The Board of Commissioners met at 9:00am on Thursday Dec 16th, 2021.
In attendance for the public meeting are Commissioner Kathy Koziell (KK), Commissioner Jay Buckley (JB), Mike Smith (MS), Donna MacKinnon (DM)- Administrator, Diana Reiss (DR)-Treasurer, Gloria Aspinall (GA), Mark Graffam (MG) attends after 10:45, Meeting videotaped by Madison TV
Commissioner JB calls the meeting to order at 9:01am
JB makes a motion to approve the agenda, MS 2nds, passes 3-0
JB makes a motion to approve the minutes from 11/10/2021, KK 2nds, Passes 2-0-1
JB makes a motion to approve the non-public from 11/10/2021, KK 2nds passes 2-0-1
JB makes a motion to approve the minutes from 11/18/2021, MS 2nds, MS makes a motion to amend the minutes toDelete crept on to flooded across. After Mike Smith states we own the Dam – Delete “and we can do what we want” add “notify Fish and Game that we need to remove a board due to recent rain”. Add in comment from Shauna’s email “and high water on Big Pea”. Delete the “remove” from motion to contact owners. Add “JB threatens to remove D Wondolowsky from the meeting” passes 2-0-1
JB makes a motion to approve the minutes from 12/2/2021, MS 2nds, MS makes a motion to amend discussion on Appenvalregarding cornerlots change the word “can to could” Passes 2-0-1. Bottom of 2nd page add “MS suggests getting a price to complete GPS of CSV’s”. Bottom of page 3 last sentence, Strike out “this idea did not get much support”. 4th page Gravel JB and MS confirm that ultimately the cost will be taken from retainage. Passes 2-0-1
JB makes a motion to approve the minutes from 12/6/2021, KK 2nds, Passes 3-0
DPW
KR Discussion on Driveway application for 70 Appenval, property owner wants to use Thusis for access. KR states this would actually be better for the District roads. This could be an issue with house numbering for 911. JB makes a motion to approve the Driveway application if abutting lot is owned by VDOE. (this way they could change legal address to Thusis). KK 2nds. Discussion on how much work is required on the Class VI Rd by property owner. Permit conditional on installation of road culvert and a Class VI road waiver. Passes 3-0
Discussion on paving of Eidelweiss Dr, may be better to repave sooner rather than waiting for compete road reclaim. Discussion on roadside clearing,
KR has quotes coming from GW Brooks as they purchased a new roadside mower that Tony could run.
JB makes a motion to encumber the funds from 2021 Warrant Article #5 in amount of $7000 for roadside brush and tree cutting, MS 2nds, passes 3-0
JB makes a motion to encumber the funds from 2021 Warrant Article #6 in amount of $6000 for revisions to Lodge property lines MS 2nds, passes 3-0
KR will contact Beaver Trapper in the spring as animals are hibernating
JB makes a motion to approve the manifest in the amount of $7366.06 MS 2nds, passes 3-0
MS makes a motion to approve the payroll manifest in the amount of $5684.83, JB 2nds, passes 3-0
Audit draft received yesterday (12/15/2021) at 6:30 pm
Habitat for Humanity has a request for a driveway permit using a letter of credit for guarantee. This is acceptable according to the ordinance.
DM will move forward with the Driveway Permit application process.
DES comments on the OMR for the DAM
KR confirms with Madison that abutting lots on Thusis are VDOE owned – new address will be 13 Thusis.
JB makes a motion to pull a board in Dam, MS 2nds, passes 3-0
JB makes a motion to have KR cut the10” board into 2-5” boards, MS 2nd, passes 3-0
Official Reinach Grant extension thru Dec 2022 received from DES
MS makes a motion reimburse Doug Prescott for $43.68 for Water Committee expenses, JB 2nds, passes 3-0
Granite State Analytical report – all tests passed
91A request for all emails between office and commissioners, DM to ask for a date range.
Discussion on meeting schedule, next meeting Jan 6th, 13th, 20th, 27th, and the 28th Budget hearing
JB makes a motion to approve a Meeting Policy.
“To have any currently elected commissioner(s) not physically present at a public meeting held by the board of commissioners to be contacted immediately after the meeting is called to order which allows them to participate remotely per RSA 91A:III.” MS 2nds, KK states that absent commissioner should notify office 24hous prior to the meeting that they are available to participate”. Final language
Meeting Policy
To have any currently elected commissioner(s) not physically present at a public meeting held by the board of commissioners to be contacted immediately after the meeting is called to order, if that commissioner has given 24 hour notice of availability, which allows them to participate remotely per RSA 91A:III.
Passes 3-0
MS asks that the Jan 6th meeting with Horizon Engineering be cancelled, JB will contact.
MS makes a motion to enter non-public at 10:23 91A:3 II (c) JB 2nds, passes 3-0
Reconvene Public meeting at 10:32 Minutes of non-public are sealed
MS leaves the meeting
Discussion on Jones&Beach invoice of $1295, was for meeting with Ian and tour of the pump house
JB makes a motion to approve the J&B invoice, KK 2nds This is for Contract #6 passes 2-0
Discussion on transfer switch for pump house –
Wright & Pierce invoice for Dam breach analysis for $2000
Nick Skeggell needs usage at Chocorua and Summit to assist with Upper Lakeview PRV
Mark Graffam questions valve that was originally designed to be at Lugano. JB states that once the area was evaluated it was determined by Ian Hayes that a change in location would achieve a better result.
Mark Graffam questions the budget reports, KK explains that the office is taking the full P&L and creating 2 separate budget reports (operations and water) and we are now creating a 3rd report to capture the Warrant Article expenses to take them off the operating budget.
DR clarifies that the Treasurer is not responsible for the budgets.
Discussion on water hook-up fees and the new process for separating the water funds from the operating funds.
DR asks if Simply Water invoice for work on Asset management project can be filled to the project. JB states that yes it can
JB discusses voting booths for annual meeting
Discussion of District entering into a 3-year contract with 3rd party energy co-op. DM will reach out to DRA
JB makes a motion to have Tricky Tree clear brush from around the lodge not to exceed $2500, KK 2nds, passes 2-0
Discussion on 2022 Warrant Articles, Tank Pumping, Insurance, Hwy Equipment, Equipment Repair
JB makes a motion to adjourn at 11:48, KK 2nds, passes 2-0
Respectfully submitted,
Kathy Koziell, Commissioner