2022-02-03 Commissioner Meeting

VILLAGE DISTRICT OF EIDELWEISS

Commissioners Meeting

Thursday February 3rd, 2022

The Board of Commissioners met at 9:00am on Thursday Feb 2nd, 2022.

In attendance for the public meeting are Commissioner Kathy Koziell (KK) by phone, Commissioner Jay Buckley (JB), Commissioner Mike Smith (MS), Donna MacKinnon (DM)- Administrator, Alexis Wagoner (AW)-Administrator, Diana Reiss (DR)-Treasurer, Kelly Robitaille (KR)-DPW Foreman, Doug Prescott (DP), Ralph Lutjen (RL), 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 8:59 AM.  MS seconded.  Motion Passed 3-0.

PUBLIC MEETING

JB makes a motion to approve the agenda, MS 2nds, passes 3-0

JB makes a motion to approve the the minutes of 1/27/2022, JB 2nds, passes 3-0 (amendment made to change DB to DM)

JB makes a motion to approve the Non-Public minutes of 1/27/22, MS 2nds, passes 3-0

JB makes a motion to approve the Budget Hearing minutes of 1/28/22, MS 2nds.

KK, JB & MS all make amendments to the meeting minutes.

MS makes a motion to approve amended minutes, JB 2nds, passes 3-0

JB makes a motion to approve the WTR Project check for $265.00, MS 2nds, passes 3-0

JB makes a motion to approve the Water Assessment Fund manifest of $279.41, KK 2nds, passes 3-0

JB makes a motion to approve the Operating Accounts manifest of $8,336.77, KK 2nds, passes 3-0

DM brings up discussion on engineering fees being added to the Water Ordinance.

KK mentions adding an option to the Driveway Ordinance about waiving the septic system design. Discussion that this would be a case-by-case scenario.

MS mentions if voters take to the floor, they could amend Water Ordinance to retro activate past application fees to January 1st changing the amount from $8,000.00 to $10,000.00.

DPW

KR discusses DPW getting ready for snowstorm set to hit 2/3-2/4 stating we are set to get around 9”-17” of snow. New Klausen estimate a little lower than first one, still waiting on a third estimate.

Discussion on Dam boards and possibly changing the size of the boards. DR asks if a board was taken out this winter, KK responds yes. JB to check about notification to the public on taking a board during the winter season.

MS mentions wanting to schedule a Non-Public with Kelly and Ian from Simply Water.

Discussion on towing boat at Huttwil parking lot. Got pricing for truck rental from Home Depot $19.00, KR states boat can be towed after storm and moved to the DPW building 1. KR wondering what the policy is for a time limit of being park in the lot. To be looked into.

ADMIN

Discussion on audit and going forward in QuickBooks. Scott Eagan (auditor) recommends water hookup fees be put into the Water Extension CRF then be transferred to the Water Assessment Fund. DR going to check with the DRA on this.

Discussion on splitting QuickBooks into two separate files: one for operating and one for water. Going forward write two checks when splitting a bill between operating 85% and water 15%.

Discussion on when the water rate is set for 2022.

Discussion on having the attorney present at the Annual Meeting. KK on Separation Agreement Petitioned Warrant Article have him send in a written statement verse having him at the entire meeting. MS recommends having office send Driveway and Water Ordinances to attorney to get their blessing then approve it.

KK makes a motion to send the Driveway Ordinance and Water Ordinance changes to the attorney. JB 2nds, passes 3-0

KK makes a motion to send Petitioned Warrant Article #19 to Doug Mansfield for a response on his opinion on the Warrant Article to be available for the Annual Meeting. JB 2nds, passes 3-0

Discussion on engineering fees and who will do the work going forward.

Discussion on Petitioned Warrant Article received after hours. Conclusion article is not valid.

Discussion on Reinach Project and Invoice. JB to get pricing on the generator transfer switch that was already paid for. Discussion on road damage from the project. KR states Dawson is only responsible for 2 feet of paved road and 4 feet of gravel road. Damage of roads on Dawson, need to receive back charge for road damage that the VDOE DPW fixed. RL questions why switch was paid for it we have not yet received it. JB responds that the contract stated once substantial amount of work was complete payment in full was to be paid. RL states Dawson is obligated to return money or deliver switch regardless of contract. JB to follow up with Dawson on delivery of transfer switch. RL suggests get a price for transfer switch then deduct from retainage if Dawson doesn’t deliver. KR states possibly $8,000 was spent on road repairs. Dawson has three major items left on check list, Generator transfer switch, road repairs and planting grass seed. Pictures of road damage are on the cloud at the office. Discussion on road damage pictures.

Discussion on HB 1532 letter to Mark McConkey.

JB makes a motion to send letter with 1st paragraph only and the word “to” added. KK 2nds, passes 2-1

Discussion on 2020 Audit draft approval.

JB makes a motion to sign 2020 Draft Audit. KK 2nds, passes 2-1

Discussion on Dam Action Plan. JB in process of filling it out and updating it.

Discussion on FEMA Fact sheet. Updated emergency contact list with sheriff’s department.

Discussion on January Water usage.

KK makes comment that the Public Budget Hearing went well.

DM questions when Warrant Articles need to be entered into the DRA portal. KK everything needs to be in the portal with a green check 14 clean days prior to the annual meeting. KK asks if Commissioners are to vote for or against Warrant Articles prior to submission.

MS makes a motion to weigh in before Warrant Articles are posted to vote for or against it. JB 2nds, passes 3-0

MS requesting conversation between JB and Steve Doyon. JB to send to office.

Discussion on Asset Management Meetings. MS requesting meeting minutes from past meetings and questions how often meetings are. JB states meetings are held once a month and that he will check with Horizons to get the meeting minutes. DR requests clarification on $20K/$20K matching grant as well as update to the 50K grant and whether it was awarded.

Discussion on visual presentation with Horizon to update people on the progress Asset Management has made. Additional discussion on when to hold a public meeting with Asset Management.

MS makes a motion to adjourn at 10:57, JB 2nds, passes 3-0

Respectfully submitted,

Alexis Wagoner, Administrator.