for the full meeting were Commissioners Kathy Koziell (KK) and Paula Doyle (PD), Kelly Robitaille (KR) and Administrators Donna MacKinnon (DM) and Jerusha Murray (JM). Treasurer Dinah Reiss (DR) and Commissioner Jay Buckley (JB) attended part of the meeting.  Others called in to meeting as noted in minutes.  The meeting was recorded (audio).                             

At 9:03 am Commissioner JB calls the meeting to order.  

1. Agenda

JB made a motion to approve the agenda.  PD seconded.   Motion passed 3-0.

JB notified all that he would need to leave the meeting at 9:30.

2.  Minutes

JB made a motion to approve the meeting minutes from 2/25/21.

Discussion followed on the addition to the minutes that KK provided by email earlier this week about the poles on Reinach Place. 

JB made a motion to approve the amended minutes from 2/25/21. PD seconded.  Motion passed 3-0.

Discussion followed on power lines that run underground with JB clarifying location of 2 poles on Reinach Place.  KR inquired about documentation for location of any underground power lines with understanding that Eversource is responsible for placement of power lines and Lidar mapping should identify location of underground assets.

3.  ADMINISTRATION

KR informed board that he will be posting roads this week.  Discussion on how this information needs to be posted and provided to public.  Historically always placed ad in newspaper.  PD questioned whether this was required by law.  JM found RSA that said it should be posted using current technology and methods of notification.  PD recommended posting via email and on website.  KR stated that he gets calls and recommends newspaper. 

JB made a motion to put a notice in newspaper tomorrow and to send an email to residents.  KK seconded.  Motion passed 2-1.

Discussion started on annual meeting dates and notices – put on hold as new attendees joined meeting.

4.  WATER REPORT

At 9:30, JB left the meeting.  Brad Jones (BJ) of Jones & Beach, Ian Hayes (IH) of Simply Water and Engineer Chris Albert (CA) joined the meeting.

CA discussed the work that will be done via the Asset Management project to identify the locations for the PRV pit(s) for the Upper Lakeview alternative plan.  Wright & Pierce will be doing the asset management work on the entire district but will address this area first in order to move the work forward that includes the first PRV pit that is covered in Dawon’s original contract.  The second pit will be covered in the contingency.  

KK asked BJ about clarification on Contract #6.  He stated that he thought it had been resolved but he was asked to look at it again in particular as it pertains to the Operations Manual for the pump house. 

KR asked about underground power lines for the pump house and how he would know where these are located.  CA CB said that these are noted on the plans and also that Digsafe would be responsible for this information.

BJ, IH and CA left the meeting.

5. ADMINISTRATION CONTINUED

KK made a motion to approve the final posting for the budget hearing and annual meeting.  PD seconded.  Motion passed 2-0.

Discussion on whether KR should attend the budget hearing.  KK and PD agreed that it was not required but KR could attend if he wants to be there.

6. OLD BUSINESS

KK made a motion to run the ad for the truck in the Berlin newspaper on a Thursday instead of a Saturday.  PD seconded.  Motion passed 2-0.

PD summarized discussion with attorney Chris Boldt from last week about the legal invoice for this month with agreement reached to reduce invoice by $85 for 0.5 hours between 1/21 and 1/22.  PD to summarize this agreement in an email to office.

7.  ACCOUNTS PAYABLE

KK made a motion to approve the manifest of 15 checks totaling $15,035.51.  PD seconded.  Motion passed 2-0.

8.  COMMISSIONERS REPORTS

PD reported that she has received a draft of the Water Emergency Plan from Ian Hayes.  Will review it this week and add updated addendums.  Will send all to office for consolidation and discussion next week.

9.  CORRESPONDENCE

Discussion on email from Ted Foley about overdue water bill.  There seems to be confusion about property ownership with property records indicated that Ted Foley has been the actual owner of property for many years although he stated that the property was owned by TD Bank and has changed ownership.  PD and KK agree that the next steps should be to proceed with the prior approved property lien ASAP in the event that ownership change has not closed.

PD asked about phone call from Mark Graffam and whether this needed further discussion.  DM stated that she would be sending him an email with an answer to his question.

10.  PUBLIC COMMENT

None.

11.  NON PUBLIC MEETING.

KK makes a motion at 10:20 AM to go into Non-Public for RSA 91-A:3, II (a).  PD seconded.  Motion Passed 2-0.

KK makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (a) and return to Public meeting at 10:57 AM.  PD seconded.  Motion Passed 2-0.

12. Adjournment

KK makes a motion to adjourn the Public Meeting at 10:58 AM.  PD seconded.  Motion Passed 2-0.

Respectfully submitted,

Paula Doyle

Commissioner