VILLAGE DISTRICT OF EIDELWEISS
Commissioners Meeting
Thursday January 27th, 2022
The Board of Commissioners met at 9:00am on Thursday Jan 27th, 2022.
In attendance for the public meeting are Commissioner Kathy Koziell (KK) by phone, Commissioner Jay Buckley (JB), Commissioner Smith (MS), Donna MacKinnon (DM)- Administrator, Alexis Wagoner (AW)-Administrator, Diana Reiss (DR)-Treasurer, Kelly Robitaille (KR)-DPW Foreman, Doug Prescott (DP), Meeting videotaped by Aysa of Madison TV
At 8:45 am Commissioner JB calls the meeting to order
NON-PUBLIC MEETING
JB makes a motion at 8:45 AM to go into Non-Public for RSA 91-A:3, II (a). MS seconded. Motion Passed 3-0.
JB makes a motion to come out of Non-Public meeting under RSA 91-A:3, II (a) and return to public meeting at 9:03 AM. MS seconded. Motion Passed 3-0.
PUBLIC MEETING
JB makes a motion to approve the agenda, KK 2nds, passes 3-0
JB makes a motion to approve the minutes of 1/13/22, KK 2nds, passes 3-0
JB makes a motion to approve the minutes of 1/20/22, MS 2nds, passes 3-0
JB makes a motion to approve the minutes of 1/24/22, KK 2nds, passes 3-0
JB makes a motion to approve the payroll for $10,757.71, MS 2nds, passes 3-0
JB makes a motion to approve the Operating Accounts manifest of $9,910.92 (Includes Payroll), KK 2nds, passes 3-0
DPW
Discussion on road paving. KR discusses that Klausen Rd lower half is really bad. Recommends doing 1.5” overlay halfway down & a light shim on the rest. Only received one estimate so far for $92.00/Ton with 1450 Tons to cover 18’ x 8500’ road. KK asks if there is enough in the budget between the paving & asphalt budget to cover the cost. JB questions if we should do Eidelweiss Drive instead this year. KR says Klausen has to be done this year, concerned we cannot use the warrant article with the other $17,000 in asphalt budget to supplement. KK & JB don’t believe it will be an issue.
Discussion on Lugano Rd, rock jetting out needs to be removed. Remaining budget to go towards road paving on Lugano Rd. Estimate is 1.5” Overlay with 2 apron areas & 360’ of road at $15.00/Ton for 95 Tons.
No hot water again in DPW 1 Garage. KK going to contact plumber.
KR & DPW will be cleaning up roads before storm. KR mentions grater is out of service, having hard time getting parts for it. Backhoe going to also need parts soon, a lot of money has been going into repairing it. KR suggests trading in grater and backhoe together as a deal. JB questions if we sell two Volvo’s can we lease with option to buy. Backhoe is #1 priority at the moment. Discussion on splitting the $50K from the Highway Equipment CRF and putting $25K into the Equipment Repair CRF.
JB makes a motion to take the $50K from the Highway Equipment CRF and split it for $25K into the Highway Equipment CRF and $25K into the Equipment Repair CRF, making the Equipment Repair CRF $30K. MS 2nds, Passes 3-0
Change Warrant Article 6 & 7 to reflect motion passed.
DP makes public comment to KR and DPW to thank them for doing a great job on the roads this winter.
ADMIN
Discussion on updated energy agreement. Does not cost the District any money. JB to write a non-money warrant article to sign a 45-month energy agreement.
MS makes a motion to sign 9-month energy agreement. JB 2nds, Passes 3-0
DM clarification on water hook up money deposit. Should $16K be put into Water Line Extension Fund CRF vs. Water Assessment Fund to not get funds mixed. DR comments that any money going forward for water hook ups should be put into the Water Assessment Fund. JB asks if money is taken out of the Water Extension Fund CRF? DR & KK discuss & agree extra money will be put into the Water Extension Fund CRF for future water projects (i.e. water main break, extending water line)
Discussion on purchasing new computers for the office.
JB makes a motion to amend appropriated motion to take $4,500 from CRF office fund. MS 2nds, Passes 3-0.
AW questions getting Credit Card limit increased from $3,000 per 24-hour period to purchase computers. DR is going to call bank to get authorization for purchase.
Discussion on Water Systems Operations Agreement. MS suggests changing wording in agreement & JB suggests adding a section for the DPW as well as implement the work order system again. Going to table until the following week when Ian is here.
Discussion on Scott Eagan Audit. Office to follow up with them.
Discussion on boat at Huttwil parking lot need to be towed out. Office is to call a tow truck to get it towed to a DPW lot. Check with KR on where to put boat. Tabled till next week to get additional information.
Discussion on HB 1532 YouTube video. MS suggests take a stand against new dam; video was not very factual. JB had sent text to Representative Mark McConkey to inform him we were on hold and needed more information as well as just spent $8,000 on EAP for existing dam. McConkey replied saying let him know when we have decided. Office is to draft a letter to McConkey concerning HB 1532 and the objection the Commissioners have to the bill as there are outstanding questions.
KK discussion on AW with using Mailchimp and the website.
KK to note changes made on slide 6 of the budget presentation to represent 2020 not 2021. Discussion continued on balance in the Unassigned Fund for 2021, all an estimate until the 2021 audit is completed.
KK brings up how to pay hourly employee that goes over 40 hours. BOC and employees agree to pay time and a half for overtime.
Discussion on EAP for dam. MS has issues with the plan, thinks the office should be the first contact then the DPW. JB has sent over some adjustments waiting to hear back but does not agree with MS. All agree there needs to be DPW involvement in the EAP going forward. Tabled till next week with updated information.
Discussion on JB email to NHMA about warrant article and continuing the public budget meeting after 2/1/2022. Decided that if someone comes in with a money warrant article after 1/28/2022 we will need to hold another meeting. Office to set up tentative meeting on 2/4/2022 at 7pm at the Madison Town Hall.
KR returns and makes comment about Klausen Rd being much shorter than prior documentation stated. It is 18’ x 2400’ NOT 18’ x 8500’. New Paving estimate is $44K from $75K also going from $92.00/Ton to $103.00/Ton. This changes the warrant article, Commissioners to change amount from $75K to $50K.
MS makes a motion to adjourn at 11:13, JB 2nds, passes 3-0
Respectfully submitted,
Alexis Wagoner, Administrator.