VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Thursday January 13th, 2022
The Board of Commissioners met at 9:00am on Thursday Jan 13th, 2022.
In attendance for the public meeting are Commissioner Kathy Koziell (KK) by phone, Commissioner Jay Buckley (JB), Mike Smith (MS), Donna MacKinnon (DM)- Administrator, Alexis Wagoner (AW)-Administrator, Diana Reiss (DR)-Treasurer, Doug Prescott (DP), Meeting videotaped by Aysa of Madison TV
Commissioner JB calls the meeting to order at 9:0am
JB makes a motion to approve the agenda, MS 2nds, passes 2-0
JB makes a motion to add Doug Prescott to the agenda for public comment and HB1532 Planning and Construction of Dam on Big Pea, MS 2nds, passes 2-0
JB makes a motion to approve the minutes from 12/15/2021, MS 2nds, Passes 3-0
JB makes a motion to approve the non-public from 12/15/2022, MS 2nds passes 3-0
JB makes a motion to approve the minutes from 1/6/2022, MS 2nds, MS amends to add to public hearing “and Budget Hearing” and on discussion on Lodge that parking easement “could be as many as 4 spaces”, Amendment passes 3-0, Amended minutes passes 3-0
MS makes a motion to approve the manifest of $7421.93 for payroll, KK 2nds, passes
3-0
MS makes a motion to approve manifest of $3332.80 for NH retirement, JB 2nds, passes 3-0
ADMIN
DM states that offer for custom pens received, Commissioners not interested, NH Water Works renewal of membership of $100, MS wants to know what the additional $125 membership would get us.MS makes a motion to table until next week to get more information on $225 membership level. JB 2nds, Passes 2-1
DM reached out to Scott Eagan (Auditor) for next steps in getting the final audit and the Management Discussion report. S Eagan will forward signature page for audit approval. KK asks about the encumbered $59,142 from 2019 Warrant Article didn’t see it identified at first review of the audit. Also looking for working notes and if Management reply is required. MS says he abstains as he was not part of it. DR is OK with not having Management report if not required. MS asks if 2021 Audit will be ready for this year’s annual meeting. DM will ask for 2021 schedule as well as getting final bills for 2020 Audit for 2021 budget.
Discussion on J&B invoice, details were provided, KK states that Contract 6 will be overspent but overall J&B Engineering costs are within budget. There is also $80K in Contingency money. KK will provide updated Reinach tank spreadsheets.
JB on Audit states that S Eagan will send Management Assertion Report.
Budget Hearing – Public Hearing, JB discussion on sale of Lodge. Commissioners have the authority to sell but want the voters approval via a Warrant Article.MS suggests that we get a contract to upgrade the Lodge for year round use, KK asks if MS will take this on, MS states lets go with $125K, MS makes a motion to add a Warrant Article to spend up to $125K on upgrades to the Lodge, JB 2nds, discussion on numerous items that would need to be addressed, amount amended by JB to $150K, amendment passes, KK asks if this will be raised by taxation, MS states yes, amended motion passes 3-0 KK asks MS to provide a list of items that will need to be addressed at the Lodge.
Discussion on use of funds if Lodge sells, new office space needed, storage, handicap access. JB will provide Warrant Article for Building CRF funded by Proceeds from sale of Lodge.
Discussion on roads and paving for 2022, need to have additional discussion with Kelly R.
DM states that Madison will no longer provide free PO box to Eidelweiss residents, and they no will longer manage the boxes and keys which will be passed to the VDOE office. Discussion on the need to get additional mailboxes, they should be on a public road not private, discussion on using the property on 1680 Conway Rd where the office is currently located. KK states that a 16-box cluster that matches what we have is $2000, will send to office for reference. Possible warrant article.
Doug Prescott proposes a Warrant Article to increase the number of Commissioner from 3 to 5 citing that it would spread the workload, assist with absences, have a mix of experienced and new commissioners, possibly easier to recruit new members, ability for 2 commissioners to discuss, draft and create recommendations outside of a public meeting. JB makes a motion to add a Warrant Article to increase the number of Commissioners from 3 to 5. KK 2nds, MS states that he doesn’t think it will work, KK states that she had conversations with Ron Sandstrom (prior commissioner) and that this would be a benefit to the District. MS states that 2 commissioners cannot talk outside of a public meeting. KK will reach out to NHMA for clarification. Motion passes 2-1.
Discussion on proposed ordinance changes – Water Ordinance 1. increase water hook-up from $8000 to $10,000. 2.Extension of water lines to the furthest boundary line of the subject property. KK adds “unless there is no buildable adjacent lot”. 3. Service line and shall be no closer than 25 feet from any component of the septic system.
KK states that per previous discussions we need to add “No water connection of any type can be made outside the Eidelweiss Residential District property boundaries”.
Driveway Ordinance - No driveway permit shall create a new access to any road or property outside of the Eidelweiss Residential District except for those District properties abutting NH State Route 113 (Conway Road) to create access to that road. KK questions the reason for requiring a septic design for the driveway permit.
Discussion on boat in Huttwil parking lot, need to get the proper ball and hitch, JB will work on signs for parking area.
MS makes a motion to sign the offer letter to Alexis Wagoner, JB 2nds, passes 3-0
Doug Prescott presents a plan approved by the water committee to create a PVC sleeve and cap to help identify, protest and isolated the CSV. Cost is approx. $45
MS makes a motion to approve expense of $45.30 from water budget, JB 2nds, passes 3-0
Discussion on reimbursement of expenses from Horizon’s engineering, JB states that deliverables must be completed and approved by DES before disbursement of grant funds. Deliverables will be completed simultaneously at the end of the project, so they’ll be submitted together. We can pay up to the $20,000 that we transferred from the CFR. JB submitted application to planning board regarding the Lodge and Cabana building lot discrepancy.
MS makes a motion to ask NHMA about multi-year contract with 3rd party utility provider. Do we need voter approval? JB 2nds, passes 3-0 KK will draft correspondence
KK asks about Feb 1st deadline on petitioned Warrant Articles when our budget hearing/public hearing are scheduled for Jan 28th. JB will consult with Madison on procedure.
MS asks about outhouse repairs, KK states that she contacted contractor and he indicated that he had the templates made but that someone from Eidelweiss told him we were going in a different direction…KK stated that wasn’t the case and that we needed a price for 8 SS installed toilet seat brackets.
DR asks about spreadsheet and budgets, KK states that 2021 YTD spending is available thru the office and that the proposed 2022 budget will be posted on website Monday. MS asks about the suggestions that JB made for proposed budget, but we had covered that during our Dec 15th meeting.
JB discussion on computer purchase for the office, A Harteveldt submitted a recommendation. JB will move forward with this. A Harteveldt also asked about Bliden Dr paving and if it was on the schedule. Kelly will be asked about priority of this road. JB makes a motion to draft a letter or support for HB1532. MS 2nds, sign out of session, passes 3-0
MS makes a motion to adjourn at 11:29, JB 2nds, passes 3-0
Respectfully submitted,
Kathy Koziell, Commissioner