2021-03-11 Commissioners Meeting

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BOARD OF COMMISSIONERS MEETING MINUTES

Thursday, March 11, 2021

9:00 a.m.

In attendance: Commissioners Jay Buckley, Kathy Koziell, Paula Doyle by conference call
Treasurer, Dinah Reiss by conference call
Administrators Donna MacKinnon, Jerusha Murray in office

Call to order at 9:06 am

  1. Approval of the agenda

MOTION by Jay Buckley to approve agenda; Second by Kathy Koziell. Approved: 3-0

  1. Approval of Minutes
    1. 03/04/2021

MOTION by Jay Buckley to approve minutes as amended for typo CB > CA; and to approved non-public minutes; Second by Kathy Koziell. Approved: 3-0

  1. Committee Reports

a. Project Report – Change Orders from Dawson’s Excavation RE: culvert and hydrant

Discussion ensued on timing of work, whether estimates were received and approved prior to work being performed. Board concluded that: work performed by Contractor that would have been required due to age or condition, but that could have been performed by VDOE DPW should be reviewed for cost. Any work performed due to incorrect work by contractor or damage made by contractor should be Contractor’s liability at no cost to The District.

MOTION by Paula Doyle to authorize Jay Buckley to discuss with Jones & Beach to renegotiate cost; Second by Jay Buckley. Jay will review documentation with office and address with Brad.

Approved: 3-0

b. Water Report – NONE

Water Committee Meeting – 4PM tomorrow, 3/12/2021

Paula Doyle recommends that the Water Committee should be charged with annual updating of the Emergency Water Plan. Discussion ensued on most prudent timing of annual updates.

c. DPW Report - NONE

  1. Administration

a. Request approval of Jones & Beach Inv. 37045 for period ending 01/24/2021

Discussion ensued RE: whether The District is being billed for non-management items, regular call ins/updates, or other (example: regarding bills on contract #6 to be fixed)

ACTION: Office to request additional details on billing –for update or discussion of billing discrepancy?

b. Communication RE: personal property disposal

MOTION by Paula Doyle for office to send a letter to Adam Leiser, providing 1 week to retrieve; Second by Jay Buckley. Approved: 3-0

  1. Old Business/Tabled Items

a. Primex Review of Wright-Peirce On-Call Agreement

Jay Buckley asked, should someone retire, how does that impact the indemnity? Paula Doyle recommends the contract be sent back to W&P for review and comment.

MOTION by Jay Buckley for the office to forward contract back to W&P for consideration and comments; Second by Kathy Koziell. Approved: 3-0

b. Primex request for clarification/additional info needed for Grant Commitment Bond

Kathy Koziell asked for clarification on source of info. Jay Buckley stated that there is literature from DES. ACTION: Jay will work with office to identify for sending to Primex.

  1. Signature Items

a. Payroll Manifest for 03/12/21 totaling $7,108.86

MOTION by Jay Buckley to approve payroll 03/12/21 manifest; Second by Kathy Koziell.

Approved: 3-0

b. Accounts Payable Manifest 03/03/21 – previously approved, signatures needed

Donna MacKinnon shared with the Board guidance received by Catherine regarding proper format of manifests that includes information on balance prior to manifest, # of checks in manifest, total amount of manifest, balance after manifest; and requests to implement this format for proper accounting and transparency to district.

MOTION by Jay Buckley to adopt this new transparent manifest for Payroll, Operations, and Water System accounting; Second by Kathy Koziell. Approved: 3-0

ACTION: Commissioners to sign previously approved manifests in this format from January 1st to present.

c. Driveway Approval for 8 Grandval Way James Nyman

DPW reports that this lot is flat, no culvert necessary, driveway will need to maintain negative grade to road. Class V road.

MOTION by Jay Buckley to approve the permit for 8 Grandval Way; Second by Paula Doyle. Approved: 3-0

  1. Commissioner’s Concerns/Reports

Commissioner Koziell – asked if there were additional journal entries over the last two weeks? If so, asks that office sends new copy of the of end of year P&L. Requests a meeting to review budget one more time.

MOTION by Kathy Koziell to hold a Special Commissioner’s Meeting on Tues, March 23rd at 9AM for the sole purpose of discussing budget items; Second by Jay Buckley. Approved: 3-0

Commissioner Doyle – water emergency plan update. Paula re-typed the entire document. Majority of updates were emergency contact information. Recommends we add Water EAP as an annual task.

Kathy Koziell – office procedures binder, make it an annual task in August.

ACTION: add EAP annual update to office procedures

Discussion ensued on management of the motion/action log and accountability of assigned tasks. It was decided to review the log monthly, with a bi-weekly reminder of open items.

ACTION: Small claims (Leiser) and lien (Foley) to be filed as soon as practical by the office; Commissioners recommend end of next week March 18th, follow up on additional lien in two weeks as payments are being made.

Commissioner Doyle requested clarification on water usage report, specifically zero and negative readings. Discussion ensued on reading and most efficient method to clarify.

ACTION: Paula Doyle will contact Ian & Tom for more information and to schedule on-site if needed.

Discussion ensued on upcoming audit, rescheduled for Monday, March 22, 2021.

Discussion regarding Asset Management Grant requirements and the need to amend prior motion. Original approved motion made on Feb 25, 2021 was only for appropriating matching funds; Commissioner Buckley reports Grant application requires: approval to accept the Grant; approval of appropriation of matching funds; authorization of Commissioner(s) to act.

MOTION by Jay Buckley to amend Feb 25, 2021 motion 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; Second by Paula Doyle. Approved: 3-0

Discussion ensued regarding Little Loop Project updates. Commissioner Koziell has been in communication with Chris Albert to walk with surveyor.

ACTION: Kathy Koziell will follow up on site with Chris Albert and surveyor.

Discussion on Emergency Action Plan for dam and associated costs due to options of Simplified Map vs. Breach Analysis and impact on rating and inspection frequency.

ACTION: Table cost analysis and discussion to 3/18/21 meeting.

Commissioner Buckley provided an update on the Lodge. Discussion on considerations for selling vs. keeping and future public input/hearing.

ACTION: Jay Buckley reach out to three realtors on opinion on market value, request info by end of March.

Commissioner Buckley asked for update on inspection of Lodge fire extinguishers.

ACTION: Office will contact again on inspection schedule.

  1. Correspondence
  1. Public Comments on Non-Agenda Items

Dinah – Comments on the Lodge. The community may want to use the proceeds of the sale for a community center/gathering place. It may have infrastructure issues that we are yet unaware of, example: septic/sewer.

  1. Other Business

a. Eversource Water Usage & Cost
Donna clarifies that the spreadsheet is just for the pumphouses.
Jay Buckley notes that cost went down.

b. Granite State – Accepted Results 03/03/2021 Test

  1. Non-Public Session – RSA 91-A:3, II (a) Employee Matters
  1. Dates for Next Board of Commissioner’s Meetings
    1. March 18, 2021
    2. March 23, 2021 – budget items only
    3. March 25, 2021

Adjourn

MOTION by Jay Buckley to adjourn 11:16AM.